SPECIFICATION BID REF. NO: HSRC/SASAS 2016/17- NW

BID DESCRIPTION: South African Social Attitudes Survey 2016/17- North West Province

The HSRC was established in 1968 as South Africa’s statutory research agency and has grown to become the largest dedicated research institute in the social sciences and humanities on the African continent, doing cutting-edge public research in areas that are crucial to development.

Our mandate is to inform the effective formulation and monitoring of government policy; to evaluate policy implementation; to stimulate public debate through the effective dissemination of research- based data and fact-based research results; to foster research collaboration; and to help build research capacity and infrastructure for the human sciences.

The Council conducts large-scale, policy-relevant, social-scientific research for public sector users, non-governmental organisations and international development agencies. Research activities and structures are closely aligned with South Africa’s national development priorities.

See more at:http://www.hsrc.ac.za/en/departments/democracy-governance-and-service-delivery

INTRODUCTION The HSRC wishes to appoint a service provider to collect data in North West as part of the 14th annual round of the South African Social Attitudes Survey. The survey aims to determine the public’s attitudes, beliefs, behaviour patterns and values with regard to various important issues affecting South Africans. This survey is conducted every year with the aim of tracking how attitudes change over time. The questionnaires cover a wide range of topics, including attitudes to democracy and governance, service delivery, race relations, crime, moral issues, family issues and poverty. Evidence of relevant experience and knowledge in collecting longitudinal, representative survey data on public attitudes in the province should form part of the submission.

BACKGROUND The South African Social Attitudes Survey (SASAS, www.hsrc.ac.za/sasas) is a nationally representative, repeat cross-sectional survey that has been conducted annually by the Human Sciences Research Council (HSRC) since 2003 with multiple funders. Designed as a time series, SASAS is increasingly providing a unique, long- term account of the speed and direction of change in underlying public values and the social fabric of modern South Africa. SASAS thus represents a notable tool for monitoring evolving social, economic and political values among South Africans, but it also demonstrates promising utility as an anticipatory, or predictive, mechanism that can inform decision- and policy-making processes. The SASAS survey results are

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increasingly being cited and used by government departments and policy makers, and since this is a time series, it is crucial that data collectors stringently adhere to our data collection protocols.

Each SASAS round is designed to yield a representative sample of individuals aged 16 years and older in households which are geographically spread across the country’s nine provinces. The sample consists of 500 Small Area Layers (SALs) as primary sampling units, stratified by province, geographical sub-type and majority population group. This bid specification is to undertake the data collection component of the survey in the North West province.

Table 1: Number of Small Area Layers (SAL) selected and number of interviews per province Number of SALs Province selected Number of face to face interviews Western Cape 65 910 Eastern Cape 65 910 Northern Cape 37 518 Free State 38 532 Kwa Zulu Natal 93 1302 North West 37 518 Gauteng 83 1162 Mpumalanga 38 532 Limpopo 44 616 TOTAL 500 7000

SCOPE OF THE WORK The service provider will have to visit each of the selected SALs (37) in North West. The selected SAL’s for 2016 is attached. (See Table 2). The service provider should use this list for costing/budgeting the survey. Within each area or SAL, 14 households must be randomly identified and one respondent (16 years and older) must be selected using the Kish Grid. A face-to-face interview must be held with the selected respondent. The households and respondents should be visited at least three times to increase the realisation rate. After three visits where no contact has been made, the data collectors can list this as a non-contact. Substitution in cases of non-contact is not permitted. Realisation rates of SASAS have historically been between 80-90%. This methodology ensures that the information derived is representative of all South Africans 16 years and older.

It is the service provider’s responsibility to ensure the successful completion of the interviews in the province, in accordance with HSRC protocols and quality control procedures, within budget and the prescribed timeframes. In addition, it is

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recommended that Sub-supervisor/s be appointed for each of the provincial teams (fieldworkers), and is responsible for driving the teams to their respective areas, and supervising data collectors in the field. The Sub-supervisor should ensure that the data collectors select the correct houses, select the correct respondent and completes the paper-based questionnaire correctly. The supplier should take note of the majority population in a particular SAL and should appoint data collectors accordingly. All questionnaires (regardless of completed/ non-completed) should be returned to the HSRC. The service provider is required to do a 10% back check/verification of the data collected. A report to this effect is required.

The HSRC will conduct a training workshop for the supervisors, sub-supervisors and fieldworker at selected central sites that will be communicated to the successful bidder. This training will be intensive simulations and evaluation, to ensure that every individual data collector adheres to the required data-collection standards. Training will be conducted mostly in English. Final screening of fieldworkers will take place at the end of the training to allow only those who have mastered the data-collection or administration procedures to go to field. Fieldworkers (data-collectors) will be issued with name tags and this should be worn at all times for identification purposes and to show their association with the SASAS project.

Data collection is scheduled to commence around mid to end January 2017 and the survey will run for six weeks. A clear and binding work schedule, based on the requirements contained in these specifications, is required as part of the bid process. The bidder will also take full responsibility for the administration of the questionnaires, forms and procedures. The bidder should arrange and execute all travel logistics and administration requirements related to data collection task. The Sub supervisors and fieldworkers should be proficient in the languages spoken locally, so as to ensure clear communication and accuracy of information obtained. All data collectors must be able to read and write English. Ideally they should have prior experience in working as an interviewer in a longitudinal study. We are typically looking for smaller companies with a local footprint in the province.

Activities to be covered in the field by the successful bidder Tasks Deliverables/Output Attend fieldwork training over 2 days. This is compulsory for all fieldworkers, sub supervisors and supervisors/co-ordinator. Ensure that all the recruited An attendance register must be signed by all fieldworkers under your supervision fieldworkers, sub supervisors and attend the training supervisors/co-ordinators. The register will be provided by HSRC during training. Following the training, conduct role This is important in ensuring that the playing with the field teams prior to fieldworkers and sub-supervisors are familiar

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Tasks Deliverables/Output initiation of the formal interviewing with the questionnaire and do not make basic process interpretive errors. This is especially important for interviewers that have not worked on SASAS previously Supervise all the operations during Ensure quality control procedures are adhered household interviews as directed by to. Ensure that people actually visit the correct HSRC researchers. area, household and do the full interview. A minimum of three visits to a visiting point are expected before it is regarded as a non- response. No substitutions are allowed. If there is a specific problem with an area that affects the ability to conduct interviewing, the HSRC needs to be notified immediately. Check that the correct respondent has No manipulation of the selection Grid will be been selected allowed Check completeness and correctness Check all the completed questionnaires before of all data collected. submitting them to the HSRC. Check for logical inconsistencies -i.e. male on the roster, female in the questionnaire. Quality control questionnaires before Check all questionnaires before submitting delivering to HSRC. them to the HSRC. Sub-supervisors must check all questionnaires before leaving an area to ensure completeness and quality of information. Supervisors are expected to similarly check questionnaire bundles prior to handing them for checking and capturing by the HSRC. Liaise with HSRC to develop a plan for Since the data needs to be captured in parallel submitting completed questionnaires with the field process, it is important that during the fieldwork process questionnaires are returned to the HSRC as quickly as possible. This will ensure that there are no delays in the finalisation of the data capturing. To assist, supervisors need to develop a plan jointly with the HSRC for returning questionnaire bundles in a timely manner. Back check of at least a sub sample of Provide the list of areas verified to HSRC 10% for each fieldworker’s SASAS Co-ordinator/team. questionnaire Use the funds provided by HSRC to Provide transport that is safe – vehicles that conduct the survey and logistical transport data collectors must be roadworthy arrangements associated with the and presentable. Provide a daily subsistence

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Tasks Deliverables/Output fieldwork including travel, allowance to all fieldworkers and sub- accommodation, and payment of Data supervisors as well as accommodation where collection teams sleep outs are expected. Ensure that the driver’s and co-drivers The driver and co-driver should report an have a valid driver’s licence. accident to the police and inform the HSRC immediately. Provide HSRC with a complete list of HSRC will use this information as a database data collectors as it appears in their ID and will generate name tags for data collectors book. Ensure correct spelling and to wear for the duration of the project when include photos of the fieldworkers. they visit the respondent home’s or farms HSRC will provide branded bibs to use during the survey and the branded bibs must be returned to HSRC in good condition. The final payment will only be transferred when HSRC has received all the branded bibs. Provide the HSRC with the names and contact details of all the data collectors, fieldwork co-ordinators and fieldwork supervisors to be used in the survey, including an indication of their experience, language proficiency and formal qualifications. The co-ordinators must ensure that the fieldworkers do not abuse any substances such as drugs, alcohol etc. while working on this HSRC project. There must be proper supervision and monitoring of the work of fieldworkers throughout the survey by means of the regular and sufficient presence and guidance by experienced fieldwork supervisors. The HSRC will provide maps and directions for locating the SALs that have been allocated for the North West Province. Ensure that the interviews are conducted at the household's in an ethical and professional manner. Submit all questionnaires to the HSRC, (both complete and incomplete).

RESPONSIBILITY OF THE HSRC The HSRC will: (a) provide the successful the bidders with the sample of selected SALs along with maps (b) translate all questionnaires into Afrikaans, Tsonga, Tswana, Venda, Xhosa and Zulu. (c) print all material related to the survey (questionnaires, introduction letters etc.). (d) provide thorough training together with training manuals. (e) monitor and do back checks to ensure quality (f) do all data scoring, capturing, cleaning and analysis.

TERMS AND CONDITIONS In terms of the bid process, once appointed the successful bidder enters into an agreement with the HSRC, the terms and conditions of which include these specifications. The HSRC agreement constitutes this bid. The bidder is required to

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familiarise itself with the terms of the final agreement and sign and return all relevant agreement documents. The bidder must be registered with the National Treasury Central Supplier Database (CSD), have a valid tax clearance certificate and will be required to complete the relevant SBD forms.

Table 2: SAMPLE TO BE USED AS THE BASIS OF THE QUOTATION FOR NORTH WEST PROVINCE NB: Please note that these areas are spread and covers the whole province. The teams will therefore be required to travel the whole province.

Number of No.: Province Small Plance Name Municipal Name interviews 1 North West Mogogelo SP Mogogelo 14 2 North West Dertig SP Dertig 14 3 North West Oukasie SP Oukasie 14 4 North West Madibeng NU Madibeng NU 14 5 North West Safari Tuine Rustenburg 14 6 North West Waterval East Rustenburg 14 7 North West Hartbeestfontein A SP Hartbeestfontein A 14 8 North West GaMogajane SP Ga-Mogajane 14 9 North West Motsitsiwe Phokeng 14 10 North West Boschdal Rustenburg 14 11 North West Rustenburg Oos-Einde Rustenburg 14 12 North West Seraleng SP Seraleng 14 13 North West Kgetlengrivier NU Kgetlengrivier NU 14 14 North West Mabeskraal SP Mabeskraal 14 15 North West Mogwase Unit 1 Mogwase 14 16 North West Manamakhotheng SP Manamakhotheng 14 17 North West Ledig SP Ledig 14 18 North West Koedoespruit SP Koedoespruit 14 19 North West Mokgalwaneng SP Mokgalwaneng 14 20 North West Tswaing NU Tswaing NU 14 21 North West Matlhonyane SP Matlhonyane 14 22 North West Lomanyaneng SP Lomanyaneng 14 23 North West Danville SP Danville 14 24 North West Motswedi Borakalalo 14 25 North West Lehurutshe Unit 1 Lehurutshe 14 Ramotshere Moiloa 26 North West Ramotshere Moiloa NU NU 14 27 North West Colridge Vryburg 14 28 North West Ipelegeng Ext 1 Schweizer-Reneke 14 29 North West Kagisano NU Kagisano NU 14 30 North West Potchefstroom SP Potchefstroom 14 31 North West Ikageng SP Ikageng 14 32 North West Stilfontein SP Stilfontein 14 33 North West Flamwood Klerksdorp 14

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Number of No.: Province Small Plance Name Municipal Name interviews 34 North West Tigane SP Tigane 14 35 North West Khuma SP Khuma 14 36 North West Tswelelang SP Tswelelang 14 37 North West Trotsville SP Trotsville 14

EVALUATION CRITERIA THAT WILL BE APPLIED Functionality Weight 1. Substantive experience and reputable track record in longitudinal data collection, representative surveys of public attitudes: 40 1.1 A minimum of 3-5 years experience (organisationally and individually). 1.2 A local footprint and understanding of the Province 1.3 References and contact details (name of contact person, with telephone / cellphone number and e-mail address) of at least two clients for whom such work has been undertaken within the last five years, including details of the nature of project, participant numbers and data volumes applicable to each project. 2 Project Management and quality control: 2.1 Completion of a project execution plan demonstrating the organisation’s 30 understanding of the project and ability to plan successfully and complete the project within the prescribed timeframes (to start mid to end January 2017 and the survey will run for six week) 3 Capacity: The successful bidder needs to reflect in the proposal: 30 3.1 A company profile in their submission, that includes 3.1.1 local teams (an estimated number of fieldworkers that will be suitable for the project) 3.1.2 knowledge of the local people, customs and language/s; and 3.1.3 bidder should take into account composition of the local population when putting fieldwork teams together. TOTAL 100 NB: The minimum threshold on functionality is 70% to qualify for further evaluation stages. Any Bidder who has obtained above the 70% threshold on ability will be assessed on how competitive the bid price is, given the limited project budget.

TERMS OF PAYMENT: Payment will only be made in 3 instalments

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 An amount of up to 60% can be negotiated as an up-front payment on signing of the contract by bidder and HSRC, to allow the fieldwork organisation to incur start-up expenses for travel and subsistence.  The two remaining payments are conditional on the following deliverables:  30% payment mid-way through fieldwork linked to submission of a fieldwork report.  The final payment of 10% will be based on a quality assessment of the data collection, completion of field back checks and the work has been verified as well as acceptable to the HSRC team and all bibs provided by HSRC have been returned.  No payment will be made should any fraud pertaining to questionnaires be detected, i.e. fabricated interviews or selection grid manipulations.

Note that HSRC will be conducting telephonic as well as physical back checks of at least 15% of the total sample. Should any fraudulent activities be detected – appropriate action (which can include legal action) will be taken.

BIDDERS SUPLY CHAIN COMPLIANCE DOCUMENTS: As part of the response to this advert, kindly note that Interested Bidders must respond with the following documents as part of PFMA compliance: a. Completed SBD documents :SBD 6.1 SBD4 SBD9 SBD8 b. Proof of Central Supplier Database Registration c. Original copy of BEE certificate

BID CLOSING DATE: Wednesday 13 December 2016 end of day

CONTACT DETAILS OR ENQUIRIES: Bid process and document enquiries: Ms Mbali Nkosi Tel: 012 302 2309; Email: [email protected]

Technical enquiries: Ms Jarè Struwig or Mr Benjamin Roberts Tel: 012 302 2511; E-mail: [email protected] Tel: 031 242 5606; E-mail: [email protected]

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