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Ondangwa Town Council

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Grootfontein Municipality

Tender Title: CONSULTING SERVICES FOR THE DEVELOPMENT OF STRATEGIC PLAN AND PERFORMANCE MANAGEMENT SYSTEM, BRANDING AND MARKETING STRATEGY AND ORGANIZATIONAL STRUCTURE TRANSFORMATION ON AD HOC BASIS
Procurement No: SC/RP/GFTMUN-CEO-03/2021
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Client Details
Mrs. Sirien Shetukana
Telephone: 067 24 3100
Facsimile: 067 242 930
E-mail: pmu@grootfonteinmun.com.na
Bid box location
PROCUREMENT MANAGEMENT UNIT
GROOTFONTEIN MUNICIPALITY
499 West Street
PO Box 23
Grootfontein, Namibia
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Issued on: 28 July 2021
View of Grootfotein
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Requirements
Description
Bid Self-Score
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Compliance Requirements
Bidder Eligibility (Certified By Police if copies)
Certified Copy of Company Registration Certificate
Original Valid Good Standing Tax Certificate
Original Valid Good Standing Social Security Certificate
Copy Affirmative Action Compliance Certificate (Equity Employment Commissioner)
Bid Securing Declaration (Signed and Stamped)
Written Undertaking in terms of section 138 (Signed and Stamped)
Company Profile
Power of Attorney

Submission Requirements
Consultant must submit the original and 2 copies of the Technical Proposal, and the original of the Financial Proposal
No Electronic email
Submission deadline - 26 August 2021 11:00AM
Contract Duration
3 years
Proposal Validity: 90 Days
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Training Required
PMS Tools, PMS Agreements, HR and Organizational Transformation
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Overall Weights
Total: 100 points
Technical Proposal: 80 points
Financial Proposal: 20 points
Proposals from bidders should score at least 80% for the Tech Pro before Fin Pro is evaluated.
Only the bidder scoring a total of 80% and highest on the overall assessment shall be considered for the assignment.
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Notes
Expected date for commencement of consulting services 1st October 2021at: Grootfontein
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Compulsory Requirements
Qualification and experience of the Consultants shall be considered as the paramount requirement
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Project Key Goals/ Objesctive
The main objective is to provide Grootfontein Municipality with professional Strategic Planning, Performance Management System, organizational structure transformation services and branding and marketing in order to guide and direct medium to long term development strategies and the making of informed and evidence based decisions.
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Commencement date of Assignment
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Financial Proposal
Financial Proposal (if required under the selection method indicated in the Data Sheet) shall be placed in a sealed envelope clearly marked “FINANCIAL PROPOSAL” followed by the Procurement reference number and the name of the assignment, and with a warning “DO NOT OPEN WITH THE TECHNICAL PROPOSAL.”
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Outer Envelope
This outer envelope shall bear the submission address and reference number, and be clearly marked “DO NOT OPEN, EXCEPT IN PRESENCE OF THE OFFICIAL APPOINTED, BEFORE [insert the time and date of the submission deadline indicated in the Data Sheet]”.
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The Client will provide the following inputs and facilities:
o The Grootfontein Structure Plan, o Grootfontein Town Planning Scheme, o Organizational Structure (Old and Proposed) o Institutional Restructuring proposals o Relevant Council Resolutions and any other document that may be of significant importance to the ad-hoc strategic planning, PMS, institutional restructuring and branding and marketing strategy exercise, and o Board room for meetings and conferencing facilities
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Payment
To be made in accordance with the Public Entity’s fiscal policy or as per the payment agreement to be entered into by the two parties.
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Scope of Services
Scope for Service:
Facilitate the development of the Strategic Business Plan and PMS in line with best PMS and SP models.
Validation of the Key Performance Indicators (KPIs) and the determination of the actual baseline for the SP.
Organizational structure transformation and alignment to the strategic plan.
Facilitate institutional restructuring and departmental/portfolio needs assessment in alignment with the SP.
Conduct an assessment and scanning different environmental factors that may affect the smooth attainment of the Municipality goals (the environmental scanning)
Facilitate the development of the Annual Business Plan for 2020/21.
Facilitate the development of Grootfontein Municipal performance agreements.
Facilitate the development of a performance reward system and policy.
Facilitate the review of Annual Business Plans, Performance Agreements and compilation of review reports.
Training and capacity building on PMS, Strategic Planning, Performance Management and Leadership and Corporate Management and any other capacity building as directed by the institution.
Development of strategic management systems for the institution
Development of Grootfontein Branding and Marketing Strategy
Development of Grootfontein Municipal Customer Service Charter
Any other assignment of the similar nature as assigned by the Chief Executive Office
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Notification period to Bidders
30 days After closing date
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Deliverables
Develop a comprehensive transformational Strategic Plan that is well linked to national development agendas (HPP and NDP5).;
Perform an Environmental Scan Analysis;
Conduct a stakeholder assessment exercise; and
Develop a performance management system, performance reward system and policy.
Develop an Annual Business Plan for 2020/21
Review current structure and develop institutional restructuring trajectories aligned to the SP and PMS
Develop a Grootfontein Marketing and Branding Strategy
Develop an annual business plan and performance agreement review tools, system and policy
Development of Grootfontein Municipal Customer Service Charter
Training and capacity building of the Council staffs and political office bearers
Furthermore at the end of each individual assignment, the consultant is expected to provide the Grootfontein Municipality with a digital and hard copy of the reports.
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Review of reports
A review committee of three members will review all reports and suggest any modifications/changes considered necessary within 15 days of receipt.
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Experience of the Consultant
Professional Experience
Strategic planning and management,
Strategy development,
Customer Service Delivery,
Branding and Marketing,
Performance management systems and models,
Performance agreement and policy);

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Evaluation Criteria: Technical Proposal
Criteria, sub-criteria, and point system for the evaluation of Full Technical Proposals are:
Specific experience of the Consultants relevant to the assignment: [10]
Adequacy of the proposed methodology and work plan in responding to the Terms of Reference:
Technical approach and methodology [30]
Work plan [5]
Organization and staffing [10]
Total [55]
Key professional staff qualifications and competence for the assignment:
Team Leader [10]
SP and PMS Specialist [10]
Organizations Restructuring/HR Specialist [5]
Branding and Marketing Specialist [5]
Customer Care Specialist [5]
Total points for criterion [30]
The number of points to be assigned to each of the above positions or disciplines shall be determined considering the following three sub criteria and relevant percentage weights:
General qualifications [30%]
Adequacy for the assignment [60%]
Experience in region and language [10%]
Total weight: 100%
The minimum technical score St required to pass is: 80 Points

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Supplementary information: Technical Proposal
A complete Curriculum Vitae (CV), certified qualifications and other documentation in support of the CV;
Proof of technical knowledge or qualifications or experience of staff that will carry out the work as specified in the deliverables; and
A profile of the company/consultancy firm/ consortium;
Proof of registration with Business & Intellectual Property Authority of Namibia (BIPA);
Affirmative Action Compliance Certificate or confirmation of Non-relevant Employer;
Good standing certificates (Ministry of Finance and Social Security Commission).
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Team
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