Tender Summary: Organizational Culture Survey

Objectives

The primary objective is to drive intentional culture alignment across uMngeni-uThukela Water, fostering a High Performance Culture grounded in the Spirit of Ubuntu. The survey aims to integrate subsidiary cultures, achieve full organizational alignment, and generate actionable insights that support the utility’s mandate to improve quality of life and enhance sustainable development in KwaZulu-Natal.

Scope of Work

The successful bidder will execute a comprehensive bi-annual organizational culture survey covering approximately 2,000 employees across the head office and operational sites in the South, North-East, and South Central regions. The twelve-month engagement encompasses eight structured phases:

• Development of a project plan and communication strategy.
• Creation of awareness materials, including posters, flyers, video mini-series, and daily trackers.
• Design of bilingual questionnaires (English and isiZulu).
• Administration of online surveys supplemented by physical interviews and focus groups.
• Statistical analysis, data interpretation, and preliminary reporting.
• Division-specific workshops, presentations, and feedback sessions.
• Formulation of tailored Culture Action Plans per department.
• Calculation of a Culture Composite Index (CCI) and submission of a final close-out report.

All deliverables must be provided in accessible soft-copy formats, including open-source files and PNG assets.

Technical Requirements

Bidders must submit a comprehensive method statement (maximum eight pages) detailing their technical approach, quality assurance protocols, risk management framework, and value-management strategies. The solution must be adaptable to diverse employee demographics and explicitly address language accessibility. Mandatory compliance documentation includes valid tax clearance, company registration, occupational health and safety declarations, privacy consent forms, and proof of insurance (public liability of R10 million and professional indemnity of R5 million). All intellectual property, raw data, and developed materials automatically vest with the client upon delivery. Bids remain valid for 120 days, and submissions must strictly adhere to prescribed formatting, numbering, and bilingual requirements.

Skills & Personnel Requirements

Evaluation places significant emphasis on proven experience and team expertise. Key requirements include:

• Company Track Record: Demonstrated history of successfully conducting culture surveys and calculating CCIs, supported by signed reference letters.
• Project Manager/Team Leader: Extensive experience in culture survey execution, preferably holding a degree in social sciences, public relations, human resources, or marketing.
• Data Analyst & Administrator: Proven survey administration experience and a diploma in a relevant discipline.
• Field Workers: Minimum of three personnel, all fluent in English and isiZulu to ensure accurate cross-regional data collection.

CVs for all key personnel must not exceed three pages each. Bidders must achieve a minimum functionality score of 70 out of 100 points to qualify for financial evaluation.

Unusual or Complicated Terms

• Contract Participation Goals (CPG): A mandatory empowerment clause requiring 35% of the total contract value to be subcontracted to targeted enterprises. This includes a minimum of 25% for businesses operating within the utility’s regional footprint and 10% for local enterprises. Subcontractors must be paid within three working days of the main contractor receives payment, cannot re-subcontract their allocated scope, and must be sourced from an approved database or pre-approved by the client.
• Culture Composite Index (CCI): A specialized quantitative metric used to benchmark organizational cultural health. It requires advanced analytical methodologies to translate survey responses into standardized scores that track cultural maturity and guide strategic interventions.
• 80/20 Preference Point System: A procurement scoring mechanism where 80 points are allocated for competitive pricing and 20 points for socio-economic transformation goals. Points are awarded for entities owned by Black individuals (15 points) and Black youth (5 points), aligning with national preferential procurement regulations.