YOU ARE HEREBY INVITED TO BID FOR THE FOLLOWING SPECIFIED SUPPLY REQUIREMENTS
BID NUMBER:
NRF/SAASTA 13/2013-14
CLOSING
DATE:
CLOSING
TIME
10/03/2014
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
Compulsory /
Session / Site
Not
Visit
Compulsory
Date and Time:
Location:
EITHER PHYSICALLY OR BY COURIER
ENVELOPE ADDRESSING:
NRF / SAASTA
Bid Number and Name, Postal
Address, Contact Name,
Telephone Number and email
address on the envelope
Didacta Building
211 Nana Sita Street
Pretoria
0001
Emailed 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.
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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:
anton@saasta.ac.za
Contact Person:
Rose Mahlaule (Procedural)
Tel:
012 392 9358
Email:
rose@saasta.ac.za
NAME OF BIDDER
REPRESENTED BY
POSTAL ADDRESS
PHYSICAL ADDRESS
TELEPHONE NUMBER
CODE
NUMBER
CELL PHONE NUMBER
CODE
NUMBER
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CODE
NUMBER
E-MAIL ADDRESS
VAT REGISTRATION NUMBER
COMPANY REGISTRATION NUMBER
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DESCRIBE PRINCIPAL BUSINESS ACTIVITIES:
TYPE OF COMPANY/FIRM [Tick applicable box]
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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
[Tick Applicable Box]
and
valid
tax
clearance
certificate
been
submitted?
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

Yes

No
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If Yes, who was the B-BBEE certificate issued by [Tick Applicable Box]
An accounting officer as contemplated in the Close Corporation Act (CCA)
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A verification agency accredited by the South African Accreditation System (SANAS)
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A registered auditor
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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

Yes

No

Are certified copies of Certificate of Incorporation (as per entity type) enclosed?
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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
Page 4 of 36
required will also be taken in to account.
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.
Corporate
Agent
NRF
Keywords
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
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Excellence (CoE); International Council for Science Secretariat (ICSU);
Knowledge Interchange and Collaboration (KIC); Africa and Multilateral Cooperation (AMC); Africa and Multi-lateral Cooperation
(AMC); Overseas Collaboration (OC); International Research Grants
(IRG); Strategic Knowledge Fields Grants (SKFG); Scholarships and
Fellowships Programme;
HartRAO
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 PienaarMarais; Anthipi Pouris; Nathan Sassman; Ndanduleni Bernard
Nthambeleni; Nthabiseng Taole; Nithaya Chetty; Prudence Makhura;
Robert Kriger; Thabiso Nkone; Xolisa Vitsha; Zolani Z. Dyosi; Patrick
Thompson
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 radionuclides
Energy / Alternative Energy / Renewable Energy / Sustainable Energy
Basic 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
Page 6 of 36
with SAAO:
Southern African Large Telescope (SALT); Sutherland Observatory; SA
Groot Teleskoop; Office for Astronomy Development (OAD)
Astronomy Space Science
Spokesperson/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
SAEON
Spokesperson/s:
Jabulani (Jabu) Nukeri
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; Humanecology 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-informatics
Antarctic 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
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SAIAB
South African Institute for Aquatic Biodiversity (SAIAB)
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 Ocean
Antarctic Research Conservation Biology; Estuarine Ecology; Molecular
Biology; R/V Kadouw; JLB Smith
Spokesperson/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-7
Astronomy Space Science
Spokesperson/s:
Bernie Fanaroff; Roy Booth, Justine Jonas
NRF funded Research
Chairs
NRF funded Research Chairs
Name of Chair holder
Professor. L.U. Opara
Professor. J.P. Franzidis
Professor. D. Ramjugernath
Professor. P.L. Crouse
Page 8 of 36
Host Institution
SU
UCT
UKZN
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
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
Professor. C.A.O. Hoppers
Page 9 of 36
UL
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
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
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
Page 10 of 36
UZ
SU
Professor. S. Bracking
UKZN
Professor. D. Davidson
SU
Professor. W. A Olivier
NMMU
Professor. T Jarrett
UCT
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
Page 11 of 36
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
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
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
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UWC
NMMU
Professor J.R. Bunt
NWU
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
Professor R.A. Dorrington
RU
Professor P.L. Mafongoya
UKZN
Professor C. Wolkersdorfer
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NMMU
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
South African research
DST
Professor N. Fitz-Coy
CPUT
Professor M.N.B Momba
TUT
Professor C.I. MacLeod
RU
South African research
African Origins / Indigenous Knowledge Systems (IKS) / Palaeontology
Antarctic Research; Aquatic Sciences; Astronomy ; Biotechnology;
Energy; Nanotechnology; Science, Technology, Engineering,
Mathematics and Innovation (STEMI); Space Science
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.
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15. The list of Research Chairs should be updated annually.
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.)
Page 15 of 36
35.4. Graphic presentations of any media statistics generated through use of this system
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.
10
Square Kilometre Array / SKA
South African research
11
DST
12
NRF Research Chairs
Page 16 of 36
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.
vii
Distribution (national / regional / community / other)
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 36
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.
10
Square Kilometre Array / SKA
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.
Page 18 of 36
vi.
Data for each agent is categorised by agent and stored separately in chronological order by agent to
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.
x.
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)
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.
Page 19 of 36
Monitoring of New Media
The contracted service provider(s) are expected to:
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.
10
Square Kilometre Array / SKA
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.
Page 20 of 36
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
c. Date of communication / first published
d. Number of hits / downloads
e. Journalist / reporter / personality / organisation / individual / entity
f.
viii.
Web link (where applicable)
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:
Page 21 of 36
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:
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
Page 22 of 36
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
contracted suppliers being required to be based locally in South Africa.
Evidence of Supply Capacity (Technical Merit)
2.
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:
Page 23 of 36
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)
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
Page 24 of 36
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.
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.
Page 25 of 36
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%
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.
Page 26 of 36
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
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)
Page 27 of 36
ITEM
QUANTITY DESCRIPTION OF SUPPLIES
RATE/UNIT PRICE BID/QUOTE
NO
(unit
(per
of
measure)
unit
of PRICE
measure)
1
2
3
4
5
TOTAL
B-BBEE STATUS LEVEL OF CONTRIBUTION
Level
Preference Points Claimed
(Per SBD 6.1 below)
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.
B-BBEE Status Level of
Number of points
Contributor
(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
Page 28 of 36
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

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?
No

%
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
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
Page 29 of 36
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
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
Page 30 of 36
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 such
ALL 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

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:
Page 31 of 36
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/shareholders
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
Yes


No
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
Yes

No

such authority to the Bid document? If No, furnish reasons for nonsubmission of such proof as an attached schedule
(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
Yes

No

Yes

No

Yes

No

Yes

No

as an attached schedule:
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
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:
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:
Page 32 of 36
DECLARATION OF BIDDER’S PAST SUPPLY CHAIN MANAGEMENT PRACTICES (STANDARD
BIDDING DOCUMENT 8)
Item
Yes
Question
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
Yes

No

schedule:
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
Yes

No

Yes

No

Yes

No

Act (No 12 of 2004)? If Yes, furnish particulars as an attached schedule:
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:
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:
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;
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,
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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.
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:
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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
General Conditions of Contract
(SBD9)
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.
WITNESSES
NAME (PRINT)
CAPACITY
1
SIGNATURE
2
NAME OF FIRM
Date
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.
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