Terms of Reference

Appointment of a service provider to provide and to develop e-Recruitment

Services for 36 months for

Agrément South Africa

RFP Number ASA 01/09/2022

Date of issue 27 September 2022
Bid Closing date 03 October 2022 at 12:00 noon
Submissions Mmosha@agrement.co.za
 1. Introduction

Agrément South Africa extends a call for the submission of proposals from suitably qualified service
providers to provide e-recruitment services for Agrément South Africa.

2. Background

Agrément South Africa was established in 1969 and has been operating within the CSIR under the
auspices of its Built Environment Unit. In December 2015, Agrément South Africa was recognized an
independent agency to bring an impartial judgement to the evaluation of innovative construction
products and systems in the interest of the consumer and the construction industry at large.

The Agrément South Africa Act was accented to by the Honourable President of the Republic of South
Africa as Act No 11 of 2015 from 1 April 2017. Agrément South Africa being established as a Schedule
3A entity from 1 April 2017, were previously it was transferred to CSIR being a Schedule 3B entity with
a staff compliment of 37 employees. The entity operates under a delegation of authority from the
Minister of Public Works.

The main objectives are:

• To provide assurance of fitness-for-purpose of non-standard construction related products and
systems to specifiers and users.
• To support and promote the process of integrated socio-economic development in the Republic as it
relates to the construction industry.
• To support and promote the introduction and use of certified non-standardised construction related
products or systems in the local or international market.
• To support policy makers in minimizing the risk associated with the use of non-standard construction
related product or system; and
• To be an impartial and internationally acknowledged South African center for assessment and
confirmation of fitness-for-purpose of non-standard construction related products or systems

3. Purpose
The purpose of e-recruitment is to make recruiting processes more efficient and less expensive. And,
by using e-recruitment, HR managers can reach a larger pool of potential employees and speed up
the hiring process.
4. Objectives
E-recruitment, also known as online recruitment, refers to cloud-based recruitment software, web-
based resources, and other technology to find and attract the talent in the workplace.

Scope of services
4.1 The e-recruitment service provider must offer the following:
4.1.1 Advertising the position
4.1.2 Shortlisting process
4.1.3 profiling the ideal candidate,
4.1.4 identifying the best candidates.
4.1.5 Slim down the candidate pool, submitting the most qualified and relevant candidates.

4.2 General Requirements:

4.2.1 Advertise and upload on the system on behalf of the organisation.
4.2.2 Applicant tracking system
4.2.3 Unlimited users
4.2.4 Free system training to all users
4.2.5 Account manager
4.2.6 Each advert is online for 30 days.
4.2.7 Shortlisting facilities using keywords
4.2.8 The cv’s to be online to avoid receiving a lot of emails
4.2.9 Bulk emails can be sent from the system (decline candidates or invite candidates for an
interview)
4.2.10 No placement fees

5. Technical Specifications
5.1 Implementation
The service provider will need to train the users.
5.2 Reporting
Monthly, quarterly, and annual reporting on all the e-recruitment activities.
5.3 Content
The service provider needs to provide the following:
• Applicant Tracking system
• To be able to advertise the job vacancies on the internet.
• Short listing facilities.
• Qualified staff to provide services
 • Accessibility

6. Evaluation Process:
The following evaluation process shall be followed:
a. Basic Compliance:
a) Potential service providers must ensure that they are registered on the National Treasury
Central Supplier Database (CSD). The CSD registration report must be submitted.; and
b) All Supply Chain Management compliant (required) documents have been submitted.
These include SBD 1, 4, 6.1, 8 & 9 and acknowledgement and acceptance of the General
Conditions of Contract.

b. Evaluation Phases:

• Phase 1: Technical Specification and Functionality Evaluation

A form will be used which will reflect the name of the service provider, the different criteria, with
space provided to record the points awarded and motivation for points awarded. The allocation of
points will not be affected on a basis of consensus.

The following formula will be used to convert the points scored against the weight:

 So 
Ps =   x100
 Ms 
Where:

Ps = Percentage scored for functionality by bid under consideration

So = Total score of bid under consideration
Ms = Maximum possible score
Service providers will be expected to achieve a minimum threshold score of 60% in order to
proceed to Phase 2.

• Phase 2: Calculation of points

Please note for quotations or bids above R30 000 up to R50 Million, ASA evaluates these in terms of
the 80/20 preference point system where:
80 points are allocated for price and 20 points are allocated for the service provider’s B-BBEE Level
of Contribution. An original or certified copy of a B-BBEE certificate must be submitted to
substantiate claims for preference points.

• Phase 3: Presentation

A due diligence process in a form of a presentation will be conducted in respect of all short-
listed bidders. A set of questions will be posed during the presentation. Should the bidder fail
to meet the requirements of the due diligence process, their proposal will be disregarded at
this stage.
 ASA also reserves the right to conduct an investigation of the bidder’s financial position,
previous contracts carried out, availability of skills or knowledge, existing work load, etc.

During phase 2, points for price will be calculated for all shortlisted service providers in
accordance with the following formula:

 Pt − P min 
Ps = 801 − 
 P min 
Where:
Ps = Points scored for price of quotation under consideration
Pt = Rand value of quotation under consideration
Pmin = Rand value of lowest acceptable quotation

The final points will be calculated as follows:

CRITERIA SUB-CRITERIA WEIGHTING POINTS

Price Detailed budget breakdown 80

B-BBEE (Status Level B-BBEE Level Contributor 20

Verification Certificate)

TOTAL 100

POINTS AWARDED FOR B-BBEE STATUS LEVEL OF CONTRIBUTOR

In terms of Regulation 6 (2) and 7 (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:

Number of points
B-BBEE Status Level of Contributor
(80/20 system)
1 20
2 18
3 14
4 12
5 8
6 6
7 4
8 2
Non-compliant contributor 0
EMEs are deemed to have a B-BBEE status level four (4) contributor, in instances where EMEs are
more that 50% black owned, such enterprise qualify for promotion to a BBBEE status level three (3)
contributor and points will be awarded accordingly.

Please note that the proposals will be evaluated using the 80/20 preference point system.

A recommendation for award will then be formulated for approval by the relevant delegated
authority.
Evaluation Criteria

Functional Factors Proof Required Weighting 0 3 5

Company Experience Company profile clearly indicating the 20 Less than 2 years 2 – 5 years More than 5
number of years in business providing years
Number of years the e-recruitment services.
company has been
rendering e-recruitment
Services.
Client references. At least 1 (one) references letter to be 10 1 positive 2 positive references 3 or more
supplied. The number of employees reference provided positive
The service provider must for the submitted references must be provided references
have dealt with various indicated. provided
organisations from large to
small scale employees.
Sample Feedback Provide a sample report of incidence 40 Did not provide any Report provided Report provided
Reporting report and usage of the service sample report or but not relevant fully meets the
did not understand to service requirements
requirements requirements.
Methodology and The service provider must 30 Non-submission or Approach is The approach is
Approach demonstrate their understanding of poor methodology specifically tailored innovative and
the key requirements and and approach to suit the well-articulated.
expectations of ASA as outlined in this submitted. requirements and The tools that
document. A detailed approach, will meet the needs. will be used for
methodology and tools on how they The tools that will be the project are
will assist ASA in achieving the used for the project indicated.
objectives of this request must be are indicated.
provided.
TOTAL 100
 7. Pricing schedule

Description Unit price Unit price Unit price

(Year 1) (Year 2) (Year 3)
Placement of advert R R R

VAT R R R
Total Price R R R

8. Monitoring and Evaluation

8.1 Evaluate the impact of the service
Agrément South Africa Corporate Services will determine the evaluation criteria,
agreed criteria will determine the level and technique of measuring the impact of the
service.
8.2 Complaints handling mechanism
The appointed service provider must implement and exercise the necessary measures
to address complaints with corrective measures and provide to ASA.
8.3 Time frames
Set up agreed turnaround times for findings and complaints

9. Review procedures
9.1 The service provider must be able to provide a report in respect of the e-
recruitment activities of ASA employees.

10. Duration of the services

The appointed service provider will be required to implement and coordinate an e-

recruitment services for a period of 36 months.

11. Confidentiality

All information collected shall be treated with the highest level of confidentiality, this applies
to the information acquired before, during and after completion of the contracted period, in
compliance with Act No. 4 of 2013, Protection of Personal Information Act
 12. Required documentation for submission
12.1 Company profile.
12.2 Pricing Schedule.

Important Notes:
I. Contract will be for a duration of 36 months.
II. Pricing must be inclusive of VAT.
III. Proposals must be emailed to Mmosha@agrement.co.za
IV. The closing date for submission of proposals is 03 October 2022
V. NO LATE SUBMISSIONS WILL BE ACCEPTED

Technical enquiries
Human Resource
Ms Nozipho Mabasa
Tel: 063 792 6794
Email: Nmabasa@agrement.co.za

Written enquiries:
Supply Chain Management:
Procurement Official
Mr Moloko Mosha
Tel: 076 9672 415
Email: Mmosha@agrement.co.za