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Request for Proposal:
FOR PROFESSIONAL CONSULTANCY
SERVICES FOR REVITALIZATION OF
NATIONAL PUBLIC WORKS BUILDINGS IN
MTHATHA REGION
19 April 2017
Contract No
CDC/167/17
DOCUMENT INFORMATION SHEET
Title of Document : Request for Proposal: Revitalization of National Public Works Buildings In Mthatha Region
Type of Document : Request for Proposal
Document Number : CDC/167/17
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 Revitalization of National Public Works Buildings in Mthatha Region
Contract No. CDC/167/17
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 to execute five (5) infrastructure projects clustered under
CDC/167/17. Respondents must comprise multidisciplinary project teams which may be achieved through the
formation of Consortia or Joint Ventures, 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, and Health & Safety Agent.
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;
The Coega Development Corporation (Pty) Ltd (CDC) is assisting the National Department of Public Works
(NDPW) with implementation of various 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.
Coega Development Corporation DPW Programme – Mthatha
National Projects
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Purchasing Process
01_RFP_DPW Projects_Rev0 2 17 May 2017
(k) Site supervision and contract management during construction phases;
(l) Overall co-ordination and project management activities;
(m) Financial Control, Quality Control, Coordination Monitoring and Reporting Services;
(n) Close-out Report.
The projects to be executed are as follows:
1. CDC/167/17(a) - Bityi Police Complex Mthatha: Condition based maintenance
2. CDC/167/17(b) - Tsolo Police Station: Condition based maintenance
3. CDC/167/17(c) - Idutywa Police Station: Condition based maintenance
4. CDC/167/17(d) - Elliotdale Police Station: Condition based maintenance
5. CDC/167/17(e) - Ntabankulu Police Station: Condition based maintenance
Bidders must price for all projects as per the Schedules A1-A3 provided. The work includes repair and
refurbishment of mechanical, electrical, building, civil and any related services to meet the relevant
accommodation standards, building regulations & practice and the OHS Act.
A brief description of all projects above is given in the table below:
Project Name Project Description
Bityi Police Complex Mthatha Coordinates: S 31° 48’ 32” E 28° 32’ 07”.
Includes condition based maintenance of physical and
technical components of the police station
Tsolo Police Station Coordinates: S 31° 18’ 44” E 28° 45’ 28”
Condition Based Maintenance of the structural,
electrical, mechanical and civil elements of the entire
police station including barracks
Idutywa Police Station Coordinates: S 32° 6’2.232” E 28° 18’ 29”. Condition
Based Maintenance of the structural, electrical,
mechanical and civil elements of the entire police
station including barracks
Elliotdale Police Station Coordinates S 31° 58’ 04” E 28° 41’ 01”. The project
involves repairs and maintenance of the buildings,
including structural, electrical, mechanical and civil
elements of an existing police station and associated
living accommodation
Ntabankulu Police Station Coordinates: S 30° 57’ 31” E 29° 18’ 12”
Repairs and renovations to entire police complex, and
upgrading of sewer line.
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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) CDC/167/17 (a-e) will be awarded to a single winning project team (consortium or JV);
(g) Each Consortium/Project Team/JV is required to have a registered Health & Safety Agent. Registration
maybe in the category of candidate or professional agent registered with SACPCMP.
(h) The following scores will be applied:
(i) Price - 80
(ii) BBBEE Status - 20.
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/167/17
Professional Consultancy Services for the Revitalization of the National Public Works Buildings in
Mthatha Region 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.
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National Projects
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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: tenders@coega.co.za.
The CDC reserves the right not to accept the lowest proposal in part or in whole or any proposal.
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01_RFP_DPW Projects_Rev0 5 17 May 2017
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/167/17
Description of Contract Professional Consultancy Services for Revitalization of National Public Works Buildings in Mthatha Region
Name of Organisation / Joint Venture / Consortium
Physical Address
Postal Address
Contact Name
Email Address
Telephone Number
Fax Number
Cell Number
Coega Development Corporation DPW Programme – Mthatha
National Projects
Department of Public Works ISO 9001: 2008 Clause 7.4.1
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TABLE OF CONTENTS
1 INTRODUCTION AND BACKGROUND..........................................................................................7
2 METHODOLOGY AND SCOPE OF WORK....................................................................................7
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...............................................................................................20
4 ASSESSMENT CRITERIA............................................................................................................20
4.1 RESPONSIVENESS.....................................................................................................................20
4.2 ADDITIONAL INFORMATION REQUIRED..................................................................................22
4.3 FUNCTIONALITY ASSESSMENT...............................................................................................22
4.4 QUANTITATIVE ASSESSMENT................................................................................................. 20
5 TERMS AND CONDITIONS..........................................................................................................23
6 DISQUALIFICATIONS..................................................................................................................24
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
Coega Development Corporation DPW Programme – Mthatha
National Projects
Department of Public Works ISO 9001: 2008 Clause 7.4.1
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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 facilities vary in size, complexity and requirements and to that end require interventions at various
levels, which will be determined during physical assessments of the said facilities. All facilities require
urgent attention to prevent further deterioration. They are located in Mthatha Region and the work on
the said facilities is expected to commence at the same time.
2 SCOPE OF WORK AND METHODOLOGY
The immediate goal is to complete a physical assessment of each facility and thereafter to carry out
remedial action as required. The long-term objective is to ensure that 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 facility 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
(a) Development of detailed design and tender documents;
(b) Computing estimated costs for the building works and
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(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
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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
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
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approval permits, etc and action on behalf of NDPW;
q) Conduct heritage assessments and secure Heritage Council approval (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)
Consultation Report
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STAGE DESCRIPTION SCOPE OF SERVICES SPECIFIC DELIVERABLES
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
Method of Assessment and Payment:
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
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Schedule
STAGE DESCRIPTION SCOPE OF SERVICES SPECIFIC DELIVERABLES
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;
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
Method of Assessment and Payment:
Proportional
0/100, Drawings, Specifications,
Cost Estimates for each Work
Package, Design Report
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p) Establish responsibilities and monitor the information flow (to and from) to all
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 DESCRIPTION SCOPE OF SERVICES SPECIFIC DELIVERABLES
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 DESCRIPTION SCOPE OF SERVICES SPECIFIC DELIVERABLES
Stage 5 Construction a) Assist with appointment of contractor including signing of JBCC contract; a) Work Plans for construction;
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(Include both construction
and commissioning)
b) Ensure that all contractual obligations from the contractor are met e.g. guarantees,
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;
b) Site Handover Certificate and JBCC
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
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q) Monitor the preparation of monthly cost reports by the Quantity Surveyor;
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
STAGE DESCRIPTION SCOPE OF SERVICES SPECIFIC DELIVERABLES
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;
f) Receive and review Close-out Reports from the Consultants/Contractors; and
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.
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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);
• Review and evaluate design concepts and advise on construction project health and safety in conjunction with the other consultants;
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• 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;
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• 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);
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• 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.
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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
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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
The lead/key professionals for each discipline as nominated in
Appendix F to supply proof of professional registration;
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 (Candidate or Professional
Health Safety Agent registered with SACPCMP)
(NOTE: Professional Registration as Pr Eng or Pr Technologist
only - Pr Technician will not be accepted)
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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.
Area of Adjudication Maximum Points
Tendered Price (SP) 80
Empowerment Objectives (SE) 20
Total Points (S) 100
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 Proof of Registration with SACPCMP/ACHASM/SAIOSH, or any
other Voluntary H&S Professional Body.
4 CVs of Lead/key professionals for each discipline as
nominated in Appendix F
5 Company profiles of all members of the JV/Consortium; and
6 Pro forma JV/Consortium agreement.
7 Proof of valid Professional Indemnity cover for the services of
construction health and safety agent
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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/167/17
Professional Consultancy Services for the Revitalization of the National Public Works
Buildings in Mthatha Region.”
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 : tenders@coega.co.za
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;
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;
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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.
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;
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.
Coega Development Corporation DPW Programme – Mthatha
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01_RFP_ NDPW _Rev0 25 17 May 2017
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APPENDIX A – FINANCIAL PROPOSAL
Schedule A1 – Total Fee Percentage per Stage for CDC/167/17(a –e) as listed below
a. Bityi Police Complex
b. Tsolo Police Station
c. Idutywa Police Station
d. Elliotdale Police Station:
e. Ntabankulu Police Station
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)
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Schedule A2 – Fee Percentage Breakdown for all Disciplines for CDC/167/17(a-e) as listed above under Schedule A1
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 &
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)
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Note:
1. The anticipated construction duration is 12 months and is only provided for competitive bidding by all bidders for tendering purposes only. The Contract
duration is thus not defined. The Implementation Plan and sequencing of works will dictate the Contract duration.
2. 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.
3. 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/167/17(a - e)
Schedule A3: Fee Amount Calculation
Estimated Construction Costs (Excluding VAT) R 34 170 513.65
Fees Tendered Amount
Percentage Basis Fees
Estimated percentage fee carried forward from Schedule A2
Estimated fee amount in Rand value R
Total Fee Amounts R Schedule A3 – Carry Forward to FINAL OFFER
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Schedule A4 – Disbursements for CDC/167/17 (a-e)
Schedule A4: Disbursements
Activity Unit Quantity Rate Amount
1. Specialist Surveys [If required] (Proven Costs) Prov Sum 1 R 125 000.00 R 125 000.00
Mark-up & Profit Charge Percentage (%) % R
2. Geotech Report [If required] (Proven Costs) Prov Sum 1 R 75 000.00 R 75,000.00
Mark-up & Profit Charge Percentage (%) R
3. Other Services such as testing, studies etc.
(Proven Costs) Prov Sum 1 R 215 000.00 R 215,000.00
Mark-up & Profit Charge Percentage (%) % R
4. (a) Travelling (Vehicle & Flights) Percentage (%) R 34 170 513.65 % R
(b) Travel Time (Personnel)) Percentage (%) % R
(c) Accommodation Percentage (%) R 34 170 513.65
Schedule A4 -
Carry Forward
to FINAL
OFFER
%
R
(d) Printing, Typing, Binding & Drawings Percentage (%)
Total Disbursement Amount R
Schedule A4 -
Carry Forward to
FINAL OFFER
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01_RFP_ NDPW _Rev0 30 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/167/17 (a-e)
SUMMARY - TOTALS FOR SCHEDULES A3 & A4 FOR FEES &
DISBURSEMENT – FINAL OFFER
Total from all projects a - e Schedule A3 (Schedules A1, A2) – Total
Amount for Fees (based on percentage) R
From Schedule A4 – Total Amount for Disbursements R
Total Consultancy Services Amount Offered (Excluding VAT) R
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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 principal for ____________________________________________________(JV/Consortium) offer a percentage of ____________________ (percentage in numbers) ____________________________________________________ (percentage in words) of estimated cost of Construction which amounts to R__________________(exclusive of VAT) (Amount in Numbers) ________________________________________________________________________(Amount in Words) for rendering Professional Consultancy Services for CDC/167/17
Name of Person: __________________________
Authorized Signature: __________________________
Witness:
Name: __________________________ Signature: _________________________
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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 (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
Notes:
1. Bidders are required to achieve a minimum threshold of 60% (40.8 calculated points) in order to be considered for next stage evaluation.
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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
At least one (1) project
completed or awarded of
value up to R 2.5 Million in
the last 7 years
At least one (1) projects
completed or awarded of
value >R 2.5 Million up to
R 5 Million in the last 7
years
At least one (1) projects
completed or awarded of
value >R 5 Million up to
R 7.5 Million in the last 7
years
At least one (1) projects
completed or awarded of
value >R 7.5 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
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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) 15% 8
Health & Safety Agent 5% 8
Total Calculated Points (Carry over to Summary)
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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
completed or awarded of
value up to R 2.5 Million in
the last 7 years
At least one (1) projects
completed or awarded of
value >R 2.5 Million up to R
5 Million in the last 7 years
At least one (1) projects
completed or awarded of
value >R 5 Million up to R
7.5 Million in the last 7
years
At least one (1) projects
completed or awarded of
value >R 7.5 Million in the
last 7 years
Architect (Arch)
Mechanical Engineer (Mech)
Electrical Engineer (Mech)
Civil Engineer (Civil)
Structural Engineer (Struct)
Quantity Surveyor (QS)
Principal Agent (PA)
Health & Safety Agent
Total Points (Carry over to Summary)
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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)
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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.
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APPENDIX C – COMPULSORY DECLARATION OF INTEREST
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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
Coega Development Corporation DPW Programme
Eastern Cape Natioanl Projects
National Department of Public Works ISO 9001: 2008 Clause 7.4.1
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
Coega Development Corporation DPW Programme
Eastern Cape Natioanl Projects
National Department of Public Works ISO 9001: 2008 Clause 7.4.1
Purchasing Process
APPENDIX D – DECLARATION OF BIDDERS PAST SUPPLY CHAIN PRACTICES
(FORM SBD 8)
Coega Development Corporation DPW Programme
Eastern Cape Natioanl Projects
National Department of Public Works ISO 9001: 2008 Clause 7.4.1
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
Coega Development Corporation DPW Programme
Eastern Cape Natioanl Projects
National Department of Public Works ISO 9001: 2008 Clause 7.4.1
Purchasing Process
4.2.1 If so, furnish particulars:
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
4.3.1 If so, furnish particulars:
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
4.4.1 If so, furnish particulars:
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
Coega Development Corporation DPW Programme
Eastern Cape Natioanl Projects
National Department of Public Works ISO 9001: 2008 Clause 7.4.1
Purchasing Process
APPENDIX E – CERTIFICATE OF INDEPENDENT BID DETERMINATION (FORM
SBD 9)
Coega Development Corporation DPW Programme
Eastern Cape Natioanl Projects
National Department of Public Works ISO 9001: 2008 Clause 7.4.1
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.
Coega Development Corporation DPW Programme
Eastern Cape Natioanl Projects
National Department of Public Works ISO 9001: 2008 Clause 7.4.1
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
Coega Development Corporation DPW Programme
Eastern Cape Natioanl Projects
National Department of Public Works ISO 9001: 2008 Clause 7.4.1
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
Coega Development Corporation DPW Programme
Eastern Cape Natioanl Projects
National Department of Public Works ISO 9001: 2008 Clause 7.4.1
Purchasing Process
APPENDIX F – NAME OF LEAD/KEY PROFESSIONAL FOR EACH DISCIPLINE TO
BE ASSIGNED TO THE PROJECT
Coega Development Corporation DPW Programme
Eastern Cape Natioanl Projects
National Department of Public Works ISO 9001: 2008 Clause 7.4.1
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 & Safety Agent
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.
Recommended