FREE STATE PROVINCIAL DEPARTMENTS
Reference No DPWFS RFP 004/2017
REQUEST FOR PROPOSALS FROM ESTABLISHED PROFESSIONAL BUILT
ENVIRONMENT CONSULTANTS/SERVICE PROVIDERS FOR INFRASTRUCTURE
DELIVERY MANAGEMENT SERVICES, CAPACITATION, MANAGEMENT AND
EMPOWERMENT PROGRAMES FOR A PERIOD OF 36-MONTHS (3-YEARS) FOR ALL
PROVINCIAL DEPARTMENTS.
PROCUREMENT DOCUMENT
DPWFS RFP 004/2017
Issued by:
DEPARTMENT OF
INFRASTRUCTURE
PUBLIC
WORKS
AND
Prepared for
Free-State Departments
O.R Tambo House
Corner Markgraaf and St. Andrew Street
Bloemfontein
9301
Contact:
Name: L. Tau
Telephone: 051 492 3887
Name of Tenderer: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Contents
Number
Heading
THE TENDER
Part T1: Tendering procedures
T1.1
Tender notice and invitation to tender
T1.2
Tender data
Part T2: Returnable documents
T2.1
List of returnable documents
T2.2
Returnable schedules
THE CONTRACT
Part C1: Agreements and Contract data
C1.1
Form of offer and acceptance
C1.2
Contract data
Part C2: Pricing data
C2.1
Pricing Assumptions
C2.2
Pricing Data
Part C3: Scope of work
C3
Scope of work
Tender
Reference no . . . . . . . . . . . . . .
2 of 58
THE TENDER
PART T1: SUBMISSION PROCEDURES
Tender
Reference no . . . . . . . . . . . . . .
3 of 58
T1.1 Tender Notice and Invitation
THE FREE STATE PROVINCIAL DEPARTMENTS request Tender proposals from established professional
Built Environment Consultants/Service Providers for infrastructure delivery management services,
capacitation, management and empowerment programmes for a period of 36-months (3-years) for all
Provincial Departments.
It is estimated that interested and qualified service providers, who are an Established Enterprise providing
Infrastructure Delivery Management Services, Capacitation, Management and Empowerment
Programmes and who satisfy the criteria stated in the Tender Data, may submit Tender offers.
The physical address for collection of Tender documents is at Department of Public Works and Infrastructure,
O.R Tambo House, Corner Markgraaf and St. Andrew Street Bloemfontein 9301 email:
Documents may be collected during working hours after 08:00 on 16:00.
A non-refundable document deposit of R1282-00 payable in cash or by bank guaranteed cheque made out in
favour of the Employer is required on collection of the documents. Please be advised that the bid documents
can also be downloaded from the etenders portal at www.etenders.gov.za at no cost.
Each tender must be submitted in a separate, clearly marked sealed envelope, addressed to:
Supply Chain Management
O.R Tambo House (Lebohang Building);
c/o Markgraaf and St Andrew Street;
Bloemfontein
Queries relating to the issue of these documents may be addressed to the following officials:
SCM related enquires:
Mr. L. Tau on the email – [email protected]; 051 492 3887
Technical related enquiries
Mr. M. Lesibe - [email protected]; 051 403 7820
or
Mr. M. Ndlebe - [email protected]; 051 492 3734
A compulsory clarification meeting, will take place on Friday 09 June 2017 at 10h00. The meeting will be held
at the Mokgadi Boardroom, 23rd Floor, Fidel Castro Building, Merriam Makeba Street Street, Bloemfontein.
Failure to attend this clarification meeting will lead to disqualification.
Tenders must be deposited in the tender box situated on the Ground floor, O.R Tambo House, Cnr. Markgraaf
and St Andrews, Bloemfontein. Tender document(s) must be submitted by no later than 11:00 am on 29 June
2017. Telegraphic, telephonic, telex, facsimile, e-mail and late Tender Proposals will not be accepted.
Tenders Proposals may only be submitted on the documentation that is issued.
Requirements for sealing, addressing, delivery, opening and assessment of Tenders Proposals are stated in
the Tender Data.
Tender
Part T1: Submission Procedures
Reference no . . . . . . . . . . . . . .
4 of 58
E1.1
Tender Notice and Invitation
T1.2 Submission Data
The conditions applicable to this call for expressions of interest are the Standard Conditions for the calling for
Expressions of Interest as contained in Annex H of the CIDB Standard for Uniformity in Construction
Procurement (January 2009) as published in Government Gazette No 31823, Board Notice 12 of 2009 of 30
January 2009. (See www.cidb.org.za).
The Standard Conditions for the calling for Expressions of Interest make several references to the Submission
Data for details that apply specifically to this submission. The Submission Data shall have precedence in the
interpretation of any ambiguity or inconsistency between it and the Standard Conditions for the calling for
Expressions of Interest.
Each item of data given below is cross-referenced to the clause in the Standard Conditions for the calling for
Expressions of Interest.
Clause
number
Submission Data
H.1.1
The employer is:
Department of Police, Roads and Transport
Department of Health
Department of Public Works and Infrastructure
Department of Education
Departments of Sports, Arts, Culture and Recreation
Department of Human Settlements
Department of Cooperative Governance and Traditional affairs
Department of Agriculture
DESTEA
H.1.2
The documents associated with the calling for expressions of interest issued by the employer
comprise:
Part T1: Tendering procedures
T1.1
Tender notice and invitation to tender
T1.2
Tender data
Part T2: Returnable documents
T2.1
List of returnable documents
T2.2
Returnable schedules
THE CONTRACT
Part C1: Agreements and Contract data
C1.1
Form of offer and acceptance
C1.2
Contract data
Part C2: Pricing data
C2.1
Pricing Assumptions
C2.2
Pricing Data
Part C3: Scope of work
C3
Scope of work
Tender
Part T1: Submission Procedures
Reference no . . . . . . . . . . . . . .
5 of 58
E1.2
Submission Data
H.2.1
Only those Tenderers who satisfy the following eligibility criteria are eligible to submit
expressions of interest:
1)
Mandatory Requirements:
a)
b)
c)
d)
e)
f)
g)
h)
i)
j)
k)
2)
A service provider with a minimum of 5 years of experience in Infrastructure Delivery
Management and Consulting Services, capacitation, management and empowerment
programmes;
A valid Tax Clearance / Compliance Certificate, or a unique security Personal
Identification number (PIN) issued by the South African Revenue Services (where
Consortium / Joint Venture / Sub-contractors are involved, each party to the
association must submit a separate Valid Tax Clearance / Compliance Certificate or
a unique security personal Identification number).
Submit a valid proof of registration of the National Treasury`s Central Supplier`s
Database;
Supply municipal services (water, sanitation, rates and electricity) clearance
certificate or Lease Agreement with a Current Bill of Account not owing more than
ninety (90) days, (Preference will be given to service providers based in the Free
State);
Proof that the managing member(s) with relevant experience of the business/practice
are fully involved in the operations of the consultancy business (supporting
documents must be provided);
Have completed the Compulsory Enterprise Questionnaire and who are considered
by the Employer not to have any conflicts of interest which may impact on their ability
to perform the proposed contract in the best interests of the Employer or potentially
compromise the tender process and are free of persons in the state who are not
permitted to submit tenders or to participate in the contract;
Service provider who are registered and in good standing with the compensation fund
or with a licensed compensation insurer;
Service Providers who do not have any of their directors/shareholders is not listed on
the Register of Tender Defaulters in terms of the Prevention and Combating of
Corrupt Activities Act of 2004 as a person prohibited from doing business with the
public sector;
Service Providers who have not abused the Employer’s Supply Chain Management
System or have failed to perform on any previous contract and have been given a
written notice to this effect;
Submit past 3 years Annual Financial Statements;
Attendance of the compulsory clarification meeting
Other Requirements
l)
m)
n)
o)
p)
q)
r)
s)
t)
Minimum 5 years’ experience in Consulting Engineering Services
Joint Venture or Consortium submissions are eligible
Entities Registered with the Companies & Intellectual Property Commission (CIPC)
BBBEE Verification Certificate obtained from an entity registered with SANAS or
ABVA preferable Level Four Contributor and above.
Residing within the boundaries of [Province], South Africa with its core base for the
past 2 years (Interested Consultants are to submit a utility bill, not older than 3
months)
Not appearing on the National Treasury's list of black listed entities
CV’s of key personnel in the company including the managing member
5 year Management of Small Medium Micro Enterprise Empowerment Programme
Director of company must be registered with Engineering Council of South Africa
(ECSA) or South African Council for Project and Construction Management
Professions (SACPCMP).
Tender
Part T1: Submission Procedures
Reference no . . . . . . . . . . . . . .
6 of 58
E1.2
Submission Data
H.2.5
Compulsory clarification meetings.
H.2.5
The arrangements for a compulsory clarification meeting are as stated in the Notice and
Invitation to Submit a Tender.
Tenderers must sign the attendance list in the name of the responding entity. Addenda will be
issued to and submissions will be received only from those responding entities appearing on
the attendance list.
H.2.7
The employer’s address for delivery of submissions and identification details to be shown on
each submission package are:
Department of Public Works and Infrastructure
Location of Tender box: [O.R Tambo House, Reception]
Physical address: O.R Tambo House, Corner Markgraaf and St. Andrew, Bloemfontein 9301
Identification details: Tender reference number, Title of Tender and the closing date and
time of the Tender
H.2.9
The closing time for submissions is as stated in the Notice and Invitation to Submit a Tender.
H.2.9
Telephonic, telegraphic, telex, facsimile or e-mailed submissions offers will not be accepted.
H.3.3
Late submissions will be disqualified
Tender
Part T1: Submission Procedures
Reference no . . . . . . . . . . . . . .
7 of 58
E1.2
Submission Data
H.3.9
1) Bid Evaluation Stage 1
All Tenderers who submit responsive submissions and:
1)
Mandatory Requirements:
a)
b)
c)
d)
e)
f)
g)
h)
i)
j)
k)
2)
A service provider with a minimum of 5 years of experience in Infrastructure Delivery
Management and Consulting Services, capacitation, management and
empowerment programmes;
A valid Tax Clearance / Compliance Certificate, or a unique security Personal
Identification number (PIN) issued by the South African Revenue Services (where
Consortium / Joint Venture / Sub-contractors are involved, each party to the
association must submit a separate Valid Tax Clearance / Compliance Certificate
or a unique security personal Identification number).
Submit a valid proof of registration of the National Treasury`s Central Supplier`s
Database;
Supply municipal services (water, sanitation, rates and electricity) clearance
certificate or Lease Agreement with a Current Bill of Account not owing more than
ninety (90) days, (Preference will be given to service providers based in the Free
State);
Proof that the managing member(s) with relevant experience of the
business/practice are fully involved in the operations of the consultancy business
(supporting documents must be provided);
Have completed the Compulsory Enterprise Questionnaire and who are considered
by the Employer not to have any conflicts of interest which may impact on their
ability to perform the proposed contract in the best interests of the Employer or
potentially compromise the tender process and are free of persons in the state who
are not permitted to submit tenders or to participate in the contract;
Service provider who are registered and in good standing with the compensation
fund or with a licensed compensation insurer;
Service Providers who do not have any of their directors/shareholders is not listed
on the Register of Tender Defaulters in terms of the Prevention and Combating of
Corrupt Activities Act of 2004 as a person prohibited from doing business with the
public sector;
Service Providers who have not abused the Employer’s Supply Chain Management
System or have failed to perform on any previous contract and have been given a
written notice to this effect;
Submit past 3 years Annual Financial Statements;
Attendance of the compulsory clarification meeting
Other Requirements
a)
b)
c)
d)
e)
f)
g)
h)
Minimum 5 years’ experience in Consulting Engineering Services
Joint Venture or Consortium submissions are eligible
Entities Registered with the Companies & Intellectual Property Commission (CIPC)
BBBEE Verification Certificate obtained from an entity registered with SANAS or ABVA
preferable Level Four Contributor and above.
Residing within the boundaries of [Province], South Africa with its core base for the
past 2 years (Interested Consultants are to submit a utility bill, not older than 3 months)
Not appearing on the National Treasury's list of black listed entities
CV’s of key personnel in the company including the managing member
5 year Management of Small Medium Micro Enterprise Empowerment Programme
Tender
Part T1: Submission Procedures
Reference no . . . . . . . . . . . . . .
8 of 58
E1.2
Submission Data
i) Director of company must be registered with Engineering Council of South Africa
(ECSA) or South African Council for Project and Construction Management
Professions (SACPCMP).
2) Bid Evaluation Stage 2
2.1 The evaluation criteria that are to be scored and the maximum score assigned to each of
such criteria are as follows and a minimum score required is 75%:
Evaluation criteria that Sub criteria
are scored
Maximum
number of
points
At
least
five
(5)
Registered Key Staff
and
Experience(CV’s
and
copies
of
qualifications
and
professional registration
document)
>10 Years
30
7-10 Years
20
3-7 Years
10
Less than 3 Years
5
Infrastructure Delivery
Management
experience and CDP
Management(Letters of
reference)
>5 Years
30
4-5 Years
20
2-4 Years
10
Less than 2 Years
5
Specific
Portfolio-,
Programme-,
and
Project
management
and
planning
experience
>8 Years
30
6-8 Years
20
3-6 Years
10
Less than 3 Years
5
Locally based office Provincially based offices
within Free State based Outside the Free-State Province based
(Municipal account)
offices
Internationally based offices
Maximum
Score
Tender
Part T1: Submission Procedures
Reference no . . . . . . . . . . . . . .
Possible
10
30
30
30
10
5
0
100
9 of 58
E1.2
Submission Data
3) Bid Evaluation Stage 3
Presentation and Interviews
The evaluation criteria shall be scored independently by not less than three evaluators in
accordance with the following schedules:





Evaluation Schedule 1: Approach Paper
Evaluation Schedule 2: Proposed Organisation and Staffing
Evaluation Schedule 3: Experience of Key Staff
Evaluation Schedule 4: Tenderer’s Experience
Evaluation Schedule 5: Quality Control Procedures
The scores of each of the evaluators will be averaged, weighted and then totalled to obtain
the final evaluation score.
The prompts for judgment and the associated scores used in the evaluation of quality shall be
as follows:
Score
0
20
40
60
80
100
Prompt for judgement
Failed to address the question / issue
A detrimental response / answer / solution – limited or poor evidence of skill /
experience sought or high risk that relevant skills will not be available
Less than acceptable – response / answer / solution lacks convincing evidence of
skill / experience sought or medium risk that relevant skills will not be available.
Acceptable response / answer / solution to the particular aspect of the
requirements and evidence given of skill / experience sought
Above acceptable – response / answer / solution demonstrating real understanding
of requirements and evidence of ability to meet it.
Excellent – response / answer / solution gives real confidence that the Tenderer
will add real value.
The scores of each of the evaluators will be averaged, weighted and then totalled to obtain the
final score for quality.
Tender
Part T1: Submission Procedures
Reference no . . . . . . . . . . . . . .
10 of 58
E1.2
Submission Data
THE TENDER
PART T2: RETURNABLE DOCUMENTS
Tender
Part T2: Returnable Documents
Reference no . . . . . . . . . . . . . .
11 of 58
T2.1 List of Returnable Documents
Returnable Schedules required for Tender evaluation purposes
The Tenderer must complete the following returnable schedules as relevant:
T2.1.1
T2.1.2
T2.1.3
T2.1.4
T2.1.1
T2.1.2
T2.1.3
T2.1.4
T2.1.5
T2.1.6
T2.1.7
T2.1.8
T2.1.9
T2.1.10
T2.1.11
T2.1.12
Resolution of Board of Directors
Resolution of Board of Directors to enter into Consortia Or Joint Ventures (in case of Joint Venture
or Consortia)
Special Resolution of Consortia or Joint Ventures.
B-BBEE Certificate issued by a South African National Accreditation System (SANAS) or Auditors
approved and registered by the Independent Regulatory Board of Auditors (IRBA), where
Consortium / Joint Venture are involved Bidders are to hand in their consolidated B-BBEE
certificates.
A valid Tax Clearance / Compliance Certificate, or a unique security Personal Identification number
(PIN) issued by the South African Revenue Services (where Consortium / Joint Venture / Subcontractors are involved, each party to the association must submit a separate Valid Tax
Clearance / Compliance Certificate or a unique security personal Identification number).
Submit a valid proof of registration of the National Treasury`s Central Supplier`s Database;
Supply municipal services (water, sanitation, rates and electricity) clearance certificate or Lease
Agreement with a Current Bill of Account not owing more than ninety (90) days, (Preference will
be given to service providers based in the Free State);
Proposed Amendments and Qualifications
Stage 1
Preferencing Schedule (Stage 2 Evaluation)
Stage 3
Evaluation Schedule 1: Approach Paper
Evaluation Schedule 2: Proposed Organisation and Staffing
Evaluation Schedule 3: Experience of Key Staff
Evaluation Schedule 4: Tenderer’s Experience
Evaluation Schedule 5: Quality Control Procedures
The Tenderer will be subjected for interview when responsive on Stage 2:
T2.1.13
Evaluation Stage 3: Interviews
NB. Tenders will be subjected to Interviews and must meet an average minimum score of 75% from both
functionality and interviews, to be considered further for recommendation.
Tender
Part T2.1: List of Returnable Documents
Reference no . . . . . . . . . . . . . .
12 of 58
E2.1
List of Returnable Documents
Other documents required for Tender evaluation purposes
The Tenderer must also submit the following documentation:
Minimum 5 years’ experience in Consulting Engineering Services
Joint Venture or Consortium submissions are eligible
Entities Registered with the Companies & Intellectual Property Commission (CIPC)
BBBEE Verification Certificate obtained from an entity registered with SANAS or ABVA preferable
Level Four Contributor and above.
T2.1.5
Residing within the boundaries of [Province], South Africa with its core base for the past 2 years
(Interested Consultants are to submit a utility bill, not older than 3 months)
T2.1.6
Not appearing on the National Treasury's list of black listed entities
T2.1.7
CV’s of key personnel in the company including the managing member
T2.1.8
5 year Management of Small Medium Micro Enterprise Empowerment Programme
T2.1.9
Director of company must be registered with Engineering Council of South Africa (ECSA) or South
African Council for Project and Construction Management Professions (SACPCMP).
T2.1.10
Company Profile and Capability Statement
T2.1.11
CVs of key personnel which shall include managing member.
T2.1.1
T2.1.2
T2.1.3
T2.1.4
In addition, Tenderers needs to;
The entities must be owned by Previously Disadvantaged Individuals (majority black owned);
Be operating within the boundaries of Free-State Province for the past 3-Years and
Not appear on the National Treasury's list of black listed entities.
Have 5-Year’s minimum experience in Infrastructure Delivery Management and Consultancy;
including Contractor Development Programme.
Tender
Part T2.1: List of Returnable Documents
Reference no . . . . . . . . . . . . . .
13 of 58
E2.1
List of Returnable Documents
T2.1.1 Record of Addenda to Tender Documents
We confirm that the following communications received from the Employer before the submission of this
Tender offer, amending the Tender documents, have been considered in this Tender offer:
Date
Title or Details
1.
2.
3.
4.
5.
6.
7.
Attach additional pages if more space is required.
Signed
Date
Name
Position
Tenderer
Tender
Part T2.2: Returnable Schedules
Reference no . . . . . . . . . . . . . .
14 of 58
T2.1.1
Returnable Schedules(Record of Addenda to Tender Documents)
T2.1.2 Compulsory Enterprise Questionnaire
The following particulars must be furnished.
Section 1:
Name of enterprise: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Section 2:
.
VAT registration number, if any: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Section 3:
.
CIDB registration number, if any: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Section 4:
Particulars of sole proprietors and partners in partnerships
Name*
Identity number*
Personal income tax number*
* Complete only if sole proprietor or partnership and attach separate page if more than 3 partners
Section 5:
Particulars of companies and close corporations
Company registration number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Close corporation number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Tax reference number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Section 6: Record in the service of the state
Indicate by marking the relevant boxes with a cross, if any sole proprietor, partner in a partnership or director,
manager, principal shareholder or stakeholder in a company or close corporation is currently or has been
within the last 12 months in the service of any of the following:





a member of any municipal council
a member of any provincial legislature
a member of the National Assembly or the
National Council of Province
a member of the board of directors of any
municipal entity
an official of any municipality or municipal
entity
 an employee of any provincial department,
national or provincial public entity or
constitutional institution within the meaning of
the Public Finance Management Act, 1999 (Act
1 of 1999)
 a member of an accounting authority of any
national or provincial public entity
 an employee of Parliament or a provincial
legislature
If any of the above boxes are marked, disclose the following:
Name of sole proprietor,
partner, director, manager,
Tender
Part T2.1: Returnable documents
Reference no . . . . . . . . . . . . . .
15 of 58
Status of service
(tick appropriate column)
T2.1.2
Returnable Schedules (Compulsory Enterprise Questionnaire)
principal shareholder
stakeholder
or
Name of institution, public office,
board or organ of state and position
held
Current
Within last
12 months
*insert separate page if necessary
Section 7: Record of spouses, children and parents in the service of the state
Indicate by marking the relevant boxes with a cross, if any spouse, child or parent of a sole proprietor,
partner in a partnership or director, manager, principal shareholder or stakeholder in a company or close
corporation is currently or has been within the last 12 months been in the service of any of the following:





a member of any municipal council
a member of any provincial legislature
a member of the National Assembly or the
National Council of Province
a member of the board of directors of any
municipal entity
an official of any municipality or municipal
entity
Name of spouse, child or
parent



an employee of any provincial department,
national or provincial public entity or constitutional
institution within the meaning of the Public
Finance Management Act, 1999 (Act 1 of 1999)
a member of an accounting authority of any
national or provincial public entity

an employee of Parliament or a provincial
legislature
Name of institution, public office,
board or organ of state and position
held
Status of service
(tick appropriate column)
Current
Within last
12 months
*insert separate page if necessary
Tender
Part T2.1: Returnable documents
Reference no . . . . . . . . . . . . . .
16 of 58
T2.1.2
Returnable Schedules (Compulsory Enterprise Questionnaire)
The undersigned, who warrants that he / she is duly authorised to do so on behalf of the enterprise:
i) authorizes the Employer to obtain a tax clearance certificate from the South African Revenue Services
that my / our tax matters are in order;
ii) confirms that the neither the name of the enterprise or the name of any partner, manager, director or
other person, who wholly or partly exercises, or may exercise, control over the enterprise appears on the
Register of Tender Defaulters established in terms of the Prevention and Combating of Corrupt Activities
Act of 2004;
iii) confirms that no partner, member, director or other person, who wholly or partly exercises, or may
exercise, control over the enterprise appears, has within the last five years been convicted of fraud or
corruption;
iv) confirms that I / we are not associated, linked or involved with any other Tendering entities submitting
Tender offers and have no other relationship with any of the Tenderers or those responsible for compiling
the scope of work that could cause or be interpreted as a conflict of interest; and
iv) confirms that the contents of this questionnaire are within my personal knowledge and are to the best of
my belief both true and correct.
Signed
Date
Name
Position
Enterprisename
Tender
Part T2.1: Returnable documents
Reference no . . . . . . . . . . . . . .
17 of 58
T2.1.2
Returnable Schedules (Compulsory Enterprise Questionnaire)
T2.1.3 Certificate of Authority
This Returnable Schedule is to be completed by every Tenderer.
We, the undersigned, are submitting this Tender offer and hereby authorise Mr/Ms . . . . . . . .
. . . . . . . .. . . . . . . . . . . . . . . . . . . . . , authorised signatory of the company . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . ., acting in the capacity of . . . . . . . . . . . . . . . . . . . . . . . . . . . .,
to sign all documents in connection with the Tender offer and any contract resulting from it on our behalf.
Name of Firm (Tenderer)
Address
Duly Authorised Signatory
Signature. . . . . . . . . . . . . . . . . . . . . .
Name . . . . . . . . . . . . . . . . . . . . . . . . .
Designation . . . . . . . . . . . . . . . . . . . .
Signature. . . . . . . . . . . . . . . . . . . . . .
Name . . . . . . . . . . . . . . . . . . . . . . . . .
Designation . . . . . . . . . . . . . . . . . . . .
Signature. . . . . . . . . . . . . . . . . . . . . .
Name . . . . . . . . . . . . . . . . . . . . . . . . .
Designation . . . . . . . . . . . . . . . . . . . .
Tender
Part T2.1: Returnable documents
Reference no . . . . . . . . . . . . . .
18 of 58
E2.1.3
Returnable Schedules (Certificate of Authority)
T2.1.4 Proposed Amendments and Qualifications
The Tenderer should record any deviations or qualifications he may wish to make to the Tender documents
in this Returnable Schedule. Alternatively, a Tenderer may state such deviations and qualifications in a
covering letter to his Tender and reference such letter in this schedule.
The Tenderer’s attention is drawn to clause E.3.8 of the Standard Conditions of Tender referenced in the
Tender Data regarding the employer’s handling of material deviations and qualifications.
Tenderers must not include deviations or qualifications relating to the scope of work in this schedule where
they are required to submit an Approach Paper.
Page
Clause
item
or
Proposal
Signed
Date
Name
Position
Tenderer
Tender
Part E2.1: Returnable documents
Reference no . . . . . . . . . . . . . .
19 of 58
E2.1.4
Returnable Schedules (Amendments and Qualifications)
T2.1.5 Preferencing Schedule
1 Definitions
The following definitions shall apply to this schedule:
Black: is a generic term which means who are Africans, Coloureds and Indians
Disability: in respect of a person, a permanent impairment of a physical, intellectual, or sensory function, which
results in restricted, or lack of, ability to perform an activity in the manner, or within the range, considered normal
for a human being.
Disabled person: a person with a disability.
Equity ownership: The percentage of an enterprise or business owned by individuals or, in respect of a
company, the percentage of the company’s shares that are owned by individuals, who are actively involved in
the management of an enterprise or business and exercise control over the enterprise, commensurate with
their degree of ownership at the closing date of the Tender.
Note: All claims for equity ownership will be considered according to the following criteria:
- equity within private companies will be based on the percentage of equity ownership;
- preference points will not be awarded to public companies and tertiary institutions;
equity claims for a trust will only be allowed in respect of those persons who are both trustees
and beneficiaries and who are actively involved in the management of the Trust (i.e. the
arrangement through which the property of one person is made over or bequeathed to a trustee
to administer such property for the benefit of another person); ; and.
- a joint venture may, based on the percentage of the contract value managed or executed by
their HDI
be entitled to equity ownership.
Historically disadvantaged individual (HDI): A South African citizen
a) who, due to the apartheid policy that had been in place, had no franchise in national elections prior to the
introduction of the Constitution of the RSA, 1983 (Act 110 of 1983) or the Constitution of the RSA, 1993
(Act 200 of 1993) (the interim Constitution), or
b) who is a female; or
c) who has a disability:
provided that a person who obtained South African citizenship on or after the coming to effect of the Interim
Constitution, is deemed not to be an HDI;
Management: means an activity inclusive of control and performed on a daily basis, by any person who is a
principal executive officer of the company, by whatever name that person may be designated, and whether or
not that person is a director.
Priority population group (PPG): a member/ individual of a targeted group who is a South African citizen
and who falls into a population group that had no franchise in national elections prior to the introduction of the
1984 constitution and tricameral parliamentary system.
Youth: all persons who between the ages of 18 and 35 at the time that Tenders close.
2 Conditions associated with the granting of preferences
The Tenderer who claims a preference, undertakes to:
1)
2)
3)
maintain an equity ownership of not less than that upon which the preference is based for the duration of
the Contract, or in the case of a joint venture, ensure that the percentage of the contract value managed
or executed by those persons is not less than that upon which the preference is based;
accept the sanctions set out in Section 3 below should conditions 1 or 2 be breached; and
complete sections 4 to 6 below as relevant.
Failure to fill in and/or sign this form shall be interpreted to mean that preference points are not claimed.
Tender
Part T2.1: Returnable documents
Reference no . . . . . . . . . . . . . .
20 of 58
E2.1.5
Returnable Schedules (Preferencing Schedule)
3 Sanctions relating to breaches of preferencing conditions
The sanctions for breaching the preferencing conditions are:
1)
2)
termination of the Contract; or
a financial penalty payable to the Employer equal to 1,5 times the number of Tender evaluation points
awarded in respect of the preference claimed, multiplied by the Contract Price exclusive of VAT, divided
by 100.
4 Tender preference claim in respect of HDI ’s and youth
Number of preference points for type of equity = NOP x R x EP / 100
where:
NOP
= maximum Tender evaluation points provided for HDI / Youth equity ownership stated in the Tender
Data
R
= the percentage of the maximum Tender evaluation points for the preference claimed in the
second column of the tabulation in section 5 divided by 100
EP
=
the percentage of equity ownership by an HDI / Youth within the business enterprise or, in the
case of a joint venture, the percentage of the contract value managed or executed by their HDI /
Youth members.
I/we apply on behalf of my/our firm for a preference based on:
Non-joint ventures
HDI
No franchise in national Women
elections (black persons)
PPG
Coloured,
(African)
Indian
Equity
ownership
percentage
For office use only:
Number
of
preference
points
awarded
by
Total: . . . . . . . . . . . . . . . . . . .
employer
Youth
Disabled
person
Joint ventures
HDI
No franchise in national
elections (black persons)
PPG
Coloured,
(African)
Indian
The percentage of the
contract value managed or
executed by their HDI
members
For office use only:
Number
of
preference
points
awarded
by
employer
Youth
Women
Disabled
person
Total: . . . . . . . . . . . . . . . . . . .
5 Tender preferences claimed
Tender
Part T2.1: Returnable documents
Reference no . . . . . . . . . . . . . .
21 of 58
E2.1.5
Returnable Schedules (Preferencing Schedule)
I / we apply on behalf of my / our firm for the following preference(s) and by claiming a preference confirm that
all claims for equity ownership are in respect of individuals who are actively involved in the management of the
enterprise or business:
Category of preference
Percentage of maximum Tender Preference
evaluation points provided for claimed
for
in the Preferential Procurement Category
of
Policy Framework Act (Act 5 of Preference
2000)
(Y=yes)
HDI (PPG i.e. African) equity ownership
40
HDI (Coloured and / or Indian) equity ownership
30
HDI (women) equity ownership
15
HDI (disabled person) equity ownership
5
HDI youth equity ownership
10
6 Declaration with respect to preferences claimed in respect of HDI and youth equity ownership
6.1 List all shareholders by name, identity number, citizenship, status, ownership, as relevant
Tender
Part T2.1: Returnable documents
Reference no . . . . . . . . . . . . . .
22 of 58
E2.1.5
Returnable Schedules (Preferencing Schedule)
Name
Tender
Part T2.1: Returnable documents
Reference no . . . . . . . . . . . . . .
ID Number
Date obtained
South African
citizenship
HDI status
No franchise in
Women
national elections
Yes/No
(black persons)
PPG
Coloured,
(African)
Indian
23 of 58
Disabled
person
Yes/No
Youth
Yes/No
Percentage equity
ownership, or in
the case of a joint
venture, the
percentage of the
contract to be
managed or
executed by
targeted persons
(%)
E2.1.5
Returnable Schedules (Preferencing Schedule)
6.1.2 How long has the entity been in existence? . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
6.1.3 Describe principal business activities:
.......................................................................................
.......................................................................................
......................................................................................
6.2 Declaration in respect of claim for preference in respect of disabled person
Complete the following with respect to claims for equity ownership relating to disabled persons:
Name
Describe what
impairment is.
the
permanent
Outline how the permanent impairment
impacts on ability to perform an activity
in the manner or within the ranges
considered normal for a human being?
The undersigned, who warrants that he / she is duly authorised to do so on behalf of the Tenderer confirms
that he / she understands the conditions under which such preferences are granted and confirms that the
Tenderer satisfies the conditions pertaining to the granting of Tender preferences.
Signature : ...............................................................................................................................……….
Name : .......................................................................................................................................………
Duly authorised to sign on behalf of : ............................................................................................………
Telephone : ......................................................................
Fax : ................................................................................
Date : ...............................................................................
Tender
Part T2.1: Returnable documents
Reference no . . . . . . . . . . . . . .
24 of 58
E2.1.5
Returnable Schedules (Preferencing Schedule)
The approach paper must respond to the scope of work and outline the proposed approach / methodology
including that relating to health and safety. The approach paper should articulate what value add the tenderer
will provide in achieving the stated objectives for the project.
The tenderer must as such explain his / her understanding of the objectives of the assignment and the
Employer’s stated and implied requirements, highlight the issues of importance, and explain the technical
approach they would adopt to address them. The approach paper should explain the methodologies which
are to be adopted, demonstrate the compatibility of those methodologies with the proposed approach. The
approach should also include a quality plan which outlines processes, procedures and associated resources,
applied by whom and when, to meet the requirements and indicate how risks will be managed and what
contribution can be made regarding value management.
The tenderer must attach his / her approach paper to this page.
The scoring of the approach paper will be as follows:
Poor
(score 40)
Satisfactory
(score 60)
Good
(score 80)
Very good
(score 100)
Technical approach and methodology
The technical approach and / or methodology is poor / is unlikely to satisfy project objectives
or requirements. The tenderer has misunderstood certain aspects of the scope of work and
does not deal with the critical aspects of the project.
The approach is generic and not tailored to address the specific project objectives and
methodology. The approach does not adequately deal with the critical characteristics of the
project.
The quality plan, manner in which risk is to be managed etc is too generic.
The approach is specifically tailored to address the specific project objectives and
methodology and is sufficiently flexible to accommodate changes that may occur during
execution. The quality plan and approach to managing risk etc is specifically tailored to the
critical characteristics of the project.
Besides meeting the “good” rating, the important issues are approached in an innovative and
efficient way, indicating that the tenderer has outstanding knowledge of state-of-the- art
approaches.
The approach paper details ways to improve the project outcomes and the quality of the
outputs
The undersigned, who warrants that he / she is duly authorised to do so on behalf of the enterprise, confirms that the
contents of this schedule are within my personal knowledge and are to the best of my belief both true and correct.
Signed
Date
Name
Position
Tenderer
Tender
25 of 58
T2.1.6
Part T2.1: Returnable documents
Reference no . . . . . . . . . . . . . .
Returnable Schedules (Evaluation Schedule 2: Approach Paper)
T2.1.7 Evaluation Schedule 2: Proposed Organisation and Staffing
The Tenderer should propose the structure and composition of their team i.e. the main disciplines involved,
the key staff member / expert responsible for each discipline, and the proposed technical and support staff
and site staff. The roles and responsibilities of each key staff member / expert should be set out as job
descriptions. In the case of an association / joint venture / consortium, it should, indicate how the duties and
responsibilities are to be shared.
The Tenderer must attach his / her organization and staffing proposals to this page.
The scoring of the proposed organization and staffing will be as follows:
Poor
(score 40)
The organization chart is sketchy, the staffing plan is weak in important areas
There is no clarity in allocation of tasks and responsibilities.
Satisfactory
(score 60)
The organizational chart is complete and detailed, the technical level and composition of the
staffing arrangements are adequate.
Good
(score 80)
Besides meeting the “satisfactory” rating, staff are well balanced i.e. they show good coordination, complimentary skills, clear and defined duties and responsibilities, and the
approach to satisfying local consultants. Some members of the project team have worked
together before on limited occasions.
Very good
(score 100)
Besides meeting the “good” rating, the proposed team is well integrated and several members
have worked together extensively in the past.
The undersigned, who warrants that he / she is duly authorised to do so on behalf of the enterprise, confirms
that the contents of this schedule are within my personal knowledge and are to the best of my belief both true
and correct.
Signed
Date
Name
Position
Tenderer
Tender
Part T2.1: Returnable documents
Reference no . . . . . . . . . . . . . .
26 of 58
E2.1.7
Returnable Schedules (Evaluation Schedule 2: Proposed Organisation and Staffing)
T2.1.8 Evaluation Schedule 3: Experience of Key Staff
The experience of assigned staff member in relation to the scope of work will be evaluated from three different
points of view:
1) General experience (total duration of professional activity), level of education and training and positions
held of each discipline specific team leader.
2) The education, training, skills and experience of the Assigned Staff in the specific field, subject, etc which
is directly linked to the scope of work.
3) The key staff members’ / experts’ knowledge of issues which the Tenderer considers pertinent to the
project e.g. local conditions, affected communities, legislation, techniques etc.
A CV of a minimum Project Director Pr Eng and or Pr CPM, x 2 Programme Manager (Pr Eng, Pr CPM), x 2
Project Manager (Pr Eng, Pr CPM) and x 1 Project Administrator – max 2 pages per CV should be attached
to this schedule:
Each CV should be structured under the following headings:
1
Personal particulars
- name
- date and place of birth
- place (s) of tertiary education and dates associated therewith
- professional awards
2
Qualifications (degrees, diplomas, grades of membership of professional societies and professional
registrations)
3
Skills
4
Name of current employer and position in enterprise
5
Overview of post graduate / diploma experience (year, organization and position)
6
Outline of recent assignments / experience that has a bearing on the scope of work
The scoring of the experience of key staff will be as follows:
General experience and qualifications
Poor (score 40)
Key staff have limited levels of general experience
Satisfactory (score 60)
Key staff have reasonable levels of general experience
Good (score 80)
Key staff have extensive levels of general experience
Very good (score 100)
Key staff have outstanding levels of general experience
Note: An individual may be nominated to serve as the team leader in more than one discipline and as the
team leader and a discipline specific leader.
The undersigned, who warrants that he / she is duly authorised to do so on behalf of the enterprise, confirms
that the contents of this schedule are within my personal knowledge and are to the best of my belief both true
and correct.
Signed
Date
Name
Position
Tenderer
Tender
Part T2.1: Returnable documents
Reference no . . . . . . . . . . . . . .
27 of 58
T2.1.8
Returnable Schedules (Evaluation Schedule 3: Experience of Key Staff)
T2.1.9 Evaluation Schedule 4: Tenderer’s Experience
The experience of the Tenderer as opposed to the key staff members / experts in similar projects or similar
areas and conditions in relation to the scope of work over the last five years will be evaluated.
Tenderers should very briefly describe his or her experience in this regard and attach this to this schedule.
The description should be put in tabular form with the following headings:
Employer,
contact Description of work (service)
person and telephone
number,
where
available
Value of work Date
(i.e. the service completed
provided)
inclusive of VAT
(Rand)
The scoring of the Tenderer’s experience will be as follows:
General experience and qualifications
Poor
(score 40)
Tenderer has limited experience
Satisfactory
(score 70)
Tenderer has relevant experience but has not dealt with the critical issues specific to the
assignment.
Good
(score 90)
Tenderer has extensive experience in relation to the project and has worked previously under
similar conditions and circumstances.
Very good
(score 100)
Tenderer has outstanding experience in projects of a similar nature.
Note: An individual may be nominated to serve as the team leader in more than one discipline and as the
team leader and a discipline specific leader.
The undersigned, who warrants that he / she is duly authorised to do so on behalf of the enterprise, confirms
that the contents of this schedule are within my personal knowledge and are to the best of my belief both true
and correct.
Signed
Date
Name
Position
Tenderer
Tender
Part T2.1: Returnable documents
Reference no . . . . . . . . . . . . . .
28 of 58
E2.1.9
Returnable Schedules (Evaluation Schedule 4: Tenderer Experience)
T2.1.10 Evaluation Schedule 5: Quality Assurance and Control
The quality control practices and procedures which ensure compliance with stated employer’s requirements
previous will be evaluated.
Tenderers should very briefly outline his or her procedures in relation to the project and attach this to this
schedule.
The scoring of the Tenderer’s quality control procedures will be as follows:
General experience and qualifications
Poor
(score 40)
Quality control procedures are unlikely to ensure compliance with stated employer’s
requirements
Satisfactory
(score 60)
Quality control procedures are possibly able to ensure compliance with stated employer’s
requirements
Good
(score 80)
Quality control procedures are likely to ensure compliance with stated employer’s
requirements
Very good
(score 100)
Quality control procedures are most likely to ensure compliance with stated employer’s
requirements
The undersigned, who warrants that he / she is duly authorised to do so on behalf of the enterprise, confirms
that the contents of this schedule are within my personal knowledge and are to the best of my belief both true
and correct.
Signed
Date
Name
Position
Tenderer
Tender
Part T2.1: Returnable documents
Reference no . . . . . . . . . . . . . .
29 of 58
E2.1.10
Returnable Schedules (Evaluation Schedule 5: Quality Assurance and Control)
T2.1.11
(CIPC)
Proof of Registration - Companies & Intellectual Property Commission
Tender
Part T2.1: Returnable documents
Reference no . . . . . . . . . . . . . .
30 of 58
E2.1.11
Returnable Schedules (Proof of Registration - (CIPC))
T2.1.12
Certified Copy of Member's South African Identity Document
Tender
Part T2.1: Returnable documents
Reference no . . . . . . . . . . . . . .
31 of 58
E2.1.12
Returnable Schedules (Certified Copy of Member's South African Identity Document)
T2.1.14
Valid and original SARS Tax Clearance Certificate
Tender
Part E2.1: Returnable documents
Reference no . . . . . . . . . . . . . .
32 of 58
E2.1.14
Returnable Schedules (Valid and original SARS Tax Clearance Certificate)
T2.1.15
Proof of Professional Indemnity
Tender
Part T2.1: Returnable documents
Reference no . . . . . . . . . . . . . .
33 of 58
T2.1.15
Returnable Schedules (Proof of Professional Indemnity)
T2.1.16
Proof of Registration on the National Central Supplier Database
Tender
Part T2.1: Returnable documents
Reference no . . . . . . . . . . . . . .
34 of 58
T2.1.16
Returnable Schedules (Proof of Central Supplier Database Registration)
THE CONTRACT
PART C1: AGREEMENTS AND CONTRACT DATA
Date
Capacity
Date
Tender
Part C1: Agreements and Contract Data
Reference no . . . . . . . . . . . . . .
35 of 58
C1
Agreements and Contract Data
C1.1.2 Acceptance
By signing this part of this form of offer and acceptance, the Employer identified below accepts the
tenderer’s offer. In consideration thereof, the Employer shall pay the Service Provider the amount due in
accordance with the conditions of contract identified in the contract data. Acceptance of the tenderer’s offer
shall form an agreement between the employer and the tenderer upon the terms and conditions contained
in this agreement and in the contract that is the subject of this agreement.
The terms of the contract, are contained in:
Part C1:
Part C2:
Part C3:
Agreements and contract data, (which includes this agreement)
Pricing data
Scope of work.
and drawings and documents or parts thereof, which may be incorporated by reference into the above
listed Parts.
Deviations from and amendments to the documents listed in the tender data and any addenda thereto as
listed in the returnable schedules as well as any changes to the terms of the offer agreed by the tenderer
and the employer during this process of offer and acceptance, are contained in the schedule of deviations
attached to and forming part of this form of offer and acceptance. No amendments to or deviations from
said documents are valid unless contained in this schedule.
The tenderer shall within two weeks after receiving a completed copy of this agreement, including the
schedule of deviations (if any), contact the employer’s representative (whose details are given in the
contract data) to arrange the delivery of any securities, bonds, guarantees, proof of insurance and any
other documentation to be provided in terms of the conditions of contract identified in the contract data.
Failure to fulfill any of these obligations in accordance with those terms shall constitute a repudiation of
this agreement.
Notwithstanding anything contained herein, this agreement comes into effect on the date when the
tenderer receives one fully completed original copy of this document, including the schedule of deviations
(if any). Unless the tenderer (now contractor) within five working days of the date of such receipt notifies
the employer in writing of any reason why he cannot accept the contents of this agreement, this agreement
shall constitute a binding contract between the parties.
Signature
Name
......................................................................
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ..
Capacity
......................................................................
for the Employer
Name of witness . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Signature of witness . . . . . . . . . . . . . . . . . . . . . . . . . . .. …..
Tender
Part C1: Agreements and Contract Data
Reference no . . . . . . . . . . . . . .
36 of 58
Date . . . . . . . . . . . . . . . . . . .
C1
Agreements and Contract Data
Schedule of Deviations
1. Subject . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
...........................................................................
...........................................................................
2. Subject . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
...........................................................................
...........................................................................
...........................................................................
3. Subject . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
...........................................................................
...........................................................................
By the duly authorised representatives signing this agreement, the Employer and the tenderer agree to and accept the
foregoing schedule of deviations as the only deviations from and amendments to the documents listed in the tender data
and addenda thereto as listed in the returnable schedules, as well as any confirmation, clarification or changes to the
terms of the offer agreed by the tenderer and the employer during this process of offer and acceptance.
It is expressly agreed that no other matter whether in writing, oral communication or implied during the period between the
issue of the tender documents and the receipt by the tenderer of a completed signed copy of this agreement shall have
any meaning or effect in the contract between the parties arising from this agreement.
For the Tenderer:
Signature(s)
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. .
.............................
Name(s)
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . ..
Capacity
. . . . . . . . . . . . . . . . . . . . . . . . . . . . .. .
..............................
Name of Tenderer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Address of Tenderer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
.
Name of witness ………………………………………………………………………………………………
Signature of witness
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Date . . . . . . . . . . . . . . . . . . . . . . . .
Tender
Part C1: Agreements and Contract Data
Reference no . . . . . . . . . . . . . .
37 of 58
C1.1
Agreements and Contract Data (Offer)
C1
Agreements and Contract Data
C1.2 Contract Data
Part one - Data provided by the Employer
C1.2.1 General Conditions of Contract
The General Conditions of Contract are the CIDB’s Standard Professional Services Contract (July
2009) (Edition 3 of CIDB document 1015), as published by the Construction Industry Development
Board.
Copies of these General Conditions of Contract may be obtained from the Construction Industry
Development Board’s website www.cidb.org.za. Copies of the General Conditions of Contract are
also available for inspection and scrutiny at the offices of the Employer.
The Standard Professional Services Contract (July 2009) shall be bound into this Contract Document.
The General Conditions of Contract make several references to the Contract Data for specific data,
which together with the standard contract collectively describe the risks, liabilities and obligations of
the contracting parties and the procedures for the administration of the Contract. The Contract Data
shall have precedence in the interpretation of any ambiguity or inconsistency between it and the
General Conditions of Contract.
The General Conditions of Contract shall be read in conjunction with the variations, amendments
and additions set out in the Contract Specific Data below. Each item of data given below is crossreferenced to the clause in the General Conditions of Contract to which it mainly applies.
C1.2.2 Contract Specific Data
The following contract specific data is applicable to this Contract:
Add the following to the definition of Period of Performance:
The period of performance is Thirty Sic (36 No.) months commencing from the Start Date
Add the following to the definition of Service Provider:
The contracting party may also be a consortium/joint venture contracting as a formally constituted
Joint Venture Partnership, in which all parties are jointly and severally liable. In terms of this definition,
the words consortium and joint venture shall be regarded as synonymous.
Add the following to the definition of Start Date:
The Start Date is the date when the tenderer receives one fully completed original copy of this
document, including the acceptance part of the form of offer and acceptance, and schedule of
deviations (if any)
Tender
Part C1: Agreements and Contract Data
Reference no . . . . . . . . . . . . . .
38 of 58
C1.2
Agreements and Contract Data (Contract Data)
Clause 3.9.3
Add the following:
The time-based fees (hourly rates) used to determine changes to the Contract Price are as stated in
the Pricing Data.
Clause 3.15.1:
Add the following:
The programme shall be submitted within 7 days of receipt of the Acceptance of the tender Offer (the
Start Date).
Clause 3.16.2:
Add the following:
The indices are those contained in Table A of the P0141 Consumer Price Index for the CPI for all
services published by Statistics South Africa.
Clause 4.7
Add the following:
For payment purposes (refer to Clause 8 of Part C2.1: Pricing Assumptions)
Clause 5.4.1:
Add the following:
The Service Provider is required to take out and maintain, for the full duration of the performance of
this contract, Professional Indemnity Insurance providing cover in an amount of not less than R25
000 000 (R25 million) in respect of each and every claim during the period of insurance.
Clause 5.5:
Add the following:
The Service Provider is required to obtain the Employer’s prior approval in writing before taking any
of the following actions:
1. Replacing any of the key personnel listed at the time of tender.
2. Appointing Subcontractors for the performance of any part of the Services
Clause 7.2:
The Service Provider is required to provide personnel to effectively address the scope of work in
accordance with the provisions of clause 7.2 and to complete the Personnel Schedule located in
contract data Part C1.2
Clause 8.1:
Add the following:
The Service Provider is to commence the performance of the Services within Fourteen (14 no.) day
after the date that the Contract becomes effective.
Clause 8.4.3(c):
Add the following:
The period of suspension under Clause 8.5 is not to exceed 6 months.
Clause 9.1:
Add the following:
Copyright of documents prepared for the project and which has been paid for by the Employer shall
be vested with the Employer only for its use in the execution of the project on an identified specific
site. The author of the copyright material remains the intellectual property holder of the particular
design.
Clause 11.1:
Add the following:
Tender
Part C1: Agreements and Contract Data
Reference no . . . . . . . . . . . . . .
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C1.2
Agreements and Contract Data (Contract Data)
A Service Provider may not subcontract any work which he has the skill and competency to perform,
unless he has the Employer’s prior approval in writing.
Clause 12.1.2:
Add the following:
Interim settlement of disputes is to be by mediation.
Clause 12.2.1:
Add the following:
In the event that the parties fail to agree on a mediator, the mediator is nominated by the President
of the South African Institution of Civil Engineering or the President of the SA Institute of Architects
Clause 12.2.4:
Add the following:
Final settlement is by arbitration
Clause 14.2
Add the following:
Notwithstanding the above, should the Service Provider’s tax clearance certificate expire during the
contract period, the Employer shall be entitled to withhold payment without incurring any liability for
interest, until a valid tax clearance certificate is submitted to the Employer.
Add the following new Clause after Clause 14.4:
Clause 14.5: Tax Invoices
Section 20(1) of the Value Added Tax Act of 1991 (Act 89 of 1991) requires that a supplier (person
supplying goods or services) who is registered as a VAT vendor issue to the recipient a tax invoice
within 21 days of the date of a supply whether requested or not.
The Service Provider shall provide a tax invoice (VAT invoice) which shall be included with each
account delivered to the Employer in terms of Clause 14. Failure by the Servicer Provider to provide
a tax invoice (VAT invoice) timeously may delay payment by the Employer and no interest shall
accrue.
Clause 15:
Add the following:
The interest rate will be the prime interest rate of the Employer’s Bank at the time the amount is due.
1
The Employer is:









Department of Health
Department of Police, Roads and Transport
Department of Public Works and Infrastructure
Department of Education
Departments of Sports, Arts, Culture and Recreation
Department of Human Settlements
Department of Cooperative Governance and Traditional affairs
Department of Agriculture
DESTEA
2
The authorised and designated representative of the Employer is (Name):
3
The address for receipt of communications is:
Address:
Tender
Part C1: Agreements and Contract Data
Reference no . . . . . . . . . . . . . .
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C1.2
Agreements and Contract Data (Contract Data)
Tel No:
.
Fax No.
4
The Services are to be completed by
5
Changes to the Services shall be assessed as follows:
The additional / variations to the conditions of contract are:
Part two - Data provided by the Service Provider
1
The Service Provider is (Name):
Address
Tel No.
2
Fax No.
The authorised and designated representative of the Service Provider is (Name):
The address for receipt of communications is:
Address:
Tel No:
Tender
Part C1: Agreements and Contract Data
Reference no . . . . . . . . . . . . . .
Fax No.
41 of 58
C1.2
Agreements and Contract Data (Contract Data)
CONTRACT
PART C2: PRICING DATA
Tender
Part C2: Pricing Data
Reference no . . . . . . . . . . . . . .
42 of 58
C2
Pricing Data (Pricing Data)
C2.1 Pricing Data
C2.1.1 General Assumptions
Pricing Assumptions mean the criteria as set out below, read together with all Parts of this contract
document, which it will be assumed in the contract that the tenderer has taken into account when
developing his prices.
1.
The short descriptions given in the schedules below are brief descriptions used to identify the
services and related cost items for which prices are required. Detailed descriptions of the services
to be priced are provided in the Scope of Work (Part C3.1 of this document).
2.
While it is entirely at the tenderer’s discretion as regards pricing the services below, the tenderer
may wish to consult the various Guideline to Scope of Services and Tariff of Fees for Persons
Registered in terms of the relevant Professions Act (e.g. Architectural, Engineering, Quantity
Surveying, etc.) with the associated Board Notices. It is the tenderer’s responsibility to price all
the services and associated tasks and activities realistically as to be able to achieve all the
deliverables listed in the Scope of Work in a cost-effective and time-efficient manner.
3.
For the purpose of the service or cost item, the following words shall have the meanings hereby
assigned to them:
WORD
Unit
Quantity
Rate
Amount
Sum
Professional Fee
MEANING
The unit of measurement for each item of work.
The number of units of work for each item.
The agreed payment per unit of measurement
The product of the quantity and the agreed rate for an item
An agreed lump sum payment amount for an item, the extent of which is
described in the Scope of Work, but the quantity of work which is not
measured in any units.
The agreed fee for a service, the extent of which is described in the Scope
of Work, and may where required be expressed as a percentage of the
estimated construction contract value or part thereof.
A rate, sum, professional fee and/or price as applicable, is to be entered against each item in the
schedules. An item against which no price is entered will be considered to be covered by the
other prices or rates in the relevant Table of Quantities.
4.
The rates, sums, professional fee and prices in the schedules are to be fully inclusive prices
for the work described under the several items. Such prices and rates are to cover all costs
and expenses that may be required in and for the execution of the work described in accordance
with the provisions of the Scope of Work, and shall cover the cost of all general risks, liabilities,
and obligations set forth or implied in the Contract Data, as well as overhead charges and
profit.
5.
Where quantities are given in the Table of Quantities, these are provisional and do not
necessarily represent the actual amount of work to be done. The quantities of work accepted
and certified for payment will be used for determining payments due and not the quantities
given in the Table of Quantities. In respect of time based services, the allocation of staff must
be agreed with the employer before such services are rendered.
6.
It is anticipated that the price will comprise professional or technical services fees (mainly time-
Tender
Part C2: Pricing Data
Reference no . . . . . . . . . . . . . .
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Pricing Data (Pricing Data)
based fees) and associated operational costs (e.g. travel, printing / copying, etc.). The
tendered professional fees (including where the unit of measurement is time based) shall be
adjusted in terms of clause 3.16 of the Standard Professional Services Contract. If the
successful tenderer is given any extension with respect to their appointment term, the tendered
time-base fees shall be adjusted for the extension with respect to their appointment term, in
terms of Clause 3.16 of the Standard Professional Services Contract and shall not revert
automatically to the recommended prevailing time-based fees contained the various gazettes
and notices of the relevant respective professional bodies such as, for example, the hourly
rates recommended by the Engineering Council of Southern Africa (ECSA) at the time of the
extension.
7.
Tenderers are advised that in general, no level of construction monitoring is envisaged in the
provision of the professional services.
8.
Tenderers are to carefully note that only those recoverable expenses listed in the schedules
will be reimbursed to the Service Provider.
9.
Items for reimbursement of printing/copying costs shall be only for specified contract
documents, special reports, manuals and drawings commissioned by the Employer. Costs for
general correspondence, minor reports, weekly progress reports, etc. are excluded and are
not reimbursable, which shall be deemed to be included in the professional time-based fees.
Payment will only be made for copies of specified contract documents, special reports,
manuals and drawings submitted to the Employer or issued, as specified or requested by the
Employer, and all drafts shall be for the Service Provider’s account.
10.
Tenderers are to note that the development of a comprehensive infrastructure plan, for which
the professional services are required through this contract, are based on a Employer
departmental budget which is subject to change. While the Employer has every intent to
complete the full scope of works, the Employer reserves the right to reduce or increase the
scope of works according to the dictates of the departmental budget, or to terminate this
contract, without adjustment to the agreed rates, sums or professional fees and without
payment of any penalty or surcharge in this regard. The Service Provider shall however be
entitled to a pro-rata payment for all services carried out in terms of any adjustment to the
Scope of Works or, in the case of termination, remuneration and/or reimbursement as
described in Clause 8.4.4 of the Standard Professional Services contract.
11.
The hourly rates in the time-based fees of Experts that are used by the Tenderer to provide
the services shall not exceed the hourly rates applicable for professionals in the respective
disciplines as stipulated by the relevant Government Gazette in the various Guidelines to Scope
of Services and Tariffs of Fees for the various disciplines.
12.
Operational Expenses (Travelling Expenses): For the purpose of this contract, travelling
expenses shall be quoted as lump sums to cover the duration of the contract and paid
according to the implementation plan and payment schedule submitted by the Service Provider
and agreed by the Employer. Besides the amount quoted, no extra amount shall be paid for
Travelling Expenses.
13.
Operational Expenses (Accommodation): Accommodation includes breakfast and means the
following:
a) A bed and breakfast
b) A guest house
c) A self-catering accommodation
d) A hotel with a star rating not exceeding 3 as defined by the Tourism Grading Council of South
Africa (per www.tourismgrading.co.za)
e) Costs of accommodation in a lodge, country house, or a 4-star or higher star rated hotel
Tender
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C2.1
Pricing Data (Pricing Data)
cannot be claimed as an expense
Reimbursement for accommodation expenses will be based on the actual accommodation rate
paid in an establishment within the categories defined above. (May not applicable as the
appointment will be municipally based)
14.
Operational Expenses (Subsistence Expenses): These expenses are not applicable to this
contract.
15.
Printing /Copying Expenses: Where applicable (see 10 above), these expenses shall be
reimbursed based on the actual expenses incurred, plus an adjustment. Service Providers are
required to indicate a preferred adjustment rate to the printing / copying expenses in the priced
schedules to be returned with the proposal
16.
Preambles to Schedule of Quantities
16.1 Specialist Duration: After determining the hourly rate for the specialists as listed in the
Schedule of Quantities, the Service Provider need to determine the total duration that a
specialist(s) will take to execute and complete the work under each Part. It should be
noted that no extra hours will be provided to any specialist unless otherwise warranted
and agreed upon by both the Employer and the successful Service Provider.
16.2 Incidental Office Expenses: The Incidental Office Expenses (Consumables,
Communication, computer facilities, Stationary, Printing & Binding) shall be quoted as
lump sums to cover the duration of the contract and paid according to the implementation
plan and payment schedule as submitted by the Service Provider and agreed to by
Employer. Besides the amount quoted, no extra amount shall be paid for Incidental Office
Expenses.
16.3 Contingencies: A 10% percentage contingencies have been allowed for in the tender.
The spending of the contingencies amount will only be used for circumstances that could
not be foreseen during tendering stage. In such a case, the Service Provider will provide
a detailed report to Employer motivating for the utilisation of the contingencies amount
and Employer will evaluate the report and either accept or reject the utilisation of such
amount.
16.4 Professional Indemnity Insurance (PI): A copy of the tenderer’s Professional Indemnity
Insurance must be submitted with the proposal. Failure to submit this may result in
disqualification.
16.5 Payment is on the basis of achievement of key deliverables: The Service Providers will
be appointed on a specific scope of work, and will be compensated upon the achievement
of the key milestones/deliverables. The pricing schedules have been aligned to the
specific key deliverables expected from the Service Providers. The Employer shall make
remunerations and reimbursements only on delivery of the key deliverables / milestones
approved by the Employer.
16.6 Ownership of Work Produced: Upon receipt of payment from the Employer all the work
produced by the Service Provider will become the exclusive property of the Employer and
the Employer may use, distribute and copy the information and all the material produced
by the Service Provider as it pleases by the Employer.
16.7 Risk and Mitigation: The Service Provider is to anticipate the following risks (amongst
others) and factor them into their pricing.
16.8 Lack of sufficient information: Absence/lack of relevant role-players/stakeholder
required to provide inputs for the execution of the project. Unclear and insufficient
information and parameters from relevant stakeholders. Some resistance from the
community on either obtaining information or other social issues.
Tender
Part C2: Pricing Data
Reference no . . . . . . . . . . . . . .
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Pricing Data (Pricing Data)
C2.1.2 Pricing Data
Tenderers are to price each of the attached schedules which are to be attached in an envelope labelled
or marked clearly as “FINANCIAL PROPOSAL: Tender No: [Tender No]”
Only those tenderers who met the eligibility criteria stated in F.2.1 of the tender data will have their
financial proposals considered.
C2.1.2.1 Time-Based Rate Schedule
Resource Name &
Surname
Envisaged
Position
No.
Key Professional #1:
Project Director &
Team Leader
Hourly Rate
for Services
(Excl. Vat)
(Rand/Hr)
Discoun
t to
Hourly
Rate
(%)
Net Hourly
Rate of Key
Professional
(Excl. Vat)
(Rand/Hr)
3
1………………………..
Key Professional #2:
Programme
Manager
1……………………….
3
2……………………….
Key Professional #3:
Project Manager
1……………………….
2……………………….
Key Professional #4:
1……………………….
Support Resource #5
1………………………
Support Resource #6
1………………………
TOTAL
Tender
Part C2: Pricing Data
Reference no . . . . . . . . . . . . . .
3
Project
Administrator
Technical Expert
(Social
Facilitation)
Technical Expert
(Cost & Budget
Planning)
3
3
3
18
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C2.1
Pricing Data (Pricing Data)
C2.1.2.2 Professional Fees: Infrastructure Planning & Delivery Management
Envisaged Position
Discounted
Hourly Rate
for Services
(Excl. Vat)
(Rand/Hr)
Net Hourly Rate of Key Professional (Excl.
Vat) (Rand/Hr)
Project Director & Team
Leader
Programme Manager
Project Manager
Project Administrator
Technical Expert
(Social Facilitation)
Technical Expert
(Cost & Budget Planning)
SUB-TOTAL(A)
DISBURSEMENTS
TOTAL (YEAR ONE)
TOTAL (YEAR TWO) Escalation @ 10%
TOTAL (YEAR THREE) Escalation @ 10%
Tender
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C2.1
Pricing Data (Pricing Data)
Item
Description
(Activitity/Road/Type)
B
B1
Programme Management and Adhoc Support Services for a period of three (3) year period
Infrastructure Planning %
B2
Procurement Planning
B3
Portfolio
Planning, %
Management
Provincial
%
Infrastructure Delivery
Management,
Monitoring and Support
B4
Unit
Rate
(Excl. V.A.T.)
%
B5
Regional Infrastructure %
Delivery Management,
Monitoring and Support
B6
Adhoc Support Services
•
Principal (10 years hrs
+)
• Snr Professional (7- hrs
10 years)
1000
•
Technician (3-5 hrs
years)
3000
1000
Total of (A + B)
Contingencies (10% of (A + B))
Sub-Total ((A + B) +Contingencies)
Value Added Tax (14% of Sub-Total)
Total (Sub-Total+ V.A.T.): Tender Amount
Tender
Part C2: Pricing Data
Reference no . . . . . . . . . . . . . .
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C2.1
Pricing Data (Pricing Data)
CONTRACT
PART C3: SCOPE OF WORK
Tender
Part C3: Scope of Works
Reference no . . . . . . . . . . . . . .
49 of 58
C3
Scope of Works (Indicative Scope and Specifications)
C3
C3.1
Scope of Work
Introduction
South African citizens are surrounded by public infrastructure. Offices and facilities provide places
of work for officials. Schools, hospitals and clinics provide essential services. Roads and railways
not only enable travel, but also distribute goods and services. Border posts, harbours and airports
are the physical links with neighbouring countries and the world. Dams provide water for human
consumption and agricultural and industrial purposes. Networks deliver water and electricity to
consumers and convey industrial effluent, soilwater and wastewater to treatment works. Such
infrastructure is foundational to a better life for all. However, investment in economic infrastructure
will not necessarily lead to economic growth. Infrastructure which provides improvements or
efficiencies in services, production or export capabilities, and which is delivered and maintained
in a manner that minimises waste of materials, time and effort in order to generate the maximum
possible amount of value, is most likely to contribute to economic growth.
Infrastructure is required by the state and state-owned businesses to deliver services to citizens.
Each
organ of state has a legislated mandate. Some organs of state generate revenue but require
capital to expand their revenue generating services, while other are totally reliant on funding from
the fiscus to satisfy their infrastructure needs. The fiscus has limited financial resources to fund
infrastructure projects.
New infrastructure projects need to be budgeted for, taking into account future operation and
maintenance costs and current commitments. Accordingly, organs of state requiring funds for
infrastructure projects compete for budget allocations. Projects need to be prioritised both within
an organ of state and between organs of state. Such prioritisation is sometimes based on political
prerogatives while at other times it is based on objective decision-making criteria, which take into
account factors such as overarching government wide, long and medium-term policies and plans,
including integrated sector plans and mandates.
Infrastructure delivery is the combination of all planning, technical, administrative and managerial
actions associated with the construction, supply, refurbishment, rehabilitation, alteration,
maintenance, operation or disposal of infrastructure. There is an urgent need to separate supply
chain management requirements for general goods and services from those for infrastructure
delivery in order to improve project outcomes. Infrastructure Delivery Management procurement
relating to the provision of new infrastructure or the rehabilitation, refurbishment or alteration of
existing infrastructure covers a wide and diverse range of goods and services, which are required
to provide or alter the condition of immoveable assets on a site.
Accordingly, the procurement process for the delivery of infrastructure involves the initial and
subsequent recurring updating of planning processes at a portfolio level flowing out of an
assessment of public sector service delivery requirements or business needs. Thereafter it
involves planning at a project level, and the procurement and management of a network of
suppliers, including subcontractors, to produce a product on a site. There is no need to store and
issue materials or equipment unless these are issued to employees responsible for the
maintenance or operation of infrastructure, or are issued free of charge to contractors for
incorporation into the works.
The South African Government’s Infrastructure Delivery Management System (IDMS) comprises
three core systems, namely, a planning and budgeting, a supply chain management and an asset
management system, all of which have forward and backward linkages. These core systems are
located within portfolio, programme and project management, and operation and maintenance
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processes. Collectively these processes and systems, together with a performance management
system, establish the institutional system for infrastructure delivery.
C3.1.1 Management and mentoring: The Consultant will be responsible for managing and
mentoring of Contractor Development Programme which their roles are reflected
as follows:
 The Contractor will execute the works according to contract specifications and will
rectify the defects as per the engineer instruction.
 Will price the Bill of Quantities.
 responsible for the correctness of the setting out of the works (position, levels,
dimensions and alignment).
 The Contractor will provide all the necessary instruments, equipment and labour
necessary for setting out and execution of the works.
 Adhere to the standards and conditions of the programme as stipulated in the Service
Level Agreement (SLA), contract document and code of conduct.
 Take full responsibility for the site as soon as possible as per engineer instruction.
 Utilise the local labour.
 Arrange for training of labourers.
 Procure, operate and administer equipment and material.
 Complete the projects and therefore the learnership.
 Must arrange and submit work approval to area engineers and or to Engineer
Representative on monthly basis.
 Arrange and manage the finances of the projects.
 Monthly reporting on labour used (template provided by Department of Police Roads
and Transport).
C3.1.2 Management and mentoring: The Consultant will be responsible for managing and
mentoring of Contractor Development Programme on the following activities:




Building
Renovations
Paving
Masonry

Cleaning

Plastering

Metal Work

Paint Work

Plumbing

Tiling

Fencing

Roofing

Road signs installation

Speed humps installation

Carpentry

Supply of construction material and equipment

Grass cutting
Tender
Part C3: Scope of Works
Reference no . . . . . . . . . . . . . .
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
Patching of roads

Dealing with illegal dumping

Solid waste collection

House delivery

Construction and Installation of civil, electrical and mechanical engineering service

Design, implementation and execution

Monitoring and Evaluation – scope, cost time and resources

Quality assurance – combined assurance and value for money

Mentoring – Practical training and classroom training
C3.1.3 The Consultant will perform the Infrastructure delivery management services,
capacitation, management and empowerment programmes for a period of 36months (3-years for the following Departments:









Department of Police, Roads and Transport
Department of Health
Department of Public Works and Infrastructure
Department of Education
Departments of Sports, Arts, Culture and Recreation
Department of Human Settlements
Department of Cooperative Governance and Traditional affairs
Department of Agriculture
DESTEA
C3.1.4 Other services will be rendered for Free-State Municipalities through the Department of
Cooperative Governance and Traditional affairs under the Intervention Unit for Municipal services
and Infrastructure. The Consultant will engage further with CoGTA on the roll out.
C3.1.2 Standard for Infrastructure Procurement and Delivery Management
Tender
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The Standard for Infrastructure Procurement and Delivery Management (SIPDM), depicted
above, covers the supply chain management system for infrastructure delivery. It has been
framed around the five focus areas proposed by the National Planning Commission for the design
of a procurement system and draws upon the work of the 2015 Public Sector Supply Chain
Management Review. It is issued as an instruction in terms of Section 76(4)(c) of the Public
Finance Management Act of 1999 (Act No.1 of 1999) and is applicable to the following organs of
state:
a) a national or provincial department as defined in the Public Finance Management Act;
b) a constitutional institution entity as listed in schedule 1 of the Public Finance Management
Act;
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c) a public entity as listed in schedules 2 and 3 of the Public Finance Management Act of 1999;
and
d) any organ of state which implements infrastructure delivery projects on behalf of another
organ of state.
National Treasury’s 2015 Public Sector Supply Chain Management Review expresses the view
that Supply Chain Management (“SCM”) is one of the key mechanisms enabling government to
implement policy and identified the need for SCM reform thereby envisaging, in terms of section
217 of the Constitution, enormous benefits that will:
•
•
•
•
•
Enable increased good-quality service delivery, with significant improvements in the welfare
of South Africa’s citizens, and especially the poor who rely heavily on government for
support;
Enable economic growth as a result of expanded and efficiently maintained economic
infrastructure;
Aid in lower costs for goods, services and infrastructure;
Promote innovation due to different approaches to commodities used in some sectors; and
Decrease the supplier’s cost of doing business with the governmental spheres.
This standard also forms an integral part of the Model SCM Policy for Infrastructure Delivery
Management which has been issued as a Treasury guideline determining a standard for municipal
supply chain management policies in terms of Section 168 of the Municipal Finance Management
Act of 2003 (Act No. 56 of 2003) in support of Regulation 3(2) of the Supply Chain Management
Regulations. Accordingly, the standard applies to a municipality or municipal entity whose council
or board of directors, respectively, adopts the aforementioned guideline standard.
C3.1.3 Objective and Aim
The purpose of this Tender is to solicit proposals from Established Professional Built Environment
Consulting Service Providers interested in providing Infrastructure Delivery Management and
related consulting services. Accordingly, the Free-State Provincial Department is inviting
established enterprises with expertise in Infrastructure Delivery Management and related
consulting services to submit Tender ("RFP") proposals for the provision of the above-mentioned
services for a period of 36 months in accordance with the terms here-after.
The successful Tenderers will be notified by letter issued by Free State PROVINCIAL
DEPARTMENTS Supply Chain Management and advertised in the Tender bulletin.
C3.1.4 Overview and Location of Works
The projects are located within the Free-State Province.
C3.1.5 Key Stage Deliverables
The control framework for the management of infrastructure delivery shall comprise the applicable
stages and gates as set out in Figure 1 and the key deliverables described in the table below.
Stages may be omitted where the required work does not involve the provision of new
infrastructure or the rehabilitation, maintenance, refurbishment or alteration of existing
infrastructure.
Tender
Part C3: Scope of Works
Reference no . . . . . . . . . . . . . .
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Stage
No Phase
0
Planning
Name
Project initiation
End-of-stage deliverable
1
Infrastructure planning
2
Strategic resourcing
3
Prefeasibility
Preparation and briefing
4
Feasibility
Concept and viability
5
Implementation
6
Tender
Part C3: Scope of Works
Reference no . . . . . . . . . . . . . .
Design development
Design
documentation
6A
Production
information
An initiation report which outlines the
high-level business case together with
the estimated project cost and proposed
schedule for a single project or a group
of projects having a similar high-level
scope
An infrastructure plan which identifies
and priorities projects and packages
against a forecasted budget over a
period of at least five years
A delivery and/or procurement strategy
which, for a portfolio of projects,
identifies the delivery strategy in respect
of each project or package and, where
needs
are
met
through
own
procurement system, a procurement
strategy
A prefeasibility report which determines
whether or not it is worthwhile to
proceed to the feasibility stage
A strategic brief which defines project
objectives, needs, acceptance criteria
and client priorities and aspirations, and
which sets out the basis for the
development of the concept report for
one or more packages
A feasibility report which presents
sufficient information to determine
whether or not the project should be
implemented
A concept report which establishes the
detailed brief, scope, scale, form and
control budget, and sets out the
integrated concept for one or more
packages
A design development report which
develops in detail the approved concept
to finalize the design and definition
criteria, sets out the integrated
developed design, and contains the cost
plan and schedule for one or more
packages
Production information which provides
the detailing, performance definition,
specification, sizing and positioning of
all systems and components enabling
either
construction
(where
the
constructor is able to build directly from
the information prepared) or the
production of manufacturing and
installation information for construction
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Stage
No Phase
End-of-stage deliverable
Name
6B
Manufacture,
fabrication
and
construction
information
7
Works
8
Handover
9
Package completion
Manufacture,
fabrication
and
construction information produced by or
on behalf of the constructor, based on
the production information provided for
a package which enables manufacture,
fabrication or construction to take place
Completed works which are capable of
being occupied or used
Works which have been taken over by
the user or owner complete with record
information
Works with notified defects corrected,
final account settled and the close out
report issued
Provide full professional built environment consulting services on identified portfolios,
programmes, and projects where necessary which inter-alia includes;
C3.1.5 Key Scope of Works Activities
The following key activities are anticipated;
•
Strategic Management Services
o
•
Provide Strategic management services in accordance with the Public Finance
Management Act (PFMA) and other relevant legislation as follows:
 Risk management.
 Strategic and annual performance planning including operational planning.
 Performance monitoring and evaluation, and reporting.
 Service delivery improvement.
Portfolio-, Programme-, and Project Management
o
o
o
o
o
o
o
o
o
o
o
Portfolio-, Programme-, and Project Management oversight, monitoring and evaluation
of Capital and Maintenance Projects
Develop and implement a rapid problem identification system, as well as a system for
internal communications to the various stakeholders.
Provide appropriate levels of contract administration to oversee the project in a facilitator
manner in order to improve capacity of contractors.
Develop a system of appropriate indicators to enable the execution of periodic valuations
of the portfolio’s, programme, and projects as a whole which is directly related to
infrastructure delivery monitoring.
Establish procedures for the regular collection of the information that will be needed to
measure the pre-defined indicators.
Facilitate quality assurance to improve project performance.
Monitor and report progress and results in terms of established monitoring and reporting
systems.
Social sector - community programme, upgrade of parks and cemeteries
Environmental sector – cleaning public open spaces, sustainable energy; dealing with
illegal dumping
Infrastructure sector – Integrated human-settlement and all infrastructure related projects
SMME empowerment- Training and development of small contractors
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•
Management Information Systems and Development
o
o
o
o
o
o
o
o
o
o
Facilitate the development integration of a real time web-based management information
System.
Ensure the timeous collection, collation of information required by the Department to
enable real-time reporting.
Facilitate the continuous Management Reporting of Contractors and Stakeholders.
Building
Construction
Maintenance
Rehabilitation
Refurbishments
Upgrades
Supply and delivery
E3.1.5 Minimum Specifications
The following criteria will be considered in evaluating for established built environment
consultancy’s;
a) Experience of Consultant must be relevant to the Design of Infrastructure Delivery, Portfolio, Programme-, and Project Management, Construction and Maintenance including the
capacitation, management and empowerment programmes for a period of 36-months (3years)
b) All services to the Client Departments must be provided by suitably experienced and, if
required, Registered Staff with the relevant Professional Body.
c) Consultants must prove skills and capacity to provide the relevant service
d) Consultants to show value added service that can be offered.
3.2 Recommendations:
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