Tender briefing session for the appointment of a
Tender briefing session for the appointment of a suitable service provider for the National Skills Fund that shall prepare project reports to be ready for audit. 178 Ndinyane Building , Pretoria 10 h 00 – 12 h 00 Date: 10 December 2019 1
Agenda 1. PURPOSE OF TENDER 2. BACKGROUND 3. SCOPE OF WORK AND TIMEFRAME 4. SUBMISSION OF PROPOSAL 5. TECHNICAL SUBMISSION 6. FINANCIAL SUBMISSION 7. EVALUATION CRITERIA 8. SUB-CONTRACTING REQUIREMENTS 8. FINANCIAL REPORTING TEMPLATE 10. PERFORMANCE INFORMATION TEMPLATE 11. QUESTIONS AND ANSWERS 2
1. O PURPOSE OF TENDER 3
1. PURPOSE OF TENDER Part 1 : Assist Skills Development Providers (SDPs) to expedite and timeously finalise outstanding project reports for the NSF related to skills development projects funded by the NSF. Part 2 : Prepare an audit file (in electronic format, and where requested in hard copy as well), with supporting documents, for each project report identified by the NSF to be ready for audit by the external and internal auditors; 17% Part 3 : 72% 61% Assist the NSF with providing audit support for audit by the external and 22%for each project report selected 26% internal auditors; Part 4 : Provide skills transfer to skills development providers and NSF staff; 2% Part 5 : Project manage the overall project, provide regular progress reports on the overall project as well as meet regularly with the NSF to discuss progress. 4
2. BACKGROUND 5
2. BACKGROUND LEGISLATIVE BACKGROUND ON NSF The NSF was established in 1999 in terms of section 27 of the Skills Development Act, 1998 (Act No. 97 of 1998). The NSF has the primary function of funding: • National priority skills development programmes and projects as identified in the National Skills Development Strategy (NSDS); • Skills development programmes and projects in support of the Skills Development Act; and • Any activity undertaken by the Minister of Higher Education and Training to achieve a national standard 17% of good practice in skills development. Information on Tender 61% 72% 26% • The NSF provides funding to skills development providers (SDPs) for the implementation of skills development projects. 2% • NSF signs a contractual agreement for each skills development project that NSF funds with implementing SDP • Implementation Plan ( with budget , skills development activities to be undertaken by SDP for specific project) • Open dedicated bank account /dedicated cost centre ( legislative or policy prescripts) – interest bearing • Two dedicated bank account – transactional and non interest bearing , non transactional and interest bearing 6
2. BACKGROUND Skills Development Grant Disbursements • Skills development grants disbursement are paid on an advance basis or reimbursement basis based on the project progress reports submitted by SDP • The advances or reimbursements may be monthly/quarterly/annually, in most instances NSF funds the SDPs on a quarterly advance basis • Project reports consist of financial drawdown 17% report and performance information report (learner performance 72% 61% information and non-learner performance information) 22% 26% • Non-learner information reports consist of other activities such as Post-school Education and Training system capacity building and development; skills infrastructure development; and skills development research, innovation and 2% advocacy. • NSF monitors where expenditure paid or incurred by SDP is aligned to approved project scope, budget and implementation plan (monitor also whether actual skills development activities by SDP is per implementation plan) 7
2. BACKGROUND Skills Development Grant Disbursements • In the event of advances, NSF monitors whether the SDP expenditure paid or incurred against funds previously advanced are in accordance to the approved project or programme scope, budget and implementation plan, prior to approving the next advance to the SDP. Before NSF disburses the next advance , NSF takes into consideration effect of previous advance balances unutilised, accrued interest on previous advances and expenditure incurred by the SDP, but not yet paid. • Reimbursements, NSF monitors whether the expenditure incurred by the SDP are in accordance to the approved project scope, budget and implementation plan, prior to approving the reimbursement to the SDP. 17% • The financial drawdown reports contains the expenditure transactions incurred 72% by the SDP for implementation of the project 61% for a specified period, usually quarterly. 26% 22% • The expenditure transactions incurred by the SDPs are supported by supporting documents such as invoices, payroll report 2% etc. • The NSF project managers evaluate the expenditure incurred on a project against the supporting documents on a sample basis. The supporting documentation was not in the past collected and submitted to the NSF’s offices as part of the financial drawdown reports. 8
2. BACKGROUND Skills Development Grant Disbursements • 2019/20 financial year and going forward, the supporting documents for each project report shall be collected, collated and organised into an audit file (in electronic format, and where requested in hard copy as well) & submitted to the NSF as part of the financial drawdown reports. • The appointed service provider shall be responsible for collecting supporting documents from the SDPs and collating and organising it into audit files (in electronic format, and where requested in hard copy as well) for each project report identified by the NSF. 17% 72% account shall be used for the sole purpose • Interest earned (MOA) on the 61% dedicated project or programme bank 26% 22% of the project or programme as per the approved project, budget and implementation plan. • End of the project, the SDP is required to submit a close-out report (summary of the project’s finances from 2% start to end, as well as a summary of the outputs delivered and outcomes achieved) • Any unutilised funds advanced by the NSF to the SDP, inclusive of accrued interest thereon, shall be refunded back to the NSF by the SDP at the end of the project. 9
2. BACKGROUND Project Monitoring and Reporting • Unfortunately, some SDPs do not submit their quarterly financial drawdown reports and close-out reports timeously, resulting in long outstanding reports. • These long outstanding financial drawdown reports and close-out reports have unfortunately led to the NSF obtaining a qualification from the Auditor-General on its 2018/19 Annual Financial Statements. • The appointed service provider shall be responsible for expediting outstanding project reports with the SDPs by 17% 72% from the SDPs for each outstanding report assisting them to compile the 61% reports, collecting supporting documents 26% 22% and collating and organising it into audit files (in electronic format, and where requested in hard copy as well) for each outstanding project report identified by the NSF. 2% 10
3. SCOPE OF WORK AND TIMEFRAME Welcome 11
3. SCOPE OF WORK AND TIMEFRAME Part 1 : Assist Skills Development Providers (SDPs) to expedite and timeously finalise outstanding project reports for the NSF related to skills development projects funded by the NSF • Assist SDPs to expedite and timeously complete outstanding project reports related to skills development projects funded by the NSF • Mobilise a team within short notice from NSF to perform this part of work for a specific project report & shall deploy a team to start 17% to work on a specific outstanding project report within one week’s notice 61% 72% • Finalise an outstanding project report within one 22% month after receiving notice from NSF to 26% start to work on that specific outstanding project report. In EXCEPTIONAL CIRCUMSTANCES extension MAY be granted by NSF finalise an outstanding project report within 2% agreed-upon timeframes • Required to go onsite at the various skills development providers’ offices or learning sites to collect, verify and scan the required supporting documentation & subsequently finalise the outstanding reports and related audit files. The SDPs’ offices and learning sites are spread across the country in all nine provinces. • Outstanding project reports consists: outstanding financial drawdown reports, close-out reports & performance information reports 12
3. SCOPE OF WORK AND TIMEFRAME The service provider shall be required to: • Draft the quarterly financial drawdown reports, close-out reports and performance information reports on behalf of the SDP, which shall be compatible to the NSF’s electronic reporting system and adhere to the NSF’s reporting templates; Ø Build and REVIEW the audit file of supporting documentation of expenditure incurred for verification by the NSF and audit by the external and internal auditors; 17% Ø Build and REVIEW the audit file of supporting documentation of performance information for verification by 61% the NSF and audit by the external and internal auditors; 22% 72% 26% Ø Pro-actively manage the SDP towards completion and sign-off of the outstanding project reports; 2% Ø Pro-actively engage the NSF in the verification of the outstanding project reports and approval thereof; Ø Provide audit file, with supporting documentation, to NSF in support of the completed outstanding project reports for audit purposes Ø Outstanding financial drawdown reports, close-out reports and performance information reports prepared MUST be ACCURATE, VALID & COMPLETE , failure of which NSF regards as NON-PERFORMANCE AND SHALL RESULT IN NON-PAYMENT 13
3. SCOPE OF WORK AND TIMEFRAME The service provider shall be required to: • Build complete audit files for project reports, with a clear audit trail to valid supporting documentation. Incomplete audit files and/or audit files with unclear audit trails shall not be accepted by the NSF. Failure to do so shall be regarded as NON-PERFORMANCE , shall result in non-payment. • Provide on-the-job skills transfer to SDP’s staff responsible for the project management and financial management of the project: Specifically how to complete the financial and performance reports and how to prepare audit files therefore. 17% 72% 61% 26% 22% responsible for project monitoring • On-the-job skills transfer to the NSF’s staff, of the project, on how to perform trouble shooting on project reports, how to identify problem areas and how to determine the solution in 2% addressing the problem areas identified. • Appropriately experienced team leader, who shall be responsible for reviewing the quality of the outstanding project reports PRIOR to submission to NSF. • In the event of not being able to finalise a specific outstanding report with a specific SDP, the service provider shall provide the NSF with a report outlining the actions undertaken by the service provider to attempt the finalisation of the outstanding report & the reasons why the service provider was unable to finalise the specific report with the specific SDP. 14
3. SCOPE OF WORK AND TIMEFRAME Part 2 : Prepare an audit file (in electronic format, and where requested in hard copy as well), with supporting documents, for each project report identified by the NSF to be ready for audit by the external and internal auditors; • Prepare an audit file (in electronic format, and where requested in hard copy as well), with supporting documents, for each completed project report identified by the NSF to be ready for audit by the external and internal auditors 17% 61% 72% • Mobilise a team within short notice from 22% NSF to perform this part of work for 26% a specific project report • Finalise the audit file for a specific project report within one month after receiving notice from. For 2% exceptional circumstances, extension MAY be granted by NSF to finalise audit file within agreed-upon timeframes. • Required to go onsite at the various skills development providers’ offices or learning sites to collect, verify and scan the required supporting documentation and subsequently build the audit files related to the completed reports (9 provinces) • The completed project reports consists of financial drawdown reports, closeout reports and performance 15
3. SCOPE OF WORK AND TIMEFRAME Part 2 : Prepare an audit file (in electronic format, and where requested in hard copy as well), with supporting documents, for each project report identified by the NSF to be ready for audit by the external and internal auditors; • In building the audit files the service provider will be required : Ø Build the audit file (in electronic format, and where requested in hard copy as well) of supporting documentation of expenditure incurred for audit by the external and internal auditors, which shall be compatible to the NSF’s electronic reporting system and adhere to the NSF’s reporting requirements; Ø supporting documentation of performance information for verification by the NSF 17% Ø Provide audit file, with supporting 72%completed project reports for audit purposes 61%documentation, to NSF in support of the 26% 22% • The service provider shall build complete audit files for project reports, with a clear audit trail to valid supporting documentation. Incomplete audit files and/or audit files with unclear audit trails shall not be accepted by the NSF = NON-PERFROMANCE – NON 2% PAYMENT • Appropriately experienced team leader, who shall be responsible for reviewing the quality of the outstanding project reports PRIOR to submission to NSF • In the event of not being able to finalise a specific outstanding report with a specific SDP, the service provider shall provide the NSF with a report outlining the actions undertaken by the service provider to attempt the finalisation of the outstanding report & the reasons why the service provider was unable to finalise the specific report with the specific SDP. 16
3. SCOPE OF WORK AND TIMEFRAME Part 3: Assist the NSF with providing audit support for each project report selected for audit by the external and internal auditors • Provide support to the NSF during the audit of project reports by the external and internal auditors • Mobilise a team within short notice from NSF to perform this part of work for a specific project and within a one calendar notice • Respond to audit requests and queries to the external and internal auditors within two working days’ of receiving the request or query from the external & internal auditors by providing the auditors with accurate, complete and valid supporting documentation to each audit request and query. Extension may be granted where it is impractical to provide the required information within two working days subject to agreement (NSF & the auditors) 17% • Go onsite at the various skills development providers’ offices or learning 72% sites to collect, verify and scan the required supporting 61% 26% 22%(9 provinces) documentation related to audit requests and queries • The service provider shall be required to: Ø Walk the external and internal auditors through the audit file prepared 2% Ø Where uncertainty arises from the external and internal auditors, assist the external and internal auditors in following the audit trail and obtaining the correct supporting documentation in support of the project reports being audited Ø Assist NSF management to respond in detail to audit findings related to specific project reports through reference to the specific supporting documentation related to the project report. 17
3. SCOPE OF WORK AND TIMEFRAME Part 3: Assist the NSF with providing audit support for each project report selected for audit by the external and internal auditors • The following shall be regarded as non-performance by the service provider and the services provider shall not be paid for any activity related thereto Ø Failure to appropriately respond to the external and internal auditors with regards to audit findings raised; 17% Ø Failure to timeously respond 61% as per stipulated timeframes to 72% the external and internal auditors with 26% 22% regards audit findings raised and audit samples selected; and Ø Failure to provide the external and internal auditors with the relevant 2% audit evidence related to audit samples selected and audit findings raised. 18
3. SCOPE OF WORK AND TIMEFRAME Part 4 : Provide skills transfer to skills development providers and NSF staff • Transfer skills to the NSF’s skills development providers on how to compile project reports and build audit files. Compile the required manuals (or update existing NSF manuals) to perform the skills transfer sessions with NSF’s skills development providers, which shall be pre-approved by the NSF prior to conducting the skills transfer sessions. • Transfer skills to NSF’s staff on how to perform trouble shooting on project reports, how to identify problem areas and how to determine the solution in addressing the problem areas identified. Compile the required manuals (or update existing NSF manuals) to perform the skills transfer sessions with NSF’s skills development providers, which shall be pre-approved by the NSF prior to conducting the skills transfer sessions. • Specific skills transfer session to be conducted and facilitated by the service provider 17% Ø The skills transfer sessions shall be conducted by service providers’ team members 72% that have also performed part 1, part 2 and part 3 of the work 61% 26% Ø Skills transfer sessions may be conducted across the 22% country at different venues Ø Service provider responsible for providing and setting up the required projectors (and back-up projectors) and multi-plugs for each skills transfer session 2% Ø The NSF shall however perform the logistical arrangements for each skills transfer session (sending out invitations, booking of venues, arranging catering, ensuring internet connectivity etc. ). The costs incurred for the venues, catering and internet connectivity shall be for the account of the NSF as per NSF arrangements and shall not be arranged by the service provider. • Keep an attendance register of each skills transfer session conducted and attended by skills development providers and by NSF staff and submit the attendance register with the invoice for the specific skills transfer session to the NSF. 19
3. SCOPE OF WORK AND TIMEFRAME Part 5: Project manage the overall project, provide regular progress reports on the overall project as well as meet regularly with the NSF to discuss progress • Provide NSF with a project plan at the start of the project, which shall be updated bi-annually every 6 months. • Quarterly progress reports on the project. Quarterly progress reports shall outline progress against planned work, as well as expenditure invoiced and paid against 17% budget allocated. 61% 72% • Annual reports with recommendations for improving project management, reporting 26% and monitoring within the NSF 22% and at the SDPs. 2% • The appointed service provider shall provide the NSF with a close-out report at the end of the three years. • Meet at least quarterly with the project oversight committee to provide progress feedback and to meet regularly with the assigned NSF project manager(s) to provide more frequent progress update on the project and specific parts of work and to discuss day to-day project matters. 20
3. SCOPE OF WORK AND TIMEFRAMES: The service provider shall be appointed for period of 3 years Ø PART 1: Assist SDPs to expedite and timeously finalise outstanding project reports that currently exists, as well as that may arise during the next three years; Ø PART 2: Prepare an audit file (in electronic format, and where requested in hard copy as well), with supporting documents, for completed project reports identified by the NSF to be ready for audit by the external and internal 17% auditors during each financial 61%year for the next three years; 72% 26% 22% the audit of project reports by the external and internal auditors Ø PART 3: Provide support to the NSF during each financial year for the next three years; 2% Ø PART 4: Provide skills transfer to skills development providers and NSF staff; Ø PART 5: Project manage the overall project, provide regular progress reports on the overall project as well as meet regularly with the NSF to discuss progress; and Ø The NSF shall provide the appointed service provider with the list of project reports related to each part of work on “as needed” basis during the next three years 21
3. SCOPE OF WORK AND TIMEFRAMES: • The NSF shall ensure that the appointed service provider is introduced to SDPs, whom requires assistance, and shall ensure that the SDP understands the role and function of the appointed service provider in assisting the SDP with finalisation of the outstanding project report • NSF’s expectation that the appointed service provider shall pro-actively manage the SDP and 17% project reports are finalised. the NSF in ensuring that the outstanding 72% 61% • It is expected that the service provider shall bring their own 26% resources (laptops, portable 22% scanners etc. ) to perform the scope of work 2% 22
3. SCOPE OF WORK AND TIMEFRAME DELIVERABLES: Deliverables for PART 1: • Outstanding quarterly financial drawdown reports finalised and approved by NSF (with audit files therefore); • Outstanding close-out reports finalised and approved by NSF (with audit files therefore); 17% 72% • Outstanding performance information reports finalised and approved by NSF (with audit files therefore); 61% 26% 22% • Report on on-the-job skills transfer provided to SDP staff and NSF staff, which shall be signed-off by the SDP staff members and the NSF staff members; 2% • In the event of not being able to finalise a specific outstanding report with a specific SDP, the service provider shall provide the NSF with a report outlining the actions undertaken by the service provider to attempt the finalisation of the outstanding report and the reasons why the service provider was unable to finalise the specific report with the specific SDP. 23
3. SCOPE OF WORK AND TIMEFRAME DELIVERABLES: Deliverables for PART 2: • Audit files (in electronic format, and if requested in hard copy as well) for completed quarterly financial drawdown reports, already finalised and approved by NSF; • Audit files (in electronic format, and if requested in hard copy as well) for completed close-out reports, already 17% finalised and approved by NSF 61% 72% 26% • Audit files (in electronic format, and if requested in hard copy as well) for completed performance information reports, 2% already finalised and approved by NSF; and • In the event of not being able to finalise an audit file for a specific project report, the service provider shall provide the NSF with a report outlining the actions undertaken by the service provider to attempt the finalisation of the audit file and the reasons why the service provider was unable to finalise the audit report for the specific project report. 24
3. SCOPE OF WORK AND TIMEFRAME DELIVERABLES: Deliverables for PART 3: • Walkthrough of the external and internal auditors through the audit file prepared for each specific project report selected for audit; • Where uncertainty arises from the external and 17%internal auditors, assist the external and internal auditors in following 72% the audit trail and obtaining the 61% correct supporting documentation in support of the project reports being audited; 26% 22% • Assist NSF management to respond in detail to audit findings related to specific project reports through reference to the specific supporting documentation related to the project report; and 2% • Provide written reports on audit assistance provided per project report to the external and internal auditors and the final outcome thereof for invoicing purposes. 25
3. SCOPE OF WORK AND TIMEFRAME DELIVERABLES: Deliverables for PART 4: • Manuals on how to compile project reports and build audit files • Manuals on how to perform trouble shooting on project reports, how to identify problem areas and how to determine the solution in addressing the problem areas identified; and 17% 72% 61% • Attendance registers of skills transfer 22% sessions conducted for skills development providers and NSF 26% staff. 2% 26
3. SCOPE OF WORK AND TIMEFRAME DELIVERABLES: Deliverables for PART 5: • Project plan, updated bi-annually; • Quarterly progress reports, outlining progress against planned work, as well as 17% budget allocated; expenditure invoiced and paid against 72% 61% 26% 22% • Annual reports with recommendations for improving project management and monitoring within the NSF and at the SDPs; and • Close-out report at the end of the three years. 27 2%
4. SUBMISSION OF PROPOSAL 28
4. SUBMISSION OF PROPOSAL q Two envelope procedure: • Technical Submission – Refer to paragraph 19. 1 of the RFP • Financial Submission – Refer to paragraph 19. 2 of the RFP q Tender Box: Department of Higher Education and Training, 123 Francis Baard Street, Pretoria, 0001 (Opposite Pretoria Magistrate Court) on or before the 17% closing date and time 72% 26% 22% q Closing date and time: 17 January 2020, 11 h 00 2% Contact and Communication: q Enquiries in writing up and until the 13 th December 2019 to Directorate: Supply Chain Management via email at Tenders@dhet. gov. za q Answers will be published on website www. dhet. gov. za on the 10 th January 2020 29
5. TECHNICAL SUBMISSION 30
5. TECHNICAL SUBMISSION Technical Submission : q Cover Page q Mandatory Documents q Introduction and Executive Summary q Company and contact information of bidder , including all parties /team members to the consortium where applicable q Exhibit 1: Appropriate Qualification, Experience , Skills and Knowledge q Short profile of the bidder, as well as the team (team leader and proposed members), attach an abridged CV of each team member to the proposal q Exhibit 2: Appropriate Approach 17% 61% 72% 26% q A proposal outlining the approach that the bidder shall take to expedite and finalise outstanding project reports with SDPs within the time-frames set by the NSF. It is expected that the bidder shall illustrate in their 2% approach to the project the proven ability to mobilise a team at short notice to perform the various parts of the work, which shall be evaluated as part of the bidder’s approach to the project. q Exhibit 3: Previous Experience q A proposal outlining previous experience of the bidder to implement similar projects. q Exhibit 4: Sufficient Capacity q A proposal outlining the capacity of the service provider to provide the service to the NSF’s SDP across the country. 31
5. TECHNICAL SUBMISSION Technical Submission : The bidder must ensure the following in the above documents q Appropriate qualifications, experience, skills and knowledge of team members are provided, with CVs of proposed project team members; q Project approach. Bidders to indicate what approach is going to be used to expedite and finalise outstanding project 17%by the NSF and how the service provider shall relate to the internal reports with SDPs within the time-frames set 72% 61% arrangements of the NSF for the work to be performed and how the bidder will 26% mobilise project teams within short 22% notice; 2% q Demonstrated proven previous experience; q Capacity to implement the services across the country; and q Compulsory tender documents completed in full together with supplementary bidder documents as required. This includes tax certificates and completed SBD forms for all the bidders and consortium members, where applicable 32
6. FINANCIAL SUBMISSION 33
6. FINANCIAL SUBMISSION Part 1 : Assist Skills Development Providers (SDPs) to expedite and timeously finalise outstanding project reports for the NSF related to skills development projects funded by the NSF. Time- Frames REPORT TYPE TO FINALISE (INCL. AUDIT FILE THEREFORE) MAXIMUM NUMBER OF REPORTS (A) 2019/20 financial year: To be Outstanding Quarterly Financial Drawdown Report (incl. audit file and on-the-job skills transfer report) 300 Outstanding Close-out Report (incl. audit file and on-the job 61% skills transfer report) 100 17% finalised from date of appointment to 31 May 2020 Outstanding Performance Information Report (learners) (incl. audit file and on-the-job skills transfer report) Outstanding Performance Information Report (nonlearners) (incl. audit file and on-the-job skills transfer report) PRICE PER REPORT (incl. VAT) (B) 72% 22% 100 26% 2% 100 34 TOTAL COST (A * B)
6. FINANCIAL SUBMISSION Part 1 : Assist Skills Development Providers (SDPs) to expedite and timeously finalise outstanding project reports for the NSF related to skills development projects funded by the NSF. Time- Frames REPORT TYPE TO FINALISE (INCL. AUDIT FILE THEREFORE) MAXIMUM NUMBER OF REPORTS (A) 2020/21 financial year: To be Outstanding Quarterly Financial Drawdown Report (incl. audit file and on-the-job skills transfer report) 300 Outstanding Close-out Report (incl. audit file and on-the job 61% skills transfer report) 100 17% finalised from 1 June 2020 to 31 May 2021 Outstanding Performance Information Report (learners) (incl. audit file and on-the-job skills transfer report) Outstanding Performance Information Report (nonlearners) (incl. audit file and on-the-job skills transfer report) PRICE PER REPORT (incl. VAT) (B) 72% 22% 100 26% 2% 100 35 TOTAL COST (A * B)
6. FINANCIAL SUBMISSION Part 1 : Assist Skills Development Providers (SDPs) to expedite and timeously finalise outstanding project reports for the NSF related to skills development projects funded by the NSF. Time- Frames REPORT TYPE TO FINALISE (INCL. AUDIT FILE THEREFORE) MAXIMUM NUMBER OF REPORTS (A) 2021/22 financial year: To be Outstanding Quarterly Financial Drawdown Report (incl. audit file and on-the-job skills transfer report) 300 Outstanding Close-out Report (incl. audit file and on-the job 61% skills transfer report) 100 17% finalised from 1 June 2021 to 31 May 2022 Outstanding Performance Information Report (learners) (incl. audit file and on-the-job skills transfer report) Outstanding Performance Information Report (nonlearners) (incl. audit file and on-the-job skills transfer report) PRICE PER REPORT (incl. VAT) (B) 72% 22% 100 26% 2% 100 36 TOTAL COST (A * B)
6. FINANCIAL SUBMISSION Part 1 : Assist Skills Development Providers (SDPs) to expedite and timeously finalise outstanding project reports for the NSF related to skills development projects funded by the NSF. Time- Frames REPORT TYPE TO FINALISE (INCL. AUDIT FILE THEREFORE) MAXIMUM NUMBER OF REPORTS (A) 2022/23 financial year: To be Outstanding Quarterly Financial Drawdown Report (incl. audit file and on-the-job skills transfer report) 300 Outstanding Close-out Report (incl. audit file and on-the job 61% skills transfer report) 100 17% finalised from 1 May 2022 to contract end-date Outstanding Performance Information Report (learners) (incl. audit file and on-the-job skills transfer report) Outstanding Performance Information Report (nonlearners) (incl. audit file and on-the-job skills transfer report) PRICE PER REPORT (incl. VAT) (B) 72% 22% 100 26% 2% 100 37 TOTAL COST (A * B)
6. FINANCIAL SUBMISSION Part 2: Prepare an audit file (in electronic format, and where requested in hard copy as well), with supporting documents, for each project report identified by the NSF to be ready for audit by the external and internal auditors; Time- Frames REPORT TYPE TO FINALISE (INCL. AUDIT FILE THEREFORE) MAXIMUM NUMBER OF REPORTS (A) 2019/20 financial year: To be Audit file for completed Quarterly Financial Drawdown Report 1000 Audit file for completed Closeout Report 200 Audit file for completed 61% Performance Information Report (learners) 200 finalised from date of appointment to 31 May 2020 Audit file for completed Performance Information Report (non-learners) PRICE PER REPORT (incl. VAT) (B) 17% 72% 22% 100 26% 2% 38 TOTAL COST (A * B)
6. FINANCIAL SUBMISSION Part 2: Prepare an audit file (in electronic format, and where requested in hard copy as well), with supporting documents, for each project report identified by the NSF to be ready for audit by the external and internal auditors; Time- Frames REPORT TYPE TO FINALISE (INCL. AUDIT FILE THEREFORE) MAXIMUM NUMBER OF REPORTS (A) 2020/21 financial year: To be Audit file for completed Quarterly Financial Drawdown Report 300 Audit file for completed Closeout Report 100 Audit file for completed 61% Performance Information Report (learners) 100 finalised from 1 June 2020 to 31 PRICE PER REPORT (incl. VAT) (B) May 2021 Audit file for completed Performance Information Report (non-learners) 17% 72% 22% 100 26% 2% 39 TOTAL COST (A * B)
6. FINANCIAL SUBMISSION Part 2: Prepare an audit file (in electronic format, and where requested in hard copy as well), with supporting documents, for each project report identified by the NSF to be ready for audit by the external and internal auditors; Time- Frames REPORT TYPE TO FINALISE (INCL. AUDIT FILE THEREFORE) MAXIMUM NUMBER OF REPORTS (A) 2021/22 financial year: To be Audit file for completed Quarterly Financial Drawdown Report 300 Audit file for completed Closeout Report 100 Audit file for completed 61% Performance Information Report (learners) 100 finalised from 1 June 2021 to 31 PRICE PER REPORT (incl. VAT) (B) May 2022 Audit file for completed Performance Information Report (non-learners) 17% 72% 22% 100 26% 2% 40 TOTAL COST (A * B)
6. FINANCIAL SUBMISSION Part 2: Prepare an audit file (in electronic format, and where requested in hard copy as well), with supporting documents, for each project report identified by the NSF to be ready for audit by the external and internal auditors; Time- Frames REPORT TYPE TO FINALISE (INCL. AUDIT FILE THEREFORE) MAXIMUM NUMBER OF REPORTS (A) 2022/23 financial year: To be Audit file for completed Quarterly Financial Drawdown Report 300 Audit file for completed Closeout Report 100 Audit file for completed 61% Performance Information Report (learners) 100 finalised from 1 May 2022 to PRICE PER REPORT (incl. VAT) (B) contract end-date Audit file for completed Performance Information Report (non-learners) 17% 72% 22% 100 26% 2% 41 TOTAL COST (A * B)
6. FINANCIAL SUBMISSION Part 3: Assist the NSF with providing audit support for each project report selected for audit by the external and internal auditors Time- Frames 2019/20 financial year: To be finalised from date of REPORT TYPE TO FINALISE (INCL. AUDIT FILE THEREFORE) Audit assistance with Quarterly Financial Drawdown Report appointment to 31 May 2020 Audit assistance with Close-out Report 61% MAXIMUM NUMBER OF REPORTS (A) PRICE PER REPORT (incl. VAT) (B) 1000 17% 200 Audit assistance with Performance Information Report (learners) 200 22% Audit assistance with Performance Information Report (non-learners) 100 72% 26% 2% 42 TOTAL COST (A * B)
6. FINANCIAL SUBMISSION Part 3: Assist the NSF with providing audit support for each project report selected for audit by the external and internal auditors Time- Frames 2020/21 financial year: To be finalised from 1 June 2020 to 31 REPORT TYPE TO FINALISE (INCL. AUDIT FILE THEREFORE) Audit assistance with Quarterly Financial Drawdown Report MAXIMUM NUMBER OF REPORTS (A) PRICE PER REPORT (incl. VAT) (B) 300 May 2021 Audit assistance with Close-out Report 100 17% Audit assistance with Performance Information Report (learners) 100 22% Audit assistance with Performance Information Report (non-learners) 100 61% 72% 26% 2% 43 TOTAL COST (A * B)
6. FINANCIAL SUBMISSION Part 3: Assist the NSF with providing audit support for each project report selected for audit by the external and internal auditors Time- Frames 2021/22 financial year: To be finalised from 1 June 2021 to 31 REPORT TYPE TO FINALISE (INCL. AUDIT FILE THEREFORE) Audit assistance with Quarterly Financial Drawdown Report MAXIMUM NUMBER OF REPORTS (A) PRICE PER REPORT (incl. VAT) (B) 300 May 2022 Audit assistance with Close-out Report 100 17% Audit assistance with Performance Information Report (learners) 100 22% Audit assistance with Performance Information Report (non-learners) 100 61% 72% 26% 2% 44 TOTAL COST (A * B)
6. FINANCIAL SUBMISSION Part 3: Assist the NSF with providing audit support for each project report selected for audit by the external and internal auditors Time- Frames 2022/23 financial year: To be finalised from 1 May 2022 to REPORT TYPE TO FINALISE (INCL. AUDIT FILE THEREFORE) Audit assistance with Quarterly Financial Drawdown Report MAXIMUM NUMBER OF REPORTS (A) PRICE PER REPORT (incl. VAT) (B) 300 contract end-date Audit assistance with Close-out Report 100 17% Audit assistance with Performance Information Report (learners) 100 22% Audit assistance with Performance Information Report (non-learners) 100 61% 72% 26% 2% 45 TOTAL COST (A * B)
6. FINANCIAL SUBMISSION Part 4: Provide skills transfer to skills development providers and NSF staff TIME-FRAME SKILLS TRANSFER NUMBER OF SESSIONS (A) 2019/20 financial year: To be finalised from date of appointment to 31 May 2020 Skills Transfer Session 20 2020/21 financial year: To be finalised from 1 June 2020 to 31 May 2021 Skills Transfer Session 20 61% 2021/22 financial year: To be finalised from 1 June 2021 to 31 May 2022 Skills Transfer Session 2022/23 financial year: To be finalised from 1 May 2022 to contract end-date Skills Transfer Session PRICE PER SESSION (incl. VAT) (B) 17% 72% 26% 20 2% 20 46 TOTAL COST (A * B)
6. FINANCIAL SUBMISSION Part 5: Project manage the overall project, provide regular progress reports on the overall project as well as meet regularly with the NSF to discuss progress. TIME-FRAME REPORT TYPE NUMBER OF REPORTS (A) 2019/20 financial year: To be Project plan (updated biannually) 2 Quarterly progress reports 4 finalised from date of appointment to 31 May 2020 61% Annual report with recommendations for improving project management, reporting & monitoring at NSF and at SDPs PRICE PER REPORT (incl. VAT) (B) 17% 72% 22% 1 26% 2% 47 TOTAL COST (A * B)
6. FINANCIAL SUBMISSION Part 5: Project manage the overall project, provide regular progress reports on the overall project as well as meet regularly with the NSF to discuss progress. TIME-FRAME REPORT TYPE NUMBER OF REPORTS (A) 2020/21 financial year: To be Project plan (updated biannually) 2 Quarterly progress reports 4 finalised from 1 June 2020 to 31 May 2021 61% Annual report with recommendations for improving project management, reporting & monitoring at NSF and at SDPs PRICE PER REPORT (incl. VAT) (B) 17% 72% 22% 1 26% 2% 48 TOTAL COST (A * B)
6. FINANCIAL SUBMISSION Part 5: Project manage the overall project, provide regular progress reports on the overall project as well as meet regularly with the NSF to discuss progress. TIME-FRAME REPORT TYPE NUMBER OF REPORTS (A) 2021/22 financial year: To be Project plan (updated biannually) 2 Quarterly progress reports 4 finalised from 1 June 2021 to 31 May 2022 61% Annual report with recommendations for improving project management, reporting & monitoring at NSF and at SDPs PRICE PER REPORT (incl. VAT) (B) 17% 72% 22% 1 26% 2% 49 TOTAL COST (A * B)
6. FINANCIAL SUBMISSION Part 5: Project manage the overall project, provide regular progress reports on the overall project as well as meet regularly with the NSF to discuss progress. TIME-FRAME REPORT TYPE NUMBER OF REPORTS (A) 2022/23 financial year: To be Project plan (updated biannually) 2 Quarterly progress reports 4 finalised from 1 May 2022 to contract end-date 61% 17% 72% 22% Annual report with recommendations for improving project management, reporting & monitoring at NSF and at SDPs 1 Close-out report 1 PRICE PER REPORT (incl. VAT) (B) 26% 2% 50 TOTAL COST (A * B)
7. EVALUATION CRITERIA 51
7. EVALUATION CRITERIA MANDATORY REQUIREMENTS: Refer to paragraphs under section 18 for the mandatory requirements. Document that must be submitted for bidder, [each legal persona of consortium/JV ] and each subcontractor Invitation to Bid – Non-submission shall result in disqualification Complete and sign the attached pro-forma document SBD 1 Tax Status Written confirmation that SARS may on an ongoing basis during the period of the contract disclose the bidders tax compliance SBD 2 status. Proof of Registration on the Central Supplier Database Vendor number 17% In the event where the bidder submits a hard copy of the Tax Clearance Certificate, the CSD verification outcome shall take Declaration of Interest – 61% 72% precedence. 26% Complete and sign the attached pro-forma documents. 22% SBD 4; As well as SBD 6. 1 Declaration of Bidder’s Past Supply Chain Management Practices Complete and sign the attached pro-forma document SBD 8. 2% Certificate of Independent Bid Determination SBD 9 Complete and sign the attached pro-forma document Registration on the Central Supplier Database (CSD report) The bidder must be registered as a service provider on the Central Supplier Database (CSD). If not registered proceed with completing the company registration prior to submission of the proposal. Visit https: //secure. csd. gov. za/ to obtain a vendor number. Submit proof of registration. Pricing Schedule (Bidder only) Submit full details of the pricing proposal in a separate envelope Proof of sub-contracting arrangements The bidder must submit contractual agreements as proof as sub-contracting arrangements between the bidder and subcontractors. 52
7. EVALUATION CRITERIA Proposals will be evaluated as follow: NOTE: Refer to par 22. 1 in the RFP for the evaluation criteria that will be used in the evaluation of the technical submission. 17% 61% NOTE: Points to be awarded for team member’s qualifications: To be read as 72% maximum of 12 26% points, not maximum of 12 team members. 2% NOTE: Qualifying proposals will be further evaluated on the 90/10 principle: 90 points for price and 10 points for BBBEE. 22% 53
8. SUB-CONTRACTING REQUIREMENTS 54
8. SUB-CONTRACTING REQUIREMENTS • The successful tenderer must have sub-contracting arrangement (signed agreement) of a minimum of 30% of the value of the contract to an enterprise which is an Emerging Macro Enterprise (EME) or Qualifying Small Enterprise (QSE) which is at least 51% owned by 17% black people with the capability and ability 72%to execute the sub-contract. 61% 26% 22% Bidders who do not comply with this aforementioned subcontracting of 30% will be disqualified. 2% • The bidder must submit contractual agreements as proof as subcontracting arrangements between the bidder and subcontractors. 55
9. FINANCIAL REPORTING TEMPLATE 56
9. FINANCIAL REPORTING TEMPLATE OVERVIEW OF THE NSF FUND MANAGEMENT UNIT (FMU) Provision of financial management support to NSF Funded Skills Development Programs & Projects Core Functions central to the FMU relate to: § Project Finance Reporting § Projects /Bursaries financial support Project Finance Reporting § SDPs compile financial drawdown reports and verification of expenditure done by PMU § Once finalised by PMU – report submitted to FMU for verification of the project finances § FMU Report on the finances obtained from the site verifications (quarterly financial reports) conducted by projects and bursaries § Quarterly financial reports updated on the NSF commitment schedule and report on the following Financial Statement Items: v Interest Earned v v v Grants Disbursement Expenditure Deferred Expenditure Accruals (invoices received not yet paid) Debtors (Outstanding balances due to NSF from expired projects) Creditors (Balances due to SDP’S from expired projects) Provisions 57
9. FINANCIAL REPORTING TEMPLATE FINANCIAL DRAWDOWN REPORTS q Financial reporting template example provided as Annex A q Consists of Schedules 1 – Schedule 7 q Focus on the following schedules of the quarterly financial report: Schedule 4. 1 – Expenses paid during month 1 Schedule 4. 2 – Expenses paid during month 2 Schedule 4. 3 – Expenses paid during month 3 Schedule 5 – Expenses incurred not yet paid § The above schedules to be supported by the necessary supporting documentation for the expenditure reported § Such as invoices/bank statements/any other document to support expenditure reported § ILLUSTRATION OF FINANCIAL TEMPLATE (QUATERLY PROJECT REPORT: ADDENDUM A) 58
9. FINANCIAL REPORTING TEMPLATE CLOSURE REPORTS § At the end of the project, the SDP is required to submit a close-out report § ILLUSTRATION OF CLOSE OUT REPORT – ADDENDUM D 1 § Closure report will contain a summary of the project’s finances from start to end, as well as a § § § v v v summary of the outputs delivered and outcomes achieved. In terms of the contractual agreement, any unutilized funds advanced by the NSF to the SDP, inclusive of accrued interest thereon, shall be refunded back to the NSF by the SDP at the end of the project. Financial Summary report compiled at the end of the project – refer to attached example Financial Summary report to include: Project Contract Value (including any addendums for additional allocation) Grants Disbursed to the SDP by the NSF Actual Expenditure to date Interest Earned Invoice received not yet paid Funds to be refunded back to the NSF/Funds due to the SDP 59
10. PERFORMANCE INFORMATION TEMPLATE 60
10. PERFORMANCE INFORMATION TEMPLATE OBLIGATIONS OF THE SKILLS DEVELOPMENT PROVIDER (SDP) AS PER SIGNED MOA • Shall perform its obligations as outlined in the Project Implementation Plan and the Project Reporting Schedule • Shall utilise the funds as received from the NSF, including any interest received thereon, solely towards implementation of The Project as outlined in the Project Implementation Plan. Interest received on funds advanced by the NSF shall be included in determining the total funds that the NSF has advanced to SDP. • Shall ensure that all subsequent tranche payment requests, excluding the initial tranche payment, be accompanied by: • Quarterly reports, to be completed on the quarterly reporting templates as prescribed by the NSF; • A full set of bank statements of the dedicated bank account(s) for the quarter under review or a full set of cost centre statements of the dedicated cost centre for the quarter under review; • Bank reconciliations or cost centre reconciliations, where applicable; • Supporting documentation as proof of project expenditure that have been incurred in accordance with the Project Implementation Plan and the Project Budget and Cash Flow Forecast for the quarter under review; and • All other documentation and information as may be requested by the NSF 61
10. PERFORMANCE INFORMATION TEMPLATE OBLIGATIONS OF THE SKILLS DEVELOPMENT PROVIDER (SDP) AS PER SIGNED MOA • The SDP shall maintain sufficient financial management and control of funds allocated to it from the DHET through the NSF, which includes, but not limited to the following: • Keeping proper records, especially related to all expenses in the utilisation of funds from the NSF for intended purposes; • Ensuring that proper controls are implemented over the payment processes, with relevant segregation of duties between individuals responsible for creating payments and individual responsible for authorising payments; • Performing monthly bank reconciliations; • Paying creditors timeously; • Keeping accounting records up to date. 62
10. PERFORMANCE INFORMATION TEMPLATE OBLIGATIONS OF THE SKILLS DEVELOPMENT PROVIDER (SDP) AS PER SIGNED MOA • Keeping proper records of learners/beneficiaries of The Project, which includes, but are not limited to: • Copies of beneficiary identity documents; • Proof of beneficiary enrollment, where applicable; • Proof of beneficiary learning programme / course attendance, where applicable; and • Proof of beneficiary learning progress, where applicable. 63
10. PERFORMANCE INFORMATION TEMPLATE LEGISLATION FRAMEW 0 RK FOR MANAGING PROGRAMME PERFOMANCE INFORMATION (FMPPI) • IMPORTANCE OF PERFOMANCE INFORMATION • Performance information indicates how well an institution is meeting its aims and objectives, and which policies and processes are working. Making the best use of available data and knowledge is crucial for improving the execution of government's mandate. Performance information is key to effective management, including planning, budgeting, implementation, monitoring and reporting. Performance information also facilitates effective accountability, enabling legislators, members of the public and other interested parties to track progress, identify the scope for improvement and better understand the issues involved. • Performance information also plays a growing role in budget allocations and will increasingly be used to This means the information must be accurate, appropriate and timely. monitor service delivery. 64
10. PERFORMANCE INFORMATION TEMPLATE PUBLIC FINANCE MANAGEMENT ACT (PFMA) / NATIONAL TREASURY INSTRUCTION NOTE NO. 33 / FRAMEWORK FOR SP AND APP • Sec 55 (1)(a) The accounting authority for a public entity must keep full and proper records of the financial affairs of the public entity; • Sec 55 (2)(a) The accounting authority for a public entity must fairly present the state of affairs of the public entity, its business, its financial results, its performance against predetermined objectives and its financial position as at the end of the financial year concerned; 65
10. PERFORMANCE INFORMATION TEMPLATE REPORTING • The NSF grants disbursed to the Skills Development Provider (SDP) is monitored in terms of the conditions contained in the signed contractual agreement and all subsequent Addendums thereto and also governed by all relevant legislation (e. g. PFMA, etc. ). • All relevant reports and completed reporting templates regarding milestones, outputs and outcomes will be delivered by the Skills Development Provider to the NSF on or before the agreed dates (as contained in Reporting Schedule), in the agreed format and to the agreed standard. Nonconformance in this regard may result in payments or portions of payments being withheld until such time that compliance with the NSF requirements is reached and in some instances it can even lead to termination of the agreement between the parties. • The NSF is in turn also required to report on specific issues, milestones, outputs and outcomes regarding project implementation, execution and closure to its oversight authorities and stakeholders, hence the specific and detailed reporting requirements contained herein and in the contractual agreements. • Reporting is monthly and/or quarterly and each Monthly Report must be submitted by the 10 th day of the month after month-end (i. e. the report for January will be due by the 10 th of February). Quarterly reports must be submitted by the 15 th day of the month after quarter-end (i. e. the report for April-June is due by the 15 th of July). Monthly / Quarterly reports are required irrespective of whether the Skills Development Provider has received funds (advances) or not. PURPOSE • The purpose of the performance information template is to inform the Skills Development Provider on the meaning, implications and procedures involved in completing the required documents. • To assess the progress made in the implementation and execution of the approved project plan; • To assess the performance of the Skills Development Provider in terms of the planned deliverables, outputs and outcomes in order to reconcile budget at hand; • Obtain a schedule of planned deliverables, outputs and outcomes for a projected monthly / quarterly reporting period; and • To Assess the progress made in the contribution to the government's strategic objectives as contained in the National Development Plan, the Medium Term Strategic Framework, The White Paper for Post School Education and Training, The National Skills Development Strategy and other key government strategies, plans and policies. 66
10. PERFORMANCE INFORMATION TEMPLATE AUDIT OF PREDETERMINED OBJECTIVES (AOPO) Audit criteria (Emphasis on the reliability criteria) Main criteria Sub criteria Existence Timeliness Compliance with regulatory requirements Presentation Usefulness Measurability Relevance Existence Validity Accuracy Reliability Completeness 67
10. PERFORMANCE INFORMATION TEMPLATE REPORTING : ILLUSTRATION OF PERFROMANCE INFORMATION TEMPLATE ADDENDUM B Individual ADDENDUM C Projects ADDENDUM D 2 Quarterly Annual Performance Report and Annual Financial Statements performance information Reports Individual Quarterly Financial Report Consolidated quarterly performance information report Consolidated Quarterly Financial Statements 68
11. QUESTIONS AND ANSWERS 69
11. QUESTIONS AND ANSWERS QUESTIONS? Note – More details on the NSF’s PROJECT REPORTING is included as follow: 17% 1) FINANCIAL REPORTING TEMPLATE as part of this 72% 61% 26% 22% presentation 2) PERFORMANCE INFORMATION TEMPLATE as part of this 2% presentation This presentation will be made available to bidders through the DHET website: www. dhet. gov. za 70
THANK YOU 71
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