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YOU ARE HEREBY INVITED TO BID FOR THE FOLLOWING SPECIFIED SUPPLY REQUIREMENTS
BID NUMBER: NRF/SAASTA 13/2013-14 CLOSING DATE: 10/03/2014 CLOSING
TIME 11:00
BID DESCRIPTION
Appointment of a service provider to conduct Media Monitoring
Bidders are required to fill in and sign the written offer form (SBD7 Contract Form – Part 1) at end of this Invitation.
Preferential Procurement System applicable (points for price: points for procurement preference): 90:10.
Briefing Session / Site
Visit
Compulsory / Not
Compulsory
Date and Time:
Location:
EITHER PHYSICALLY OR BY COURIER ENVELOPE ADDRESSING:
NRF / SAASTADidacta Building
211 Nana Sita Street
Pretoria
0001
Bid Number and Name, Postal Address, Contact Name, Telephone Number and email address on the envelopeEmailed PDF file name format is “Bid Number / Supplier Name”
Bidders are required to deliver Bids to the correct address timeously. If the Bid is delivered late to the NRF address, it will not be considered.
Page 1 of 35
All Bids must be submitted on the official forms in this invitation (not to be re-typed) with additional information supplied on attached supporting schedules.
This Bid is subject to the preferential procurement policy framework act and its 2011 regulations, the general conditions of contract (NRF website) and special conditions of contract as stipulated in this invitation.
ANY ENQUIRIES REGARDING THE BIDDING PROCEDURE DIRECTED TO:
Contact Person: Dr Anton Binneman (Technical)
Tel: 012 392 9322
Email: [email protected]
Contact Person: Rose Mahlaule (Procedural)
Tel: 012 392 9358
Email: [email protected]
NAME OF BIDDER
REPRESENTED BY
POSTAL ADDRESS
PHYSICAL ADDRESS
TELEPHONE NUMBER CODE NUMBER
CELL PHONE NUMBER CODE NUMBER
FACSIMILE NUMBER CODE NUMBER
E-MAIL ADDRESS
VAT REGISTRATION NUMBER
COMPANY REGISTRATION NUMBER
Page 2 of 35
DESCRIBE PRINCIPAL BUSINESS ACTIVITIES:
TYPE OF COMPANY/FIRM [Tick applicable box]
Partnership/Joint Venture/Consortium One person business/sole proprietor
Close Corporation Company
(Pty) Limited Other
COMPANY CLASSIFICATION [Tick applicable box]
Manufacturer Supplier
Professional Service Provider Other service providers e.g. transporter, etc.
Has an original and valid tax clearance certificate been submitted?[Tick Applicable Box]
Yes
No
Has a Preference Claim form claiming your Preference Points (SBD6.1) been submitted(a B-BBEE status level verification certificate must support preference points claimed)[Tick Applicable Box]
Yes
No
If Yes, who was the B-BBEE certificate issued by [Tick Applicable Box]
An accounting officer as contemplated in the Close Corporation Act (CCA)
A verification agency accredited by the South African Accreditation System (SANAS)
A registered auditor
Are you the accredited representative in South Africa for the goods/services/works offered? If Yes, please enclose proof.
Yes
No
Is the Bid Pack split into “Technical” and “Awarding” sections? Yes
No
Are certified copies of Certificate of Incorporation (as per entity type) enclosed? Yes
No
Page 3 of 35
Background to the National Research Foundation, its Business Units and National Facilities
The National Research Foundation (“NRF”) is a juristic person established in terms of Section 2 of the
National Research Foundation Act, Act 23 of 1998 and a Schedule 3A Public Entity in terms of the Public
Finance Management Act. The NRF is the government’s national agency responsible for promoting and
supporting research and human capital development through funding, the provision of National Research
Facilities and science outreach platforms and programmes to the broader community in all fields of science
and technology, including natural science, engineering, social science and humanities.
Background to the SAASTA
The South African Agency for Science and Technology Advancement (SAASTA) is a business unit of the
National Research Foundation (NRF) with the mandate to advance public awareness, appreciation and
engagement of Science, Engineering and Technology (SET) in South Africa. The NRF is the government’s
national agency responsible for promoting and supporting research and development of high-level skills in
all fields of humanities, social and natural sciences, engineering and technology.
Scope/Summary of Supply
The objective is to appoint a service provider that has the specialized expertise or who can create a
consortium or sub contract services, in media monitoring within the identified media fields.
Important note: Service providers may bid to provide the services as a single company, a consortium or as a service provider with subcontractors. In accordance to the Terms and Conditions provided.
The services expected:
i. Monitoring for print media
ii. Monitoring for broadcast media
iii. Monitoring for new media
All proposals will be evaluated separately against the evaluation criteria (technical / functional criteria, as
well as for price and preference scoring where bidders meet the technical / functional threshold and thus
qualify for evaluation of the latter).
The quality and extent of the service offering and confidence in the bidders’ ability to deliver against the
specifications stipulated in this document for each individual service component will be evaluated. Where
consortia and subcontracting will be used, the ability of the contracting partners to render the services
required will also be taken in to account.
Page 4 of 35
Specification
(A detailed response must be attached to this document and, with this document, forms the Bidder’s Bid)
Media Monitoring of Print, Broadcast and Online Media
The contracted service provider will be required to deliver on the following in all media areas:
i. To conduct media monitoring services for the NRF, its business Units and National Facilities
ii. To conduct media monitoring services on scientific topics / subjects.
iii. To report on the monitoring activities as expected.
iv. To provide an interactive real-time platform for the use of the NRF, and its Business Units and
National Facilities.
v. Technical training to be provided to all users at NRF Facilities and SAASTA. Initial training for all
users, as well as training for new users in future and training required due to changes in systems
are to be provided.
1.1.1. Agents and Keywords for Media Monitoring
The list of agents and keywords below will be applicable to sections that refer to media monitoring.
CorporateAgent KeywordsNRF National Research Foundation (NRF)
Keywords to be taken into account and often mentioned in conjunction with NRF:National System of Innovation (NSI), Research and Innovation Support and Advancement (RISA); Applied Research, Innovation and Collaboration (ARIC); Grants Management and Systems Administration (GMSA); Human & Infrastructure Capacity Development (HICD); Reviews and Evaluation (RE); Institutional Engagement & Partnership Development (IEPD); International Relations and Cooperation (IRC); Applied Research, Innovation and Collaboration (ARIC); Research Chairs and Centres of Excellence (RCCE); Knowledge Fields Development (KFD); Technology and Human Resource for Industry Programme (THRIP); South African Nuclear Human Asset and Research Programme (SANHARP); Bioinformatics and Functional Genomics Support Programme; 2ENRICH; Research and Technology Fund (RTF); National Research Facilities; Human Capacity Programme; Institutional Capacity Programme; SA PhD Project;; Strategic Platforms Programme; South African Research Chairs Initiative (SARChI) and Centres of Excellence (CoE); International Council for Science Secretariat (ICSU); Knowledge Interchange and Collaboration (KIC); Africa and Multi-
Page 5 of 35
lateral Cooperation (AMC); Africa and Multi-lateral Cooperation (AMC); Overseas Collaboration (OC); International Research Grants (IRG); Strategic Knowledge Fields Grants (SKFG); Scholarships and Fellowships Programme;
Spokesperson/s:Aldo Stroebel; Andrew Kaniki; Bishen Singh; Candice Steele; Daisy Selematsela; Albert S. van Jaarsveld; Beverley A. Damonse; Dorsamy Gansen Pillay; Linda Mtwisha; Romilla Maharaj; Claire Botha; Kaluke Mawila; Rocky Skeef; Vathiswa Papu-Zamxaka; Edith Madela-Mntla; Etresia Diedericks; Faranah Osman; Gerhard Moolman; Gladys Boakye; Hein Spingies; Jacob Mahlangu; Lebusa Monyooe; Magdal Pienaar-Marais; Anthipi Pouris; Nathan Sassman; Ndanduleni Bernard Nthambeleni; Nthabiseng Taole; Nithaya Chetty; Prudence Makhura; Robert Kriger; Thabiso Nkone; Xolisa Vitsha; Zolani Z. Dyosi; Patrick Thompson
HartRAO Hartebeesthoek Radio Astronomy Observatory (HartRAO)
Keywords to be taken into account and often mentioned in conjunction with HartRAO:Space Geodesy; Radio Astronomy; HartRAO; Astronomy outreach; Pulsar Timing; VLBI (Very Long Baseline Interferometry); Astronomy Space Science; AVN (African VLBI Network); SLR (Satellite Laser Ranging); CRF (Celestial Reference Frame); Astrometry;Spokesperson/s:Mike (Michael) Gaylard; Ludwig Combrink; Kikiswa Majola; Jonathan Quick; Sarah Buchner; Marion West
iThemba LABS iThemba LABS
Keywords to be taken into account and often mentioned in conjunction with iThemba Labs:Experimental nuclear physics; Materials research; Radiation biophysics; Research and development pertaining to particle accelerators; Accelerator-based radionuclidesEnergy / Alternative Energy / Renewable Energy / Sustainable EnergyBasic and Applied research, Nanotechnology, Neutron physics, Radiation protection, Analysis techniques, Particle Physics (SA-CERN)Spokesperson/s:
NZG National Zoological Gardens (NZG)
Keywords to be taken into account and often mentioned in conjunction with NZG:Pretoria Zoo; National Zoo
Spokesperson/s:Clifford Nxumani; Craig Allenby
SAAO South African Astronomical Observatory (SAAO)
Keywords to be taken into account and often mentioned in conjunction with SAAO:
Page 6 of 35
Southern African Large Telescope (SALT); Sutherland Observatory; SA Groot Teleskoop; Office for Astronomy Development (OAD)Astronomy Space ScienceSpokesperson/s:Professor Ted Williams; Kevin Govender; Nicola Loaring; Sivuyile Manxoyi
SAASTA South African Agency for Science and Technology Advancement (SAASTA)
Keywords to be taken into account and often mentioned in conjunction with SAASTA:African Science Communication Conference (ASCC); Astronomy quiz (AstroQuiz); Department of Science and Technology (DST) Adopted Dinaledi Schools; Federation for Engineering, Science and Technology Olympiads and Competitions (FESTOC); Hydrogen South Africa Public Awareness Demonstration Platform (HySA PADP); German-South Africa Year of Science Essay Writing Competition; Johannesburg Observatory; Nanotechnology Public Engagement Programme (NPEP); National Extra tuition Programme; National Science Week; National Supplementary Tuition Programme; National Youth Service (NYS); Nurturing Talent in Science, Engineering and Technology (SET); Programmatic Support Grant Intervention; National Schools Debates; Natural Science Olympiad; Primary School Science Intervention; Primary School Science Initiative; Primary School Science Intervention; Public Understanding of Biotechnology Programme (PUB); Science advancement; Science Camps for Learners with Potential; Science Centre Capacity Building; Science Festival; Science Olympiad; Science Outreach and Awareness; South African Quantum Physics Camp; Southern African Science Lens Competition (SA Science Lens); STEMI Olympiads and Competitions; Techno Youth; World Space Week; Young Science Communicator’s Competition; Youth Into Science
Spokesperson/s:Jabulani (Jabu) Nukeri
SAEON South African Environmental Observation Network (SAEON)
Keywords to be taken into account and often mentioned in conjunction with SAEON:Ecosystem; Ecology; Hydrology; Oceanography; Environmental observation; Long-term ecosystem research; Environmental change; Coastal systems; Marine systems; Atmospheric systems; Human-ecology interface; Environmental policy; State of the environment; Biodiversity; Natural resources; Carbon cycling; Rivers; Wetlands; Karoo; Grassland; Savanna; Forest; Fynbos; Environmental science education; Information management; Data management; Climate change; Land use change; Alien invasive species; Biological conservation; Natural disaster; Eco-informaticsAntarctic Research; Arid Lands; Estuaries; Data systems; Data portal; Global Change; SAEON Node(s); Agulhas-Somali Current; Mountain ecosystems; Land degradation; Global Change; Climate Change; Graduate student network.Spokesperson/s:Johan Pauw; Prof. William Bond; Prof. Tim O'Connor; Dr Juliet Hermes
SAIAB South African Institute for Aquatic Biodiversity (SAIAB)Page 7 of 35
Keywords to be taken into account and often mentioned in conjunction with SAIAB:Acoustic Tracking Array Platform (ATAP); African Coelacanth Ecosystem Programme (ACEP); Agulhas and Somali Current Large Marine Ecosystem Project (ASCLME); Algoa Bay; Aquatic Biodiversity Research Platforms; Aquatic invasion biology; Barcode of Life; Biobank; Bioinformatics; Catch and Release Angling (CARA); Collection Facility; Department of Ichthyology and Fisheries Science (DIFS), Rhodes University; FishBOL; Fisheries management; FRS Agulhas II; FRS Algoa; Margaret Smith Library; Marine Protected Areas; Marine Research Platform; Molecular laboratory; National Fish Collection; NEM:BA; NFEPA; Ocean Tracking Network (OTN); R/V uKwabelana; Remote Observation Vehicle (ROV); SAEON (South African Environmental Observation Network) Elwandle Coastal Node; Systematics; Telemetry; Temporarily Open and Closed Estuaries (TOCEs); Western Indian OceanAntarctic Research Conservation Biology; Estuarine Ecology; Molecular Biology; R/V Kadouw; JLB SmithSpokesperson/s:Angus Paterson
SKA Square Kilometer\Kilomtre Array (SKA)
Keywords to be taken into account and often mentioned in conjunction with SKA:Karoo Array Telescope (KAT); Square Kilometer\kilometre Array (SKA); MeerKAT; KAT-7Astronomy Space ScienceSpokesperson/s:Bernie Fanaroff; Roy Booth, Justine Jonas
NRF funded Research Chairs
NRF funded Research Chairs
Name of Chair holder Host Institution
Professor. L.U. Opara SU
Professor. J.P. Franzidis UCT
Professor. D. Ramjugernath UKZN
Professor. P.L. Crouse UP
Professor. T. Majozi WITS
Professor P.G. Rousseau NWU
Professor. L.J. Barbour SU
Professor. M.H. Graven RU
Professor. M Schäfer RU
Professor. L. Klumperman SU
Page 8 of 35
Professor. H. Schwoerer SU
Professor. D.S. Jacobs UCT
Professor. G. Stevens SU
Professor. A.J. van der Walt SU
Professor. S. Seedat SU
Professor. M.M. Muchie TUT
Professor. C.D. Shearing UCT
Professor. A.I. Tayob UCT
Professor. D.E. McIntyre UCT
Professor. E.M. Meintjes UCT
Professor. K.D. Dheda UCT
Professor. S.D. Johnson UKZN
Professor. E.A.P. Pieterse UCT
Professor. C.A. Hamilton UCT
Dr. M.N. Nieftagodien WITS
Professor. K.S. Viljoen UJ
Professor. R. de Mello Koch WITS
Professor. B.C. Hewitson UCT
Professor. P.E. Ngoepe UL
Professor. C.A.O. Hoppers UNISA
Professor. B. Rand UP
Professor. N.C. Bennett UP
Professor. S. Chakraborti UP
Professor. V. Pillay WITS
Professor. L. Ntsebeza UCT
Professor. R.J. Durrheim WITS
Professor. H.W. Dirr WITS
Page 9 of 35
Professor. H.M. Marques WITS
Professor. M. Coetzee WITS
Professor. M. Böttcher NWU
Professor. S.A. Madhi WITS
Professor. P. Harrison WITS
Professor. J. Adler WITS
Professor. C.D. McQuaid RU
Professor. A. Biastoch UCT
Professor. S.T.L. Harrison UCT
Professor. R. Mesthrie UCT
Professor. N. Revaprasadu UZ
Professor. K. Chibale UCT
Professor. F. Brombacher UCT
Professor. P. T. Ndung'u UKZN
Professor. G.A. Minkley Fort Hare
Professor. M. Leibbrandt UCT
Professor. C. Himonga UCT
Professor. H. I. Bhorat UCT
Professor. D.R. Posel UKZN
Professor. P. Alexander UJ
Professor. B. Cousins UWC
Professor. F.D. Dakora TUT
Professor. S. van der Berg SU
Professor. S. Bracking UKZN
Professor. D. Davidson SU
Professor. W. A Olivier NMMU
Professor. T Jarrett UCT
Page 10 of 35
Professor. A.C. Jarre UCT
Professor C. Carignan UCT
Professor. S.D. Maharaj UKZN
Professor. C. Julie UWC
Professor. R. Maartens UWC
Professor. C.S. Henshilwood
WITS
Professor. S. Colafransesco WITS
Professor. V. Jejjala WITS
Professor. N.I. Goduka WSU
Professor. J.R. Botha NMMU
Professor. T. Nyokong RU
Professor. J.M. Kossmann SU
Professor. K.J. Naidoo UCT
Professor. B.D. Reddy UCT
Professor H. Venkatakrishnan
WITS
Professor. J.M. Blackburn UCT
Professor. A.L. Williamson UCT
Professor. O.M. Smirnov RU
Professor. F. Petruccione UKZN
Professor. A.P. Engelbrecht UP
Professor. P.A. Selyshchev UP
Professor. W.H. van Zyl SU
Professor. R. Falcon WITS
Professor. S. Marx NWU
Professor. A. Christoffels UWC
Professor N.C. Steytler UWC
Professor H.C. Swart UFS
Page 11 of 35
Professor R.P. Wynberg UCT
Professor J. Sealy UCT
Professor F.F. Bauer SU
Professor L.C. Hoffman SU
Professor C. Shackleton RU
Professor R. Kaschula RU
Professor E.I. Iwuoha UWC
Professor R. Perissinotto NMMU
Professor P. Watts NMMU
Professor W. van Damme UWC
Professor H.A. Strydom UJ
Professor R. Dave UWC
Professor M. Rouget UKZN
Professor Z.A. Pretorius UFS
Professor J. M-S. Lubuma UP
Professor R.C.D. Franzsen UP
Professor G. Walzl SU
Professor C.T. Tiemessen WITS
Professor L-M Birkholtz UP
Professor P.H.G. Vrancken NMMU
Professor J.R. Bunt NWU
Page 12 of 35
Professor T.A.B. Stenstrom DUT
Dr S Sampson SU
Professor M.J. Walker UFS
Professor S Compton RU
Professor A.E. Schutte NWU
Professor S. Triambak UWC
Professor J.O.T. Adesina UNISA
Professor B-E. van Wyk UJ
Professor C. Landsberg UJ
Professor J Pillay UJ
Professor D.R. Bell NMMU
Professor R.A. Dorrington RU
Professor P.L. Mafongoya UKZN
Professor C. Wolkersdorfer TUT
Professor M.A. Miller SU
Professor A. Viljoen TUT
Professor Y. Sayed CPUT
Professor P.J. Taylor UV
Professor M. Tuffin UWC
Professor J.D. Eyles WITS
Professor N. Fitz-Coy CPUT
Page 13 of 35
Professor M.N.B Momba TUT
Professor C.I. MacLeod RU
South African research South African researchAfrican Origins / Indigenous Knowledge Systems (IKS) / Palaeontology Antarctic Research; Aquatic Sciences; Astronomy ; Biotechnology; Energy; Nanotechnology; Science, Technology, Engineering, Mathematics and Innovation (STEMI); Space Science
DST Department of Science and Technology (South Africa)African Origins / Indigenous Knowledge Systems (IKS) / Palaeontology; Antarctic Research; Aquatic Sciences; Astronomy; Biotechnology; Energy; Nanotechnology; Science, Technology, Engineering; Mathematics and Innovation (STEMI); Space Science
1.1.2. General expected deliverables in terms of Print, Broadcast and New Media
The general expected deliverables and outcomes are expected in broadcast print and new media these
are:-
1. A comprehensive annual report must be submitted at the end of every calendar year for each
corporate agent respectively.
2. Monthly reports to be submitted on the monitored media.
3. Twelve (12) Hard copies of monthly reports should be provided to SAASTA.
4. Twelve (12) hardcopies of annual report should be Provided to SAASTA.
5. All Reports must be provided on CD, DVD or blue ray.
6. All Reports and data must be submitted to the “Electronic Records and Document Management
(ERDMS).
7. An online platform with the reports that can be accessed by the Business Units and National
Facilities needs to be created.
8. The Online platform should be interactive.
9. Two daily e-mail alerts, morning and afternoon, capturing all the stories published that day will link to
the story or online database where the story has been stored.
10. Research Chairs should be tracked where the name of the researcher and his or her institution are
found in the same proximity.
11. Reports should display trends.
12. With all keyword searches Boolean operators, proximity and frequency needs to be considered to
eliminate irrelevant items.
13. RAMS and AMPS needs to be updated regularly.
14. All media must be monitored.
15. The list of Research Chairs should be updated annually.
Page 14 of 35
16. Spokes people needs to be updated as they change.
17. Keywords should be updated as there is changes to the business units.
18. All monitored media content on South African research and the DST should be provided to SAASTA
in a format that can be used for in depth analysis.
19. When sampling was done, the basis of that sampling has to be justified by means of RAMS, AMPS
and TAMS and how it was used in the selection process.
20. All reports should consist of graphic representations of media statistics.
21. Each of the corporate agents stated above must be reported on separately.
22. Reports on the different agents should be presented in a fashion that will facilitate ease of
comparison between different agents and monthly comparisons within particular agents.
23. Reports should be structured in such a way that trends, developments and media coverage peaks
are easily identifiable across time.
24. Reports, reporting structure and format should be consistent between months and for the various
agents.
25. Reports should be presented in a neat, edited fashion and should have a professional appearance
and layout.
26. Reports should be available electronically.
27. Reports should be available in real time.
28. RSS feeds should be available.
29. There should be consistency in reporting across and within agents.
30. Service providers must ensure that broadcast media (audio / visual data) and new media are
accessed on a daily basis and archived to ensure that access to data does not expire.
31. The service provider must accept responsibility for reports until a year after completion of the
contract and submission of the final reports.
32. Service providers using sub-contractors must list them and provide proof that they will be able to
conduct the work.
33. Should errors be identified in reports after submission, the service provider will be responsible for
providing complete sets of corrected reports and data sets at no additional cost to the NRF.
34. All data (raw data and reports) should be stored and made accessible on an interactive, access
controlled, web-based portal that will enable the NRF to gain access to information at any given
time.
35. The service should include an interactive, web-based analysis system that will allow users with
access to produce weekly, monthly, or periodic reports with live graphic representations of data and
have functionalities that can produce or generate the following:
36. A basic excel report which includes: clip count, area measurement, AVE- / RAMS- / TAMS value;
35.1. Circulation value; Readership / listenership / viewership; PR Value; Advertising Value
35.2. Equivalent(AVE), Media type; Geographic reach
35.3. Comparative periodic reports (week-on-week / month-on-month / year-on-year etc.)
35.4. Graphic presentations of any media statistics generated through use of this system
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35.5. Access must be provided to online tools for at least 15 users (NRF, the Facilities and Business
Units)
35.6. Technical support must be available.
35.7. Induction and periodic training should be provided, twice annually if needed.
35. SAASTA will have unlimited use of all information provided by the service provider the NRF, and the
NRF|SAASTA will be free to duplicate and distribute any part or parts of reports, or entire reports as it
sees fit.
36. The appointed service provider will commit to a performance management agreement.
37. The Performance management agreement will be in line with the Specifications and expected
outcomes.
38. Penalties will apply in line with Government and Treasury legislation and guidelines and as indicated in
the Contract.
Monitoring of Print Media
The contracted service provider is expected to:
i. Provide media monitoring services (tracking, collection and archiving of media data) for print media
published and distributed within South Africa.
ii. Print media refers to traditional print media, which includes paper-based newspapers, magazines,
journals or periodicals, and any other paper-based media that might be relevant.
iii. Conduct media monitoring on the following agents:
CORPORATE AGENT
1. National Research Foundation / NRF / RISA
2. South African Astronomical Observatory / SAAO
3. South African Institute for Aquatic Biodiversity / SAIAB
4. Hartebeesthoek Radio Astronomy Observatory / HartRAO
5. National Zoological Gardens / NZG
6. iThemba LABS
7. South African Agency for Science and Technology Advancement / SAASTA
8. South African Environmental Observation Network / SAEON
9. Square Kilometre Array / SKA
10 South African research
11 DST
12 NRF Research Chairs
Page 16 of 35
iv. Refer to list of agents and keywords provided.
v. The nine scientific agents only need to be monitored in the South African context.
vi. Provide for 20% variation in keywords provided above.
vii. Eliminate false positive hits.
viii. Provide for the NRF to review all keywords provided on a six-monthly basis, in line with original unit
costs proposed.
Expected deliverables in terms of Print Media
i Monitoring of print media, which includes media data tracking, collection and archiving, for the
periods specified under each respective agent.
ii All media data, including advertorials and public opinion pieces, but excluding advertisements,
should be monitored.
iii Data should be provided in a format that is easily accessible and that will resemble the original
appearance of the data as it was published.
iv Data for each agent is to be categorised by agent and stored separately in chronological order by
agent to ensure ease of access and identification.
v Three sets of data discs and an electronic copy for each agent are supplied on a monthly basis.
vi Each clip should be accompanied by at least the following information:
a. Name of publication
b. Date / issue of publication
c. Advertising Value Equivalent (AVE) (values indicated in South African Rand)
d. Circulation / readership
e. Page number
f. Name of journalist / author
g. Living Standard Measure (LSM)
h. Demographic information
i. Distribution (national / regional / community / other)
vii A complete list of publications tracked should be provided. It should be clear how many publications
are national, regional, community and other, as well as the number of publications for national, for
each province and for other.
viii The number of print publications monitored, and particularly South African publications, will be a
strong consideration during evaluation of proposals.
Page 17 of 35
Monitoring of Broadcast Media
The contracted service provider(s) are expected to:
i. Provide media monitoring services (tracking, collection and archiving of media data) for broadcast
media aired within South Africa.
ii. Monitor broadcast media including television, radio and digital broadcasting.
iii. The contracted service provider(s) expected to:
CORPORATE AGENT
1. National Research Foundation / NRF / RISA
2. South African Astronomical Observatory / SAAO
3. South African Institute for Aquatic Biodiversity / SAIAB
4. Hartebeesthoek Radio Astronomy Observatory / HartRAO
5. National Zoological Gardens / NZG
6. iThemba LABS
7. South African Agency for Science and Technology Advancement / SAASTA
8. South African Environmental Observation Network / SAEON
9. Square Kilometre Array / SKA
10 South African research
11 DST
12 NRF Research chairs
iv. Refer to list of agents and keywords provided.
v. Provide for 20% variation in keywords provided above.
vi. Provide the NRF with transcripts of broadcasts for detailed content analysis.
Expected deliverables in terms of Broadcast Media
i. Monitoring of broadcast media, which includes media data tracking, collection and archiving for the
periods specified under each respective agent.
ii. All broadcast media content, including advertorials and public commentary, but excluding
advertisements, should be monitored.
iii. All media data should be archived and be made available to the NRF and SAASTA via transcripts,
web-based portal(s) and electronic soft copies on DVD / Blu-ray discs.
iv. Data should be provided in a format that is easily accessible and that will resemble the original
appearance of the data as it was published.
v. The NRF|SAASTA needs to be provided with transcripts of broadcast media.
vi. Data for each agent is categorised by agent and stored separately in chronological order by agent to
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ensure ease of access and identification.
vii. Three sets of data discs for each agent are supplied on a monthly basis. The following information
should be provided for each broadcast clip tracked:
a. Station / Channel
b. Date of broadcast
c. Duration of broadcast
d. RAMS / TAMS (values indicated in South African Rand)
e. Broadcast footprint
f. Time of broadcast
g. Viewership / Listenership
h. Demographic information
i. Name of programme
j. Name(s) of journalist / presenter / interviewer / interviewee (if applicable)
k. Nature of programme (i.e. news programme / talk show / investigative programme / magazine
programme / speciality programme / documentary / educational programme / children’s
programme / leisure programme / advertisement / other)
l. Programme type (i.e. live broadcast / scheduled broadcast / repeat broadcast)
m. Language
viii. Audio / visual media data should be provided and archived in an accessible format that will
resemble the original format.
ix. A synopsis should be provided for each broadcast clip tracked, containing the following information:
a. Topic / theme
b. Main points or issues
c. Level and nature of audience participation (if any)
x. A complete list of broadcast platforms for each radio, television and digital tracked should be
provided. It should be clear how many platforms under each broadcast category are national,
regional, community and other, as well as the number of broadcast platforms tracked under each
broadcast category for national, for each province and for other.
xi. The number of broadcast stations / channels monitored, and particularly South African stations /
channels, will be a strong consideration during evaluation of proposals.
Monitoring of New Media
The contracted service provider(s) are expected to:
Page 19 of 35
i. Provide media monitoring services (tracking, collection and archiving of media data) for new media
new media include online media, social media and mobile telephony.
ii. Conduct media monitoring on the following agents:
CORPORATE AGENT
1. National Research Foundation / NRF / RISA
2. South African Astronomical Observatory / SAAO
3. South African Institute for Aquatic Biodiversity / SAIAB
4. Hartebeesthoek Radio Astronomy Observatory / HartRAO
5. National Zoological Gardens / NZG
6. iThemba LABS
7. South African Agency for Science and Technology Advancement / SAASTA
8. South African Environmental Observation Network / SAEON
9. Square Kilometre Array / SKA
10 South African research
11 DST
12 NRF Research chairs
iii. Refer to list of agents and keywords provided.
iv. Provide for 20% variation in keywords provided above.
Expected deliverables in terms of New Media
i. Monitoring of new media platforms, which will include data tracking, collection and archiving.
ii. All new media data, including advertorial and public opinion pieces, but excluding advertisements,
will be monitored.
iii. All new media data should be archived and be made available to the NRF and SAASTA via web
based portal(s) and electronic soft copies on DVD/Blu-ray discs.
iv. Data should be provided in a format that is easily accessible and that will resemble the original
appearance of the data as it was published.
v. Data for each agent is categorised by agent and stored separately in chronological order by agent to
ensure ease of access and identification.
vi. Three sets of data discs for each agent are supplied on a monthly basis.
vii. The following information should be provided for each broadcast clip tracked:
a. Platform / Website
b. Original source
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c. Date of communication / first published
d. Number of hits / downloads
e. Journalist / reporter / personality / organisation / individual / entity
f. Web link (where applicable)
viii. Web links or URL’s to content alone will not be sufficient. Media data will have to be stored in a
format that will be easily accessible offline and that will resemble representation in the original form.
ix. The service provider will be expected to ensure that all audio / visual media clips are saved before
access expires.
x. All text based and audio / visual new media data should be provided and archived in an accessible
format that will resemble the original format.
xi. The number of new media platforms monitored, and particularly South African platforms, will be a
strong consideration during evaluation of proposals.
xii. All data obtained through this process will be the property of the NRF
Services and corresponding performance levels
The contracted service provider(s) will work in collaboration with the Science Communication Unit at
SAASTA, as well as the Corporate Communications and Branding Unit of the NRF as follows:
A designated person within the NRF Corporate Communications and Branding Unit will be assigned as contact person with regards to all media monitoring and media analysis related to the corporate agents. A designated person within the SAASTA Science Communication Unit will be assigned as contact person with regards to all media monitoring related to the science and technology agents.
The service provider is to assign a designated project manager to the project.
Performance meetings will be conducted on a quarterly basis for the first year of the contractual period, and once every four months thereafter.
Challenges should be identified and communicated within twenty-four (24) hours.
All queries should be responded to and resolved within twenty-four (24) hours.
Electronic access to data portholes and archives should be provided to all individuals identified by NRF and SAASTA as users, which might include third parties such as external service providers.
Daily newsfeed alerts should be forwarded to all individuals identified by the NRF and SAASTA as users on a daily basis.
The NRF and SAASTA should be alerted, and data made available as follows:
Page 21 of 35
i. No more than eight (8) hours after publication, broadcast or streaming for print, broadcast,
online and social media
ii. No more than eight (8) hours for downloaded materials
iii. Information needs to be made available in real-time.
Technical support should be provided within twenty-four (24) hours of lodging a request for support.
Contractors are subject to monthly performance reviews as agreed on by the different parties.
A performance agreement will be drawn up from the terms of reference.
Downstream Maintenance Services, Spares, Support
The contracted service provider(s) will work in collaboration with the Science Communication Unit at
SAASTA, as well as the Corporate Communications and Branding Unit of the NRF as follows:
I. A designated person within the NRF Corporate Communications and Branding Unit will be assigned
as contact person with regards to all media monitoring and media analysis related to the corporate
agents.
II. A designated person within the SAASTA Science Communication Unit will be assigned as contact
person with regards to all media monitoring related to the science and technology agents.
III. The service provider is to assign a designated project manager to the project.
IV. Performance meetings will be conducted on a quarterly basis for the first year of the contractual
period, and once every four months thereafter.
V. Challenges should be identified and communicated within twenty-four (24) hours.
VI. All queries should be responded to and resolved within twenty-four (24) hours.
VII. Continual poor performance will result in breach of contract.
VIII. Electronic access to data portholes and archives should be provided to all individuals identified by
NRF and SAASTA as users, which might include third parties such as external service providers.
IX. Daily newsfeed alerts should be forwarded to all individuals identified by the NRF and SAASTA as
users on a daily basis.
X. The NRF and SAASTA should be alerted, and data made available as follows:
XI. No more than forty-eight (48) hours after publication, broadcast or streaming for print, broadcast,
online and social media
XII. No more than seven (1) day for downloaded materials
XIII. Information needs to be provided in real-time.
Local Content Requirements for Designated and Non-Designated Sectors
No local content has been specified for the products/services supplied in this contract other than the
Page 22 of 35
contracted suppliers being required to be based locally in South Africa.
2. Evidence of Supply Capacity (Technical Merit)i. Bidders are required to provide a profile of themselves for evaluation of their capacity to supply the
required services.
ii. Short listed service providers will be expected to give a presentation of their bid proposal to the Bid
Evaluation Committee. This presentation will be provided at no cost to the NRF.
iii. The Evaluation Committee reserves the right to request evidential documentation to support any or
all of the technical criteria to enable it to evaluate the bidder’s competence and ability to deliver the
scope of work in the Bid Invitation document.
iv. Such presentations may include proof of concept including the testing of the service provider’s
expertise and software utilising the NRF’s resources.
v. The total score per evaluation criteria is calculated at points awarded by the weighing percentage
for the criteria multiplied by the number of evaluators divided by the number of evaluators x
maximum points x 100.
Evidence of Supply Capability (Technical Merit)
The bidder (Individual companies, consortiums and all subcontractors) should:
1. Have been in business in a relevant sector for no less than three (3) years.
2. Have a sound industry track record and experience.
3. Provide the organisational structure of the organisation
4. Provide biographies / CV’s of individuals who will be managing the account / project
5. Provide a company profile
6. Provide a portfolio which highlights relevant past experiences and includes examples of relevant
previous work
7. Provide a list of clients
8. Provide references with contact details
9. Provide at least one referral letter as testimony to the quality of bidder’s performance and services.
Bidders are required to provide a profile of their companies/organisations as well as one (1) written
references from previous clients in which the clients declare the following:
Criteria Poor Good Above Expectations
Professionalism
Interpersonal skills
Turn around/completion times
Satisfaction with the work done.
Overall Impression (i.e. would use again)
Page 23 of 35
10. If working as a consortium and or subcontractors the same information needs to be provided for all
parties involved.
11. All members of consortiums needs to be identified and all subcontractors stated.
12. Provide a letter of motivation for all relevant parties.
13. Specify who the project leader will be.
14. Specify the data management (collection and / or analysis) tools being employed to be specified. A
short, concise and easily comprehendible explanation of how these tools function should be
provided.
15. A comprehensive risk management plan needs to be provided.
16. A risk management profile is required that includes information on how the risks listed below, and
other potential risks will be mitigated to ensure that service delivery is not affected:
i. Retention of critical skills (regardless of staff turnover)
ii. Dating of software
iii. Integrity of software
iv. Integrity of data
v. Relationships with media houses / key stakeholders responsible for ensuring access to data
17. Shortlisted candidates will be invited to deliver practical presentations to the evaluation panel to
illustrate the functionality and use of data collection or data analysis tools, as well as service
offerings.
18. In instances of joint venture proposals or where particular components will be subcontracted, the
information required in this section must be submitted for all parties that form part of the consortium.
19. Proposals to include the information provided in the submission index and in the section Bidder’s
Prequalification Requirements.
20. Bidders are required to address each of the specification items listed in section – Supplementary
information needs to be provided to ensure the Evaluation Committee can make a fair assessment
of the bidders capacity, capability and quality.
21. Attention is drawn in the Submission Index where the mandatory Standard Bidding Documents and
supplier accreditation documentation is listed.
22. Shortlisted candidates will be invited to deliver practical presentations to the evaluation panel to
illustrate the functionality and use of data collection or data analysis tools, as well as service
offerings. Such presentation documentation can be submitted with the proposals
23. In instances of joint venture proposals or where particular components will be subcontracted, the
information required in this section will have to be submitted for all parties that forms part of the
consortium.
Selection and Awarding of Contract
This Bid is evaluated through a two-stage process.
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Stage 1 – Selection of Qualified Bidders
The Bidders’ Bid response/submission is evaluated against the Bid invitation specifications.
Evaluation is made in accordance to published evaluation criteria and the scoring set.
Stage 2 – Awarding of the Contract
Bidders are compared on a fair and equal basis taking into account all aspects of the proposals.
The award criteria are:
Price - with the lowest priced Bid on an equal and fair comparison basis receiving the highest price
score as set out in the 2011 Preference Regulations.
Preference - preference points as claimed in the preference claim form are added to the price ranking
scores and the highest combined score is nominated for the contract award.
Administration - Contracts are awarded where Bidders have supplied the relevant administrative
documentation, especially the Tax Certificate.
Qualifying Thresholds for Selection (Stage 1) Evaluation
Bids scoring less than the minimum threshold of 75% per each criterion and, where GO/NO GO scoring is
applied, scores of “NO GO” are marked as failed and are not considered for the next stage of evaluation
Selection on Specifications and Capabilities and Capacities
Evaluation scoring for all criteria other than “GO/NO GO” are scored on the following basis:
0 1 2 3 4
No Information to make assessment Poor Average Meets Requirements Exceeds
Requirements
Total Evaluation Score .= [Score x weighting x No. of Evaluators]/[Maximum Score x 100 x No. of
Evaluators]
SELECTION CRITERIA
NO. ELEMENT WEIGHT
1 The bidder has a minimum of three (3) years’ experience in the industry and has the capacity to undertake a project of this nature and size
GO/NO GO
2 The bidder has provided at least one (3) credible, written and contactable references from clients receiving a similar service
GO/NO GO
3 The bidder has furnished a comprehensive and acceptable profile in terms of supply capability and supply capacity
GO/NO GO
Technical out of 70: 70%
1 Risk management 14%
2 Capability 14%Page 25 of 35
3 Search criteria 42%
Presentation out of 30: 30%
1 Usability 12%
2 Access 12%
3 Innovativeness 6%
Contract Management
The award of this contract to the selected supplier/provider establishes the contract between the NRF and
the appointed supply provider.
The contract is inclusive of potential downstream work as specified in this document where the nature and
quantity of supplies are not determinable at the commencement of this contract and variable delivered
quantity where the exact supplies are specified at the commencement of this contract except for quantities
and date of delivery.
Such potential downstream supplies follows the process of a detailed quotation of the supply required,
evaluation of the supply quotation received and, where necessary, request either further detail or negotiate
upon value of supply quoted and the issue of an official Purchase Order for the agreed supply prior to the
commencement of such supply.
Variable delivered supply follows the process of issuing a detailed official Purchase Order specifying the
exact description including catalogue numbers and unit pricing as in this contract as well as the quantity,
date of the required delivery and location of the delivery. Variable delivered supply generates a stream of
“call off” instructions as and when the NRF requires the contracted supplies.
Contract Period
The contract will commence with immediate effect upon the signing of the Acceptance of Written Offer and
will continue until with submission of the last report in January 2017.
Supply Delivery Validation
The certificate and the related report of delivery/installation/progress milestone/commissioning will be
validated by a NRF representative prior to payment of final invoices.
Payment Intervals
The NRF undertakes to pay delivery validated invoices in full within thirty (30) days from the monthly
statement date or upon agreed payment intervals as accepted in this contract.
No invoices for outstanding deliverables or for any unproductive or duplicated time spent by the service
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provider will be validated for payment. The NRF does not accept predating of invoices.
Pricing Schedule for the Duration of the Contract (Standard Bidding Document 3.1 and 3.3)
NOTE Only firm prices will be accepted. The price quoted is fully inclusive of all costs and taxes. No changes or extensions or additional ad hoc costs are accepted once the contract has been awarded.
Detailed information is optional and is provided as annexures to the details provided below.
Bid price in South African currency, foreign exchange risk is for the account of the Bidder.
Pricing is subject to the addition of Preference Points as stipulated in the section below - Standard Bidding Document 6.1 Preference claim form
OFFER TO BE VALID FOR 150 days FROM THE CLOSING DATE OF BID.
BID PRICE IN RSA CURRENCY (ALL APPLICABLE TAXES INCLUDED)
ITEM
NO
QUANTITY
(unit of
measure)
DESCRIPTION OF SUPPLIES RATE/UNIT PRICE
(per unit of
measure)
BID/QUOTE
PRICE
1
2
3
4
5
TOTAL
B-BBEE STATUS LEVEL OF CONTRIBUTION
(Per SBD 6.1 below)
Level Preference Points Claimed
Are detailed price schedules attached? Yes No
Does the offer comply with the specification(s)? Yes No
If the offer does not comply to specification, indicate deviation(s) in a separate attached schedule.
Page 27 of 35
B-BBEE Status Level of Contributor
Number of points(90/10 system)
1 10
2 9
3 8
4 5
5 4
6 3
7 2
8 1
0 0
Preference Points Claim Form (Standard Bidding Document 6.1)
POINTS AWARDED FOR B-BBEE STATUS LEVEL OF CONTRIBUTION
In terms of Regulation 5 (2) and 6 (2) of the Preferential Procurement Regulations, preference points must
be awarded to a Bidder for attaining the B-BBEE status level of contribution in accordance with the table
below:
B-BBEE STATUS LEVEL OF CONTRIBUTION CLAIMED IN TERMS OF THE ABOVE TABLE
B-BBEE Status Level of Contribution: = (maximum of 10 or 20 points)
(Points claimed must be in accordance with the table reflected above and must be substantiated by means
of a B-BBEE certificate issued by a Verification Agency accredited by SANAS or a Registered Auditor
approved by IRBA or an Accounting Officer as contemplated in the CCA).
SUB-CONTRACTING
Will any portion of the contract be sub-contracted? Yes No
If Yes, indicate:
(i) What percentage of the contract will be subcontracted? %
(ii) The name of the sub-contractor?
(iii) The B-BBEE status level of the sub-contractor?
(iv) Whether the sub-contractor is an EME? Yes No
I/we, the undersigned, who is/are duly authorised to do so on behalf of the company/firm, certify that the
points claimed, based on the B-BBEE status level of contribution of the foregoing certificate, qualifies the
company/ firm for the preference(s) shown and I/we acknowledge that:
i. The information furnished is true and correct;
ii. The preference points claimed are in accordance with the General Conditions as indicated in
Paragraph 1 of this form.
iii. In the event of a contract being awarded as a result of points claimed as shown above, the
Page 28 of 35
contractor may be required to furnish documentary proof to the satisfaction of the purchaser that
the claims are correct;
iv. If the B-BBEE status level of contribution has been claimed or obtained on a fraudulent basis or
any of the conditions of contract have not been fulfilled, the purchaser may, in addition to any
other remedy it may have –
a) Disqualify the Bidder from the bidding process;
b) Recover costs, losses or damages it has incurred or suffered as a result of that
Bidder’s conduct;
c) Cancel the contract and claim any damages which it has suffered as a result of
having to make less favourable arrangements due to such cancellation;
d) Restrict the Bidder or contractor, its shareholders and directors, or only the
shareholders and directors who acted on a fraudulent basis, from obtaining business
from any organ of state for a period not exceeding ten (10) years, after the audi
alteram partem (hear the other side) rule has been applied; and forward the matter for
criminal prosecution
v. A Bidder will not be awarded points for B-BBEE status level if it is indicated in the Bid documents
that such a Bidder intends sub-contracting more than 25% of the value of the contract to any
other enterprise that does not qualify for at least the points that such a Bidder qualifies for,
unless the intended sub-contractor is an EME that has the capability and ability to execute the
sub-contract.
vi. A Bidder awarded a contract may not sub-contract more than 25% of the value of the contract to
any other enterprise that does not have an equal or higher B-BBEE status level than the Bidder
concerned, unless the contract is sub-contracted to an EME that has the capability and ability to
execute the sub-contract.
The NRF’s Conditions of Contract
NATIONAL TREASURY GENERAL CONDITIONS OF CONTRACT
General Conditions of Contract, as issued by National Treasury, are part of this contractual agreement and are made available on the NRF Website (www.nrf.ac.za Click on “Bids” and select “Call for Bids”).The Conditions of Contract stipulated in this Bid invitation form part of the Conditions of Contract applying to this document.
BID RESPONSE PREPARATION COSTS
The NRF is NOT liable for any costs incurred by a bidder in the process of responding to this Bid, including on-site presentations and the proposal a service provider may make and/or submit.
CANCELLATION PRIOR TO AWARDING
The NRF has the right to withdraw and cancel the Bid.
LATE BIDS.
Bids submitted after the stipulated closing date (and time) are not considered.
COLLUSION, FRAUD AND CORRUPTION
Page 29 of 35
Any effort by Bidder/s to influence Bid evaluation, Bid comparisons or Bid award decisions in any manner may result in the rejection of the Bid concerned.
CONFIDENTIALITY
The successful Bidder agrees to sign a general confidentiality agreement with the NRF.
VALIDITY PERIOD
The Bid has a validity period of 150 days from date of closure of the Bid.
VALIDATION OF SUBMITTED DOCUMENTATION
The NRF has the right to have any documentation submitted by the Bidders inspected by another technical body or organisation.
PRESENTATIONS AND PROOF OF CONCEPT
The NRF has the right to call interviews/presentations/pitching sessions as well as proof of concept sessions with short-listed service providers before the final selection is done.
INTELLECTUAL PROPERTY PROVIDED IN THE BID INVITATION
All the information contained in this document is intended solely for the purposes of assisting Bidders to prepare their Bids. Any use of the information contained herein for other purpose than those stated in this document is prohibited.The ownership and intellectual property rights of all designs, specifications, programming code and all other documentation provided by the NRF to the Bidder, both successful and unsuccessful, remain the property of the NRF All IP belongs to the legal entity the NRF and needs to be stipulated as suchALL IP which was incurred as a direct result of executing a supply contract belongs to the person who paid the NRF (common law)IP which is used and was developed outside the supply contract belongs to the developer.
INTELLECTUAL PROPERTY CONTAINED IN THE DELIVERABLES
i. SAASTA and the NRF will have unlimited use of all collected data and Reports.
ii. ALL IP which was incurred as a direct result of executing a supply contract belongs to the
person who paid the NRF (common law)
iii. IP which is used and was developed outside the supply contract belongs to the developer.
Where need to use this then licence fees are the norm.
SUPPLIER DUE DILIGENCE
DECLARATION OF INTEREST (STANDARD BIDDING DOCUMENT 4)
Any legal person, including persons employed by the State¹, or persons having a kinship with persons employed by the State, including a blood relationship, may make an offer or offers in terms of this invitation to Bid (includes an advertised competitive Bid, a limited Bid, a proposal or written price quotation). In view of possible allegations of favouritism, should the resulting Bid, or part thereof, be awarded to persons employed by the State, or to persons connected with or related to them, it is required that the Bidder or his/her authorised representative, declare his/her position in relation to the evaluating/adjudicating authority where:
The Bidder is employed by the State; and/or
Page 30 of 35
The legal person on whose behalf the Bidding Document is signed, has a relationship with persons/s person who is/are involved in the evaluation and or adjudication of the Bid(s), or where it is known that such a relationship exists between the person or persons for or on whose behalf the declarant acts and persons who are involved with the evaluation and/or adjudication of the Bid.
In order to give effect to the above, the following questionnaire must be completed and submitted with this Bid.
Full Name of Bidder or his/her representative:
Identity Number:
Position occupied in the Company (director, trustee, shareholder², member):
Registration number of company, enterprise, close corporation, partnership agreement or trust:
Tax Reference Number:
VAT Registration Number:
The names of all directors/trustees/shareholders/members, their individual identity numbers, tax
reference numbers and, if applicable, employee/PERSAL numbers must be indicated in a
separate schedule including the following questions:
Schedule attached with the above details for all
directors/members/shareholdersYes No
Are you or any person connected with the Bidder presently employed by the state? If so, furnish the following particulars in an attached schedule:
Yes No
Name of person/ director/ trustee/ shareholder/member:
Name of state institution at which you or the person connected to the Bidder is employed
Position occupied in the state institution
Any other particulars:
If you are presently employed by the State, did you obtain the
appropriate authority to undertake remunerative work outside
employment in the public sector? If Yes, did you attach proof of
such authority to the Bid document? If No, furnish reasons for non-
submission of such proof as an attached schedule
Yes No
(Note: Failure to submit proof of such authority, where applicable, may result in the disqualification
of the Bid.)
Did you or your spouse or any of the company’s directors/
trustees /shareholders /members or their spouses conduct
business with the State in the previous twelve months? If so,
furnish particulars as an attached schedule:
Yes No
Do you, or any person connected with the Bidder, have any
relationship (family, friend, other) with a person employed by the
State and who may be involved with the evaluation and or
Yes No
Page 31 of 35
adjudication of this Bid? If so, furnish particulars as an attached
schedule.
Are you, or any person connected with the Bidder, aware of any
relationship (family, friend, other) between any other Bidder and
any person employed by the State who may be involved with the
evaluation and or adjudication of this Bid? If so, furnish particulars
as an attached schedule:
Yes No
Do you or any of the directors/ trustees/ shareholders/ members of
the company have any interest in any other related companies
whether or not they are bidding for this contract? If so, furnish
particulars as an attached schedule:
Yes No
DECLARATION OF BIDDER’S PAST SUPPLY CHAIN MANAGEMENT PRACTICES (STANDARD BIDDING DOCUMENT 8)
Item Question Yes No
Is the Bidder or any of its directors listed on the National Treasury’s Database
of Restricted Suppliers as companies or persons prohibited from doing
business with the public sector? If Yes, furnish particulars as an attached
schedule:
Yes No
The Database of Restricted Suppliers and Register for Tender Defaulters resides on the National Treasury’s
website (www.treasury.gov.za) and can be accessed by clicking on its link at the bottom of the home page.
Is the Bidder or any of its directors listed on the Register for Tender Defaulters
in terms of Section 29 of the Prevention and Combating of Corrupt Activities
Act (No 12 of 2004)? If Yes, furnish particulars as an attached schedule:Yes No
Was the Bidder or any of its directors convicted by a court of law (including a
court outside of the Republic of South Africa) for fraud or corruption during the
past five years? If Yes, furnish particulars as an attached schedule:Yes No
Was any contract between the Bidder and any organ of state terminated during
the past five years on account of failure to perform on or comply with the
contract? If Yes, furnish particulars as an attached schedule:Yes No
CERTIFICATE OF INDEPENDENT BID DETERMINATION (STANDARD BIDDING DOCUMENT 9)
I, the undersigned, in submitting this Bid in response to the invitation for the Bid made by the NATIONAL RESEARCH FOUNDATION, do hereby make the following statements that I certify to be true and complete in every
respect:
I have read and I understand the contents of this Certificate;
I understand that the Bid will be disqualified if this Certificate is found not to be true and complete in every respect;
Page 32 of 35
I am authorised by the Bidder to sign this Certificate, and to submit the Bid, on behalf of the Bidder;
Each person whose signature appears on the Bid has been authorised by the Bidder to determine the terms of, and
to sign, the Bid on behalf of the Bidder;
For the purposes of this Certificate and the accompanying Bid, I understand that the word “competitor” shall include
any individual or organisation, other than the Bidder, whether or not affiliated with the Bidder, who:
a) Has been requested to submit a Bid in response to this Bid invitation;
b) Could potentially submit a Bid in response to this Bid invitation, based on their qualifications,
abilities or experience; and
c) Provides the same goods and services as the Bidder and/or is in the same line of business as the
Bidder
The Bidder has arrived at the accompanying Bid independently from, and without consultation, communication,
agreement or arrangement with any competitor. However communication between partners in a joint venture or
consortium³ will not be construed as collusive bidding.
In particular, without limiting the generality of paragraphs above, there has been no consultation, communication,
agreement or arrangement with any competitor regarding:
a) Prices;
b) Geographical area where product or service will be rendered (market allocation);
c) Methods, factors or formulas used to calculate prices;
d) The intention or decision to submit or not to submit, a Bid;
e) The submission of a Bid which does not meet the specifications and conditions of the Bid; or
f) Bidding with the intention not to win the Bid.
In addition, there have been no consultations, communications, agreements or arrangements with any competitor
regarding the quality, quantity, specifications and conditions or delivery particulars of the products or services to
which this Bid invitation relates.
The terms of this Bid have not been, and will not be, disclosed by the Bidder, directly or indirectly, to any competitor,
prior to the date and time of the official Bid opening or of the awarding of the contract.
I am aware that, in addition and without prejudice to any other remedy provided to combat any restrictive practices
related to Bids and contracts, Bids that are suspicious will be reported to the Competition Commission for
investigation and possible imposition of administrative penalties in terms of Section 59 of the Competition Act No 89
of 1998 and or may be reported to the National Prosecuting Authority (NPA) for criminal investigation and or may be
restricted from conducting business with the public sector for a period not exceeding ten (10) years in terms of the
Prevention and Combating of Corrupt Activities Act No 12 of 2004 or any other applicable legislation
³ Joint venture or Consortium means an association of persons for the purpose of combining their expertise,
property, capital, efforts, skill and knowledge in an activity for the execution of a contract.
Page 33 of 35
CONTRACT FORM - PURCHASE OF GOODS/WORKS/SERVICES (STANDARD BIDDING DOCUMENT 7)
PART 1 – WRITTEN OFFER (To Be Filled In By the Bidder)
I hereby undertake to supply all or any of the goods and/or works described in the attached bidding
documents to the NATIONAL RESEARCH FOUNDATION in accordance with the requirements and
specifications stipulated in this Bid document at the price/s quoted. My offer/s remains binding upon me
and open for acceptance by the purchaser during the validity period indicated and calculated from the
closing time of Bid.
The following documents shall be deemed to form and be read and construed as part of this agreement
even where integrated in this document:
Invitation to Bid (SBD1) Technical Specification(s);
Bidder’s responses to technical specifications, capability requirements and capacity as attached
to this document
Pricing Schedule(s) (SBD3); Tax Clearance Certificate
Preference claims for Broad Based Black Economic Empowerment Status Level of Contribution
in terms of the Preferential Procurement Regulations 2011 (SBD6.1);
Declaration of Interest (SBD4); Declaration of Bidder’s past SCM practices
(SBD8);
Certificate of Independent Bid Determination
(SBD9)
General Conditions of Contract
I confirm that I have satisfied myself as to the correctness and validity of my Bid; that the price(s) and
rate(s) quoted cover all the goods and/or works specified in the bidding documents; that the price(s) and
rate(s) cover all my obligations and I accept that any mistakes regarding price(s) and rate(s) and
calculations will be at my own risk.
I accept full responsibility for the proper execution and fulfilment of all obligations and conditions devolving
on me under this agreement as the principal liable for the due fulfilment of this contract.
I declare that I have had no participation in any collusive practices with any Bidder or any other person
regarding this or any other Bid.
I certify that the information furnished in these declarations (SBD4, SBD6.1, SBD 6.2 where applicable,
SBD8, SBD9) is correct and I accept that the state including the NRF may reject the Bid or act against me
should these declarations prove to be false.
I confirm that I am duly authorised to sign this contract.
NAME (PRINT)
Page 34 of 35
WITNESSES
1
2
CAPACITY
SIGNATURE
NAME OF FIRM
DATE
PART 2 – ACCEPTANCE OF WRITTEN OFFER
The National Research Foundation acceptance of this written offer is authorised by a duly delegated official
of the NRF and is communicated through either a written Letter of Award or, dependent on the complexity,
a written purchase order and such proof of authority is available upon request.
Page 35 of 35
WITNESSES
1
2