Municipal Infrastructure Support Agent (MISA) - Appointment... · Client Municipal Infrastructure...
Transcript of Municipal Infrastructure Support Agent (MISA) - Appointment... · Client Municipal Infrastructure...
Tender Reference: MISA/PMO/001/2017 1
Municipal Infrastructure Support Agent (MISA)
Cooperative Governance & Traditional Affairs (CoGTA)
REPUBLIC OF SOUTH AFRICA
Reference No.: MISA/PMO/001/2017
Tender Document for
Appointment of a Service Provider to render Technical Assistance to MISA in strengthening MISA support to Programme Management
Office for 27 Priority Districts
Client Municipal Infrastructure Support Agent
Reference No. MISA/PMO/001/2017
Closing date and Time 29 June 2017 at 11:00am
The Tenderer (Name)
The General Conditions of Contract
NEC 3 (April 2013): Professional Services Contract (PSC)
Option C: Target contract with activity schedule
Employer:
Municipal Infrastructure Support Agent
1303 Heuwel Avenue
Riverside Office Park, Letaba House
Centurion, PRETORIA 0046
TEL: 012 848 5300
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MUNICIPAL INFRASTRUCTURE SUPPORT AGENT
Cooperative Governance & Traditional Affairs
Reference No.: MISA/PMO/001/2017
Appointment of a Service Provider to render Technical Assistance to MISA in strengthening MISA support to Programme Management Office for 27 Priority
Districts
CONTENTS
Contents 2
Part T1: Tendering procedure 5 T1.1: Tender notice and invitation to tender 5 T1.2 Tender Data 7
T2 Returnable documents 12 T2.1 List of returnable documents 12 T2.2 Returnable schedules 13
C1 Agreements and contract data 32 C1.1 Form of offer and acceptance 32 C1.2 Contract data 37
C2 Pricing data 41 C2.1 Pricing assumptions 41 C2.2 Pricing list 42 C2.2.1 The Pricing schedule 43
C3 Scope of Work 49
C3.1 Background 49 C3.1.1 Introduction 49 C3.1.2 Current State of Affairs Regarding the situation 51 C3.1.3 Project Beneficiaries 51 C3.1.4 Related Programmes, Initiatives or stakeholders 51
C3.2 Objectives of the Services to be Provided 52 3.2.1 General Objective 52 C3.2.2 Specific Objectives 52
C3.3 Assumptions and Risks 53 C.3.3.1 Assumptions 53 C3.3.2 Risks 53
C3.4 Expected Outputs and Outcomes 53 C3.4.1 Outcomes 53 C3.4.2 Outputs/Deliverables 54
C3.5 Activities and Tasks 55
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C3.5.1 General 55 C3.5.2 Main Tasks to be Performed 56 C3.5.3 Project Management 58
C3.6 Logistics and schedules of the assignment 58 C3.6.1 Location where the Services are required 58 C3.6.2 Time Frame 58 C3.6.3 Logistic Support 58
C3.7 Reports 59
C3.8 Contract and Project Implementation Plan 59
Annexure A: Breakdown of costs of quoted price 60
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Municipal Infrastructure Support Agent (MISA)
The Tender Reference No.: MISA/PMO/001/2017
Appointment of a Service Provider to render Technical Assistance to MISA in strengthening MISA support to Programme Management Office for 27 Priority
Districts
Tender Procedure: Open procedure
Based on
MISA Supply Chain Management Policy of November 2015
SANS 10845-1, Construction procurement Part 1: Processes, methods and procedures
SANS 10845-2, Construction procurement Part 2: Formatting and compilation of
procurement documentation
SANS 10845-3, Construction procurement Part 3: Standard conditions of tender
Preferential Procurement Regulations 2017 (Ref: Government Gazette No. 40553; Dated: 20 January 2017 Vol. 618 Issued According to the Preferential Procurement Policy Framework Act (PPPFA), Act No. 5 of 2000)
Tender Evaluation Method
Method 4: Quality, Price and Preference (SANS 10845-1)
Tender Reference: MISA/PMO/001/2017 5
MUNICIPAL INFRASTRUCTURE SUPPORT AGENT
Cooperative Governance & Traditional Affairs
Reference No.: MISA/PMO/001/2017
Appointment of a Service Provider to render Technical Assistance to MISA in strengthening MISA support to Programme Management Office for 27 Priority
Districts
PART T1: TENDERING PROCEDURE
T1.1: TENDER NOTICE AND INVITATION TO TENDER
Municipal Infrastructure Support Agent (MISA) is hereby, inviting suitably qualified Service
Providers to tender for provision of Technical Assistance to MISA in order to strengthen MISA
support to Programme Management Office for 27 Priority Districts.
TENDER REFERENCE NUMBER
PROJECT NAME COMPULSORY BRIEFING
SESSION VENUE, DATE AND TIME.
CLOSING DATE, TIME AND VENUE.
MISA/PMO/001/2017
Appointment of a
Service Provider to
render Technical
Assistance to MISA in
strengthening MISA
support to Programme
Management Office for
27 Priority Districts.
Briefing session will be held at
MISA Head offices, 1303
Heuwel Avenue, Riverside
Office Park, 1st Floor, Letaba
House, Centurion on the 07th
June 2017 at 11:00
Those that fail to attend and
sign the attendance register
will be DISQUALIFIED.
29th June 2017
at 11:00.
In the Tender
Box, MISA Head
Office Reception.
A compulsory briefing session will convene at a place on date and time shown above unless
otherwise amended. Representative(s) from MISA will meet the prospective Tenderer to
provide details of the Contract. It is required that interested Service Providers should send
appropriate representative(s) to the compulsory briefing session to ensure
understanding of the project properly.
The Tender Documents will be available from e-Tender Publication Portal
(www.etenders.gov.za) of National Treasury of the Republic of South Africa from date of
publication of the Notice of Request for Tenders in Government Tender Bulletin and/ or any
national media. Any queries related to e-Tender Publication must be communicated with
[email protected] or by contacting the Office of Chief Procurement Officer (Call
Supply Chain Centre on 012 406 9222).
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Technical enquiries shall be directed to Mr. THEMBA DLADLA in writing only at
[email protected] and supply chain enquiries to Mr. LUVO MPENGESI at
[email protected] within 7 (seven) calendar days after the compulsory briefing
session, during office hours only. Please note that response(s) to enquiries will be
communicated to all tenderers who would have attended the compulsory briefing
session. Therefore, it is a responsibility of tenderers or their representatives to record
correctly their email addresses in the compulsory briefing session attendance register.
MISA does not take any responsibility for wrongly and/ or illegibly written email
addresses.
The requirement of submissions is detailed in the Submission Data (Ref: T1.2 Tender Data).
Tenderers who satisfy the eligibility criteria as set out in the tender documents (Ref: T 1.2
Tender Data) are to submit their tenders.
Telegraphic, telephonic, telex, facsimile, e-mail and late tenders will not be accepted.
Tenderers have to submit their tenders using only tender documentation issued.
The evaluation of tenders will follow the Method 4: Quality, Price and Preference (SANS
10845-1 of 2015).
Requirements for sealing, addressing, delivery, opening and assessment of tenders are stated
in the Tender Data.
Issued by:
Mr. D T Seroka
Acting Head: Technical Support
Municipal Infrastructure Support Agent
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T1.2 TENDER DATA
The conditions of tender are the latest edition of SANS 10845-3, Standard conditions of tender.
SANS 10845-3 makes several references to the Tender Data for details that apply specifically to this tender. The Tender Data shall have precedence in the interpretation of any ambiguity or inconsistency between it and provisions of SANS 10845-3.
Each item of data given below is cross-referenced to the clause in SANS 10845-3 to which it mainly applies.
CLAUSE NUMBER
TENDER DATA
3.1 The employer is the Municipal Infrastructure Support Agent, a Government Component within the Ministry for Cooperative Governance and Traditional Affairs (CoGTA), established in terms of Presidential Proclamation No. 29 of 2012.
3.2 The tender documents issued by the employer comprise documents listed on the contents page
3.4 The employer’s agent is:
Name: Mr Themba Dladla
Address/ Contact: 1303 Heuwel Avenue, Riverside Office Park,
Letaba House, Centurion, Pretoria 0046
Private Bag X 105, Centurion 0046
Telephone: 012 848 5300
Email: [email protected]
3.4 The language for all communications is English
4.1
ONLY those tenderers who satisfy the following Eligibility Criteria and who provide required evidence in tender submission are eligible to submit tenders and have their tenders evaluated:
The tenderer:
1. In case of a Joint Venture/Consortium submission, shall submit a notarised Joint Venture agreement signed by all parties.
2. Shall be registered in terms of the Companies Act, 2008 (Act 71 of 2008) or Close Corporation Act, 1984, (Act No. 69 of 1984) or, if a partnership, has a partnership agreement (buy and sell agreement for participating partners in this tender) in place that enables the partnership to automatically continue to function in the event of death or withdrawal of one of the partners.
3. In case of having a subsidiary arrangement, shall submit an audited proof of holdings agreement between the holding company and the subsidiary.
4. In case of a subsidiary arrangement between two or more companies within the holding company, shall submit a teaming or corporate agreement confirmed in writing by their respective auditors.
5. Attending the compulsory briefing session shall sign the attendance register.
6. Shall submit an Approach Paper including methodology to achieve the project goal.
7. Shall submit a Company Profile.
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CLAUSE NUMBER
TENDER DATA
8. Shall submit CVs of key personnel [Team Leader, 5 Support Engineers (list of discipline is given under item 9 below) and 8 Support Professionals (list of discipline is given under item 9 below)
9. Shall submit Copies of Certificate(s) / academic record of relevant formal qualifications for all key personnel. For Foreign Qualifications, South African Qualification Authority (SAQA) evaluation must be submitted in hard copies.
Required Minimum Qualifications and Experience
A. Team Leader
Minimum 4-year B Sc. degree in any Engineering discipline with a Masters degree in Project Management or Business Administration registered with ECSA as a Professional Engineer and minimum 15 years of experience in Infrastructure and Institutional Development projects.
B. Support Engineers
i. Water Engineer (Experienced in Distribution and Source development)
ii. Sanitation Engineer
iii. Roads and Storm Water Engineer
iv. Electrical Engineer (Experienced in Distribution Network and Transformers)
v. Mechanical Engineer (Experienced in Pumps, Motors and Water and Sanitation Treatment Works).
Minimum 4-year B. Sc. Engineering/B Tech in Engineering registered with ECSA as Professional Engineer/Professional Engineering Technologist individually and minimum 10 years of experience in Infrastructure development in the relevant field as explained above.
C. Support Professionals
i. Socio-economic Specialist
Minimum Masters degree in Economics or Statistics and minimum 10 years of experience as Socio-economic and Statistical analyst.
ii. Institutional and Governance Specialist
Minimum Masters degree in Public Administration and minimum 10 years of experience in Local Government Organisation and/or Public Sector.
iii. Solid Waste/Environmental Specialist
Minimum Masters degree in Environmental Science and minimum 10 years of experience Local Government Organisation and/or Public Sector.
iv. Financial Specialist
Minimum Masters degree in Accounting/Financial Management and minimum 10 years of experience Local Government Organisation and/or Public Sector.
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CLAUSE NUMBER
TENDER DATA
v. Legal Professional
Minimum Bachelors degree with LLB and minimum 10 years of experience Local Government Organisation and/or Public Sector.
vi. Procurement Specialist
Minimum Masters degree in Supply Chain Management/Logistics Management and 10 years of experience of Local Government Organisation and/or Public Sector.
vii. Monitoring and Reporting Specialist
Minimum Masters degree in Informatics and minimum 10 years of experience on Management Information System Development.
viii. Programme Management Specialist
Minimum Masters degree in Project Management and minimum 10 years of
experience Local Government Organisation and/or Public Sector.
4.7 The tenderers are required to attend a compulsory briefing session as detailed in the Tender Notice and Invitation to Tender (ref: T1.1).
No submission will be considered for evaluation unless the Tenderer or authorised representative(s) attend a compulsory briefing session.
Tenderers or their authorised representatives must sign an attendance register and provide detailed contacts in favour of the tendering entity there in. Addenda, if any, will only be issued to tenderers who would have attended a compulsory briefing session.
4.12 No alternative tender offer will be considered.
4.13
4.15
The employer’s details and address for delivery of tender offers and identification details that are to be shown on each tender offer package are:
Location of tender box:
Reception at MISA Offices
Municipal Infrastructure Support Agent
Physical Address: 1303 Heuwel Avenue, Riverside Office Park,
Letaba House, 1st Floor, Centurion, Pretoria 0046
Private Bag X 105, Centurion 0046
Telephone: 012 848 5300
Identification details on the envelop/box of Tender package(s):
1. Name and Reference number of the tender;
2. Address of the employer;
3. Names of the tendering entity and the contact person;
4. Physical address and contacting details of the tenderer;
5. Date of submission.
4.13.4 The tenderer is required to meet the following conditions in addition to requirements for eligibility criteria as mentioned in Clause 4.1.
1. All declaration pages fully completed, signed and submitted.
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CLAUSE NUMBER
TENDER DATA
2. The tender documents completed in all respect, signed off by the authorised person of the tenderer wherever spaces are provided for in permanent ink.
3. In case of Sub-contracting (limited to a maximum of 25% value of the tender), properly filled in schedule of proposed sub-consultants submitted.
4. None of the documents with correction fluid. For any wrong entry, in case of correction, it must be cancelled by a single stroke and initialled by the Authorised signatory.
5. The tender documents issued by MISA are not tampered and remain intact,
6. Tenderers (including each member of joint venture or consortium or partnership agreement) must submit proof of registration with the National Treasury’s Central Supplier Database (CSD). The CSD registration report must indicate but not limited to: Supplier Identification, Supplier Contact Information, Supplier Address, Supplier Bank Account, Tax Information and Company Directors). Tenderers must ensure that they are registered on the CSD before submitting the Tenders.
4.13.5 Tender offer shall be submitted as original, i.e. one copy of the original and one scanned copy of the original with completed and signed tender documents in a CD/DVD or Flash Drive.
4.13.6 Telephonic, telegraphic, telex, facsimile or e-mailed tender offers will not be accepted.
4.15 The closing time for submission of tender offers is as stated in the Tender Notice and Invitation to Tender (ref: T1.1).
4.16 The tender offer validity period is 90 days, exclusive of closing date but inclusive of the 90th day).
5.4 The time and location for opening of the Tender offers are as detailed in the Tender notice and invitation to tender (ref: T1.1) or in any addendum thereafter, if applicable.
5.11.5 The procedure for the evaluation of responsive tenders is Method 4 (Financial offer, Quality and Preference)
The total number of tender evaluation points (TEV) shall be determined in accordance with the following formula.
TEV = f1 (NFO + NP) + f 2NQ
Where f1 and f2 are fractions; f1 equals to 1 minus f2; and f2 equals to 0.75
NFO is the number of tender evaluation points awarded for the financial offer made in accordance with 5.11.7 in SANS 10845-3, 2015 where the score for financial offer is calculated using the following formula
NFO = W1A
Where maximum point for price W1 = 80; (ref: preferential regulations 2017)
A = {1 – (P – Pm)/ Pm}, [where P is the comparative price of the Tender under consideration and Pm is the comparative price of the lowest qualified Tender]
NP is the number of tender evaluation points awarded for preferences claimed in accordance with the Preferential Procurement Regulations 2017 (ref: Preferencing Schedule), which is up to maximum 20 points that will be awarded to tenderers who
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CLAUSE NUMBER
TENDER DATA
complete the Preferencing Schedule and who will be found to be eligible for the preference claimed.
NQ is the number of tender evaluation points awarded for quality offered in accordance with clause 5.11.9 in SANS 10845-3, 2015 where maximum points for qualification is 100
5.11.9 All compliant proposals shall be evaluated for their Quality on a scale of 100. The minimum qualifying points are 65 for considering a submission for further evaluation towards selection. The quality criteria and maximum score in respect of each of the criteria are given hereunder.
A Tender scoring below 65 points in Quality shall be considered as DISQUALIFIED for further evaluation and shall be discarded from evaluation.
Quality criteria Evaluation schedule
Maximum number of
points
Tenderer’s Relevant Project Experience Schedule 1 20
Experience of Key Personnel Schedule 2 50
Approach Paper Schedule 3 30
Maximum possible score for Quality (NQ) 100
5.13 A tender offer will only be accepted if:
1. The tenderer or any of its 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;
2. The tenderer has not:
a. abused the Employer’s Supply Chain Management System; or
b. failed to perform on any previous contract and has been given a written notice to this effect;
3. The tenderer has completed the compulsory declarations and there are no conflicts of interest, which may impact on the tenderer’s ability to perform the contract in the best interests of the employer or potentially compromise the tender process.
5.17 The number of paper copies of the signed contract to be provided by the employer is one to the successful tenderer.
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T2 RETURNABLE DOCUMENTS
T2.1 LIST OF RETURNABLE DOCUMENTS
A. Documentation to demonstrate eligibility to have tenders evaluated
The required documentations as listed in Clause 4.1 of T1.2 Tender Data, must be submitted
along with the tender for determining the eligibility of the tender.
B. Evaluation Schedule 3: Approach Paper (Clause 5.11.9 of T1.2 Tender Data)
Failure to provide these documents (A and B) shall result in the tenderer’s tender not evaluated.
C. Other documents contained in the tender package required for tender evaluation purposes are listed below.
1. Evaluation Schedule 1: Relevant Project Experience (Clause 5.11.9 of T1.2 Tender Data)
2. Evaluation Schedule 2: Expertise of Team Leader and other professionals (Clause 5.11.9 of T1.2 Tender Data)
3. Record of Addenda to Tender Documents
4. Proposed Amendments and Qualifications
5. Compulsory Declaration
6. Declaration on consultancy, goods and other services or a combination thereof offered to an organ of state and / or municipality
7. Preference Schedule: Broad Based Black Economic Empowerment Status
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T2.2 RETURNABLE SCHEDULES
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 taken into account in this tender offer:
Date Title or Details
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
Attach additional pages if more space is required.
Signed Date
Name Position
Tenderer
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2. 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/her tender and reference such letter in this schedule.
The Tenderer’s attention is drawn to clause 5.8 of SANS 10845-3 regarding the employer’s handling of material deviations and qualifications.
Page Clause or item Proposal
Signed Date
Name Position
Tenderer
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3. Compulsory Declaration
The following particulars must be furnished. In the case of a joint venture, a separate declaration in respect of each partner must be completed and submitted.
Section 1: Enterprise Details
Name of enterprise:
Contact person:
Email:
Telephone:
Cell no
Fax:
Physical address
Postal address
Section 2: Particulars of companies and close corporations
Company / Close Corporation registration number
Section 3: SARS Information
Tax reference number
VAT registration number: (State Not Registered if not registered for VAT)
Section 4: Central Supplier Database Registration Number
Central Supplier Database Registration number (if applicable)
A. VENDOR REGISTRATION
The Contractor shall complete vendor registration forms before the signing of the contract. Such forms shall, as relevant, be accompanied by the following documents, where applicable:
i. Company registration documents, share certificate and joint venture agreements
ii. Certified copies of the Identity Documents of directors / managing members
iii. Tax clearance certificate
iv. VAT registration certificate
v. B-BBEE Certification and B-BBEE Rating Certificate
vi. Company letter head
vii. A cancelled cheque of stamped letter from the bank, verifying the banking details
Vendor registration forms may be obtained from MISA Supply Chain Offices.
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Section 5: Particulars of principals Principal: means a natural person who is a partner in a partnership, a sole proprietor, a director of a company established in terms of the Companies Act of 2008 (Act No. 71 of 2008) or a member of a close corporation registered in terms of the Close Corporation Act, 1984, (Act No. 69 of 1984).
Full name of principal Identity number Personal tax reference number
Attach separate page if necessary and cross reference to the relevant section.
Section 6: Record in the service of the state
Indicate by marking the relevant boxes with a cross, if any principal 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 department, national or provincial public entity or constitutional institution within the meaning of the Public Finance Management Act of 1999 (Act No. 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 principal 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 and cross reference to this section.
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Section 7: Record of family member in the service of the state
Family member: a person’s spouse, whether in a marriage or in a customary union according to indigenous law, domestic partner in a civil union, or child, parent, brother, sister, whether such a relationship results from birth, marriage or adoption
Indicate by marking the relevant boxes with a cross, if any family member of a principal as defined in section 5 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 family member 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 and cross reference to this page.
Section 8: Record of termination of previous contracts with an organ of state
Was any contract between the tendering entity including any of its joint venture partners terminated
during the past 5 years for reasons other than the employer no longer requiring such works or the
employer failing to make payment in terms of the contract?
Yes No (Tick appropriate box)
If yes, provide particulars (insert separate page if necessary and cross reference to this page)
Section 9: Declaration
The undersigned, who warrants that he / she is duly authorised to do so on behalf of the tendering
entity confirms that the contents of this Declaration are within his / her personal knowledge, and save
where stated otherwise in an attachment hereto, are to the best of his / her belief both true and
correct, and:
i) neither the name of the tendering entity or any of its principals appears on:
a) the Register of Tender Defaulters established in terms of the Prevention and Combating of
Corrupt Activities Act of 2004 (Act No. 12 of 2004)
b) National Treasury’s Database of Restricted Suppliers (see www.treasury.gov.za)
ii) neither the tendering entity of any of its principals has within the last five years been convicted of
fraud or corruption by a court of law (including a court outside of the Republic of South Africa);
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iii) any principal who is presently employed by the state has the necessary permission to undertake
remunerative work outside such employment (attach permission to this declaration);
iv) the tendering entity is not associated, linked or involved with any other tendering entities
submitting tender offers
v) has not engaged in any prohibited restrictive horizontal practices including consultation,
communication, agreement, or arrangement with any competing or potential tendering entity
regarding prices, geographical areas in which goods and services will be rendered, approaches
to determining prices or pricing parameters, intentions to submit a tender or not, the content of
the submission (specification, timing, conditions of contract etc.) or intention to not win a tender;
vi) has 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;
vii) neither the tenderer or any of its principals owes municipal rates and taxes or municipal service
charges to any municipality or a municipal entity and are not in arrears for more than 3 months;
viii) SARS may, on an on-going basis during the term of the contract, disclose the tenderer’s tax
compliance status to the Employer and when called upon to do so, obtain the written consent of
any subcontractors who are subcontracted to execute a portion of the contract that is entered into
in excess of the threshold prescribed by the National Treasury, for SARS to do likewise.
Signed
Date
Name Position
Enterprise name
NOTE 1 The Standard Conditions of Tender contained in SANS 10845-3 prohibits anticompetitive practices (clause 3.1) and
requires that tenderers avoid conflicts of interest, only submit a tender offer if the tenderer or any of his principals is not under any restriction to do business with employer (4.1.1) and submit only one tender either as a single tendering entity or as a member in a joint venture (clause 4.13.1). Clause 5.7 also empowers the Employer to disqualify any tenderer who engages in fraudulent and
corrupt practice. Clause 3.1 also requires tenderers to comply with all legal obligations.
NOTE 2: Section 30(1) of the Public Service Act, 1994, prohibits an employee (person who is employed in posts on the establishment of departments) from performing or engaging remunerative work outside his or her employment in the relevant
department, except with the written permission of the executive authority of the department. When in operation, Section 8(2) of the Public Administration Management Act, 2014, will prohibit an employee of the public administration (i.e. organs of state and all national departments, national government components listed in Part A of Schedule 3 to the Public Service Act, provincial
departments including the office of the premier listed in Schedule 1 of the Public Service Act and provincial departments lis ted in schedule 2 of the Public Service Act, and provincial government components listed in Part B of schedule 3 of the Public Service Act) or persons contracted to executive authorities in accordance with the provisions of section 12A of the Public Service Act of
1994 or persons performing similar functions in organs of state from conducting business with the State or to be a director of a public or private company conducting business with the State. The offence for doing so is a fine or imprisonment for a period not exceeding 5 years or both. It is also a serious misconduct, which may result in the termination of employment by the employer.
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NOTE 3: Regulation 44 of Supply Chain Management regulations issued in terms of the PFMA of 2003 requires that organs of state and municipal entities not award a contract to a person who is the service of the state, a director, manager or principal
shareholder in the service of the state or who has been in the service of the state in the previous twelve months.
NOTE: 4: Regulation 45 of Supply Chain Management regulations requires a municipality or municipal entity to disclose in the notes to the annual statements particulars of any award made to a close family member in the service of the state.
NOTE: 5 Corrupt activities which give rise to an offence in terms of the Prevention and Combating of Corrupt Activities Act of 2004) include improperly influencing in any way the procurement of any contract, the fixing of the price, consideration or other moneys stipulated or otherwise provided for in any contract and the manipulating by any means of the award of a tender.
NOTE: 6 Section 4 of the Competition Act of 1998 prohibits restrictive horizontal practice including agreements between parties in a horizontal relationship which have the effect of substantially preventing or lessening competition, directly or indirect ly fixing prices or dividing markets or constitute collusive tendering. Section 5 also prohibits restrictive vertical practices. Any restrictive
practices that are suspicious will be reported to the Competition Commission for investigation and possible imposition of administrative penalties.
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4. Declaration on Consultancy, Goods and Other Services or a Combination Thereof Offered to an Organ of State and / or Municipality
The following particulars must be furnished in relation to tenders for organs of state and municipal entities where:
a) consultancy services are required; and
b) goods, services or a combination thereof where the estimated total of the prices exceeds R 10 million including VAT.
In the case of a joint venture, separate Organ of State / municipal declarations and returnable documents shall be submitted in respect of each partner.
Section 1: Enterprise Details
Name of enterprise:
Contact person:
Email:
Telephone:
Cell no
Fax:
Physical address
Postal address
Section 2: Declaration for consultancy services:
The enterprise has been awarded the following consultancy services by an organ of state during the last five years.
Name of organ of state Estimated number of contracts
Nature of service, e.g., quantity surveying
Service similar to required service (yes / no) last 5 years
Attach separate page as necessary and cross reference to this page
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Section 3 Goods, services or a combination thereof where the estimated total of the prices exceeds R 10 million including VAT.
I / we certify that
1) (tick one of the boxes):
□ the enterprise is not required by law to prepare annual financial statements for auditing
□ the enterprise is required by law to have audited annual financial statements and attached the
audited financial statements for the past three financial years, or since the establishment as the enterprise was established within the past three years
2) the enterprise and its directors has / have no undisputed commitments for municipal services towards a municipality or other service provider in respect of which payment is overdue for more than 30 days (i.e.: all municipal accounts are paid up to date);
3) source of goods and / or services :
(tick one of the boxes and insert percentages if applicable):
□ goods and / or services are sourced only from within the Republic of South Africa
□ _________% of the total cost of goods and / or services will be sourced from outside the
Republic of South Africa and the percentage of payment from the municipality / Organ of State or municipal entity which is expected to be transferred out of the Republic is _________%
I furthermore confirm that the following contracts were awarded to the enterprise by an organ of state during the last five years and attached particulars of any material non-compliance or dispute concerning the execution of such contracts:
Name of organ of state Estimated number of contracts
Nature of contracts
Attach separate page as necessary and cross reference to this page.
22 Tender Reference: MISA/PMO/001/2017
I, the undersigned who warrants that I am duly authorised on behalf of the tendering entity, hereby declare that the contents of this Declaration are within my personal knowledge, and save where stated otherwise are to the best of my belief both true and correct
Signed
Date
Name Position
Enterprise name
Tender Reference: MISA/PMO/001/2017 23
5. Preferencing Schedule: Broad Based Black Economic Empowerment Status (B-BBEEE Status)
Preamble
Section 10(b) of the Broad-Based Black Economic Empowerment Act of 2003 (Act No. 53 of 2003)
states that “Every organ of state and public entity must take into account and as far as is
reasonably possible apply any relevant code of good practice issued in terms of this Act in
developing and implementing a preferential procurement policy:”
A number of codes of good practice have been issued in terms of Section 9(1) of the B-BBEE Act
of 2003 including a generic code of good practice and various sector codes. The sector codes vary
the metrics, weightings and targets used in the generic code of good practice to establish the
overall performance of an entity and its B-BBBEE status. The B-BBEE status needs to be
assessed in accordance with the applicable code.
1. Conditions associated with the granting of preferences
Tenderers who claim a preference shall provide sufficient evidence of its B-BBEE Status in
accordance with the requirements of section 2 in respect of the applicable code as at the closing
time for submissions, failing which its claims for preferences will be rejected.
2. Sufficient evidence of qualification
2.1 Exempted micro enterprises
Sufficient evidence of qualification as an Exempted Micro-Enterprise is:
a) a registered auditor’s certificate or similar certificate issued by an accounting officer as
contemplated in the Close Corporation Act of 1984 in respect of the entity’s last financial
year or a 12 month period which overlaps with its current financial year; or
b) a certificate issued by a verification agency and which is valid as at the closing date for
submissions.
2.2 Enterprises other than micro exempted enterprises
Sufficient evidence of B-BBEE Status is an original or certified copy of the certificate issued
by a verification agency accredited by the South African National Accreditation System
(SANAS) or registered auditors approved by Independent Regulatory Board for Auditors
(IRBA) and which is valid as at the closing date for submissions.
3. Tender preferences claimed
The scoring shall be as follows:
B-BBEE Status Level of Contribution Number of Points
1 20
2 18
3 14
4 12
5 8
6 6
7 4
8 2
Non-complaint contributor 0
24 Tender Reference: MISA/PMO/001/2017
4. Declaration
The tenderer declares that
a) the tendering entity is a level contributor as stated in the submitted evidence of
qualification as at the closing date for submissions
b) the tendering entity has been measured in terms of the following code (tick applicable box)
□ Generic code of good practice
□ Other – specify . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
c) the contents of the declarations made in terms of a) and b) above are within my personal
knowledge and are to the best of my belief both true and correct
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: .......................................................................
Name of witness . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Signature of witness . . . . . . . . . . . . . . .
Note: 1) Failure to complete the declaration will lead to the rejection of a claim for a preference
2) Supporting documentation of the abovementioned claim for a preference must be
submitted with the tender submission to be eligible for a preference
Tender Reference: MISA/PMO/001/2017 25
6. Evaluation Schedule 1: Tenderer’s Relevant Project Experience
Explanation of how points will be awarded for Relevant Project Experience
The project chosen for referencing should be for work done in the Public sector. Tenderers shall submit reference letters for the projects successfully completed. The projects should be within previous 10 years period from the date of tender advert.
The scoring of tenderer’s experience will be as below:
1. Completion Certificate for completed Management Support Projects related to Infrastructure and Institutional Development 10 points a) 1-2 projects = 7 points b) 3-4 projects = 9 points c) 5 or more projects = 10 points
2. Highest value (Professional Services Fees Only) of a single management support
project completed 10 points a) R 3,00 Mill to below R 5,00 Mill = 7 points b) R 5,00 Mill to below R 10,00 Mill = 9 points c) R 10,00 Mill and above = 10 points
Tenderers should bear in mind that claims about the number of projects completed and the respective values will be verified in a number of ways, including contacting references. MISA reserves the right to verify all information presented by the tenderer.
The undersigned, who warrants that s/he is duly authorised to do so on behalf of the enterprise, confirms that the content of the reference letter(s) presented by the tenderer are within his/her personal knowledge and are to the best of his/her knowledge both are true and correct.
Signed
Date
Name Position
Enterprise name
7. Evaluation Schedule 2: Experience of the key personnel responsible for the management of the project and the project team
The experience of all the key personnel will be evaluated in relation to their respective academic and professional qualifications and experience (as explained herein in this schedule) on projects having scope of work relevant to this project and positions proposed by the tenderer.
CVs of all key personnel, preferably, in no more than 3 pages using font Arial regular 10 points having margins at each side no less than 2,54 cm and line spacing 1,50 for each
of the proposed key personnel should be submitted along with the submission referring to this schedule. The CVs should be structured as detailed below:
26 Tender Reference: MISA/PMO/001/2017
Proposed Position: Years with the Firm: Mailing Address:
Phone: Cell: Email: ID No.:
Name:
Nationality:
Education:
Computer
Skill:
Professional
Membership:
Membership #:
Experience: IN SOUTH AFRICA Duration Organization (belongs to) Project Client
Position:
Responsibilities/ Work Done
IN OTHER COUNTRIES Duration Organization (belongs to) Project Client
Position:
Responsibilities/ Work Done
Consent: I do hereby offer my full consent to work in the project titled as ‘Appointment of service provider to provide Technical Assistance to MISA in strengthening MISA support to Programme Management Office: 27 prioritized districts’ with the Tenderer named as ________________________________________________________________ I also confirm that I have not offered and will not offer my consent to any other Tenderer to work for any other project till the expiry of the validity of the proposal or the award of the contract whichever is later. However, if the above-mentioned Tenderer is successful in winning this contract, I shall be available for the full duration of the contract or for the full period of my input to the project whichever will be applicable for me.
Signature:
________________________ Date: _____________________
The CV of individuals will be used for evaluation of the each of the personnel for this section.
The scoring of the personnel will be as below:
(Team Leader = 20, Engineers = 15, other professionals = 15)
A. Team Leader – 1 (Total 20 points)
1. Years of work experience (after graduation) 12 points a) 15 to below 18 years = 8 points b) 18 to below 20 years = 10 points c) 20 years and above = 12 points
Tender Reference: MISA/PMO/001/2017 27
2. Highest value (Professional Services Fees Only) of a single Infrastructure and/or
Institutional Development project completed as Project Leader 8 points a) R 2.00 M to below R 3.00 Mill = 6 points b) R 3.00 to below R 5.00 Mill = 7 points c) R 5.00 M and above = 8 points
B. Support Engineers – 5 (Total 15 points)
i. Water Engineer (Experienced in Distribution and Source development)
ii. Sanitation Engineer
iii. Roads and Storm Water Engineer
iv. Electrical Engineer (Experienced in Distribution Network and Transformers)
v. Mechanical Engineer (Experienced in Pumps, Motors and Water and Sanitation Treatment Works).
Scoring: Each of the professionals will be scored individually on full points of 15 as detailed hereunder and the points for evaluation purposes will be considered as average points of the 5 Support Engineers.
1. Years of work experience (after graduation) 9 points a) 10 to below 12 years = 6 points b) 12 to below 15 years = 8 points c) 15 years and above = 9 points
2. Highest value (Professional Services Fees Only) of single infrastructure development
project completed 6 points a) R 1.00 M to below R 1.5 M = 4 points b) R 1.50 M to below R 2.00 M = 5 points c) R 2.00 M and above = 6 points
C. Support Professionals – 8 (Total 15 points)
i. Socio-economic Specialist
ii. Institutional and Governance Specialist
iii. Solid Waste/Environmental Specialist
iv. Financial Specialist
v. Legal Professional
vi. Procurement Specialist
vii. Monitoring and Reporting Specialist
viii. Programme Management Specialist
Scoring: Each of the professional will be scored individually on full points of 15 as detailed hereunder and the points for evaluation purposes will be considered as average points of the 8 Support Professionals.
28 Tender Reference: MISA/PMO/001/2017
1. Years of work experience (after graduation) 9 points a) 10 to below 12 years = 6 points b) 12 to below 15 years = 8 points c) 15 years and above = 9 points
2. Highest value (Professional Services Fees Only) of single infrastructure development
project completed 6 points a) R 1.00 M to below R 1.5 M = 4 points b) R 1.50 M to below R 2.00 M = 5 points c) R 2.00 M and above = 6 points
The undersigned, who warrants that s/he is duly authorised to do so on behalf of the enterprise, confirms that the content of the reference letter(s) presented by the tenderer are within his/her personal knowledge and are to the best of his/her knowledge both true and correct.
Signed
Date
Name Position
Enterprise name
Tender Reference: MISA/PMO/001/2017 29
8. Evaluation Schedule 3: Approach paper
The approach paper must respond to the scope of work (reference: C3 Scope of work).
As the contents of a proposal give a clear first hand impression about the capability of the tenderer, the tenderer is expected to submit an organized well-written proposal (approach paper on methodology in achieving the project goal) using proper separators for each of the chapters and annexures (if there is any) not more than 20 pages using font Arial regular 11 points having margins at each side no less than 2,54 cm and line spacing no less than 1,15.
The approach paper must contain at least the following:
Table of Contents: Listing of contents of the approach paper with page numbers and/
references to annexures (if any);
Executive Summary: A brief summary of the whole contents of the approach paper;
Approach: Detailed approach that the tenderer feels best to deliver the intended
services for the Project with identification of tasks, for each of the activities/ deliverables as have been foreseen in ‘Part C3.1 Scope of work’, detailing at least the following:
1. Methodology to be adopted;
2. Project implementation schedule (Activity, task and sub-task wise to achieve the deliverables);
3. Manning schedule detailing their activity and task wise input period with organogram for the proposed project team and their responsibilities;
4. Identified project implementation Risks and Risk Management proposal;
5. Quality control mechanism to be adopted for project deliverables;
6. Stakeholder identification, management and reporting mechanism to be followed.
The scoring of the approach paper will be as detailed hereunder:
Evaluating Point Assessment Criteria Maximum
allocated point(s)
Approach Paper 30 points
Methodology to be adopted Program knowledge (2 points), informative appropriateness of proposed approach (2 points) and presentation (1 point)
5 points
Project implementation schedule (Listed Activity in the section C3: Scope of Work)
Appropriateness of identified tasks (2 points), deliverables (1 point), defining milestones (1 point) and timeliness (1 point)
5 points
Manning schedule with organogram for the proposed
Provided all key professionals (2 points) and linked according to the job responsibilities (3 points)
5 points
30 Tender Reference: MISA/PMO/001/2017
Evaluating Point Assessment Criteria Maximum
allocated point(s)
project team (together with allocation of responsibilities)
Project implementation Risks and Risk Management proposal
Adequacy of understanding of program risks (3 points) and appropriateness of mitigation options (2 points)
5 points
Quality control mechanism be adopted
Provision of qualified personnel (2 points), adequacy of process (2 points) and appropriateness of proposed template (1 point)
5 points
Stakeholder identification and management and reporting
Appropriateness of stakeholders identifications (1 point), and proposed management process (1 point) adequacy of reporting system (1 point) and appropriateness of reporting proposed (2 points)
5 points
The undersigned, who warrants that s/he is duly authorised to do so on behalf of the enterprise, confirms that the content of the reference his/her letter(s) presented by the tenderer are within his/her personal knowledge and are to the best of knowledge both true and correct.
Signed
Date
Name Position
Enterprise name
Tender Reference: MISA/PMO/001/2017 31
Municipal Infrastructure Support Agent (MISA)
The Contract Reference No.: MISA/PMO/001/2017
Appointment of a Service Provider to render Technical Assistance to MISA in strengthening MISA support to Programme Management
Office for 27 Priority Districts
Based on
NEC 3 (April 2013): Professional Services Contract (PSC)
Option C: Target contract with activity schedule
32 Tender Reference: MISA/PMO/001/2017
MUNICIPAL INFRASTRUCTURE SUPPORT AGENT
Cooperative Governance & Traditional Affairs
Reference No.: MISA/PMO/001/2017
Appointment of a Service Provider to render Technical Assistance to MISA in strengthening MISA support to Programme Management
Office for 27 Priority Districts
C1 AGREEMENTS AND CONTRACT DATA
C1.1 FORM OF OFFER AND ACCEPTANCE
OFFER
The Employer, identified in the Acceptance signature block, has solicited offers to enter into a contract for the provision of services as described in Part One of the Contract Data.
The tenderer, identified in the Offer signature block, has examined the documents listed in the Tender Data and addenda thereto as listed in the Returnable Schedules, if any, and by submitting this Offer, has accepted the Conditions of Tender.
By the representative of the tenderer, deemed to be duly authorised, signing this part of this Form of Offer and Acceptance the tenderer offers to perform all of the obligations and liabilities of the Contractor under the contract including compliance with all its terms and
conditions for an amount to be determined in accordance with the conditions of contract identified in the Contract Data.
THE OFFERED TOTAL OF THE PRICES INCLUSIVE OF VAT AND EXPENSES, calculated in accordance with the conditions of contract as detailed hereunder:
Total Amount: R______________________________(in figure), (Rand ___________
_____________________________________________________________) (in word)
This Offer may be accepted by the Employer by signing the Acceptance part of this Form
of Offer and Acceptance and returning one copy of this document including the Schedule of Deviations (if any) to the tenderer before the end of the period of validity stated in the Tender Data, or other period as agreed, whereupon the tenderer becomes the party named as the Contractor in the conditions of contract identified in the Contract Data.
Tender Reference: MISA/PMO/001/2017 33
Signature
Date:
Name
Capacity
For the tenderer:
Name & signature of witness
(Insert name and address of organisation)
Date
Tender Reference: MISA/PMO/001/2017 34
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 Contractor 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 Agreements and Contract Data, (which includes this Form of Offer and
Acceptance)
Part C2 Pricing Data
Part C3 Scope of Work
Other 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 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.
Notwithstanding the date of signature the effective date is the date mentioned in the Contract data (ref: Clause 30.1). Unless the tenderer (now Contractor) within five working days of the date mentioned, notifies the Employer in writing of any reason why he cannot accept this contract, this agreement shall constitute a binding contract between the Parties.
Signature Date: ___________________________
Name(s)
Capacity
For the Employer
Municipal Infrastructure Support Agent
Tender Reference: MISA/PMO/001/2017 35
Schedule of Deviations
1 Subject . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . .
2 Subject . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . .
3 Subject . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . .
4 Subject . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . .
5 Subject . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . .
36 Tender Reference: MISA/PMO/001/2017
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.
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 the draft contract, 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.
Tender Reference: MISA/PMO/001/2017 37
C1.2 CONTRACT DATA
The Conditions of Contract are the NEC3 Professional Services Contract (Third edition of April 2013) published by the Institution of Civil Engineers (ICE), United Kingdom. It is assumed that the Tenderer is in possession of the Conditions of Contract or able to possess one.
Each item of data given below is cross-referenced to the clause in the NEC3 Professional Services Contract, which requires it. The Contract Data shall have precedence in the interpretation of any ambiguity or inconsistency between it and the above referenced NEC3.
Part one - Data provided by the Employer
1 General
The conditions of contract are the core clauses and the clauses for main Options C of the NEC 3 Professional Services Contract (PSC)
10.1 The Employer is
Municipal Infrastructure Support Agent
Physical Address: Letaba House, Riverside Office Park
1303 Heuwel Avenue, Centurion, Pretoria 0046
Postal Address: Private Bag X105, Centurion 0046
Telephone: 012 848 5300
11.2(11) The Scope is as given in section C3: Scope of works of tender documents
12.2 The law of the contract is the law of the Republic of South Africa
13.1 The language of this contract is English
13.3 The period of reply is 2 (two) weeks
2 The Parties’ main responsibility
24.4 If the Consultant subcontracts work, it should not be more than 25% of the total value of the contract.
3 Time
30.1 The starting date is 15 days after the date of issuance (exclusive) of the award letter unless otherwise agreed by the Parties.
31.1 The Consultant submits programme with the tender according to the Scope, considering the starting date and completion date, which will be adjusted, if need be, based on proposed duration in the programme through consultation.
4 Quality
41.1 The defects date is 4 weeks after completion of the whole of the services; date of completion exclusive of the period.
5 Payment
50.1 The assessment interval is monthly on or before the 25th day of each successive month.
38 Tender Reference: MISA/PMO/001/2017
51.1 The period within which the payments are made is thirty days from the date of receipt (exclusive) of the invoice.
51.2 The currency of this contract is the South African Rand.
51.4 The interest rate is the Prime lending rate of the Employer’s Bank.
6 Compensation events
No data required for this section of the conditions of contract.
7 Rights to material
No data required for this section of the conditions of contract.
8 Indemnity, insurance and liabilities
81.1 The amounts of insurance and the periods for which the Consultant maintains insurance are
Event Cover
Period following Completion of the whole of the services or earlier termination
Failure by the Consultant to use the skill and care normally used by professionals providing services similar to the services
R 5 million in respect of each claim, without limit to the number of claims
Till beyond 90 days of end of the contract date, unless otherwise agreed by the parties.
81.1 The Employer provides no insurance cover.
81.2 The Consultant provides the certificate(s) from accredited insurer(s) or broker(s) of South Africa stating that the insurance(s) required by this contract are in force prior to the signing of the contract arising from the award.
9 Termination and dispute resolution
10 Data for main Option clause
C Target Contract
11.2 (16) The price for the Services provided to date is the time charge for the work, which has been completed.
11 Data for Option W1
W1.1 The Adjudicator is the person selected by the Parties from the Panel of NEC Adjudicators set up by ICE-SA, a joint division of the Institution of Civil Engineers and the South African Institution of Civil Engineering (see www.ice-sa.org.za),
W1.2(3) The adjudicator nominating body is the Chairman of ICE-SA, a Joint Division of the Institution of Civil Engineers and the South African Institution of Civil Engineering (see www.ice-sa.org.za).
W1.4((2) The tribunal refers to a South African Court of Law
12 Data for secondary Option clause(s)
X1 Price adjustment for inflation
Tender Reference: MISA/PMO/001/2017 39
X1.1 (L-B) The price will be adjusted according to the CPI
X2 Change in the law
X2.1 The law of the project is the law of the Republic of South Africa subject to the jurisdiction of the Courts of South Africa.
X10 Employer’s Agent
X10.1 The Employer’s Agent is
The PMO Programme is represented by
Mr Themba Dladla
Physical Address: Letaba House, Riverside Office Park
1303 Heuwel Avenue, Centurion, Pretoria 0046
Postal Address: Private Bag X105, Centurion 0046
Telephone: 012 848 5300
X12 Partnering
X12.1 Partners means the members of the project team from both the municipality, MISA and the Consultant.
X12.2 The “own contract” will mean the teaming agreement.
Z Additional conditions of contract
The additional conditions of contract are
Z1 Tax invoices
The Consultant’s invoice.
Invoices submitted by the Consultant to the Employer include the details stated in the Scope / Price List to show how the amount due has been assessed, and the details required by the Employer for a valid tax invoice.
The Employer makes each payment within thirty days from the date of receipt (exclusive) of the Consultant’s acceptable invoice showing the details, which this contract requires or, if a different period is stated in the Contract Data, within the period stated.
Z2 Selection and appointment of the Adjudicator
Within 2 weeks after declaring a dispute and if the Adjudicator was not yet appointed with a previous dispute, the notifying Party notifies the other Party of the names of two persons he has chosen from the Panel of NEC Adjudicators set up by ICE-SA, a joint division of the Institution of Civil Engineers and the South African Institution of Civil Engineering (see www.ice-sa.org.za), whose availability to act as the Adjudicator the notifying Party has confirmed. The other Party selects one of the two persons chosen to be the Adjudicator within four days of receiving the notice, failing which the person chosen by the notifying Party will be the Adjudicator for the Contract. The Parties appoint the selected Adjudicator under the NEC3 Adjudicator’s Contract, April 2013.
Z3 Acts or omissions by mandatories
In terms of Section 37(2) of the Occupational health and Safety Act of 1993 (Act 85 of 1993), the Consultant hereby agrees that the Employer is relieved of any and all of its liabilities in terms of Section 37(1) of this Act in respect of any acts or omissions of the Consultant and his employees to the extent permitted by this Act, and that this contract comprises the written agreement between the Employer and the Consultant contemplated in section 37(2).
40 Tender Reference: MISA/PMO/001/2017
Part two - Data provided by the Consultant
10.1 The Consultant is
Name: _______________________________________________________
Physical Address: __________________________________________
___________________________ Post Code: _____
Postal Address: ___________________________ Post Code: _____
Telephone: __________________ Fax: __________________
Mobile: __________________ Email: ______________________________
22.1 The Consultant’s key persons are:
1 Name: _______________________________________________
Position in the Project Team: ______________________________
Responsibilities:
______________________________________________________
Qualifications:
______________________________________________________
Physical Address: __________________________________________
___________________________ Post Code: _____
Postal Address: ___________________________ Post Code: _____
Telephone: __________________ Fax: __________________
Mobile: __________________ Email: ______________________________
(Please use separate pages referring to this clause for detailing these information for all key Consultant’s key persons)
Tender Reference: MISA/PMO/001/2017 41
C2 PRICING DATA
C2.1 PRICING ASSUMPTIONS
PRE-AMBLE OF THE PRICING SCHEDULE
1. Pricing Assumptions forms part of the contract documents and must be read in
conjunction with all the other documents comprising the tender documents.
2. The Tenderer has to quote prices against each of the items of price lists (C2.2:
Pricing list) covering all services as deemed required for the successful
completion of each of the items.
3. The tenderer has to reach a total cost of each of the activities (as explained in
C3: Scope of works) to arrive at the project cost; these costs are inclusive of all
activities costs and VAT. No other costs, under any circumstances, would be
payable against accepted completed deliverables.
4. Travel costs will be paid as reimbursable based on actual cost according to MISA
SnT policy. All travel shall have prior approval from the Project Manager and/ or
according to the requirement of the project. Travel within Johannesburg and
Pretoria as well as attending work place (local travel) do not consist Travel
costs, and shall be deemed as the Services Providers responsibility. The
costs will be paid out of the provisional sum provided in the price
schedule.
5. The tenderer has to submit, together with the tender, details of the quoted total
cost for each of the activities and tasks and sub-tasks, showing all possible cost
to be incurred by the tenderer in executing the project inclusive of all taxes
(except VAT), staff, administration, local travel and subsistence,
accommodation, profit margin, etc. showing rates, quantities and total amount
of each item individually comprising the total cost of activities thereby the total
cost. This is to justify the tenderer’s tendered price.
6. Wherever quantities are provided except those items with ‘Lump Sum’ units, the
quantities are provisional. The quantities may increase or decrease according to
the actual need of the projects.
7. All items of the Price List must be priced.
Tenderers must note that in case of a successful tenderer offering discount, the offered discount will remain in force for the full duration of the contract and no negotiations to adjust the discount will be entertained under any circumstances.
8. The Tenderers may be asked for time-based work on activities identified during
the execution of the project in addition to the priced items, which will be deemed
necessary by the Project. The cost of the engagement shall be determined
based on the personnel rate given by the Tenderer in arriving at a price for
the tender and be paid out of the provisional sum provided in the price
schedule.
42 Tender Reference: MISA/PMO/001/2017
9. All rates and sums of money quoted in the ‘Price list’ shall be in South African
Rands and whole cents. Fractions of a cent shall be discarded.
10. Tenderers should take note that payment will be only based on acceptable
completed activities as a whole on production of appropriate tax invoice(s).
Any payment claimed as part completion of an activity may be considered if the
completion of work is acceptable and does not influence the completion of the
rest of activities at agreed pro-rata.
11. Tenderers should submit a cash flow projection for the whole project aligned with
implementation schedule for completion of each activity (clause 31,1 of NEC 3,
PSC) taking into account the starting date and completion date (ref: C1.2 Tender
data), which will be adjusted at inception with the agreed Project Implementation
Plan (PIP), if need be.
12. This ‘Pricing assumptions’ shall form part of the contract documents and must
be read in conjunction with all the other documents comprising the tender
documents.
C2.2 PRICING LIST
1. Costs incurred by the Consultant other than the listed expenses are included in
the Rates and Prices and the staff rates. If expenses are paid at cost, then ‘at
cost’ should be entered into the Rate column.
2. The rates provided in the table below must be all-inclusive, i.e. inclusive of any
support staff and administrative staff and associated costs; and disbursement
costs. That means, MISA will not entertain any additional claims for support-
level staff, administrative staff, or disbursements.
3. Tenderers must note that the offered discount will remain in force for the full
duration of the contract and no negotiations to adjust the discount will be
entertained under any circumstances.
4. Evaluation of the “cost” portion of the tender will take into account both the total
price and the rates for individual team members and their proposed input in
completing a task. The basis will be the tenders’ detailed cost breakdown
according to item 4 of the above section C2.1 Pricing assumptions. The
tenderers are advised to use the template set given in Annexure A for their
detailed costs break down.
5. The prices should be fixed for the first 24months of the contract. The CPI formula
will be used for escalation of these rates for subsequent 3rd year if the Consultant
makes the proposal of a 3 years period and this is accepted by MISA.
Tender Reference: MISA/PMO/001/2017 43
C2.2.1 THE PRICING SCHEDULE
A tenderer has to quote all of the items of the pricing schedule.
The Client makes entries in the first four columns.
For each row:
1. If the Consultant is to be paid an amount for an item that is not adjusted if the quantity
of work in the item changes, the tenderer enters the amount in the Price column only.
2. If the Consultant is to be paid an amount for an item of work which is the rate for
work multiplied by the quantity completed, the tenderer enters the rate, which is then multiplied by the Expected quantity to produce the Price, which is also entered.
Costs incurred by the Consultant other than the listed expenses are included in the Rates and Prices and the staff rates. If expenses are paid at cost, then ‘at cost’ should be entered
into the Rate column.
Tender Reference: MISA/PMO/001/2017 44
Activity Number
Description Unit Quantity Rate
Rand
Total item Price
Rand
DELIVERABLE A ESTABLISHMENT OF MISA PROGRAMME SUPPORT TO THE PROGRAMME MANAGEMENT
OFFICE (PMO) FOR THE 27 PRIORITY DISTRICTS PROGRAMME AND PROVIDE ONGOING
PROGRAMME AND PROJECT MANAGEMENT SUPPORT FOR THE PERIOD OF THE APPOINTMENT
ACTIVITY A 1 The service providers must attend an induction by GTAC and MISA, visit at least 3 districts to familiarise themselves with the environment and draft an Inception Report, Work Plan and Resourcing Plan for approval by the Project Steering Committee. The resources provided by the service provider need to be managed in a way that best provides for the needs of the PMO at different points in the programme. This means that the resources provided by the service provider should be scalable to provide for the needs of the PMO at any given time
Lump Sum 1
ACTIVITY A 2 Establish the MISA Programme Support to the PMO for the 27 Priority Districts Programme within the MISA offices in Centurion
Lump Sum 1
ACTIVITY A 3 Conceptualise and develop a customised programme & project management methodology and approach for the MISA Programme Support to the PMO drawing from other standard methodologies and covering all of the common project management knowledge areas. This will entail analysing the various programme & project management approaches used in MISA, workshopping the programme & project management approach with MISA officials & obtaining feedback and finalise the programme & project management approach for approval by the Project Steering Committee. This customised programme & project management methodology and approach should be relevant for use by any provincial structures that are established that represent the PMO at a provincial level
Lump Sum 1
ACTIVITY A 4 Develop a Programme Plan for the 27 Priority districts Programme in accordance with the selected programme management methodology and containing the necessary sub-plans comprising at least a Risk Management Plan, Quality Management Plan, Procurement Management Plan, Stakeholder Management Plan and Communications Management Plan. This Programme Plan and its sub-plans should be relevant for use by provincial structures that reflect the functions of the PMO at a provincial level
Lump Sum 1
ACTIVITY A 5 Develop and manage an appropriate Information Management System for the PMO in accordance with best practice for digital and hard copy storage of documents. This
Lump Sum 1
Tender Reference: MISA/PMO/001/2017 45
Activity Number
Description Unit Quantity Rate
Rand
Total item Price
Rand
should include for proper version control and configuration management of all documents
ACTIVITY A 6 Analyse existing programme and project management information technology (IT) systems in MISA and other relevant organisations. Recommend appropriate changes if need be to be made to the existing systems that are being used by the relevant organisations to include any programme and project management requirements for the management of the 27 Priority Districts Programme. The recommended changes will be made by the respective service providers appointed by the owners of the systems (eg. MISA, DCoG, DWS & National Treasury systems). Appropriate links with other sector systems should also be recommended e.g. The DWS system that has been developed for the 5-Year Water and Sanitation Services Reliability Plan
Lump Sum 1
ACTIVITY A 7 Provide ongoing programme and project management support to strengthen the MISA Programme Support to the PMO. In practice this means that the relevant members of the PMO are actively and continuously supported to coordinate the implementation of the programme (see diagram above) and any projects being implemented by the PMO are supported with best practice project management resources. This ongoing programme & project management support should be extended to any provincial structures that reflect the functions of the PMO at a provincial level
Lump Sum 1
ACTIVITY A 8 Provide support to the relevant officials within MISA to procure and manage the service providers to undertake the data gathering process in a maximum of 23 districts
District 23
ACTIVITY A 9 Provide support to the relevant officials within MISA to procure and manage other service providers to support the PMO as and when the need is identified (Number is provisional, dependent on requirement)
Number 5
ACTIVITY A 10 Provide support to the relevant officials within the PMO to undertake any necessary research to inform decision making
Lump Sum 1
ACTIVITY A 11 Provide support to the relevant officials within the PMO in all 27 districts both during the initial pilot phase (4 districts) as well as the subsequent phase (23 districts) to undertake technical and financial analysis to ensure that municipal infrastructure budgets and actual projects are aligned across the 4 sectors mentioned in this ToR to enable eradication of backlogs in all 27 districts.
District 27
ACTIVITY A 12 Provide support to the relevant officials in the PMO to monitor and report the achievements of the programme goals and to monitor the eradication of backlogs as
Lump Sum 1
46 Tender Reference: MISA/PMO/001/2017
Activity Number
Description Unit Quantity Rate
Rand
Total item Price
Rand
well as the improvements that come about as a result of the institutional strengthening initiatives identified and implemented by any of the stakeholders in the PMO. (This should result in an approved monitoring and reporting mechanism cutting across the 3 spheres of government and should be relevant for use by any provincial structures that reflect the functions of the PMO at a provincial level.)
ACTIVITY A 13 Provide administrative support to all the officials in the PMO Month 36
SUB-TOTAL A
DELIVERABLE B DEVELOPED IN-HOUSE CAPACITY OF MISA WITH REGARD TO PROGRAMME AND PROJECT
MANAGEMENT
ACTIVITY B 1 Ensure that the customised programme & project management methodology and approach developed for the 27 Priority Districts Programme is relevant for use by the whole of MISA, including instances where MISA actually implements infrastructure projects
Lump Sum 1
ACTIVITY B 2 Develop a Capacity Building Plan to develop the capabilities of MISA staff Lump Sum 1
ACTIVITY B 3 Capacitate MISA staff as well as any members of provincial structures that are established that represent the PMO at a provincial level through on-the-job capacity building on the customised programme & project management approach to ensure they are able to provide ongoing and sustainable programme and project management support to the PMO and other similar programmes beyond the contract period of the service provider
Lump Sum 1
ACTIVITY B 4 Ensure that the customised programme & project management approaches and systems developed are institutionalised within MISA and any provincial structures that reflect the functions of the PMO at a provincial level
Lump Sum 1
SUB-TOTAL B
DELIVERABLE C CONTRACT CLOSE-OUT
ACTIVITY C 1 Preparation and submission of Contract Close-out Report Lump Sum 1
SUB-TOTAL C
Tender Reference: MISA/PMO/001/2017 47
Activity Number
Description Unit Quantity Rate
Rand
Total item Price
Rand
DELIVERABLE D REIMBURSABLE (TRAVEL AND TIME-BASE WORK) Provisional Sum
1 R 11 000 000,00 R 11 000 000,00
SUB-TOTAL D
TOTAL (A+B+C+D)
VAT @ 14% TO TOTAL
GRAND TOTAL (TOTAL + VAT)
TOATAL QUOTED PRICE (in word)
Rand _________________________________________________________________________________________________________________________________________
_______________________________________________________________________________________________________________________________________
Signature
Date:
Name
Capacity
48 Tender Reference: MISA/PMO/001/2017
x
For the tenderer:
Name & signature of witness
(Insert name and address of organisation)
Date
Tender Reference: MISA/PMO/001/2017 49
C3 SCOPE OF WORK
C3.1 BACKGROUND
C3.1.1 INTRODUCTION
The Medium Term Strategic Framework (MTSF) sets out the targets to be achieved by 2019 for sustainable and reliable access to services as follows:
90% of households with access to reliable water services (5.2 million additional households receive access to reliable water services of which 3.2 million households are from the 27 priority districts – or 1.04 million households per annum of which 0.64 million households are from the 27 districts).
90% of households with access to functional sanitation services (2.5 million additional households receive access to functional sanitation services – i.e. 0.5 million additional households per annum)
80% of households with access to an acceptable refuse removal service (1.3m additional households with access to an acceptable refuse removal service – 0.26 million additional households per annum)
1.25 million additional households connected to the grid and an additional 105 000 to non-grid energy supply – i.e. 250 000 and 21 000 additional households per annum respectively.
The MTSF directs that among the strategies to achieve the above targets should be the establishment of inter-departmental programme management (e.g. Programme Management Office – PMO) comprising delegated officials from National DCoG, DWS, DoE, DEA, DBSA-SIP6, DPME, NT and DoT. The primary purpose of this programme management office is to facilitate the integrated and coordinated delivery of sustainable, reliable and affordable services in the 27 Priority Districts aimed at eradicating identified backlogs. The MTSF motivates for this approach on the backdrop of fragmented, ad-hoc and uncoordinated approaches that were proving to be unsuccessful and inefficient. A structured programmatic approach is intended to provide impetus and a step-change in the planning and delivery of basic services.
In this regard, CoGTA established a Programme Management/Project Office (PMO) in 2015 to facilitate agreement between all national, provincial and municipal stakeholders on the key actions to be taken to reduce backlogs in each of the 27 priority districts, and monitor implementation of these actions, reporting to the Inter-ministerial Task Team on Service Delivery. The PMO was set up at MISA comprising the MISA officials and key line departments. Almost one year into the operation of the programme it was decided to reflect on the performance and impact of this structure in terms of its intended objectives.
MISA convened an internal workshop on 4 May 2016 to discuss the functioning of the PMO. The workshop included inputs from key stakeholders. It was accepted that the PMO had not been functioning as a strategic collective centre so far. Some of the constraints or challenges that had been identified to functioning as a collective strategic centre included:
1. Lack of understanding of what it means to be a strategic collective.
2. Unreasonable timelines placed on achieving deliverables.
3. The PMO was focusing on delivery of assessments and there was no time to plan for a coordinated collective approach.
4. The lack of participation by many sector departments and the absence of sector department senior officials in the team who could take decisions relating to
50 Tender Reference: MISA/PMO/001/2017
implementation of projects. The lack of participation was seen as both a constraint to the strategic collective and a manifestation of the fact that the PMO was not yet functioning as a collective.
5. Lack of capacity of the PMO to build relationships.
6. Lack of strategic and tactical engagement with municipalities. This was seen as a huge gap in the functioning of the PMO.
7. Frustration and lack of clarity regarding operating model of the PMO. The PMO team and sector departments had been engaging municipalities separately. In some instances, junior officials from sector departments would be hearing of the PMO programmes for the first time at PMO engagements with municipalities. This approach was seen as being ad-hoc, un-coordinated and not useful.
8. Overlapping directives (e.g. Outcome 9 directive where sector departments are leading came first, then came the PMO which appears to overtake the Outcome 9 directive – this caused confusion).
9. Misalignment between sector departments and PMO regarding availability of data. In some cases the PMO had been under pressure to make presentations to the Inter-Ministerial Committee (IMC), and the time pressures meant that outdated information or data had to be used where sector departments had indicated unavailability of recent data.
10. In certain cases, the assessment process had not gone to detail enough in asking the right questions to be able to come up with adequate responses or recommendations. Most of what had been done had been on a question and answer basis without interrogating the entire M&E continuum of options, thus the PMO responses in some cases had been premature and high level. This was also linked to the issue of time pressures.
This internal workshop led to the decision to hold a broader Strategic Review Workshop on the 27 Districts Programme which was convened by MISA on 27 & 28 July 2016 to bring together key stakeholders in government to review the functioning of the PMO as a vehicle for the delivery of the programme.
The objectives of the broader workshop with stakeholders were twofold:
1. To review the functioning of the current PMO for the 27 Priority Districts; and
2. To obtain agreement on the proposed changes to the PMO approach.
The workshop was structured in a way that enabled presentations from speakers as well as participation from the delegates invited from the various sector departments. By the end of the two days the workshop reached consensus on the following key issues:
1. The reality is that service delivery in South Africa is regressing because of institutional failures and deficiencies and woeful neglect of maintenance and refurbishment of infrastructure;
2. There is a need for a coordinated approach between all role-players to ensure the delivery of services to South African citizens;
3. The response requires a proactive step change in how we improve access to services and tackle the reasons for poor service delivery which means that we need to go beyond the understanding that access is just providing infrastructure, and broaden the focus to include operation and maintenance and rectifying the institutional gaps and the capability to deliver;
Tender Reference: MISA/PMO/001/2017 51
4. The mechanism needs to be a single programme and project management structure harnessing the expertise of key partners to drive the initiative.
5. The initiative will change from being project focussed to being programme focussed and will function as a strategic nerve centre to guide how municipal service delivery should be done going forward;
6. The programme structure will be a collective of MISA as well as key sector departments with support from institutions such as DBSA, SALGA and CSIR, etc.
7. The programme will continue to undertake municipal assessments and compile outcome reports but the emphasis will now be more on transformational change and will recommend appropriate support plans to improve the provision of services by municipalities and the monitoring thereof;
8. The programme should also propose alternative delivery options and will assist in securing funding wherever possible.
C3.1.2 CURRENT STATE OF AFFAIRS REGARDING THE SITUATION
MISA is a key role player in the establishment of the PMO for the 27 Priority Districts Programme and plays a vital leading role in the programme and as such is responsible for providing adequate support to the PMO. MISA acknowledges that it does not have the required internal expertise and/or capacity to provide adequate support to the PMO for a programme of this size and complexity and therefore requires assistance in its national office to strengthen its programme support to the PMO.
The Department of Water and Sanitation (DWS) has undertaken very detailed assessments within all of the municipalities covered by this programme in order to assess the backlogs and the work that needs to be done to address the backlogs. The other 3 key sectors, namely, Energy, Environmental Affairs (solid waste) and Transport have not undertaken sufficiently detailed assessments in order for this analysis to be done.
The CSIR has been appointed by MISA to develop a data gathering process and a tool into which the data will be captured in order for the analysis to be done for these sectors. In a separate contract GTAC is assisting MISA with expertise to undertake a data gathering exercise across 3 sectors in 4 districts to test the data gathering process and the tool that has been developed by the CSIR into which the data will be captured for further analysis. Once the data gathering process and the tool has been tested further service providers will need to be appointed by MISA on behalf of the PMO to undertake data gathering across the other 23 districts.
C3.1.3 PROJECT BENEFICIARIES
The primary beneficiaries of this project will be the PMO for the 27 Priority Districts Programme managed by MISA, which in turn benefits the municipalities that are the beneficiaries of the support provided by the PMO.
C3.1.4 RELATED PROGRAMMES, INITIATIVES OR STAKEHOLDERS
There are a number of related initiatives by different stakeholders that need to be taken into account.
As mentioned above the CSIR is a critical stakeholder in the programme as it has been appointed by MISA to develop a data gathering mechanism and a tool into which the data
52 Tender Reference: MISA/PMO/001/2017
for the 3 sectors, viz. Roads & Storm Water, Energy and Solid Waste, will be captured, analysed to enable in producing necessary reports.
National and provincial sector departments and spheres of government play critical roles as stakeholders as they are key partners for the development and supporting municipalities in service delivery. Already relevant National Departments mentioned above as well as the Department of Water and Sanitation are actively participating in the PMO activities.
C3.2 OBJECTIVES OF THE SERVICES TO BE PROVIDED
3.2.1 GENERAL OBJECTIVE
The overall objective is to acquire support for the institutionalisation of programme and project management within MISA in line with the PMO business model for the 27 Priority Districts Programme. The business model is currently being developed by GTAC.
The following diagram shows the relationship between the various role players. The yellow text boxes indicate the support to be provided by the service provider appointed to establish and support the MISA Programme Support to the 27 Priority Districts Programme.
C3.2.2 SPECIFIC OBJECTIVES
The specific objectives of this assistance are to:
A. Establish the MISA Programme Support to the Programme Management Office (PMO) for the 27 Priority Districts Programme and provide ongoing programme and project management support for the period of the appointment;
B. Develop in-house capacity of MISA with regard to programme and project management;
These specific objectives are expanded on later in the scope of work as well as in the output sections of these Tender Documents.
Tender Reference: MISA/PMO/001/2017 53
C3.3 ASSUMPTIONS AND RISKS
C.3.3.1 ASSUMPTIONS
1. There will be full support of this assistance from MISA management and the officials from sector departments within the PMO.
2. There will be full support and cooperation from all stakeholders of the 27 Priority Districts Programme.
3. The service provider(s) will be able to access all necessary primary and secondary sources of information and will be able to access all key stakeholders that may need to be interviewed.
4. Day to day management of the project will be efficient and effective.
5. The service provider will discharge their functions effectively and efficiently and will not operate outside the parameters provided in the Terms of Reference.
6. The service provider providing support to strengthen the MISA support to the PMO will be based in the national office of MISA and will be expected to travel to provinces where required.
7. The service provider providing support to strengthen the MISA support to the PMO will be able to scale up their resources appropriately at high demand times as required. Particularly to analyse & align municipal budgets and to undertake alignment where necessary and reprioritise projects to address services backlogs in the 27 districts as detailed later in the scope of work.
C3.3.2 RISKS
1. Lack of buy-in and support from national, provincial and municipal officials.
C3.4 EXPECTED OUTPUTS AND OUTCOMES
C3.4.1 OUTCOMES
The overall impact of this project should be that service backlogs in the 27 Priority Districts Programme are reduced by amounts targeted by the programme as indicated in the MTSF 2014-19.
The intermediate outcomes of this project should be that MISA is strengthened to be able to perform its part in supporting the PMO for the 27 Priority Districts Programme.
The immediate outcomes of this project should be:
MISA has a common programme & project management approach that is used by everybody within MISA.
MISA’s has programme and project management functionality built into its existing systems (e.g. MIPMIS) and this is used by all officials in MISA that work on projects.
MISA is capacitated to provide ongoing and sustainable programme and project management support to the PMO.
MISA fulfils its role in the PMO which is able to coordinate the implementation of the programme.
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The necessary specialist resources that are required to strengthen the MISA support to the PMO are timeously resourced or procured and are managed to deliver their outputs.
The PMO is able to monitor and report on the implementation of the 27 Priority Districts Programme.
Infrastructure budgets and actual planned projects are aligned to enable the eradication of backlogs in all 27 districts.
Local government institutions and governance structures are strengthened and refined (as envisaged in Outcome 9 sub-outcome 1 e.g. Regional Management Support Programme (RMSC)).
C3.4.2 OUTPUTS/DELIVERABLES
The following outputs or deliverables will be required from the service provider. These have been grouped according to the Specific Objectives listed above.
A. Establishment of MISA Programme Support to the Programme Management Office (PMO) for the 27 Priority Districts Programme and provide ongoing programme and project management support for the period of the appointment.
1. Approved Inception Report, Work Plan and Resourcing Plan that provides a detailed plan of how the service provider intends undertaking the work as well as how the MISA Programme Support will be resourced over the duration of the appointment.
2. The MISA Programme Support to the PMO for the 27 Priority Districts Programme is established and operational.
3. Agreed and approved customised programme & project management methodology and approach for the MISA Programme support to the PMO covering all of the common project management knowledge areas.
4. Approved Programme Plan for the 27 Priority districts Programme prepared in accordance with the selected programme management methodology and containing the necessary sub-plans comprising at least a risk management plan, quality management plan, procurement management plan, stakeholder management plan and communications management plan. (The PMO Business plan being developed by GTAC will inform this.)
5. Approved Information Management System for the PMO developed in accordance with best practice for digital and hard copy storage of documents.
6. Recommendations for appropriate changes to be made to existing programme and project management information technology (IT) systems within MISA and other relevant organisations to include any programme and project management requirements for the management of the 27 Priority Districts Programme.
7. Ongoing programme and project management is provided to strengthen the MISA Programme Support to the PMO. In practice this means that the relevant members of the PMO are actively and continuously supported to coordinate the implementation of the programme (see diagram above) and any projects being implemented by the PMO are supported with best practice project management resources.
8. Procurement and contract management support is provided to the relevant officials within MISA to procure and manage the service providers to undertake the data gathering process in a maximum of 23 districts. (The final number of districts will be confirmed depending on budget availability).
9. Procurement and contract management support is provided to the relevant officials within MISA to procure and manage other service providers to support the PMO as and when the need is identified.
10. Research support is provided to the relevant officials within the PMO to inform decision making.
Tender Reference: MISA/PMO/001/2017 55
11. Technical and financial analysis support and advice is provided to the relevant members of the PMO to ensure that the municipal infrastructure budgets and actual planned projects are aligned across the 4 sectors mentioned in this ToR to enable the eradication of backlogs in all 27 districts. This should result in approved project lists being developed. The service provider may be required to support the responsible PMO official with engaging with and advising specific municipalities to address the identified projects.
12. Governance, leadership and institutional analysis support and advice is provided to the relevant members of the PMO. This should include analysis of existing procurement and contract management practices and result in institutional strengthening initiatives that can be implemented by the various stakeholders to develop refined local government structures (as envisaged in Outcome 9 sub-outcome 1 (e.g. Regional Management Support Programme (RMSC)).
13. Monitoring and reporting support is provided to the relevant officials in the PMO resulting in seamless reporting of the achievement of programme goals and to monitor the eradication of backlogs as well as the improvements that come about as a result of the institutional strengthening initiatives identified and implemented by any of the stakeholders in the PMO. (This should result in an approved monitoring and reporting mechanism cutting across the 3 spheres of government.)
14. Administrative support is provided to all the officials in the PMO.
B. Developed in-house capacity of MISA with regard to programme and project management.
1. A customised programme & project management methodology and approach developed for the 27 Priority Districts Programme and relevant for use by the whole of MISA, including instances where MISA actually implements infrastructure projects.
2. Approved Capacity Building Plan to develop the capabilities of MISA staff. 3. MISA staff are capacitated through on-the-job capacity building on the customised
programme & project management approach and are able to provide ongoing and sustainable programme and project management support to the PMO and other similar programmes beyond the contract period of the service provider.
4. The programme and project management approaches and systems developed are institutionalised within MISA.
C. Contract Close-out
1. Contract Close-out Report.
C3.5 ACTIVITIES AND TASKS
C3.5.1 GENERAL
The service provider will be required to prepare an inception report and work plan which outlines in detail how they will go about addressing the specific objectives in terms of method, timeframes and deliverables. Essentially the support is required to strengthen the MISA Programme Support to the PMO for the 27 Priority Districts Programme.
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C3.5.2 MAIN TASKS TO BE PERFORMED
The following list of tasks or activities has been grouped according to the specific objective listed above.
A. Establish MISA Programme Support to the Programme Management Office (PMO) for the 27 Priority Districts Programme and provide ongoing programme and project management support for the period of the appointment.
1. The service providers must attend an induction by GTAC and MISA, visit at least 3 districts to familiarise themselves with the environment and draft an Inception Report, Work Plan and Resourcing Plan for approval by the Project Steering Committee. The resources provided by the service provider need to be managed in a way that best provides for the needs of the PMO at different points in the programme. This means that the resources provided by the service provider should be scalable to provide for the needs of the PMO at any given time.
2. Establish the MISA Programme Support to the PMO for the 27 Priority Districts Programme within the MISA offices in Centurion.
3. Conceptualise and develop a customised programme & project management methodology and approach for the MISA Programme Support to the PMO drawing from other standard methodologies and covering all of the common project management knowledge areas. This will entail analysing the various programme & project management approaches used in MISA, workshopping the programme & project management approach with MISA officials & obtaining feedback and finalise the programme & project management approach for approval by the Project Steering Committee. This customised programme & project management methodology and approach should be relevant for use by any provincial structures that are established that represent the PMO at a provincial level.
4. Develop a Programme Plan for the 27 Priority districts Programme in accordance with the selected programme management methodology and containing the necessary sub-plans comprising at least a Risk Management Plan, Quality Management Plan, Procurement Management Plan, Stakeholder Management Plan and Communications Management Plan. This Programme Plan and its sub-plans should be relevant for use by provincial structures that reflect the functions of the PMO at a provincial level.
5. Develop and manage an appropriate Information Management System for the PMO in accordance with best practice for digital and hard copy storage of documents. This should include for proper version control and configuration management of all documents.
6. Analyse existing programme and project management information technology (IT) systems in MISA and other relevant organisations. Recommend appropriate changes if need be to be made to the existing systems that are being used by the relevant organisations to include any programme and project management requirements for the management of the 27 Priority Districts Programme. The recommended changes will be made by the respective service providers appointed by the owners of the systems (eg. MISA, DCoG, DWS & National Treasury systems). Appropriate links with other sector systems should also be recommended. eg. The DWS system that has been developed for the 5-Year Water and Sanitation Services Reliability Plan.
7. Provide ongoing programme and project management support to strengthen the MISA Programme Support to the PMO. In practice this means that the relevant members of the PMO are actively and continuously supported to coordinate the implementation of the programme (see diagram above) and any projects being implemented by the PMO are supported with best practice project management resources. This ongoing programme & project management support should be
Tender Reference: MISA/PMO/001/2017 57
extended to any provincial structures that reflect the functions of the PMO at a provincial level.
8. Provide support to the relevant officials within MISA to procure and manage the service providers to undertake the data gathering process in a maximum of 23 districts.
9. Provide support to the relevant officials within MISA to procure and manage other service providers to support the PMO as and when the need is identified.
10. Provide support to the relevant officials within the PMO to undertake any necessary research to inform decision making.
11. Provide support to the relevant officials within the PMO in all 27 districts both during the initial pilot phase (4 districts) as well as the subsequent phase (23 districts) to undertake technical and financial analysis to ensure that municipal infrastructure budgets and actual projects are aligned across the 4 sectors mentioned in this ToR to enable eradication of backlogs in all 27 districts. This will entail the following:
o engaging with the data gathering process; o Support the relevant members of the PMO to analyse the quantum of funding
from different funding streams dedicated to municipal infrastructure (Municipal infrastructure investment) (eg. the work done by the CSIR), and how much of the funding is budgeted for by municipalities.
o Support the relevant members of the PMO to determine projects (new, refurbishments and maintenance) that are budgeted for by municipalities.
o Support the relevant members of the PMO to establish to what extent are these identified projects addressing identified services backlogs and where necessary identify additional projects (new, refurbishments and maintenance) to address services backlogs.
o Undertake alignment where necessary and reprioritise projects to address services backlogs. Develop a prioritised project list.
o Support the responsible officials within the PMO in engaging with and advising specific municipalities and councils to address implementation and monitoring of identified projects.
o Provide support and advice to the relevant officials in the PMO to analyse local government institutions and governance structures. This should include analysis of existing procurement and contract management practices and result in institutional strengthening initiatives that can be implemented by the various stakeholders to develop refined local government structures (as envisaged in Outcome 9 sub-outcome 1 (eg. Regional Management Support Programme (RMSC)). This will include assisting the PMO with implementing a differentiated approach to municipal financing, planning and support.
12. Provide support to the relevant officials in the PMO to monitor and report the achievements of the programme goals and to monitor the eradication of backlogs as well as the improvements that come about as a result of the institutional strengthening initiatives identified and implemented by any of the stakeholders in the PMO. (This should result in an approved monitoring and reporting mechanism cutting across the 3 spheres of government and should be relevant for use by any provincial structures that reflect the functions of the PMO at a provincial level.)
13. Provide administrative support to all the officials in the PMO.
B. Develop in-house capacity of MISA with regard to programme and project management.
1. Ensure that the customised programme & project management methodology and approach developed for the 27 Priority Districts Programme is relevant for use by
58 Tender Reference: MISA/PMO/001/2017
the whole of MISA, including instances where MISA actually implements infrastructure projects.
2. Develop a Capacity Building Plan to develop the capabilities of MISA staff. 3. Capacitate MISA staff as well as any members of provincial structures that are
established that represent the PMO at a provincial level through on-the-job capacity building on the customised programme & project management approach to ensure they are able to provide ongoing and sustainable programme and project management support to the PMO and other similar programmes beyond the contract period of the service provider.
4. Ensure that the customised programme & project management approaches and systems developed are institutionalised within MISA and any provincial structures that reflect the functions of the PMO at a provincial level.
D. Prepare and Submit Contract Close-out Report
1. Preparation and submission of Contract Close-out Report.
C3.5.3 PROJECT MANAGEMENT
The project will be managed by the Programme Manager, PMO with the support from GTAC in respect of quality control of the services and delivery of the project. The Programme Manager will be assisted by a Project Steering Committee (PSC) that will be formed by MISA as soon as feasible at the inception of the project.
C3.6 LOGISTICS AND SCHEDULES OF THE ASSIGNMENT
C3.6.1 LOCATION WHERE THE SERVICES ARE REQUIRED
The PMO is housed by MISA at Centurion, which will be the primary work place for the Project Team from the Service Provider. The Team will need to visit municipalities within South Africa extensively and various relevant stakeholders.
C3.6.2 TIME FRAME
MISA expects that the project ideally will be completed in maximum 3 years from the date of inception of the project. Service Provider has to propose the duration and cost accordingly. The contract for the service provider will be reviewed after the initial twelve months and continuation of the contract in the subsequent year(s) will be subject to the performance of the service provider. The performance of the service provider will be evaluated based on the following 3 factors:
Continued need for the support to PMO;
Availability of budget (currently MISA made available budget for two years only;
Performance of the appointed service provider in delivering the deliverables within agreed time and quality of the deliverables.
C3.6.3 LOGISTIC SUPPORT
The service provider will be provided with offices within MISA in Centurion but will be responsible for their own equipment and administrative support.
Tender Reference: MISA/PMO/001/2017 59
C3.7 REPORTS
The following reports need to be generated by the service provider in agreed format:
Inception Report, Work Plan and Resourcing Plan within 4 weeks of the induction of the service provider.
Weekly reports during the first month indicating progress on achievements and identified challenges requiring urgent attention.
Monthly reports on the 25 day of each month.
Quarterly progress reports by 15th of the first month of the next quarter.
Bi-annual reports on achievement of targets, challenges faced and mitigated and further modification in need to make the PMO Support to municipalities.
Any other reports as and when the MISA management will request for.
Contract Close-out report to be submitted at least 3 weeks prior to the contract end date.
C3.8 CONTRACT AND PROJECT IMPLEMENTATION PLAN
The contract will be based on NEC 3 (April 2013) Professional Services Contract (PSC). The contract has to be signed by parties with 4 weeks of induction of the service provider. Prior to signing of the contract, the Service provider has to prepare and submit for approval by MISA using prescribed template. The PIP will form part of the contract.
Tender Reference: MISA/PMO/001/2017 60
ANNEXURE A: BREAKDOWN OF COSTS OF QUOTED PRICE
A. Assumptions
Number of working hours per day = 8 hours;
Number of working days per year = 230 days; and
Full time equivalent (FTE) over 3 years = 690 days.
B. Summary of Person days and FTE over 3 years; and Total cost per person
Position Name of Resources in the proposed
project Team
Hourly Rate
(inclusive of all cost,
except VAT)
(Rand)
Daily Rate
(inclusive of all cost,
except VAT)
(Rand)
Total Person
days over 3
years
FTE over 3
years
(in number
of person)
Total cost per person
(Rand)
Team Leader
Administrator
Water Engineer
Sanitation Engineer
Roads & Storm Water Engineer
Electrical Engineer (Specialist in Distribution Network and
Transformers)
Mechanical Engineer (Specialist in Pumps, Motors and
Water and Sanitation Treatment Works)
Socio-economic Specialist
Institutional and Governance Specialist
Solid Waste/Environmental Specialist
Tender Reference: MISA/PMO/001/2017 61
Position Name of Resources in the proposed
project Team
Hourly Rate
(inclusive of all cost,
except VAT)
(Rand)
Daily Rate
(inclusive of all cost,
except VAT)
(Rand)
Total Person
days over 3
years
FTE over 3
years
(in number
of person)
Total cost per person
(Rand)
Financial Specialist
Legal Professional
Procurement Specialist
Monitoring and Reporting Specialist
Programme Management Specialist
Total
VAT @ 14%
Grand Total
62 Tender Reference: MISA/PMO/001/2017
C. Cost details for deliverables and Activities
Activity Number & Description Position Name of
Resources in the
proposed project Team
Duration of
Activity
over 3
years
(Days)
Commitment
% of
resource
Equivalent
person
Days
Daily Rate
(inclusive of all
cost, except VAT)
(Rand)
Total cost per
person (inclusive of
all cost, except VAT)
(Rand)
DELIVERABLE A: ESTABLISHMENT OF MISA PROGRAMME SUPPORT TO THE PROGRAMME MANAGEMENT OFFICE (PMO) FOR THE 27 PRIORITY
DISTRICTS PROGRAMME AND PROVIDE ONGOING PROGRAMME AND PROJECT MANAGEMENT SUPPORT FOR THE PERIOD OF THE
APPOINTMENT
ACTIVITY A 1: The service providers must attend
an induction by GTAC and MISA,
visit at least 3 districts to familiarise
themselves with the environment
and draft an Inception Report,
Work Plan and Resourcing Plan for
approval by the Project Steering
Committee. The resources
provided by the service provider
need to be managed in a way that
best provides for the needs of the
PMO at different points in the
programme. This means that the
resources provided by the service
provider should be scalable to
provide for the needs of the PMO
at any given time
Team Leader
Administrator
Water Engineer
Sanitation Engineer
Roads & Storm Water Engineer
Electrical Engineer
Mechanical Engineer
Socio-economic Specialist
Institutional and Governance
Specialist
Solid Waste/Environmental
Specialist
Financial Specialist
Legal Specialist
Procurement Specialist
Monitoring and Reporting
Specialist
Programme Management
Specialist
ACTIVITY A 1 TOTAL
Tender Reference: MISA/PMO/001/2017 63
Activity Number & Description Position Name of
Resources in the
proposed project Team
Duration of
Activity
over 3
years
(Days)
Commitment
% of
resource
Equivalent
person
Days
Daily Rate
(inclusive of all
cost, except VAT)
(Rand)
Total cost per
person (inclusive of
all cost, except VAT)
(Rand)
ACTIVITY A 2: Establish the MISA Programme
Support to the PMO for the 27
Priority Districts Programme within
the MISA offices in Centurion
Team Leader
Administrator
Water Engineer
Sanitation Engineer
Roads & Storm Water Engineer
Electrical Engineer
Mechanical Engineer
Socio-economic Specialist
Institutional and Governance
Specialist
Solid Waste/Environmental
Specialist
Financial Specialist
Legal Specialist
Procurement Specialist
Monitoring and Reporting
Specialist
Programme Management
Specialist
ACTIVITY A 2 TOTAL
ACTIVITY A 3: Conceptualise and develop a
customised programme & project
management methodology and
approach for the MISA Programme
Support to the PMO drawing from
other standard methodologies and
Team Leader
Administrator
Water Engineer
Sanitation Engineer
Roads & Storm Water Engineer
64 Tender Reference: MISA/PMO/001/2017
Activity Number & Description Position Name of
Resources in the
proposed project Team
Duration of
Activity
over 3
years
(Days)
Commitment
% of
resource
Equivalent
person
Days
Daily Rate
(inclusive of all
cost, except VAT)
(Rand)
Total cost per
person (inclusive of
all cost, except VAT)
(Rand)
covering all of the common project
management knowledge areas.
This will entail analysing the
various programme & project
management approaches used in
MISA, workshopping the
programme & project management
approach with MISA officials &
obtaining feedback and finalise the
programme & project management
approach for approval by the
Project Steering Committee. This
customised programme & project
management methodology and
approach should be relevant for
use by any provincial structures
that are established that represent
the PMO at a provincial level
Electrical Engineer
Mechanical Engineer
Socio-economic Specialist
Institutional and Governance
Specialist
Solid Waste/Environmental
Specialist
Financial Specialist
Legal Specialist
Procurement Specialist
Monitoring and Reporting
Specialist
Programme Management
Specialist
ACTIVITY A 4 TOTAL
ACTIVITY A 4: Develop a Programme Plan for the
27 Priority districts Programme in
accordance with the selected
programme management
methodology and containing the
necessary sub-plans comprising at
least a Risk Management Plan,
Quality Management Plan,
Procurement Management Plan,
Team Leader
Administrator
Water Engineer
Sanitation Engineer
Roads & Storm Water Engineer
Electrical Engineer
Mechanical Engineer
Socio-economic Specialist
Tender Reference: MISA/PMO/001/2017 65
Activity Number & Description Position Name of
Resources in the
proposed project Team
Duration of
Activity
over 3
years
(Days)
Commitment
% of
resource
Equivalent
person
Days
Daily Rate
(inclusive of all
cost, except VAT)
(Rand)
Total cost per
person (inclusive of
all cost, except VAT)
(Rand)
Stakeholder Management Plan
and Communications
Management Plan. This
Programme Plan and its sub-plans
should be relevant for use by
provincial structures that reflect the
functions of the PMO at a
provincial level
Institutional and Governance
Specialist
Solid Waste/Environmental
Specialist
Financial Specialist
Legal Specialist
Procurement Specialist
Monitoring and Reporting
Specialist
Programme Management
Specialist
ACTIVITY A 4 TOTAL
ACTIVITY A 5: Develop and manage an
appropriate Information
Management System for the PMO
in accordance with best practice
for digital and hard copy storage of
documents. This should include for
proper version control and
configuration management of all
documents
Team Leader
Administrator
Water Engineer
Sanitation Engineer
Roads & Storm Water Engineer
Electrical Engineer
Mechanical Engineer
Socio-economic Specialist
Institutional and Governance
Specialist
Solid Waste/Environmental
Specialist
Financial Specialist
66 Tender Reference: MISA/PMO/001/2017
Activity Number & Description Position Name of
Resources in the
proposed project Team
Duration of
Activity
over 3
years
(Days)
Commitment
% of
resource
Equivalent
person
Days
Daily Rate
(inclusive of all
cost, except VAT)
(Rand)
Total cost per
person (inclusive of
all cost, except VAT)
(Rand)
Legal Specialist
Procurement Specialist
Monitoring and Reporting
Specialist
Programme Management
Specialist
ACTIVITY A 5
ACTIVITY A 6: Analyse existing programme and
project management information
technology (IT) systems in MISA
and other relevant organisations.
Recommend appropriate changes
if need be to be made to the
existing systems that are being
used by the relevant organisations
to include any programme and
project management requirements
for the management of the 27
Priority Districts Programme. The
recommended changes will be
made by the respective service
providers appointed by the owners
of the systems (eg. MISA, DCoG,
DWS & National Treasury
systems). Appropriate links with
other sector systems should also
be recommended. eg. The DWS
Team Leader
Administrator
Water Engineer
Sanitation Engineer
Roads & Storm Water Engineer
Electrical Engineer
Mechanical Engineer
Socio-economic Specialist
Institutional and Governance
Specialist
Solid Waste/Environmental
Specialist
Financial Specialist
Legal Specialist
Procurement Specialist
Monitoring and Reporting
Specialist
Tender Reference: MISA/PMO/001/2017 67
Activity Number & Description Position Name of
Resources in the
proposed project Team
Duration of
Activity
over 3
years
(Days)
Commitment
% of
resource
Equivalent
person
Days
Daily Rate
(inclusive of all
cost, except VAT)
(Rand)
Total cost per
person (inclusive of
all cost, except VAT)
(Rand)
system that has been developed
for the 5-Year Water and
Sanitation Services Reliability Plan
Programme Management
Specialist
ACTIVITY A 6 TOTAL
ACTIVITY A 7: Provide on-going programme and
project management support to
strengthen the MISA Programme
Support to the PMO. In practice
this means that the relevant
members of the PMO are actively
and continuously supported to
coordinate the implementation of
the programme (see diagram
above) and any projects being
implemented by the PMO are
supported with best practice
project management resources.
This on-going programme &
project management support
should be extended to any
provincial structures that reflect the
functions of the PMO at a
provincial level
Team Leader
Administrator
Water Engineer
Sanitation Engineer
Roads & Storm Water Engineer
Electrical Engineer
Mechanical Engineer
Socio-economic Specialist
Institutional and Governance
Specialist
Solid Waste/Environmental
Specialist
Financial Specialist
Legal Specialist
Procurement Specialist
Monitoring and Reporting
Specialist
Programme Management
Specialist
ACTIVITY A 7 TOTAL
Team Leader
68 Tender Reference: MISA/PMO/001/2017
Activity Number & Description Position Name of
Resources in the
proposed project Team
Duration of
Activity
over 3
years
(Days)
Commitment
% of
resource
Equivalent
person
Days
Daily Rate
(inclusive of all
cost, except VAT)
(Rand)
Total cost per
person (inclusive of
all cost, except VAT)
(Rand)
ACTIVITY A 8: Provide support to the relevant
officials within MISA to procure and
manage the service providers to
undertake the data gathering
process in a maximum of 23
districts
Administrator
Water Engineer
Sanitation Engineer
Roads & Storm Water Engineer
Electrical Engineer
Mechanical Engineer
Socio-economic Specialist
Institutional and Governance
Specialist
Solid Waste/Environmental
Specialist
Financial Specialist
Legal Specialist
Procurement Specialist
Monitoring and Reporting
Specialist
Programme Management
Specialist
TOTAL PER DISTRICT
ACTIVITY A 8 TOTAL FOR 23 DISTRICTS
ACTIVITY A 9: Provide support to the relevant
officials within MISA to procure and
manage other service providers to
support the PMO as and when the
need is identified (Number is
Team Leader
Administrator
Water Engineer
Sanitation Engineer
Roads & Storm Water Engineer
Tender Reference: MISA/PMO/001/2017 69
Activity Number & Description Position Name of
Resources in the
proposed project Team
Duration of
Activity
over 3
years
(Days)
Commitment
% of
resource
Equivalent
person
Days
Daily Rate
(inclusive of all
cost, except VAT)
(Rand)
Total cost per
person (inclusive of
all cost, except VAT)
(Rand)
provisional, dependent on
requirement)
Electrical Engineer
Mechanical Engineer
Socio-economic Specialist
Institutional and Governance
Specialist
Solid Waste/Environmental
Specialist
Financial Specialist
Legal Specialist
Procurement Specialist
Monitoring and Reporting
Specialist
Programme Management
Specialist
TOTAL PER PROCUREMENT
ACTIVITY A 9 TOTAL FOR 5 PROCUREMENTS
ACTIVITY A 10: Provide support to the relevant
officials within the PMO to
undertake any necessary research
to inform decision making
Team Leader
Administrator
Water Engineer
Sanitation Engineer
Roads & Storm Water Engineer
Electrical Engineer
Mechanical Engineer
Socio-economic Specialist
70 Tender Reference: MISA/PMO/001/2017
Activity Number & Description Position Name of
Resources in the
proposed project Team
Duration of
Activity
over 3
years
(Days)
Commitment
% of
resource
Equivalent
person
Days
Daily Rate
(inclusive of all
cost, except VAT)
(Rand)
Total cost per
person (inclusive of
all cost, except VAT)
(Rand)
Institutional and Governance
Specialist
Solid Waste/Environmental
Specialist
Financial Specialist
Legal Specialist
Procurement Specialist
Monitoring and Reporting
Specialist
Programme Management
Specialist
ACTIVITY A 10 TOTAL
ACTIVITY A 11: Provide support to the relevant
officials within the PMO in all 27
districts both during the initial pilot
phase (4 districts) as well as the
subsequent phase (23 districts) to
undertake technical and financial
analysis to ensure that municipal
infrastructure budgets and actual
projects are aligned across the 4
sectors mentioned in this ToR to
enable eradication of backlogs in
all 27 districts.
Team Leader
Administrator
Water Engineer
Sanitation Engineer
Roads & Storm Water Engineer
Electrical Engineer
Mechanical Engineer
Socio-economic Specialist
Institutional and Governance
Specialist
Solid Waste/Environmental
Specialist
Financial Specialist
Tender Reference: MISA/PMO/001/2017 71
Activity Number & Description Position Name of
Resources in the
proposed project Team
Duration of
Activity
over 3
years
(Days)
Commitment
% of
resource
Equivalent
person
Days
Daily Rate
(inclusive of all
cost, except VAT)
(Rand)
Total cost per
person (inclusive of
all cost, except VAT)
(Rand)
Legal Specialist
Procurement Specialist
Monitoring and Reporting
Specialist
Programme Management
Specialist
TOTAL PER DISTRICT
ACTIVITY A 11 TOTAL FOR 27 DISTRICTS
ACTIVITY A 12: Provide support to the relevant
officials in the PMO to monitor and
report the achievements of the
programme goals and to monitor
the eradication of backlogs as well
as the improvements that come
about as a result of the institutional
strengthening initiatives identified
and implemented by any of the
stakeholders in the PMO. (This
should result in an approved
monitoring and reporting
mechanism cutting across the 3
spheres of government and should
be relevant for use by any
provincial structures that reflect the
functions of the PMO at a
provincial level.)
Team Leader
Administrator
Water Engineer
Sanitation Engineer
Roads & Storm Water Engineer
Electrical Engineer
Mechanical Engineer
Socio-economic Specialist
Institutional and Governance
Specialist
Solid Waste/Environmental
Specialist
Financial Specialist
Legal Specialist
Procurement Specialist
Monitoring and Reporting
Specialist
72 Tender Reference: MISA/PMO/001/2017
Activity Number & Description Position Name of
Resources in the
proposed project Team
Duration of
Activity
over 3
years
(Days)
Commitment
% of
resource
Equivalent
person
Days
Daily Rate
(inclusive of all
cost, except VAT)
(Rand)
Total cost per
person (inclusive of
all cost, except VAT)
(Rand)
Programme Management
Specialist
ACTIVITY A 12 TOTAL
ACTIVITY A 13: Provide administrative support to
all the officials in the PMO
Team Leader
Administrator
Water Engineer
Sanitation Engineer
Roads & Storm Water Engineer
Electrical Engineer
Mechanical Engineer
Socio-economic Specialist
Institutional and Governance
Specialist
Solid Waste/Environmental
Specialist
Financial Specialist
Legal Specialist
Procurement Specialist
Monitoring and Reporting
Specialist
Programme Management
Specialist
TOTAL PER MONTH
ACTIVITY A 13 TOTAL FOR 36 (?) MONTHS
DELIVERABLE A TOTAL {SUMMATION (ACTIVITY A1 TO ACTIVITY A13)}
Tender Reference: MISA/PMO/001/2017 73
Activity Number & Description Position Name of
Resources in the
proposed project Team
Duration of
Activity
over 3
years
(Days)
Commitment
% of
resource
Equivalent
person
Days
Daily Rate
(inclusive of all
cost, except VAT)
(Rand)
Total cost per
person (inclusive of
all cost, except VAT)
(Rand)
DELIVERABLE B: DEVELOPED IN-HOUSE CAPACITY OF MISA WITH REGARD TO PROGRAMME AND PROJECT MANAGEMENT
ACTIVITY B 1: Ensure that the customised
PROGRAMME & project
management methodology and
approach developed for the 27
Priority Districts Programme is
relevant for use by the whole of
MISA, including instances where
MISA actually implements
infrastructure projects
Team Leader
Administrator
Water Engineer
Sanitation Engineer
Roads & Storm Water Engineer
Electrical Engineer
Mechanical Engineer
Socio-economic Specialist
Institutional and Governance
Specialist
Solid Waste/Environmental
Specialist
Financial Specialist
Legal Specialist
Procurement Specialist
Monitoring and Reporting
Specialist
Programme Management
Specialist
ACTIVITY B 1 TOTAL
ACTIVITY B 2: Develop a Capacity Building Plan
to develop the capabilities of MISA
staff
Team Leader
Administrator
Water Engineer
Sanitation Engineer
74 Tender Reference: MISA/PMO/001/2017
Activity Number & Description Position Name of
Resources in the
proposed project Team
Duration of
Activity
over 3
years
(Days)
Commitment
% of
resource
Equivalent
person
Days
Daily Rate
(inclusive of all
cost, except VAT)
(Rand)
Total cost per
person (inclusive of
all cost, except VAT)
(Rand)
Roads & Storm Water Engineer
Electrical Engineer
Mechanical Engineer
Socio-economic Specialist
Institutional and Governance
Specialist
Solid Waste/Environmental
Specialist
Financial Specialist
Legal Specialist
Procurement Specialist
Monitoring and Reporting
Specialist
Programme Management
Specialist
ACTIVITY B 2 TOTAL
ACTIVITY B 3: Capacitate MISA staff as well as
any members of provincial
structures that are established that
represent the PMO at a provincial
level through on-the-job capacity
building on the customised
programme & project management
APPROACH to ensure they are able
to provide on-going and
Team Leader
Administrator
Water Engineer
Sanitation Engineer
Roads & Storm Water Engineer
Electrical Engineer
Mechanical Engineer
Socio-economic Specialist
Tender Reference: MISA/PMO/001/2017 75
Activity Number & Description Position Name of
Resources in the
proposed project Team
Duration of
Activity
over 3
years
(Days)
Commitment
% of
resource
Equivalent
person
Days
Daily Rate
(inclusive of all
cost, except VAT)
(Rand)
Total cost per
person (inclusive of
all cost, except VAT)
(Rand)
sustainable programme and
project management support to the
PMO and other similar
programmes beyond the contract
period of the service provider
Institutional and Governance
Specialist
Solid Waste/Environmental
Specialist
Financial Specialist
Legal Specialist
Procurement Specialist
Monitoring and Reporting
Specialist
Programme Management
Specialist
ACTIVITY B 3 TOTAL
ACTIVITY B 4: Ensure that the customised
programme & project management
approaches and systems
developed are institutionalised
within MISA and any provincial
structures that reflect the functions
of the PMO at a provincial level
Team Leader
Administrator
Water Engineer
Sanitation Engineer
Roads & Storm Water Engineer
Electrical Engineer
Mechanical Engineer
Socio-economic Specialist
Institutional and Governance
Specialist
Solid Waste/Environmental
Specialist
Financial Specialist
76 Tender Reference: MISA/PMO/001/2017
Activity Number & Description Position Name of
Resources in the
proposed project Team
Duration of
Activity
over 3
years
(Days)
Commitment
% of
resource
Equivalent
person
Days
Daily Rate
(inclusive of all
cost, except VAT)
(Rand)
Total cost per
person (inclusive of
all cost, except VAT)
(Rand)
Legal Specialist
Procurement Specialist
Monitoring and Reporting
Specialist
Programme Management
Specialist
ACTIVITY B 4 TOTAL
DELIVERABLE B TOTAL {SUMMATION (ACTIVITY B 1 TO ACTIVITY B 4)}
DELIVERABLE C: CONTRACT CLOSE-OUT
ACTIVITY C 1: Preparation and submission of
Contract Close-out Report
Team Leader
Administrator
Water Engineer
Sanitation Engineer
Roads & Storm Water Engineer
Electrical Engineer
Mechanical Engineer
Socio-economic Specialist
Institutional and Governance
Specialist
Solid Waste/Environmental
Specialist
Financial Specialist
Legal Specialist
Procurement Specialist
Tender Reference: MISA/PMO/001/2017 77
Activity Number & Description Position Name of
Resources in the
proposed project Team
Duration of
Activity
over 3
years
(Days)
Commitment
% of
resource
Equivalent
person
Days
Daily Rate
(inclusive of all
cost, except VAT)
(Rand)
Total cost per
person (inclusive of
all cost, except VAT)
(Rand)
Monitoring and Reporting
Specialist
Programme Management
Specialist
ACTIVITY C 1 TOTAL
DELIVERABLE C TOTAL {SUMMATION (ACTIVITY C1)}
DELIVERABLES TOTAL {SUMMATION (DELIVERABLE A TO DELIVERABLE C)}
VAT @ 14%
TOTAL COST FOR ALL DELIVERABLES (DELIVERABLE A TO DELIVERABLE C INCLUSIVE OF VAT