PO Box X 901, Pretoria, 0001, 134 Pretoria Street, HSRC Building, Pretoria
Tel: (012) 312 7945 Fax: 086 6136576
mondlim@dsd.gov.za
TERMS OF REFERENCE FOR THE APPOINTMENT OF A SERVICE PROVIDER TO
IMPLEMENTATION OF THE HOUSEHOLD FOOD AND NUTRITION SECURITY
PROGRAMME FOR 2015/16
1. PURPOSE
The purpose of these Terms of Reference (ToRs) is to solicit proposals from NPOs to
facilitate the implementation of an integrated Household Food and Nutrition Security
Programme for the Department of Social Development in the financial year 2015/16 in
the Northern Cape Province.
2. BACKGROUND
The 2012 General Households Survey indicates that our country has a problem of
hunger caused by household’s inability to that food. Food access problems were the
most serious in North West where 32,9% of households had inadequate or severely
inadequate food access, followed by Northern Cape (29,7%), Mpumalanga (26,1%),
Eastern Cape (25%), Free State (22,6%) and Western Cape (22,4%).
In 2012, Government reconfirmed its commitment to household food and nutrition
security. On the 11 September 2013 Cabinet approved the National Policy on Food and
Nutrition Security together with the Households Food and Nutrition Security Strategy.
The main focus of the strategy is to address household-level hunger and nutrition
insecurity. The strategy proposes immediate steps to establish a robust network of Food
Distribution Centres backed by a substantially larger financial commitment from the
fiscus.
The strategy proposes for a shift from the conventional food banking model which has
food rescue as a main source of food and place focus on bulk procurement of nutritious
food and reaching both urban and rural areas through the establishment of Food
Distribution Centres.
The Household Food and Nutrition Programme have been developed and derive its
mandate from various policies and documents that include SA Constitution, the National
Food and Nutrition Security policy, the Households Food and Nutrition Security Strategy
and the National Development Plan Vision 2030.
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The programme is guided by the following objectives:
 Ensure access to food for the poor and vulnerable members of our society
through bulk government procurement of food;
 Improve nutrition security of citizens;
 Develop market channels for emerging food producers
 Fostering partnerships with relevant stakeholders within the food supply chain;
 Enhance safety nets and food-emergency management systems
And its desired programme outcomes include the following:
 Improved state capacity to deal with food insecurity
 Improve food production capacity of households and poor resource farmers;
 Increase access to food for the poor and vulnerable
 Decreased severe malnutrition among children under five years
 Increased food distribution to the poor and vulnerable
 Increased community awareness on food security
 Improved nutrition security of citizens.
These terms of reference informs the desired programme to deliver the desired
Household Food and Nutrition Security Programme to deliver the above listed
programme outcomes in collaboration with the Provincial Department of Social
Development, other government departments, Local Municipalities and Community
Based Organisations (CBOs) and other stakeholders in an integrated manner.
3. OBJECTIVES OF THE PROJECT
To solicit services of Non-Profit Organisation, to deliver food and nutrition services under
the “Household Food and Nutrition Security Programme”.
4. SCOPE OF WORK
The overarching goal of the project is to achieve community nutrition and feeding of poor
and vulnerable households in the poorest wards in the Province (Northern Cape /
Eastern Cape).
The expected programme deliverables include establishment of a robust network of Food
Distribution Centres (FDCs), Community Food Depots, and Community Food and
Nutrition Development Centres (CNDCs) in the province.
The attached Model for the Implementation of Household Food and Nutrition Security
Programme and the programme document provides a comprehensive overview of the
programme, its scope of work and the principles guiding programme implementation.
The scope of work includes:
 Establishment of a Provincial Food Distribution Centers (PFDCs) in the province
 Support and operationalize the Community Food Depots
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Support a minimum of 8 Community Nutrition and Development Centres
(CNDCs) in the province
Linking the Community Food Depots to the feeding programmes (CNDCs) in
the province
Bulk Procurement of food from local food producers
Acquisition of capital assets for the programme
Ensure proper management of the programme in the province
Technical support for programme implementation in the province
Project administration, staffing and human resource management
5. OUTPUTS/DELIVERABLES
Below is a list of the project milestones that informs the extended project deliverables the
partner organisation must deliver on;
Objective:
1. Establishment
of a Provincial
Food
Distribution
Centre (PFDCs)
Northern Cape.
2. Support the
Community
Food Depots
within the
province.
3. Support the
minimum of 8
CNDCs in the
province.
Activities to be
undertaken
 Stakeholder
consultation and
mobilization – National,
provincial and local
level with all relevant
stakeholders.
 Establish integrated
provincial coordination
forums
 Provincial
implementation plans
 Facilitate establishment
of PFDCs
 Management of CFDs
operations
 Regular visit to
community food depots
Reporting Milestones
 Stakeholder
consultation and
mobilization sessions
held.
 Forum meetings and
participation.
 Progress on
implementation of
provincial
implementation plans
 Progress on
establishment of PFDCs
 CFD’s operations
report.
 Reports on visit to
community food depots
 Facilitate community
 Progress on
engagement sessions
establishment of
CNDCs
 Develop database of
CNDCs and
 CNDC and beneficiaries
beneficiaries
database
 Facilitate establishment  Progress on
of CNDCs
establishment of
CNDCs and their
 Management of CNDCs
operations
operations
Reporting
timelines
Quarterly
Quarterly
Quarterly
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4. Bulk
Procurement
from local food
producers
 Procure and distribute
food through the food
distribution centres.
5. Project
administration
and staffing

Recruitment and
appointment of staff
across the food
distribution network.

Resourcing of the
National Services
Centre/ Office

Project
administration
 Database of local food
producers
 Report on amounts of
food purchased from
local producers
 Report on amounts of
food procured and
distributed.
 Number of jobs created
 Project administration &
reporting:
- Financial Management
- Procurement
Management
- Food Sourcing,
Management &
beneficiaries.
Quarterly
Quarterly
6. SKILLS AND KNOWLEDGE REQUIRED
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The Non-Profit Organisation must be operating in the province where they are
applying.
Ability to develop, plan, and implement feeding and food distribution
programmes.
Communication skills and the ability to work effectively with a wide range of
constituencies in a diverse community (social facilitation).
Experience and skills in logistics and have worked in the logistics fields
Experience in food security and food distribution or related areas
Project and Financial Management.
Ability to develop and maintain recordkeeping systems and procedures
An NPO that have foot print within the province
Understanding of community development and sustainable livelihoods
Ability to gather data, to compile information, and prepare reports
7. SUBMISSION OF PROPOSALS
7.1 Prospective service providers (NPOs) must submit their proposals in one
envelope with the technical proposal including the following:
 Entity registration Certificate (NPO certificate)
 A response to the terms of reference.
 A project plan that states the methodology and approach for accomplishing the
task, project phases if applicable, time frames and outputs (excluding cost for
the project).
 Profile of the company and description of similar work undertaken,
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 Numbers, names and CVs of NPO management and leadership assigned to
the project, including their roles and responsibilities,
 Agreement between service providers in the case of a joint
venture/Consortium
 Letter of authority to sign documents on behalf of the company/joint
venture/Consortium
 One hard copy of the technical proposal and a CD with a soft copy of the
technical proposal in pdf format.
7.2 The following information must be endorsed on the envelope:
 Name of the Organization
 Closing date
7.3 Failure to comply with these conditions will result in a proposal being disqualified.
7.4 The closing date for the submission of proposals is 11h00 on 23 November 2015.
7.5 The proposals must be deposited in the physical address below:
Province
Eastern Cape
Venue
Department of Social Development
Beacon Hill Office Park
Corner Hargreaves road & Hockley Close
King Williams Town
Northern Cape
Department of Social Development
Mimosa Complex
Barkley Road
7.6 Proposals received after the closing date and time will be regarded as late and will
not be evaluated.
8. PROJECT MANAGEMENT PROCESS
All deliverables report should be submitted to DSD through the Chairperson of the
Project Steering Committee. Any deliverable submitted and not accepted must be
reworked and resubmitted at no additional cost.
It will be expected of the successful service provider to sign a service level agreement
with the Department prior to the commencement of any work.
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A comprehensive monthly and quarterly report with statistics of amount of food
distributed, number of beneficiaries supported, number of emerging food producers
supported in-line with government financial year/ calendar will be submitted by the
service provider.
The contract shall be valid for a period of 12 months as from the date of signing of the
service level agreement by both parties.
The successful service provider will be paid in advance the allocation for the completion
of phases or milestones set out in the project plan mutually agreed by the Department
through the Project Steering Committee and the service provider.
The service provider will provide a single overall project manager.
9. GENERAL CONDITIONS
There will be a compulsory briefing session of potential service providers prior to
submission of proposals and commencement of the project. Other applicable conditions
are that:
a) The department reserves that right to award work to one or more service providers
b) The department reserves the right not to award the contract should it deem fit not
to award
c) Once the briefing session has been held, successful providers (NPOs) must
further acquaint themselves with the programmes, policies and legislation at their
own cost
d) The Department reserves the right to contact any applicants to seek clarity on any
matter included in the proposal documents.
e) The Department reserves the right to appoint an independent auditor for financial
auditing purposes.
f) There will be a compulsory briefing session to be held as follows:
Province Date
Venue
Time
Eastern
Cape
Department of Social Development
Beacon Hill Office Park
Corner Hargreaves road & Hockley Close
King Williams Town
11:00 am
Department of Social Development
Mimosa Complex
Barkley Road
11:00 am
16 November 2015
Northern 17 November 2015
Cape
The Department will become the owner of all information, documents, advice and
reports collected and compiled by the consultant/firm/service provider in the execution
of this agreement.
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The copyright of all documents will vest in the Department and may not be reproduced
or distributed or made available without the written consent of the Department.
All information, documents and reports must be regarded as confidential and may not
be made available to any unauthorized person or institution without the written consent
of stakeholders.
16. ROLES AND RESPONSIBILITIES
Department of Social Development
During the project implementation, DSD officials will make themselves available for
clarity, reporting processes, discussions mentoring and meetings. The service provider
will also have access to required documents and other records available within the
Department that may assist in executing the project.
Successful service provider
All resources, equipment’s and technical skills will be the responsibility of the service
provider; these may be sourced from the Department at no cost and if not available
outsourced to ensure successful execution of the project at a cost to the service provider.
17. EVALUATION
Only proposals of NPOs who complied with the administrative requirements will be
evaluated.
A departmental Project Steering Committee (PSC) comprised of the relevant line function
and supporting directorates will evaluate the proposals received using the evaluation
criteria as reflected below.
Project Steering Committee:
Directorate
Function/ Speciality
Integrated Development
Branch
Community Development
Integrated development branch oversight
Sustainable Livelihoods
Community Development
Non Profit Organisations
Regulations governing NPOs & compliance to the NPO act
Financial Monitoring of
Public Entities
Provincial representation
Financial management and internal control systems
Household Food and Nutrition Security programme
Provincial Programme Manager - Programme
implementation monitoring: Northern Cape
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The recommended line functions Managers may nominate dedicated officials from their
Directorate to represent their units in the Project Steering Committee.
EVALUATION CRITERIA
Technical proposals will be evaluated on a scale of 0 – 5 in accordance
criteria below. The rating will be as follows:
with
the
Weighting
Total
0 = No response
1 = Poor
2 = Weak
3 = Average
4 = Good
5 = Excellent
ELEMENT
Rating
1
Approach and methodology
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Demonstrate experience of the prospective
bidder’s engagement in similar work and
understanding of the assignment.
Knowledge and experience in in food
security and food distribution.
Capacity
to
facilitate
and
ensure
establishment if institutional mechanisms for
programme delivery.
Operations within the province where they
are applying for funding and have linkage
with local NPOs.
Functionality
20
20
20
15
90
18. DISQUALIFYING CRITERIA
Proposals will be disqualified if they fail to comply with any of the following minimum
requirements:
a) Proposals submitted after the stipulated closing time and date.
b) Failure to submit a fully completed technical proposal
20. ENQUIRIES
Enquiries may be directed to:
Mr. M. Mbhele Tel. (012) 312 7594; mondlim@dsd.gov.za
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