Request for Proposal - Coega Development Corporation:...

Request for Proposal:

FOR PROFESSIONAL CONSULTANCY

SERVICES FOR REVITALIZATION OF UMTATA

MILITARY BASE 14 SAI

19 April 2017

Contract No

CDC/506/16

DOCUMENT INFORMATION SHEET

Title of Document : Request for Proposal: Revitalisation of Umtata Military Base 14 SAI

Type of Document : Request for Proposal

Document Number : CDC/506/16

Prepared by : Tandile Ngxekana

Typed by : Tandile Ngxekana

Business Unit : Department of Public Works Programme - Mthatha

Prepared for : CDC

Date of Issue : 19 April 2017

Copyright

All rights reserved. No part of this document may be reproduced or distributed in any form or by any means, electronic, mechanical, photocopying or recording

or otherwise, or stored in a database or retrieval system, without the prior written permission of the Coega Development Corporation (Pty) Ltd. ©

Coega Development Corporation DPW Programme – Mthatha

National Projects

Department of Public Works ISO 9001: 2008 Clause 7.4.1

Purchasing Process

01_RFP_DPW Projects_Rev0 1 17 May 2017

REQUEST FOR PROPOSAL

Request for Proposal: Professional Consultancy Services for various projects Contract No. CDC/506/16

INVITATION AND SCOPE OF SERVICES

The CDC is inviting capable and competent Professional Service Providers to submit proposals for the

provision of professional consulting services. Respondents must comprise multidisciplinary project teams

which may be achieved through the formation of Consortium or Joint Venture, and each project team,

consortium or JV must comprise the following professionals: an Architect, Quantity Surveyor, Civil Engineer,

Structural Engineer, Mechanical Engineer, Electrical Engineer, Principal Agent, Health & Safety Agent and

Clerk of Works.

Respondents are required to have relevant experience and knowledge in condition assessment based repairs

and renovations of existing buildings, planning, design & redesign, construction management and decanting

with respect to new and existing buildings. The services to be provided will include, but not be limited to the

following:

(a) Conditional Assessment and Compilation of an Assessment Report and ratings in line with GIAMA;

(b) Confirm end user requirements for the facility;

(c) Development of detailed scope of work documentation;

(d) Development of EIA checklist and development, requesting / submission of EMP’s where applicable;

(e) Development of Concept Designs, Concept Plans and Project Implementation Plans;

(f) Development of Decanting Plans;

(g) Development of detailed designs and tender documentation;

(h) Development of proper works information and room data sheets;

(i) Development of cost estimates for work packages

(j) Assist in the procurement of manufacturers and / or suppliers;

(k) Site supervision and contract management during construction phases;

(l) Overall co-ordination and project management activities;

The Coega Development Corporation (Pty) Ltd (CDC) is assisting the National Department of Public Works

(NDPW) with implementation infrastructure projects in the Eastern Cape Province. The scope of works on

the projects comprises design and construction of new facilities, repair, refurbishment, upgrading and

maintenance (planned and unplanned) of existing facilities. These projects are aimed at providing habitable

accommodation for state employees and will additionally serve to address socio-economic elements such as

creating jobs, the development and transfer of skills and poverty reduction.


National Projects


Purchasing Process


(m) Financial Control, Quality Control, Coordination Monitoring and Reporting Services;

(n) Close-out Report.

The project to be executed is CDC/506/16 - Umtata Military Base 14 SAI. It is a condition based maintenance

project, and the facility comprises 113 buildings with 8 buildings to be demolished and the remainder to be

repaired as per appointed consultants’ recommendations. The buildings use includes staff accommodation,

administration offices, motor vehicle pools, stores, central kitchen, various mess halls, garages, gymnasium,

clinic and pharmacy, gate house, guard house, stables and kennels as well as services infrastructure (water,

sewage, storm water, electrical and mechanical). The required work includes repair and refurbishment of

mechanical, electrical, building, civil and any related services to meet military infrastructure standard, building

regulations and the OHS Act.

CONDITIONS

(a) Preference will be given to respondents who comply with the CDC’s Procurement Policy & Procedures.

(b) Preferential Procurement Policy Framework Act (PPPFA) principles shall apply, whereby submissions

will be evaluated according to the provisions of that Act and the Public Finance Management Act

(PFMA) Sections 36 and 49.

(c) Bidders must submit a valid Consolidated BBBEE Verification Certificate from SANAS Accredited

Verification Agency or from a Registered Auditor approved by Independent Regulatory Board of Auditors

(IRBA) in order to be eligible for empowerment points. Bidders are expected to submit a Consolidated

BBBEE certificate for the consortium and not individual certificates for entities. The Qualifying Small

Enterprise (QSE) and Exempted Micro Enterprises (EME) must submit a sworn affidavit confirming the

company Annual Total Revenue and level of black ownership (This must be signed by the commissioner

of Oath).

(d) For Functionality Scoring bidders are required to achieve a minimum threshold of 60% in order to be

considered for next stage evaluation.

(e) Proof of registration with Treasury’s Centralized Supplier Database (CSD) or provide a Treasury CSD

registration number e.g. MAAA0…;contractors and service providers have a responsibility to make sure

that they are tax compliant by the closing date of the bid they are tendering for and also remain tax

compliant during the evaluation period.

(f) Security clearance by National Department of Public Works and South African Security Agency will be

mandatory for all entities their principals and employees that will be working on the project and the

security screening form must be completed and submitted by all parties concerned

(g) Each Consortium/Project Team/JV is required to have a registered Health & Safety Agent and

registration must be in the category of a professional agent registered with SACPCMP

(h) The following scores will be applied:

(i) Price - 80,

(ii) BBBEE Status - 20.


National Projects


Purchasing Process


Request for Proposal documents, issued by CDC, is available for download from the CDC website:

www.coega.com from 12h00 on Friday 19 May 2017. No documents will be available or issued at the Briefing

Meeting and should therefore be downloaded timeously beforehand.

A mandatory briefing meeting will be conducted at 12h00 on Monday, 29 May 2017 at Abbotsford Christian

Centre, 28 Wyse Avenue, Abbotsford, East London; where representatives from the CDC will meet

prospective bidders.

One original completed bid document shall be placed in a sealed envelope clearly marked: “CDC/506/16

Professional Consultancy Services for Revitalization of Umtata Military Base 14 SAI. The closing date

and time for the receipt of completed bids is Monday, 12 June 2017 at 12h00 at the reception desk of the

CDC Office, at 14 Pearce Street, Berea, East London. Bids will not be opened in public and no late

submissions will be considered.

Failure to provide any mandatory information required in this document will result in the submissions being

deemed null and void and shall be considered non-responsive.

Proof of registration with Treasury’s Centralized Supplier Database (CSD) or provide a Treasury CSD

registration number e.g. MAAA0…;contractors and service providers have a responsibility to make sure that

they are Tax compliant by the closing date of the bid they are tendering for and also remain Tax Compliant

during the evaluation period. The Tax Status of the bidders will be verified through CSD.

Telegraphic, telexed, facsimiled or e-mail submissions will not be accepted.

No telephonic or any other form of communication with any other CDC member of staff, other than the

named individual below, relating to this request for bid will be permitted. All enquiries regarding this

bid must be in writing only, and must be directed to:

Andile Ntloko, Unit Head: Supply Chain Management; e-mail address: [email protected].

The CDC reserves the right not to accept the lowest proposal in part or in whole or any proposal.

http://www.coega.com/

mailto:[email protected]


National Projects


Purchasing Process


RESPONDENT’S INFORMATION SHEET

This form MUST be filled in by all respondents to this RFP and included as the third page of the Proposal after

the cover page.

Contract No. CDC/506/16

Description of Contract Professional Consultancy Services for Revitalisation of Umtata Military Base 14 SAI

Name of Organisation / Joint Venture / Consortium

Physical Address

Postal Address

Contact Name

Email Address

Telephone Number

Fax Number

Cell Number


National Projects


Purchasing Process


TABLE OF CONTENTS

1 INTRODUCTION AND BACKGROUND..........................................................................................6

2 METHODOLOGY AND SCOPE OF WORK....................................................................................6

2.1 SCOPE OF WORK & METHODOLOGY.........................................................................................6

2.2 CRITICAL WORKS..........................................................................................................................7

2.3 NON-CRITICAL WORKS.................................................................................................................7

2.4 WORK TO BE PERFORMED BY PROFESSIONAL SERVICE PROVIDERS............................9

3 PREPARATION OF SUBMISSION...............................................................................................19

4 ASSESSMENT CRITERIA............................................................................................................19

4.1 RESPONSIVENESS.....................................................................................................................19

4.2 ADDITIONAL INFORMATION REQUIRED..................................................................................21

4.3 FUNCTIONALITY ASSESSMENT...............................................................................................21

4.4 QUANTITATIVE ASSESSMENT................................................................................................. 20

5 TERMS AND CONDITIONS..........................................................................................................22

6 DISQUALIFICATIONS..................................................................................................................23

APPENDIX A - FINANCIAL PROPOSAL

APPENDIX B - FUNCTIONALITY SCORING

APPENDIX C - COMPULSORY DECLARATION OF INTEREST FORM

APPENDIX D - DECLARATION OF BIDDERS PAST SUPPLY CHAIN PRACTICES (FORM SBD 8)

APPENDIX E - CERTIFICATE OF INDEPENDENT BID DETERMINATION (FORM SBD 9)

APPENDIX F - NAME OF LEAD/KEY PROFESSIONAL FOR EACH DISCIPLINE TO BE ASSIGNED TO

THIS PROJECT

APPENDIX G - SECURITY CLEARANCE FORM


National Projects


Purchasing Process


1 INTRODUCTION AND BACKGROUND

The Coega Development Corporation (CDC) has been appointed by the National Department of Public

Works (NDPW) as Implementing Agents for 65 projects managed from NDPW Mthatha Regional

Office. NDPW had not appointed consultants on all 65 projects hence the need for this Request for

Proposal (RfP). The 65 projects comprise police stations, magistrate offices, offices for Department of

Labour, Home Affairs and accommodation provision for Department of Defence. The Coega

Development Corporation (CDC) was appointed by the National Department of Public Works (NDPW)

as Implementing Agents at Umtata Military Base 14 SAI which is managed from NDPW Mthatha

Regional Office.

The Military Base is an old facility with building more than 100 (one hundred) buildings and was used

by the Transkei Defence force before being handed over to its current occupant, The South African

Defence Force. It is located 15 km SW of Mathatha towards Ngcobo.

2 SCOPE OF WORK AND METHODOLOGY

The immediate goal is to complete a physical assessment of the facility and thereafter to carry out

remedial action as required. The long-term objective is to ensure that all the buildings concerned meet

the functional quality required by the National Department of Public Works and User Departments,

through this immediate intervention. It is imperative to align the design, components and size of each

building to the nature of use as per GIAMA standards as well as relevant legislation and practice.

The scope of work for this project is described here below:

Phase 1: Assessment of the Existing

(a) The assessment of structural integrity of existing buildings;

(b) The assessment of the quality of space and ergonomics relative to the use;

(c) Site topography surveys and cadastral site plans (if required);

(d) Measurement and drawing of the existing(if required);

(e) Compilation and submission of an Assessment Report including GIAMA ratings and

(f) Overall co-ordination and project management activities.

Phase 2: Compilation of a Remedial Brief for the Each Building

(a) Recommend remedial actions;

(b) Provide decanting strategy; and

(c) Develop demolition report.

Phase 3: Detailing and Construction


National Projects


Purchasing Process


(a) Development of detailed design and tender documents;

(b) Computing estimated costs for the building works and

(c) Site supervision during construction phase;

(d) Facilitation of Commissioning of the facility on completion;

(e) Development of an Environmental Management Plan and its implementation during construction;

and

(f) Overall co-ordination and project management activities.

The following items are exclusions from the construction scope:

Furniture and equipment for the facility.

The Professional Service Provider/s will be expected to produce detailed specifications, room data sheets and

drawings (where necessary) for the works in consultation with the CDC and NDPW. The specifications should

be in line with the project brief, specifying the norms and standards.

2.1 PROPOSED SEQUENCING (BOTH CRITICAL & FUNCTIONAL WORKS)

The sequencing of work as categorized must be carefully planned for execution as facilities must

remain fully functional and operational at all times.

Detailed decanting plans would have to be compiled by the Professional Service Providers in

consultation with CDC and User Client for approval before construction commences.

Coega Development Corporation DPW Programme

Eastern Cape National Projects

National Department of Public Works ISO 9001: 2008 Clause 7.4.1

Purchasing Process

01_RFP_NDPW _Rev0 8 17 May 2017

2.2 WORK TO BE PERFORMED BY PROFESSIONAL SERVICE PROVIDERS

The following are the detailed services, broken down into various project stages with specific deliverables, which shall be provided by the Professional Service

Providers:

STAGE DESCRIPTION SCOPE OF SERVICES SPECIFIC DELIVERABLES

Stage 1 Inception and

Consultations

a) Attend Project Briefing Meeting by Client;

b) Prepare and submit the Project Implementation Plan which will include the scope of

work, milestones, schedule of activities, fee split per deliverable/milestone and

method of measuring progress;

c) Finalise any outstanding contractual issues leading up to signing of Contract;

d) Source and/or collect any available necessary project documentation (drawings,

reports, plan, etc.);

e) Confirm site location;

f) Assess site accessibility;

g) Confirm land-ownership and facilitate transfer of land-ownership where necessary;

h) Assess current and future/planned rezoning and land usage;

i) Conduct a needs assessment;

j) Conduct topographical surveys; (where necessary)

k) Conduct geotechnical investigations; (where necessary)

l) Conduct a detailed conditional assessment of the existing buildings and assess

availability and capacity of all bulk services (water, sewer, electricity and telecoms)

for reuse of at any facilities where possible (consult with relevant authorities);

m) Measure and draw existing building/s; (where necessary)

n) Assess all existing and planned services traversing the site;

o) Conduct assessments and obtain approvals for Safety, Health and Environmental;

p) Establish if any scope may require environmental approval such as heritage

approval permits, etc and action on behalf of NDPW;

a) Project Implementation Plan;

b) Assessment Report;

c) Record of Technical Meetings;

d) Sequencing Plan of Phases

e) Consultation Report;

f) Progress Reports;

g) Preliminary Cost Estimates;

h) Detailed Programme; and

i) EIA Assessment Questionnaire

Method of Assessment and Payment:

5%

Pre-requisite is the submission

and approval of the Project

Implementation Plan

0/100, upon receipt and

approval of all above Reports

5%

0/100, upon receipt and approval of the

Consultation Report




Purchasing Process


q) Conduct heritage assessments and secure Heritage Council approvals (where

necessary);

r) Manage the preparation of the Environmental Management Plan by Environmental

Consultants (if required);

s) Conduct traffic studies (where necessary);

t) Identify any site constraints (e.g. Proximity to other structures and activities taking

place near the site);

u) Arrange, conduct and record all Technical Team co-ordination meetings;

v) Develop a detailed Assessment Report covering all areas of investigation as

highlighted above;

w) Identify and confirm Key Stakeholders and obtain user requirements;

x) Consult with National Department of Public Works to confirm their requirements;

y) Consult Local Authority to confirm applicable local by-laws and any required

Statutory Approvals;

z) Consult Local Community via Local Council and/or Traditional Leadership;

aa) Consult with relevant Trade Unions;

bb) Compile a Consultation Report – covering outcomes of consultations highlighted

above;

cc) Understand building use, user numbers, user requirements, services offered at the

facility and services offered in each building concerned;

dd) Prepare decanting plans indicating the phasing of works in a manner that will not

adversely affect services offered at the facility; and

ee) Prepare decommissioning, demolition and commissioning plans for the facility

(where necessary)





Purchasing Process


Stage 2 Concept Design

(Preliminary Designs)

a) Attend all Client Progress Meetings and other ad-hoc meetings;

b) Attend all Planning and Design meetings;

c) Assess and advise on user requirements;

d) Ensure compliance with latest norms and standards applicable;

e) Develop WBS, WBS Dictionary and Baseline Plan;

f) Develop a detailed master plan for the facility proposing the repurposing of existing

buildings (where necessary), facilities and services where possible and/or feasible

to achieve greater value and efficiencies;

g) Prepare decommissioning and commissioning plans (sequencing) for the facilities;

h) Identify SMME packages in consultation with the CDC SMME Unit;

i) Agree with the CDC on the format and procedures for cost control and reporting;

j) Manage and monitor the preparation of project costing with specific reference to site

matters that may affect the project costs;

k) Prepare preliminary layout/sketch plans(where necessary);

l) Prepare preliminary cost estimates and project programme;

m) Prepare and submit the Site Development Plans to local authorities (where

necessary);

n) Conduct Value Engineering workshops, including all key stakeholders, and produce

a Value Engineering Report.

a) Preliminary layout/sketch plans;

b) Work Breakdown Structure (WBS),

WBS Dictionary and Baseline Plans;

c) Concept Designs (Including

elevations, sections and 3D

sketches);

d) Cost Estimates;

e) Site Development Plans;

f) Value Engineering Report;

g) Progress Reports; and

h) Updated Programme


15%

0/100, upon receipt of

acceptable Level 2 WBS, Brief,

Draft Layout/Sketch Plans,

Concept Designs,

Preliminary Cost Estimates,

Preliminary Schedule, Site Development

Plans and VE Report

10%

0/100, Revised Level 2 WBS,

Brief, Concept Designs,

Sketch/Layout Plans, Preliminary

Cost Estimates and Preliminary

Schedule




Purchasing Process



Stage 3 Detail Designs a) Conduct monthly project progress design review meetings with the consultants, the

facility management, CDC;

b) Manage the performance of the consultant team, with specific reference to

deliverables, and fee payable;

c) Actively pursue the optimisation of the existing designs and implementation

strategies;

d) Establish and co-ordinate the formal and informal communication structure,

processes and procedures for the design development of the project;

e) Prepare, co-ordinate and agree on a detailed Design and Documentation for the

project;

f) Produce design development drawings, technical details and outline specifications;

g) Prepare comprehensive room data sheets (where necessary)

h) Manage, co-ordinate and integrate the design in a sequence to suit the project

design and documentation with consultants;

i) Prepare detailed cost estimates;

j) Prepare detailed Design Report;

k) Facilitate and manage the end-user participation, by establishing the working group

committee to participate in meetings during the design of the project;

l) Manage and monitor the timeous submission by the design team of all plans and

documentation to obtain the necessary statutory approvals;

m) Conduct Value Engineering exercise with CDC on detail designs for approval;

n) Identify and set aside SMME work packages in the BOQ;

o) Facilitate any input from the design consultants required by Health and Safety

consultant;

p) Establish responsibilities and monitor the information flow (to and from) to all

a) Design development drawings;

b) Working Drawings;

c) Outline Specifications;

d) Detailed Cost Estimates;

e) Design Report;

f) Baseline Programme;

g) Fire Plans; and

h) Room Data Sheets


Proportional

0/100, Drawings, Specifications,

Cost Estimates for each Work

Package, Design Report




Purchasing Process


stakeholders

q) Manage the preparation of cost estimates by the Quantity Surveyor, budgets and

cost reports;

r) Cost control to achieve cost effective designs;

s) Facilitate and monitor the timeous technical co-ordination of the design by the

design team;

t) Manage and monitor the planning and documentation of commissioning of the

facility, including change management planning; and

u) Facilitate End User/Client approvals.


Stage 4 Tender Documentation and

Procurement

a) Provide advice on all appropriate insurances;

b) Compilation and approval of Tender Documentation including Working Drawings

and Elemental Bill of Quantities;

c) Assess samples and products for compliance and design intent;

d) Production of copies of the required number of Tender Documents for distribution to

prospective tenderers;

e) Attend Briefing Meeting;

f) Assist with responses to technical and design related questions during tender stage;

g) Attend tender closure meeting; and

h) Assist with tender evaluation, arithmetical error checking of submitted bids and

compilation of detailed Tender Evaluation Report to Project Manager;

a) Working Drawings;

b) Elemental BOQ;

c) Tender Documentation;

d) Tender Evaluation Report; and

e) Progress Reports.

Method of Assessment and Payment

7.5%

0/100, Complete Set of Tender

Documents

2.5%

0/100, Attendance to Briefing

Meeting, Tender Evaluation

Report


Stage 5 Construction

(Include both construction

a) Assist with appointment of contractor including signing of JBCC contract;

b) Ensure that all contractual obligations from the contractor are met e.g. guarantees,

a) Work Plans for construction;

b) Site Handover Certificate and JBCC




Purchasing Process


and commissioning) insurances, programmes, etc are in place;

c) Manage the performance of the contractor with specific reference to deliverables,

cost structures, interest and penalties;

d) Actively pursue the optimisation of the designs and implementation strategies;

e) Facilitate the hand-over of site to the contractor;

f) Establish and co-ordinate the formal and informal communication structure and

procedures during the construction period;

g) Monitor, review and approve the preparation of the contract programme;

h) Monitor the compliance by the contractors of the requirements of the Health and

Safety Consultant;

i) Monitor the auditing of the contractors Health and Safety Plan and on site auditing

by the Health and Safety Agent;

j) Monitor the compliance by the contractors of the requirements of the Socio -

Economic Deliverables;

k) Report on EPWP and SMME achievements to CDC;

l) Agree and manage the document schedule to ensure timeous delivery of required

information to the contractor;

m) Establish procedure for monitoring, controlling and agreeing all scope and cost

variations. Formal approvals to be obtained from CDC prior to instruction to proceed

with any scope changes;

n) Agree and monitor all quality assurance procedures and implementation thereof by

the consultant and the contractor;

o) Monitor, review, approve and certify monthly progress payments of all Service

Providers;

p) Receive, review and adjudicate any contractual claims;

q) Monitor the preparation of monthly cost reports by the Quantity Surveyor;

Contracts;;

c) Payment Certificates;

d) Monthly Progress Reports;

e) Monthly Cost Report; and

f) Mini BOQ and Drawings for SMME

packages.

Method of Assessment and

Payment

35%

0/100 Portion of the 35%

determined as the percentage of

the approved contractor’s interim

payment certificate to the total

contract value (Excl VAT, advanced

payment, any interest charges, and

Incl penalties) as evidenced on the

Payment Certificate




Purchasing Process


r) Submit all necessary cash flows to the CDC;

s) Prepare monthly project reports (reporting on project progress and financial

management) including any other submission to the CDC;

t) Co-ordinate and monitor the defects/snag lists to enable the issue of the Certificate

of Practical Completion;

u) Monitor the execution of the defects items to achieve works completion and the

issue of a Works Completion Certificate;

v) Monitor the execution of the defects items during the defect period to achieve final

completion and the issue of a Final Completion Certificate;

w) Monitor and report on critical path of contractors programme and recommend

changes where necessary;

x) Monitor and report on labor resources of contractor to achieve targets; and

y) Full time presence on site of Clerk of Works to monitor workmanship and quality of

construction works performed by the contractor.


Stage 6 Close-Out a) Manage, co-ordinate and monitor all necessary commissioning and

decommissioning of all complete works on the facility for formal hand:

i. Decommissioning of any existing facilities;

ii. Commissioning of the new or upgraded facilities; and

iii. Hand over all relevant documentation to the End User.

b) Manage, co-ordinate and expedite the preparation of As-Built drawings, all

operating and maintenance manuals as well as warrantees and guarantees;

c) Submit As-Built drawing in electronic format, PDF and AutoCad or similar;

d) Manage, co-ordinate and expedite the preparation and agreement of the final

account by the consultants with the relevant contractors;

e) Process final accounts;

a) As-Built Drawings;

b) Operating and Maintenance Manuals;

c) Close-Out reports; and

d) Progress Reports

Method of Assessment and Payment

5%

0/100, As-built Drawings, Completion

Certificate, Final Accounts, Close-out

Report.




Purchasing Process


f) Receive and review Close-out Reports from the Consultants/Contractors; and

g) Submit a project Close-out Report (as per CDC format) with project and financial

data to the CDC.

The following are the detailed services, broken down into various project stages with specific deliverables, which shall be provided by the Health and Safety Professional

Service Providers:

STAGE 1 – Project Initiation and Briefing

• Demonstrate the Construction Health and Safety Agent’s competency and resource;

• Assist in developing a clear construction health and safety project brief;

• Attend the project initiation meetings (communication);

• Conclude the terms of the agreement with the client;

• Advise on the necessary surveys, analyses, tests & site or other investigations where needed for the next Stage of the project;

• Advise the client on the adequacy of health and safety competency and resources of the other consultants;

• Identify the construction health and safety risk profile;

• Provide necessary information within the agreed scope of the project to the other consultants;

• Define the consultant’s scope of work and services;

STAGE 2 – Concept

• Agree the documentation programme with the principal consultant and the other consultants;

• Attend design and consultants’ meetings (communication);




Purchasing Process


• Review and evaluate design concepts and advise on construction project health and safety in conjunction with the other consultants;

• Review, update and agree the construction project health and safety risk profile and prepare the construction project H&S policy;

• Advise on preliminary cost estimates / budgets for construction project health and safety;

• Prepare draft construction project baseline risk assessment;

• Assist the client in the procurement of necessary and appropriate specialists, incl. a clear definition of their roles, responsibilities and liabilities (& revised schedule);

• Advise the client on the adequacy of the health and safety competency and resources of the appropriate specialist/s

• Assess and approve the appropriate specialists/s health and safety plan/s

• Monitor the implementation of the appropriate specialist/s health and safety plan/s, including periodic audits;

• Prepare the draft construction project health and safety specification;

• Agree the format and procedures for health, safety and hygiene construction project control;

• Advise and agree with the other consultants regarding their CPH&S requirements and related design risk management responsibilities;

• Liaise, co-operate and provide necessary information to the client / principal consultant and the other consultants;

Stage 3 – Design Development

• Review the documentation programme with the principal consultant and the other consultants;

• Attend design and consultants’ meetings (communication);

• Finalise the construction project health and safety risk profile;

• Advise designers & specifies of their H&S legal liabilities and responsibilities for constructability, maintainability and operability of the structure;

• Manage, co-ordinate, integrate & record the design risk management process w/ other consultants to suit the documentation programme;

• Monitor integration of H&S aspects for constructability, maintainability & operability and finalise Construction Project baseline risk assessment;

• Identify and implement schedule of precautions necessary for CPH&S control and update the construction project tender health and safety specification/s;

• Agree on a format for the Health and Safety File (template)

• Assess and approve necessary construction project health and safety plan/s for early works;




Purchasing Process


• Monitor the implementation of necessary construction health and safety plans, including periodic audits for early works;

• Assist the cost consultant with detailed information for initial construction project health and safety cost estimates / budgets;

• Liaise, co-operate and provide necessary construction project H&S information to the client, principal consultant and the other consultants;

Stage 4 – Documentation and Procurement

• Attend design and consultants’ meetings;

• Assist in developing clear construction project health and safety procurement process (records);

• Finalise the construction project tender health and safety specification/s and integrate with the procurement documentation;

• Provide and record construction project health, safety, hygiene and design risk information to the principal consultant and other consultants (communication);

• Prepare the construction project health and safety documentation for submission to authorities;

• Participate in construction project tender clarification meeting/s (communication);

• Assist w/ evaluation of tenders (records) and verify contractors CH&S competencies, knowledge & resources to carry out the construction works;

• Assist the cost consultant in the finalisation of the construction project health and safety cost estimate / budget;

• Assist with the preparation of contract documentation for signature;

• Prepare construction project health and safety mobilisation and access plan/s for the construction work;

• Assess samples, mock-ups and products (evaluation) for construction project, structural maintainability and operability and health and safety compliance;

Stage 5 – Construction

• Assess and approve the principal contractor/s construction project health and safety plans at each site;

• Submit necessary documentation to authorities and facilitate permit/s that may be required to commence the construction work;

• Attend site handover meeting/s and lead the construction project health and safety mobilisation and access plan/s;

• Attend regular site, technical and progress meetings (& risk communication);




Purchasing Process


• Prepare the revised construction project H&S risk profile, specification/s and cost estimates / budgets in response to scope of work change/s;

• Monitor implementation (commissioning) of the CPH&S plan i.t.o the CH&S specification & further scope of work changes;

• Recommend stop orders (report) as required;

• Monitor the design risk management process (records);

• Perform incident and accident investigations where necessary (records & corrective actions);

• Audit compliance with the construction project H&S plan/s and brief the project management team and contractor/s following site audits;

• Conduct health and safety management system audits;

• Facilitate construction health and safety system plan/s review/s for continual improvement;

• Monitor the compilation of the (interim) construction project health and safety file by the contractor/s;

• Prepare the consolidated Health and Safety File Prepare the 'OHS report of compliance status for occupation' element of the health and safety plan/s for

commissioning of the structure/s;

Stage 6 – Close out

• Review, discuss & approve the H&S File with the contractor/s for each site & manage the construction project H&S during the defects & liability period (audits & risk

communication);

• Cancel all construction project health and safety legal appointments;

• Prepare the health and safety operations and maintenance report (& approved H&S File);

• Prepare the consolidated construction project health and safety close-out report.




Purchasing Process

01_RFP_ NDPW _Rev0 19 17 May 2017

3 PREPARATION OF SUBMISSION

The following items are to be submitted:

a) The Respondents Information Sheet at the beginning of this document;

b) An organogram of all members of the Consortium/ Joint Venture;

c) Commitment to the transfer of knowledge i.e. the use of interns and students proposed for this

project by indicating the minimum number to be assigned to this project. The cost of employing

of interns to be included in financial proposal;

d) The Financial Proposal form (Appendix A) is to be completed in full by respondents,

e) The Functionality Scoring Schedules (Appendix B) is to be completed in full;

f) Individuals nominated that will act as lead/key professional for each discipline and will be

assigned to this project (Appendix F).

4 ASSESSMENT CRITERIA

4.1 RESPONSIVENESS

The following criteria will be used in assessing the responsiveness of tenders.

Table 1: Mandatory Requirements to be submitted

NO. DESCRIPTION YES NO

1

Proof of registration with Treasury’s Centralized Supplier

Database (CSD) or provide a Treasury CSD registration

number e.g. MAAA0…;contractors and service providers have a

responsibility to make sure that they are tax compliant by the

closing date of the bid they are tendering for and also remain tax

compliant during the evaluation period.

2 Signed Attendance Register at the mandatory briefing meeting.

3 Letter of Intent signed by All members of the Consortium/JV

(where applicable) to enter into a Consortium/JV

4

Letter of Authority for Lead Partner to sign the documents for the

Consortium/JV’s signed by All members of the Consortium/

JV (where applicable)

5 Financial proposal Schedules (A1, A2, A3 & A4) must be

completed in full and duly signed and returned

6 Completed and signed Compulsory Declaration of Interest Form

submitted by ALL members of the JV/Consortium

7 Completed and signed Certificate of Independent Bid

Determination (SBD 08) submitted by ALL members of the




Purchasing Process

01_RFP_ NDPW _Rev0 20 17 May 2017

Fa

ilure to submit and complete all mandatory information will result in submissions being

deemed null and void and shall be considered “non – responsive”.

JV/Consortium

8

Completed and signed Declaration of Bidders Past Supply

Chain Management Practices (SBD 09) submitted by ALL

members of the JV/Consortium

9 Proof of registration with SACPCMP as a Registered

Professional Construction Health and Safety Agent (Pr. CHSA);

10 The lead/key professionals for each discipline as nominated in

Appendix F to fill in and sign security clearance forms

11

The lead/key professionals for each discipline as nominated in

Appendix F to supply proof of professional registration (except

for Clerk of Works;

i. Principal Agent (registered as PrCPM with

SACPCMP/PMP/Pr2)

ii. Architect (PrArch/PrTechArch)

iii. Mechanical Engineer (PrEng/PrTechEng)

iv. Electrical Engineer (PrEng/PrTechEng)

v. Civil Engineer (PrEng/PrTechEng)

vi. Structural Engineer (PrEng/PrTechEng)

vii. Quantity Surveyor (PrQS)

viii. Health and Safety Agent (registered as a Pr H&S Agent

with SACPCMP)

(NOTE: Professional Registration as Pr Eng or Pr Tech only -

Pr Technician will not be accepted)




Purchasing Process

01_RFP_ NDPW _Rev0 21 17 May 2017

4.2 ADDITIONAL INFORMATION REQUIRED

The following additional information is required for the assessment of tenders:

4.3 FUNCTIONALITY

Bids are to be evaluated using Functionality Criteria with a minimum threshold of 60% to be achieved

before proceeding to quantitative assessment.

4.4 QUANTITATIVE ASSESSMENT

Bids are to be adjudicated on Price and BBBEE status. The method of scoring Financial Proposals and

the Consolidated BBBEE Verification Certificate is described in the attached Tender Evaluation and

Scoring document.

NO. DESCRIPTION YES NO

1

Valid BBBEE Verification Certificate from SANAS Accredited

Verification Agency, Registered Auditor approved by IRBA, (In

case of JV, a consolidated BBBEE Certificate must be

submitted); The Qualifying Small Enterprise (QSE) and

Exempted Micro Enterprises (EME) must submit a sworn

affidavit confirming the company Annual Total Revenue and

level of black ownership (This must be signed by the

commissioner of Oath).

2 An organogram of all members of the JV/Consortium;

3 CVs of Lead/key professionals for each discipline as

nominated in Appendix F

4 Company profiles of all members of the JV/Consortium; and

5 Pro forma JV/Consortium agreement.

6 Proof of valid Professional Indemnity cover for the services of

construction health and safety agent




Purchasing Process

01_RFP_ NDPW _Rev0 22 17 May 2017

The allocation of tender adjudication points for this Contract shall be as follows:

CDC/506/16 – Revitalisation of Umtata Military Base 14 SAI

Area of Adjudication Maximum Points

Tendered Price (SP) 80

Empowerment Objectives (SE) 20

Total Points (S) 100

5 TERMS AND CONDITIONS

a) All submissions must be received by the CDC no later than 12:00 noon, 12 June 2017.

Respondents must submit their proposals before the closing date and time and any late

submissions will not be considered;

b) All submissions and subsequent information received will become the property of the CDC and

will not be returned;

c) Failure to complete all mandatory information will result in submissions being deemed null

and void and shall be considered “non-responsive” and therefore not considered;

d) Telegraphic, telexed, faxed or e-mailed submissions will not be accepted;

e) One original document shall be placed in sealed envelopes clearly marked. “CDC/506/16

Professional Consultancy Services for the Revitalization of Umtata Military Base 14

SAI.”

f) Respondents or their representatives (including the courier services) must ensure that they

register their submissions in the Lodging of Submissions Register that will be provided at the

Reception Desk of the CDC, wherein they will indicate the name of the bidding company, the

name of the person delivering the submission, the number of copies submitted, the time and

date of submission and attach their signatures;

g) All enquiries regarding this Request for Proposal must be directed in writing only to: Mr

Andile Ntloko – Unit Head: Supply Chain Management

Coega Development Corporation, Corner Alcyon Road & Zibuko Street, Zone 1, Coega IDZ,

Port Elizabeth, 6100.

Fax : 041 403 0573

Email : [email protected]

h) The contact person reflected above shall be the only point of contact for this contract. Failure

to observe this requirement will lead to immediate disqualification of the respondent;

i) The CDC reserves the right not to accept any submission. If the CDC does not accept any

submission, it will declare this proposal request process to be closed and may then elect to

negotiate with any party, or to proceed on a completely different basis, or not to proceed with

the services;




Purchasing Process

01_RFP_ NDPW _Rev0 23 17 May 2017

j) Submission of a proposal and its subsequent receipt by the CDC does not represent a

commitment on the part of the CDC to proceed further with any Respondent or any project;

k) The Respondent shall treat as confidential all documentation, drawings, reports, etc which are

provided pursuant to this RFP;

l) All documents, drawings, reports, etc prepared by the Respondent pursuant to this RFP shall

become the copyright of the CDC;

m) No costs incurred by the Respondents in the preparation of their submission will be

reimbursed;

n) All Respondents will be advised as soon as the successful Bidders have been approved;

o) Members of the bidders not to appear in more than one consortium. In the event that this is

unavoidable such consultant shall sign a confidentiality agreement among the consortium or

JV members to not disclose information to another group. This document to be enclosed in

the bid submission.

p) All disbursements unless otherwise stated will be payable as per the tendered percentage as

stipulated in Schedule A4.

q) The Fee Proposal in the RFP should be prepared taking cognisance of the latest GIAMA

norms and standards applicable to buildings in general and government department buildings

in particular;

r) The Consultancy Agreement may be suspended or cancelled at the end of any service

delivery stage and during any implementation phase. The Employer and NDPW will not be

liable for any penalty for suspension or cancellation of the services; and

s) The CDC reserves the right to effect payment to individual members of the JV/Consortium if

the need arise during the duration of the appointment.

t) Security clearance by National Department of Public Works and South African Security

Agency will be mandatory for all entities their key and relevant personnel.

6 DISQUALIFICATIONS

Potential Bidders will be disqualified immediately during the tendering stage or during the tender

evaluation and adjudication stage or after the contract has been awarded if they are found to have

conducted or committed any of the following:

a) Bidders, bidder’s representatives, associates, or shareholders that sought to influence

adjudication process of this tender, or outcomes of the adjudication process, directly or

indirectly;

b) Bidder that failed to follow or observe the lines of communication that are prescribed in the

Advert;

c) Collusion among bidders;

d) Misrepresentation of information;




Purchasing Process

01_RFP_ NDPW _Rev0 24 17 May 2017

e) Any Bidder or its principals or both who have engaged in corrupt and fraudulent practices, not

only with the CDC but anywhere else;

f) Bidder who has pending liquidation, in receivership, bankrupt/insolvent (actually and

commercially);

g) Tendered price that is unrealistically low and posing commercial risk to the CDC;

h) Poor past performance on previous contracts; and

i) Bidder or JV/Consortium partner appearing on National Treasury blacklist.


Eastern Cape Natioanl Projects


Purchasing Process

APPENDIX A – FINANCIAL PROPOSAL

Schedule A1 – Total Fee Percentage per Stage for CDC/506/16 – Revitalisation of Umtata Military Base

14 SAI

Activities per Stage Fee Percentage

Weighting

Calculated Tendered

Fee Percentage/Stage

Stage 1 10%

Stage 2 25%

Stage 3 15%

Stage 4 10%

Stage 5 30%

Stage 6 10%

Total Fee

Percentage/Stage

(Carry forward to

Schedule A2)




Purchasing Process

01_RFP_ NDPW _Rev0 26 17 May 2017

Schedule A2 – Fee Percentage Breakdown for all Disciplines for CDC/506/16 - Revitalisation of Umtata Military Base 14 SAI

Activities per Stage

Disciplines

Lead

Co

nsu

ltan

t/

Pri

nc

ipal

Ag

en

t

Qu

an

tity

Su

rveyo

r

Arc

hit

ect

Civ

il E

ng

inee

r

Str

uctu

ral

En

gin

ee

r

Mech

an

ical

En

gin

ee

r

Ele

ctr

ica

l

En

gin

ee

r

Cle

rk o

f W

ork

s

Healt

h a

nd

Safe

ty A

gen

t

Calc

ula

ted

Ten

dere

d F

ee

%/S

tag

e (

Fro

m

Sch

ed

ule

A1)

% % % % % % % % % %

Stage 1

Stage 2

Stage 3

Stage 4

Stage 5

Stage 6

Total Percentage per

Discipline & Overall Total

(Carry forward to

Schedule A3)




Purchasing Process

01_RFP_ NDPW _Rev0 27 17 May 2017

Note:

1. A Clerk of Works (COW) to be priced as a percentage of the Construction Estimate for the anticipated construction duration, as stipulated below. Please

note that the duration given for COW is for pricing purposes only and no indication of the actual duration of the Contract. The Contract duration is thus not

defined. The Implementation Plan and sequencing of works will dictate the Contract duration.

2. The anticipated construction duration is 36 months and is only provided for competitive bidding by all bidders for tendering purposes.

3. Any Consortium/Joint Venture related project management co-ordination activities, by whoever assigned to carry out such duties within the

Consortium/Joint Venture, to be priced under Lead Internal Project Manager.

4. Supply a detailed resource schedule detailing the hours allocated to each member of the Consortium/Joint Venture in order to substantiate the Fee

Percentage priced in Schedule A2

Schedule A3 – Fee Amount Calculation for CDC/506/16 - Revitalisation of Umtata Military Base 14 SAI

Schedule A3: Fee Amount Calculation

Estimated Construction Costs (Excluding VAT) R 115,226,337.45

Fees Tendered Amount

Percentage Basis Fees

Estimated percentage fee carried forward from Schedule A2

Estimated fee amount R

Total Fee Amounts R Schedule A3 – Carry Forward to FINAL OFFER




Purchasing Process

01_RFP_ NDPW _Rev0 28 17 May 2017

Schedule A4 – Disbursements for CDC/506/16 - Revitalisation of Umtata Military Base 14 SAI

Schedule A4: Disbursements

Activity Unit Quantity Rate Amount

1. Specialist Surveys [If required] (Proven Costs) Prov Sum 1 R 100,000.00 R 100,000.00

Mark-up & Profit Charge Percentage (%) % R

2. Geotech Report [If required] (Proven Costs) Prov Sum 1 R 50,000.00 R 50,000.00

Mark-up & Profit Charge Percentage (%) R

3. Other Services such as testing, studies etc.

(Proven Costs) Prov Sum 1 R 50,000.00 R 50,000.00

Mark-up & Profit Charge Percentage (%) % R

4. (a) Travelling (Vehicle & Flights) Percentage (%)

R 115,226,337.45 % R

(b) Travel Time (Personnel)) Percentage (%)

(c) Accommodation Percentage (%)

(d) Printing, Typing, Binding & Drawings Percentage (%)

Total Disbursement Amount R

Schedule A4 - Carry

Forward to FINAL

OFFER




Purchasing Process

01_RFP_ NDPW _Rev0 29 17 May 2017

Note:

1. The tendered percentage for all disbursements will be applied to the value of each phase of the project and will be paid in accordance with breakdown

as detailed in Schedule A1 for each stage of the each phase of the project.

2. Disbursements for design development up to start of first construction phase will be limited to 10% of the fee percentage priced in Schedule A4, item

4(a to d) only.

3. The disbursements will be paid upon proof of satisfactory fulfilment of all deliverables as per scope of services for each stage.

CDC/506/16 - Revitalisation of Umtata Military Base 14 SAI Summary:

SUMMARY - TOTALS FOR SCHEDULES A3 & A4 FOR FEES &

DISBURSEMENT – FINAL OFFER

From Schedule A3 (Schedules A1, A2) – Total Amount for Fees

(percentage) R

From Schedule A4 – Total Amount for Disbursements R

Total Consultancy Services Amount Offered (Excluding VAT) R




Purchasing Process

01_RFP_ NDPW _Rev0 30 17 May 2017

Notes

(a) All deliverables but not limited to these listed will be treated as disbursement at a proven cost by CDC;

We/I _______________________________in my/our capacity ________________________________duly authorized Lead Partner for the ____________________________________________________Consortium/Joint Venture offer a percentage of ____________________ (percentage in numbers) ____________________________________________________(percentage in words) of estimated cost of Construction which amounts to amount of R__________________(exclusive of VAT) (Amount in Numbers)

______________________________________________________________________________________________________ (Amount in Words) for rendering Professional Consultancy Services for the Revitalization of Umtata Military Base 14 SAI

Name of Person: __________________________

Authorized Signature: __________________________

Witness:

Name: __________________________ Signature: _________________________




Purchasing Process

01_RFP_ NDPW _Rev0 31 17 May 2017

APPENDIX B – FUNCTIONALITY SCORING

Schedule B1 – Functionality Criteria

# Functionality Criteria Requirements Maximum

Points

1 Relevant Experience This criterion covers the relevant experience of each of the lead/key professionals, as nominated

in Appendix F, on similar building projects of similar complexity. These professionals are deemed

to be assigned to this project if successful and may only be substituted in exceptional

circumstances. The replacement professional to be of equal or higher qualification and

experience. Each individual members of the Consortium/JV that has been nominated and

assigned to this project to supply a comprehensive CV detailing their Relevant Experience (as

described above). Principal Agent must supply proof of specific experience as Principal Agent

(PA) on projects of similar complexity i.e. corporate office building, etc. with relevant JBCC

Contract Management Experience.

32

2 Demonstrate Experience specific to

assessments, repairs and maintenance of

existing facilities(Architect, Mechanical

Engineer and Electrical Engineer, Civil

Engineer, Structural Engineer, Quantity

Surveyor)

This criterion covers the experience and knowledge of all consulting companies firms on specific

projects that are comparable in nature terms complexity, size and value. Bidders are to provide

details on projects with the highest value that have been completed (or awarded) including the

details of contactable references for each project listed. Bidders are also required to provide

company profiles and at least three traceable client references.

32

3 Quality Control System and Procedures

which ensure compliance with the

standards and specifications required for

delivery of the project.

The bidders are to provide documentation indicating the availability of a quality management

system or quality management plan that is functioning within the organisation and can be utilised

for this project. Details of the certification or accreditation (and maintenance) of the quality control

and assurance system is to be provided by the bidders.

4




Purchasing Process

01_RFP_ NDPW _Rev0 32 17 May 2017

Notes:

1. Bidders are required to achieve a minimum threshold of 60% in order to be considered for next stage evaluation.

Schedule B2 – Functionality Criteria – Evaluation Indicators

# Functionality Criteria Evaluation Indicators

1 2 3 4

1 Relevant Experience

(Post Registration) 0 – 3 Years ˃ 3 Years up to 5 Years ˃ 5 Years up to 10 Years ˃ 10 Years

2 Demonstrate Experience specific to

assessments, repairs and maintenance of

existing buildings(Architect, Mechanical

Engineer and Electrical Engineer, Civil

Engineer, Structural Engineer, Quantity

Surveyor)

At least one (1) project

completed or awarded of

value up to R50 Million in

the last 7 years

At least one (1) projects


value >R50 Million up to

R100 Million in the last 7

years





years



value >R150 Million in the

last 7 years

3 Quality Management System which ensures

compliance with the standards and

specifications required for delivery of the

project.

The bidder does not have

a quality assurance or

quality management

system

Documented Quality

Management System is

available, minimum

utilization and not audited

Documented Quality

Management System is

available and proof

supplied that the system is

audited

Accredited Quality

Management System ,i.e.

ISO 9001 with proof of

accreditation provided in

the bid




Purchasing Process

01_RFP_ NDPW _Rev0 33 17 May 2017

Schedule B3 – Lead/Key Personnel Relevant Experience

Discipline

Name of lead/key

Professional for each

discipline to be assigned

to this project (Same

individuals as Schedule

B4)

Weig

hti

ng

(*)

Relevant Experience of Lead/Key Professionals

Mu

ltip

lier

Calculated

Points

(= Weighting

x score x

Multiplier)

Score

1 2 3 4

0 – 3 Years ˃ 3 Years up

to 5 Years

˃ 5 Years up

to 10 Years ˃ 10 Years

Quantity Surveyor (QS) 20% 8

Architect (Arch) 20% 8

Mechanical Engineer (Mech) 10% 8

Electrical Engineer (Elec) 10% 8

Civil Engineer (Civil) 10% 8

Structural Engineer (Struct) 10% 8

Principal Agent (PA) 10% 8

Clerk of Works (COW) 5% 8

Health & Safety Agent 5% 8




Purchasing Process

01_RFP_ NDPW _Rev0 34 17 May 2017

Total Calculated Points (Carry over to Summary)

Schedule B4 –Demonstrated Assessment, Repair and Maintenance Experience Specific Experience

Discipline

Demonstrate Assessment, Repair and Maintenance Experience

Calculated

Points

Score

1 2 3 4

At least one (1) project


value up to R25 Million in

the last 7 years





years





years



value >R100 Million in the

last 7 years

Architect (Arch)

Mechanical Engineer (Mech)

Electrical Engineer (Mech)

Civil Engineer (Civil)

Structural Engineer (Struct)

Quantity Surveyor (QS)




Purchasing Process

01_RFP_ NDPW _Rev0 35 17 May 2017

Principal Agent (PA)

Clerk of Works (COW)

Health and Safety Agent

Total Points (Carry over to Summary)

Schedule B5 – Quality Management System

Quality Management System

Calculated

Points

Score

1 2 3 4

The bidder does not have a quality

assurance or quality management

system

Documented Quality Management

System is available, minimum

utilization and not audited

Documented Quality Management

System is available and proof

supplied that the system is audited

Accredited Quality Management

System ,i.e. ISO 9001 with proof of

accreditation provided in the bid

Total Points (Carry over to Summary)




Purchasing Process

01_RFP_ NDPW _Rev0 36 17 May 2017

Summary

Criteria Maximum Points Calculated Points

Schedule B3 –Lead/Key Personnel Relevant Experience

32

Schedule B4 –Demonstrated Assessment, Repair and Maintenance

Experience Specific Experience

32

Schedule B5 – Quality Management System

4

Total 68

Notes:

2. To convert the calculated points out of 68 to a percentage where 68 points = 100%, multiply the points with (100/68).

3. Bidders are required to achieve a minimum threshold of 60% (40.8 calculated points) in order to be considered for next stage evaluation.




Purchasing Process

APPENDIX C – COMPULSORY DECLARATION OF INTEREST




Purchasing Process

COMPULSORY DECLARATION OF INTEREST FORM

The following particulars must be furnished. In the case of a joint venture/consortium, a separate

declaration of interest form in respect of each party to the joint venture/consortium must be completed

and submitted.

Section 1: Name of enterprise: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Section 2: VAT registration number, if any: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Section 3: CIDB registration number, if any: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Section 4: Particulars of sole proprietors and partners in partnerships

* Complete only if sole proprietor or partnership and attach separate page if more than 3 partners

Name* Identity number* Personal income tax number*

Section 5: Particulars of companies and close corporations

Company registration number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Close corporation number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Tax reference number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Section 6: Record of association with CDC member of Staff/Board

If any sole proprietor, partner in a partnership or director, manager, shareholder or stakeholder in a company or

close corporation has an association with a CDC member of staff or member of Board, a relative of a CDC

member of staff or member of Board please provide information below: An Association is defined as: a

business or personal relationship between a group of people or organizations joined together for a purpose.

Name of sole proprietor,

partner, director, manager,

principal shareholder or

stakeholder

Name of the CDC member of staff or

Board

Type of relationship

(tick appropriate column)

Family Friend

*insert separate page if necessary




Purchasing Process

COMPULSORY DECLARATION OF INTEREST FORM (continued)

The undersigned, who warrants that he / she is duly authorised to do so on behalf of the enterprise:

i) confirms that the neither the name of the enterprise or the name of any partner, manager, director or other person,

who wholly or partly exercises, or may exercise, control over the enterprise appears on the Register of Tender

Defaulters established in terms of the Prevention and Combating of Corrupt Activities Act of 2004;

ii) confirms that no partner, member, director or other person, who wholly or partly exercises, or may exercise, control

over the enterprise, has within the last five years been convicted of fraud or corruption;

iii) confirms that I / we are not associated, linked or involved with any other tendering entities submitting tender offers

and have no other relationship with any of the tenderers or those responsible for compiling the scope of work that

could cause or be interpreted as a conflict of interest; and

iv) confirms that the contents of this questionnaire are within my personal knowledge and are to the best of my belief

both true and correct.

Signed

Date

Name

Position

Company Name




Purchasing Process

APPENDIX D – DECLARATION OF BIDDERS PAST SUPPLY CHAIN PRACTICES

(FORM SBD 8)




Purchasing Process

SBD 8

DECLARATION OF BIDDER’S PAST SUPPLY CHAIN MANAGEMENT PRACTICES

In the case of a joint venture/consortium, a separate SBD8 form in respect of each party to

the joint venture / consortium must be completed and submitted.

1 This Standard Bidding Document must form part of all bids invited.

2 It serves as a declaration to be used by institutions in ensuring that when goods and services are

being procured, all reasonable steps are taken to combat the abuse of the supply chain

management system.

3 The bid of any bidder may be disregarded if that bidder or any of its directors have:

a. abused the institution’s supply chain management system;

b. committed fraud or any other improper conduct in relation to such system; or

c. failed to perform on any previous contract.

4 In order to give effect to the above, the following questionnaire must be completed and submitted

with the bid.

Item Question Yes No

4.1 Is the bidder or any of its directors listed on the National

Treasury’s database as companies or persons prohibited from

doing business with the public sector?

(Companies or persons who are listed on its database were

informed in writing of its restriction by National Treasury

after the audi alteram partem rule applied).

Yes

No

4.1.1 If so, furnish particulars:

4.2 Is the bidder or any of its directors listed on the Register for

Tender Defaulters in terms of Section 29 of the Prevention and

Combating of Corrupt Activities Act (No 12 of 2004)?

To access the Register enter the National Treasury’s

website, www.treasury.gov.za, click on the icon “Register for

Tender Defaulters” or submit your written request for a hard

copy of the Register to facsimile number (012) 3265445

Yes

No

http://www.treasury.gov.za/




Purchasing Process


4.3 Was the bidder or any of its directors convicted by a court of law

(including a court outside of the Republic of South Africa) for

fraud or corruption during the past five years?

Yes

No


4.4 Was any contract between the bidder and any organ of state

terminated during the past five years on account of failure to

perform on or comply with contract?

Yes

No


CERTIFICATION

I, THE UNDERSIGNED (FULL NAME)…………………………………………….

CERTIFY THAT THE INFORMATION FURNISHED ON THIS DECLARATION FORM IS TRUE AND

CORRECT.

I ACCEPT THAT, IN ADDITION TO CANCELLATION OF A CONTRACT, ACTION MAY BE TAKEN

AGAINST ME SHOULD THIS DECLARATION PROVE TO BE FALSE.

Signature

Date

Position

Name of Bidder




Purchasing Process

APPENDIX E – CERTIFICATE OF INDEPENDENT BID DETERMINATION (FORM

SBD 9)




Purchasing Process

SBD 9

CERTIFICATE OF INDEPENDENT BID DETERMINATION

In the case of a joint venture/consortium, a separate SBD9 form in respect of each party to

the joint venture / consortium must be completed and submitted.

1 This Standard Bidding Document (SBD) must form part of all bids¹ invited.

2 Section 4 (1) (b) (iii) of the Competition Act No. 89 of 1998, as amended, prohibits an agreement

between, or concerted practice by, firms, or a decision by an association of firms, if it is between

parties in a horizontal relationship and if it involves collusive bidding (or bid rigging).² Collusive

bidding is a pe se prohibition meaning that it cannot be justified under any grounds.

3 Treasury Regulation 16A9 prescribes that accounting officers and accounting authorities must

take all reasonable steps to prevent abuse of the supply chain management system and

authorizes accounting officers and accounting authorities to:

a. disregard the bid of any bidder if that bidder, or any of its directors have abused the

institution’s supply chain management system and or committed fraud or any other

improper conduct in relation to such system.

b. cancel a contract awarded to a supplier of goods and services if the supplier committed

any corrupt or fraudulent act during the bidding process or the execution of that contract.

4 This SBD serves as a certificate of declaration that would be used by institutions to ensure that,

when bids are considered, reasonable steps are taken to prevent any form of bid-rigging.

5 In order to give effect to the above, the attached Certificate of Bid Determination (SBD 9) must be

completed and submitted with the bid:

¹ Includes price quotations, advertised competitive bids, limited bids and proposals.

² Bid rigging (or collusive bidding) occurs when businesses, that would otherwise be expected to compete, secretly

conspire to raise prices or lower the quality of goods and / or services for purchasers who wish to acquire goods and / or

services through a bidding process. Bid rigging is, therefore, an agreement between competitors not to compete.




Purchasing Process

SBD 9

CERTIFICATE OF INDEPENDENT BID DETERMINATION

In the case of a joint venture/consortium, a separate SBD9 form in respect of each party to the

joint venture / consortium must be completed and submitted.

I, the undersigned, in submitting the accompanying bid:

________________________________________________________________________

(Bid Number and Description)

in response to the invitation for the bid made by:

__________________________________________________________________________

(Name of Institution)

do hereby make the following statements that I certify to be true and complete in every respect:

I certify, on behalf of: ______________________________________________________that:

(Name of Bidder)

1. I have read and I understand the contents of this Certificate;

2. I understand that the accompanying bid will be disqualified if this Certificate is found not to be

true and complete in every respect;

3. I am authorized by the bidder to sign this Certificate, and to submit the accompanying bid, on

behalf of the bidder;

4. Each person whose signature appears on the accompanying bid has been authorized by the

bidder to determine the terms of, and to sign the bid, on behalf of the bidder;

5. For the purposes of this Certificate and the accompanying bid, I understand that the word

“competitor” shall include any individual or organization, other than the bidder, whether or not

affiliated with the bidder, who:

(a) has been requested to submit a bid in response to this bid invitation;

(b) could potentially submit a bid in response to this bid invitation, based on their

qualifications, abilities or experience; and

(c) provides the same goods and services as the bidder and/or is in the same line of

business as the bidder




Purchasing Process

SBD 9

6. The bidder has arrived at the accompanying bid independently from, and without consultation,

communication, agreement or arrangement with any competitor. However communication

between partners in a joint venture or consortium³ will not be construed as collusive bidding.

7. In particular, without limiting the generality of paragraphs 6 above, there has been no

consultation, communication, agreement or arrangement with any competitor regarding:

(a) prices;

(b) geographical area where product or service will be rendered (market allocation)

(c) methods, factors or formulas used to calculate prices;

(d) the intention or decision to submit or not to submit, a bid;

(e) the submission of a bid which does not meet the specifications and conditions of

the bid; or

(f) bidding with the intention not to win the bid.

8. In addition, there have been no consultations, communications, agreements or arrangements

with any competitor regarding the quality, quantity, specifications and conditions or delivery

particulars of the products or services to which this bid invitation relates.

9. The terms of the accompanying bid have not been, and will not be, disclosed by the bidder,

directly or indirectly, to any competitor, prior to the date and time of the official bid opening or of

the awarding of the contract.

³ Joint venture or Consortium means an association of persons for the purpose of combining their expertise, property,

capital, efforts, skill and knowledge in an activity for the execution of a contract.

10. I am aware that, in addition and without prejudice to any other remedy provided to combat any

restrictive practices related to bids and contracts, bids that are suspicious will be reported to the

Competition Commission for investigation and possible imposition of administrative penalties in

terms of section 59 of the Competition Act No 89 of 1998 and or may be reported to the National

Prosecuting Authority (NPA) for criminal investigation and or may be restricted from conducting

business with the public sector for a period not exceeding ten (10) years in terms of the

Prevention and Combating of Corrupt Activities Act No 12 of 2004 or any other applicable

legislation.

………………………………… …………………………………

Signature Date

……………………………………. …………………………………

Position Name of Bidder




Purchasing Process

APPENDIX F – NAME OF LEAD/KEY PROFESSIONAL FOR EACH

DISCIPLINE TO BE ASSIGNED TO THE PROJECT




Purchasing Process

Appendix F – Name of lead/key Professional for each discipline to be assigned to this project

Discipline Name of lead/key Professional for each discipline to be

assigned to this project

Quantity Surveyor (QS)

Architect (Arch)

Mechanical Engineer (Mech)

Electrical Engineer (Elec)

Civil Engineer (Civil)

Structural Engineer (Struct)

Principal Agent (PA)

Clerk of Works (COW)

Health and Safety

Signed

Date

Name

Position

Consortium/JV

Note: Above personnel to match Schedule B3, and Professional Registration to be provided as per Mandatory Requirement Item 10.




Purchasing Process

APPENDIX G - SECURITY CLEARANCE FORM




Purchasing Process

QUESTIONNAIRE: SERVICE PROVIDER/COMPANY

Please note that failure to provide the requested information would result in the disqualification of the Service Provider

/Company from the Security Screening process. Registered name of Company/Service Provider:

Trading name

Details of Company/Service Provider:

Postal Address:

Physical Address:

Web Address:

Company / CC Registration No:

UIF no:

Workman’s Compensation no:

PSIRA no:

(Attach copy of certificate)

VAT no:

Tax (SARS) no:

(Attach copy of certificate)

PAYE Reg. no.

List of Directors:

Attach: fingerprints form, Fingerprints consent form and a copy of ID (certified)

Director Full names: Gender ID No.




Purchasing Process

Previous convictions /Summons /Judgement /Adverse/Collections

Nature Year Outcome

List of employees that would render the service:

Full names: Gender ID No:

Previous convictions /Summons /Judgement /Adverse/Collections

Nature Year Outcome

Contracts previously awarded to Company/Service Provider:

Department: Description: Place: Year:




Purchasing Process

Contact Persons at Company/Service Provider;

Name and Surname:

Tel no:

Cell no:

E-Mail Address:

Fax no:

Name and Surname:

Tel no:

Cell no:

E-Mail Address:

Fax no:

References/Contacts/acquaintances within the Department:

Names: Position: Relationship:

Additional Information:




Purchasing Process

SECURITY CLEARANCE FORM

WARNING

THIS QUESTIONNAIRE IS A SWORN/AFFIRMED STATEMENT – ANY FALSE INFORMATION

FURNISHED CONSTITUTES PERJURY

FOR DEPARTMENTAL USE ONLY

NAME OF SUPERVISOR/PERSON WHO CAN BE APPROACHED TO DETERMINE MERIT OF CLEARANCE:

………………………………………………………………………………………………………………………………………………………….

TEL. (………………..) ………………………………………………..

REF NO. ………………………………………………………………

DEGREE OF CLEARANCE:




Purchasing Process

CONFIDENTIAL

SECRET

TOP SECRET

INSTRUCTIONS FOR THE COMPLETION OF THE QUESTIONNAIRE

1. This questionnaire is issued for completion in accordance with the Minimum Information Security Standards (MISS) and the National Personnel Security Vetting Guide Lines.

2. This questionnaire must be completed in print with a black pen or typed and submitted as soon as possible/.

3. All questions must be answered by furnishing the required information or by making a cross in the appropriate bloc k or by using appropriate words such as Yes, No, N/A etc.

4. Attach additional pages if more space is required.

5. Addresses must be completed in full, for example; Flat no and/or street name, number and tow/city or plot number/name of farm and district.

6. Only the last page “”fingerprints for security clearance “” may be removed from this form.

7. This form must be sworn to/affirmed.




Purchasing Process

8. The names of the President, members of the Cabinet, members of Parliament, jurists, physicians as well as Managing Directors of large institutions must preferable not be given as references, because the clearance institutions conduct interviews with every reference during the investigation and their busy programs should not be encroached.

9. Refer to the list of required documents for submission with the form.

NATIONAL INTELLIGENCE AGENCYREPUBLIC OF SOUTH AFRICA

PERMISSION FOR FINGERPRINTS TO BE TAKEN

(PERSONNEL/SECURITY CLEARANCE PURPOSES)

I,

The undersigned, with identity number

And residing at




Purchasing Process

Hereby give permission for my fingerprints to be taken by an authorized employee of the National

Intelligence Agency or the South African Police Service.

Furthermore I grant permission for my fingerprints to be sent to the criminal record centre of the

South African Police Service to obtain information concerning my criminal background, history,

previous convictions and/or any other relevant information that may be provided by the criminal

record centre on form SAP69, for personnel purposes exclusively.

SIGNED AT ON 20

…………………

SIGNATURE

WITNESSES

1. …………………………………………………..

2. …………………………………………………..

FINGERPRINTS FOR SECURITY CLEARANCE

IDENTITY NO.

MALE

FEMALE

SURNAME FULL FIRST NAMES

RACE DATE OF

BIRTH

COUNTRY AND

PLACE OF BIRTH




Purchasing Process

THUMB FOREFINGER MIDDLE FINGER RING FINGER LITTLE FINGER

1

2 3 4 RIG

HT

HA

ND

6

7 8 9 LE

FT

HA

ND

LEFT HAND

Plain impressions of the our fingers taken simultaneously

RIGHT HAND

Plain impressions of the our fingers taken simultaneously

LE

FT

TH

UM

B

FOR OFFICIAL USE ONLY RIG

HT

TH

UM

B

FP NO.

CR NO.

FP CLASS

IF YOU HAVE EVER BEEN CONVICTED OF ANY OFFENCE STATE PLACE, DATE AND SENTENCE:

…………………………………………………………………………………………………………………………….

…………………………………………………………………………………………………………………………….

………………………………

SIGNATURE OF

APPLICANT




Purchasing Process

I CERTIFY THAT THE ABOVE APPLICANT’S SIGNATURE WAS PLACED ON THIS FORM IN MY PRESENCE.

……………………………………………………………………………………….

SIGNATURE OF OFFICIAL RESPONSIBLE

INITIALS AND SURNAME ………………………………………………………… DESIGNATION (RANK) ……………………………………..

BUSINESS ADDRESS …………………………………………………………………………………………………………………………………..

(STREET ADDRESS)

DATE …………………………………………………………………….. PLACE ……………………………………………………………………..

Request for Proposal - Coega Development Corporation:...

Documents

Transcript of Request for Proposal - Coega Development Corporation:...