P.O. Box 3209, Houghton, 2041 Block A,
Riviera Office Park, 6-10 Riviera Road, Riviera
R E Q U E S T F O R P R O P O S A L S
H U M A N R E S O U R C E S S T R A T E G I C A N D
I M P L E M E N T A T I O N S U P P P O R T
RFP/JHB/ 037
PROPOSALS TO BE SUBMITTED BY
NOT LATER THAN
Terms of Reference for Proposals
Human Resource Strategic and Implementation Support 1. Introduction
The Housing Development Agency (HDA) wishes to appoint a professional service provider to support the General Manager: Corporate Support in the Human Resources area. This service provider will be required to provide both strategic advice and HR implementation support to facilitate the provision of services while recruitment of the relevant Human Resources staff is undertaken.
2. Overview
The HDA has grown exponentially since inception. The organisation is a Section 3 A public entity that was established by the promulgation of the Housing Development Agency Act of 2008. Employment terms and conditions do not fall under the Public Service Act (PSA) and Regulations. The HDA has aligned its HR policies and procedures to the PSA. There is no recognised union within the environment. There is currently 105 staff across 4 regions (Western Cape, Eastern Cape, Limpopo and Gauteng). The environment is characterised by high human resources support requirements. The range of support required encompasses the full scope of human resources services. This excludes payroll processing support which is provided by an external outsourced service provider.
3. Specification
The HDA requires the following services from an HR expert or service provider:
Organisational development: including providing strategic advice and input on organisational structuring, design and implementation and any other requirements.
Policy development, review and implementation: including a review of the current HR policy environment, consulting with relevant staff and stakeholders on policy amendments, drafting policy amendments and providing advice and support in implementation of HR policy throughout the organisation and any other requirements.
Recruitment and selection: including developing job specifications, briefing appointed recruitment agencies, supporting the selection process by liaising with and setting up interviews, preparing, reviewing and coordinating the preparation of interview documentation, facilitating the salary negotiation process, reviewing and approving remuneration levels offered prior to drafting letters of appointment, liaising with and confirming acceptance and appointment of staff and preparation for commencement of service of new staff and any other requirements.
Training and development: including developing the organisational training and development plan, managing the implementation of the plan through line managers, supporting the sourcing and procurement process for training and development, preparing and submitting the annual workplace skills plan, coordinating the training committee,
preparing, coordinating and running the organisational induction programmes and any other training requirements
Job evaluation: including implementing the job evaluation policy, coordinating and managing the job evaluation panel and committee, drafting job profiles; monitoring the grading of positions on Patersons Job Evaluation System and any other requirements
Remuneration: providing input into the annual executive salary survey, developing remuneration bands based on annual salary survey data, preparing and submitting annual salary review recommendations to the remuneration committee, generating annual increase letters, ensuring that all remuneration related matters are addressed, providing advice on remuneration levels for staff in line with the remuneration policy and any other requirements.
Performance management: including communicating, training and driving the bi-annual performance review processes (April and October); collecting and collating all information received from the performance reviews, preparing the performance moderation reports, providing support and advice on implementation on the performance evaluation and review process and policy implementation and any other requirements.
Employee relations: including providing advice and actioning all HR requirements in all employee grievance and discipline procedures including supporting investigations, facilitating development of charge sheets, making the logistical arrangements for all disciplinary and grievance procedures, dealing with any Union related requests and communication and any other requirements.
Employee assistance: including monitoring the performance of the EAP service provider, facilitating the contracting and payment process, analysing utilisation and making recommendations on improvements that can be facilitated or implementation and any other requirements.
Statutory compliance: monitoring and implementing all required actions to ensure statutory compliance from a labour perspective including preparation and submission of the EE report to the Department of Labour, submission of the WSP, ensuring implementation of effective employment practices across the HDA business and any other requirements.
HR Administration: managing and implementing all HR administration requirements including undertaking benefits administration, HR information management, payroll information submission and any other requirements.
HR projects: including managing service providers who have been appointed to undertake projects in the HR environment to ensure delivery in line with the agreed parameters and timeframes.
4. Expected deliverables
A proposal must be submitted that details the proposed approach to providing a comprehensive HR support and implementation service to the HDA. It is anticipated that the support will be required for a 6 to 12 months duration. The proposal needs to outline the team members that will provide the service, the proposed engagement and resourcing approach that will be utilised and experience in similar projects.
A fully fledged HR support function at both a strategic and implementation level 5. Duration of contract
The contract will commence in February 2012 and will be completed by no later than 31st August 2012.
6. Evaluation
The HDA has a policy for the appointment of consultants that will be ensure that a transparent selection process, that allows equal opportunity for all, is adhered to.
Proposals will be evaluated in terms of the prevailing supply chain management policy applicable to the HDA. It should be noted that:
The benchmark of minimum 70 points out of 100 points on technical capability will be the cut off to qualify for further evaluation
Th
ose that qualify will be assessed using the 80: 20 formula for Price and BBBEE as per Table 1 - Functionality
CRITERIA SUB-CRITERIA WEIGHTING/
POINTS Curriculum Vitae Level of previous experience and knowledge 15
Previous work in similar initiatives; Qualifications Attach a detailed CV
15
Capacity to execute the project 20
Interpretation of brief
Creative treatment and conceptual approach, as well as understanding of the terms of the reference
Approach and methodology
50
TOTAL 100
The following criteria will be used for points allocation for price and BBBEE compliance on a 80/20 point system:
Table 2 – Price and BBBEE
CRITERIA SUB-CRITERIA WEIGHTING/
POINTS
Price Detailed budget breakdown 80
BBBEE Status Level Verification Certificate from
accredited verification agencies BBBEE Level Contributor 20
TOTAL 100
7. Payment structure
The HDA will only be billed as per the Service Level Agreement entered into between the two parties. Payment will be within thirty (30) days upon receipt of monthly invoice.
In the event that travel is required to regions, all direct travel costs including flights, accommodation, car rental etc will be covered by the HDA. The HDA will make all travel arrangements as required.
8. General
8.1. Below are compulsory requirements for this service
8.1.1. It is important to note that the successful service provider will work under the supervision of a HDA representative, abide by HDA’s Code of Conduct, and other organisational guidelines. 8.1.2. Kindly complete and submit the HDA Supplier Registration form if not already on our database and submit together with:
Valid original tax clearance certificate.
SBD Forms (SBD4, SBD8 and SBD9) obtainable from HDA Website: www.thehda.co.za/procurement. Under compliance checklist. Price proposals on all work to be done.
Valid and Original or Certified B-BBEE Status Level Verification Certificates issued by the following agencies SANAS, IRBA or CCA.
8.2. Further information regarding technical matters can be sent an email to: [email protected] or tel: 011 544 1000
8.3. Further information regarding supply chain matter and queries can be send via email to:
9. Submission of Proposals
9.1. Proposals should be submitted on or before the 17th February 2012 by no later than 16h00 to the following address:
The Procurement Officer
The Housing Development Agency,
Block A, 6-10 Riviera Road, Killarney, 2193, Tel: 011 544 1000
9.2. The selection of the qualifying proposal will be at the HDA’s sole discretion. The HDA does not bind itself to accept any particular bid/proposal, and the HDA reserves the right not to appoint the service provider.
The HDA does not bind itself to accept any particular quotation/bid/proposal, and reserves the right not to appoint the service provider. All decisions of the HDA in respect of the appointment or non-appointment of Bidders are final.
