MINUTES OF THE COMPULSORY BRIEFING SESSION: FAS/AN/PD/BP/CON857/Y17
Time and Date: 2016 January 11 at 11:00-1:30
Venue: Lake View Hotel, Benoni
Tender
Description
Attendees from
FASSET
Attendees from
Perspective
Bidders
1. Opening and
Welcoming
2. Overview of
FASSET’s
revised
strategy
3. SCM
compulsory
requirements
FASSET requires the services of one or more Bursary Management Agents from Public
Universities and Universities of Technology as listed by DHET, Private Bursary
Management Agencies and/or Professional Bodies (bid respondent), to manage a bursary
fund that results in the progression of learners from the penultimate academic year to the
final academic year OR achievement of a PIVOTAL academic qualification registered on the
NQF.
 Bomkazi Mnombeli (BM)– SCM Facilitator (Operations Manager)
 Marlie Spencer (MS)– Technical Facilitator (Quality Assurance
Manager)
 Amos Nokoane (AN) – SCM Support (Acting Projects Manager)
 Langa Kambi-Shamba (LKS) – SCM Support (Deloitte)
41 prospective bidders attended the briefing session.
MS opened the meeting by indicating the following:
 Welcoming all members in their attendance at the briefing session.
 A brief overview of the agenda.
MS discussed the following key points related to FASSET’s revised strategy:
 Fasset’s Mission
 Why is the change necessary?
 #LastingLegacy defined
 Fasset driving change and transformation
 #LastingLegacy benefits both Learner & Employer
 Discontinued programmes
 How do Employers benefit in the new strategy?
 How do Learners benefit in the new strategy?
 How to apply for the new benefits?
 Q&A.
Upon concluding Marlie allowed the attendees to ask specific questions related to Fasset’s
revised strategy.
BM discussed the following key points related to the compulsory SCM requirements:
 Completion of the attendance register by all attendants at the briefing session
was a requirement.
 Completion of documentation to ensure contract information was accurate.
 Submission of the documents in response to the bid, must be received before
11h00 on the closing date. BM stressed that bidders need to ensure this
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MINUTES OF THE COMPULSORY BRIEFING SESSION: FAS/AN/PD/BP/CON857/Y17
Time and Date: 2016 January 11 at 11:00-1:30
Venue: Lake View Hotel, Benoni

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happened as late bids would be rejected.
All queries need to be submitted in writing, no telephonic queries would be
addressed.
The last day for sending queries would be 13 January 2017 and responses
published on FASSET’s website within 3 working days of receipt.
Bids submitted needed to be submitted as 1 original plus 4 hard copies and one
soft copy of the pricing schedule (Excel format)
Specific pre-compliance requirements would need to be submitted with tender
submission by bidders:
o Attendance of compulsory briefing session
o 1 original + 4 copies of bid and soft copy of pricing schedule submitted?
o Programme is PIVOTAL & Bidder is Accredited?
o Is bidder subcontracting to a 51% Black owned company
o Valid original tax clearance certificate or a SARS compliance report
containing a PIN or a valid CSD Summary Report with the supplier number
and the unique code
o CSD Summary Report with the supplier number and the unique code;
o Special conditions of bid and contract signed;
o Bidder's own conditions;
o Signed Declaration of Interest;
o Signed Declaration of Bidders past SCM practices signed;
o Certificate of Independent Bid Determination (SBD 9);
o Completed and signed Invitation to Bid;
o Preference Points Claim Form
o Invitation to Bid
o Business (Company) Registration Certificate;
o VAT registration certificate;
o One of the following:
 Original valid B-BBEE certificate; or
 Originally certified copy of B-BBEE certificate; or
 Certificate issued by the accounting officer or registered auditor;
 an original sworn affidavit.
o Vendor acceptable with reference to National Treasury "Restricted List";
o Vendor acceptable with reference to National Treasury "Tender
Defaulters List";
o Copy of certificate of company incorporation;
o Employment Equity Compliance & HIV and Aids policy; and
o Pricing Schedule
Overview of SCM process and various committees was presented.
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MINUTES OF THE COMPULSORY BRIEFING SESSION: FAS/AN/PD/BP/CON857/Y17
Time and Date: 2016 January 11 at 11:00-1:30
Venue: Lake View Hotel, Benoni
4. Technical
requirements
for Tender
Upon concluding BM allowed the attendees to ask specific questions related to the SCM
requirements.
MS discussed the following key points related to technical requirements:
 Overall objective and scope
o FASSET requires the services of one or more Bursary Management Agents
from Public Universities and Universities of Technology as listed by DHET,
Private Bursary Management Agencies and/or Professional Bodies to
achieve the following:
 Manage a bursary fund that results in the progression of learners
from the penultimate academic year to the final academic year
OR achievement of a PIVOTAL academic qualification registered
on the NQF.
 Bids will only be accepted for learners registered for a PIVOTAL
academic qualification (diploma or degree) at a public University
or University of Technology recognised and listed as such by the
Department of Higher Education and Training (DHET)
 Qualifications must be registered on the National Qualifications
Framework (NQF) at minimum level 6. The qualification/s
proposed must be linked to one or more of FASSET’s top ten
scarce skills for the 2016/17 financial year
o Bursary scheme objectives:
 “At risk” learners must be identified. An “at risk” learner within
the context of this bid is defined as a learner originating from a
household with a total combined income of between R123 000
and R300 000 per annum who requires financial study assistance.
 African Black, Coloured learners in the Western Cape and
Northern Cape, and any disabled learners may be included.
 Learners must have the required potential to succeed.
 The qualification proposed must be a PIVOTAL qualification
(registered on the NQF with SAQA).
 The programme must achieve an 80% throughput or achievement
rate. Failure to meet this objective will result in a 20% penalty on
the project management fee.
 The scarce skill/s to which the qualification is linked must be
clearly reflected.
 The programme must be concluded by 31 March 2018.
 FASSET top ten scarce skills were presented and are listed below:
o Trainee accountant/auditor/article clerk
o External Auditor
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MINUTES OF THE COMPULSORY BRIEFING SESSION: FAS/AN/PD/BP/CON857/Y17
Time and Date: 2016 January 11 at 11:00-1:30
Venue: Lake View Hotel, Benoni
o
o
o
o
o
o
o
o
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Computer Network and Systems Engineer
Debt Collector
Finance Manager
Management Consultant
Financial Investment Advisor
Office Administrator
Accountant (General)
Economist
Definitions
o University - University or University of Technology recognised and listed
as such by the Department of Higher Education and Training (DHET).
o At Risk - An “at risk” learner within the context of this bid is defined as a
learner originating from a household with a total combined income of
between R123 000 and R300 000 per annum who requires financial study
assistance.
o Pivotal – This is defined in regulation gazette no. 9867 (government
gazette no 35960, 3 December 2012) as Professional, Vocational,
Technical and Academic Learning programmes that result in qualifications
registered on the NQF.
o Pivotal Academic Qualification - FASSET defines a PIVOTAL Academic
qualification as a learning programme that results in a qualification that is
registered on the National Qualifications Framework (NQF) for which the
University or University of Technology is accredited to offer under the
Council for Higher Education. A print-out of the qualification from the
South African Qualifications Authority (SAQA) website will suffice as
evidence: http://regqs.saqa.org.za/search.php?cat=qual.
o Throughput rate - FASSET defines the throughput rate as the percentage
of learners that either successfully progress from the penultimate
academic year to the final academic year or achieve the qualification.
Competency and Expertise
o Proven experience in the following is required to manage a bursary
scheme which results in Progression to final academic year or Completion
of a PIVOTAL academic qualification:
 Bursary Fund Management;
 Recruitment and Selection methodology;
 In depth knowledge of the provision and delivery of PIVOTAL
training programmes at accredited and recognised training
institutions;
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MINUTES OF THE COMPULSORY BRIEFING SESSION: FAS/AN/PD/BP/CON857/Y17
Time and Date: 2016 January 11 at 11:00-1:30
Venue: Lake View Hotel, Benoni
5. DISCUSSION
ITEMS:
TECHNICAL
QUESTIONS
 Academic mentoring;
 Soft Skills including study skills.
o Bid respondents must understand the relevant government acts and/or
legislation including:
 The Skills Development Act (SDA) OF 1998, as amended; and
 The Public Finance Management Act (PFMA).
o Bid respondents must provide proof of recognition as a public University
or University of Technology with DHET. Such proof is a print out of the
relevant statute as published in the Government Gazette.
o Bid respondents must provide proof that the academic qualification is
registered on the NQF and that the bid respondent is accredited to offer
the academic qualification. Such proof is a print out of the relevant
qualification reflected on SAQA’s website:
http://regqs.saqa.org.za/search.php?cat=qual.
 Project Requirements
o The project requirements are extensively detailed in the bid document.
o Bid respondents are required to study the project requirements closely.
o Please do not put in the standard response to tenders that you would for
any potential bid. Make sure that your response meets the requirements
of this tender.
 Evaluation Process – Pricing Schedule
o The pricing schedule must be completed as per the compulsory Excel
template with the required supporting narrative per line item.
o The supporting narrative must be limited to only those details needed to
provide sufficient context and justification of price calculations.
o Services offered by a sub-contracted party must be reflected on the
pricing schedule as relevant, by completing the column as indicated. If
more than one sub-contracted party is involved in the bid, additional
columns must be added to the pricing schedule.
o Value-adds and / or items unique to the bidder’s strategy must be
reflected as additional line items including the required supporting
narrative to motivate inclusion.
o Fasset reserves the right to query a pricing schedule as part of the
evaluation process.
Upon concluding MS allowed the attendees to ask specific questions related to this.
5.1 Since the SETA licence has been extended, does this mean timeframes for this program
/ tender has been extended as well?
 The program must still be concluded by 31 March 2018 as it relates to the current
academic year.
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MINUTES OF THE COMPULSORY BRIEFING SESSION: FAS/AN/PD/BP/CON857/Y17
Time and Date: 2016 January 11 at 11:00-1:30
Venue: Lake View Hotel, Benoni
5.2 Is there a guarantee for funds for this program after this 1st year?
 The intention is that when a learner passes the 1st year Fasset will approach the
board for funding for the 2nd year. There is however no guarantee that funding
will be available for students in subsequent academic years.
5.3 As per the requirement that you need to be accredited, how do you deal with
companies that are new and not accredited?
 The accreditation requirement is only for the universities / institutions and not for
the private firms acting as bursary management agents.
5.4 Is it a full bursary or is there a cap on this?
 No, there is no cap.
5.5 Can you disclose the budget for this program / tender?
 No, Fasset does not release that information.
5.6 Do Coloured learners need to be studying in the WC or NC to receive the bursary?
 Yes
5.7 Will a Coloured learner who is not from the WC or NC but is studying in the WC or NC
be eligible for the bursary?
 Yes
5.8 What is the definition of disabled as per Fasset?
 (please refer to the attached document)
5.9 Are women part of the transformation agenda that has been targeted by Fasset?
 There is a recommendation in the bid document, but it is not a set requirement.
Women are not a strategic focus as per the current demographic profile of the
sector. There are other sectors (i.e. manufacturing) that are more focused on
gender profile transformation.
5.10
If a learner does not pass a course but passes the year, how will this be dealt with?
 If they progress to the next year this would be viewed as an achievement, but
there needs to be some mitigation action in place by the service provider to
address these challenges during the course of the project.
5.11
Will it be more beneficial to have a subcontractor?
 There is no benefit either way.
 Fasset is more concerned having 100% confidence in the delivery of service by the
successful bidders.
5.12
Will you be sending out the electronic pricing schedule?
 Yes, the pricing sheet will be sent to bidders after the briefing session.
5.13
In terms of the risk strategy required what risk are we addressing (i.e. performance,
operations, etc)?
 The risk strategy should be related to risk factors in terms of delivery of a
successful program (which includes fees must fall)
5.14
What if a learner is not in accommodation at campus, how will they be classified?
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MINUTES OF THE COMPULSORY BRIEFING SESSION: FAS/AN/PD/BP/CON857/Y17
Time and Date: 2016 January 11 at 11:00-1:30
Venue: Lake View Hotel, Benoni
6. MEETING
CLOSURE
 This is classified as a residence learner which would need to be quoted.
5.15
How do we deal with accommodation for students that we will see once a month (5
days a week) in terms of accommodation cost? And how will they be classified?
 Bidders should submit the accommodation details and cost in the proposal.
5.16
Is it compulsory for the project to include soft skills and mentorship?
 Yes
5.17
Do we need to submit monthly attendance registers of learners to Fasset?
 No this will need to be managed by the service provider but you can include this in
your proposal as part of the strategy to track learners and manage the project.
5.18
How do we determine the cost of accommodation at universities?
 The bidder is expected to be fully involved and need to know all the components
of costing.
5.19
In terms of the closing date of this tender, is Fasset aware of the risk of identifying
learners, cost and support?
 Yes, Fasset is aware of this and bidders can include this in the risk register.
5.20
What happens if during the execution of the program a learner gets a new bursary,
how will this be viewed?
 We expect bidders to address this in the replacement strategy.
 This will not be viewed negatively.
5.21
A major concern that was indicated in the Fasset 2015-16 annual report was that
Fasset struggled to compile certain reports due to certain issues, should we be
addressing this IT infrastructure issue for Fasset?
 There was no problem with Fasset’s IT system. The challenge was obtaining the
supporting evidence from service providers in time to meet the audit
requirements.
5.22
Do you accept students who are doing their honours and / or masters?
 Yes
5.23
Can you submit multiple bids from an institution if they are targeting different
scarce skills?
 Yes, multiple bids can be submitted from an institution.
5.24
Why is the presentation not addressing the fund management platform
requirements?
 There is no fund management platform required and we expect the bidder to
have this in place already.
MS officially closed the meeting with the following final comments to attendees:
Briefing session attendance certificates were issued once the meeting had
officially closed.
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