request for proposal - coega development corporation:...

Request for Proposal:

FOR PROFESSIONAL CONSULTANCY

SERVICES (ELECRTICAL ENGINEER) FOR

REVITALIZATION OF MQANDULI

MAGISTRATES COURT IN MTHATHA REGION

9 May 2017

Contract No

CDC/476/16

DOCUMENT INFORMATION SHEET

Title of Document : Request for Proposal: Revitalization of Mqanduli Magistrates Court in Mthatha Region

Type of Document : Request for Proposal

Document Number : CDC/476/16

Prepared by : Tandile Ngxekana

Typed by : Tandile Ngxekana

Business Unit : Department of Public Works Programme - Mthatha

Prepared for : CDC

Date of Issue : 9 May 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 (Electrical Engineer) for Revitalization of Mqanduli Magistrates Court in Mthatha Region

Contract No. CDC/476/16

INVITATION AND SCOPE OF SERVICES

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

provision of Electrical Engineering, professional consulting services.

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;

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

(n) Close-out Report.

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

(NDPW) with implementation of the revitalisation Mqanduli Magistrates Court 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.


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The project to be executed is CDC/476/16 – Mqanduli Magistrates Court. The work for this bid includes

assessment and design of new electrical items, construction management, close out and related services to

meet the relevant accommodation standards, building regulations & practice and the OHS Act. The appointed

professional will work with an existing team of PSP’s from other construction disciplines under a principal

agent/lead consultant.

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) 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/476/16

Professional Consultancy Services (Electrical Engineer) for the Revitalization of the Mqanduli

http://www.coega.com/


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Magistrates Court 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.

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.

mailto:[email protected]


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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/476/16

Description of Contract Professional Consultancy Services (Electrical Engineer) for Revitalization of Mqanduli Magistrates Court in Mthatha Region

Name of Organisation / Joint Venture / Consortium

Physical Address

Postal Address

Contact Name

Email Address

Telephone Number

Fax Number

Cell Number


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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...............................................................................................15

4 ASSESSMENT CRITERIA............................................................................................................15

4.1 RESPONSIVENESS.....................................................................................................................15

4.2 ADDITIONAL INFORMATION REQUIRED..................................................................................16

4.3 FUNCTIONALITY ASSESSMENT...............................................................................................16

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

5 TERMS AND CONDITIONS..........................................................................................................17

6 DISQUALIFICATIONS..................................................................................................................18

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 ELECTRICAL ENGINEERING PROFESSIONAL TO BE

ASSIGNED TO THE PROJECT

ANNEXURE A - MQANDULI MAGISTRATES COURT ELECTRICAL SUPPLY REPORT


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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

Coega Development Corporation DPW Programme

Eastern Cape Natioanl Projects

National Department of Public Works ISO 9001: 2008 Clause 7.4.1

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

f) Conduct a needs assessment;

g) 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);

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

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

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

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

place near the site);

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

highlighted above;

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%




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

n) Consult with CDC to confirm National Department of Public Works requirements;

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

Statutory Approvals;

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

q) Consult with relevant Trade Unions;

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

above;

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

facility and services offered in each building concerned;

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

adversely affect services offered at the facility; and

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

(where necessary)

0/100, upon receipt and approval of the

Consultation Report


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;

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




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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.

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


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

facility management, CDC;

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

strategies;

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

project;

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

e) Prepare comprehensive room data sheets (where necessary)

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

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




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design and documentation with consultants;

g) Prepare detailed cost estimates;

h) Prepare detailed Design Report;

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

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

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

documentation to obtain the necessary statutory approvals;

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

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

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

consultant;

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

stakeholders

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

cost reports;

p) Cost control to achieve cost effective designs;

q) Facilitate and monitor the timeous technical co-ordination of the design with the

design team;

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

facility, including change management planning; and

s) Facilitate End User/Client approvals.


Proportional

0/100, Drawings, Specifications,

Cost Estimates for each Work

Package, Design Report


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;

a) Working Drawings;

b) Elemental BOQ;

c) Tender Documentation;

d) Tender Evaluation Report; and




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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;

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

and commissioning)

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,

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;

a) Work Plans for construction;

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%




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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;

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

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


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




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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

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

data to the CDC.

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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01_RFP_ NDPW _Rev0 15 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 Financial proposal Schedules (A1, A2, A3 & A4) must be

completed in full and duly signed and returned

4 Completed and signed Compulsory Declaration of Interest Form

5 Completed and signed Certificate of Independent Bid

Determination (SBD 08)

6 Completed and signed Declaration of Bidders Past Supply

Chain Management Practices (SBD 09)

7

The lead/key professional for electrical engineering discipline

as nominated in Appendix F to supply proof of professional

registration




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01_RFP_ NDPW _Rev0 16 17 May 2017

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

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

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

i. Electrical Engineer (PrEng/PrTechEng)

(NOTE: Professional Registration as Pr Eng or Pr

Technologists only - Pr Technician will not be accepted)

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 CV of the Lead/key professional for the electrical engineering

discipline as nominated in Appendix F

3 Company profile




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01_RFP_ NDPW _Rev0 17 17 May 2017

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/476/16

Professional Consultancy Services (electrical engineer) for the Revitalization of

Mqanduli Magistrates Court 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 : [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;

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;




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01_RFP_ NDPW _Rev0 18 17 May 2017

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.

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.


Eastern Cape National Projects


Purchasing Process

01_RFP_ NDPW _Rev0 19 17 May 2017

APPENDIX A – FINANCIAL PROPOSAL

Schedule A1 – Total Fee Percentage per Stage for CDC/476/16 - Mqanduli Magistrates Court Additional

Accommodation

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 20 17 May 2017

Schedule A2 – Fee Percentage Breakdown for CDC/476/16 - Mqanduli Magistrates Court

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)




Purchasing Process

01_RFP_ NDPW _Rev0 21 17 May 2017

Note:

1. Electrical Engineer Services to include all design aspects such as CCTV, ICT, Access Control, Fire Detection and Protection including completion of fire

plans, HVAC, etc as required by client.

2. See annexure A for report of work already completed

Schedule A3 – Fee Amount Calculation for CDC/476/16 - Mqanduli Magistrates Court

Schedule A3: Fee Amount Calculation

Estimated Construction Costs for electrical work (Excluding VAT) R 8,000,000.00

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




Purchasing Process

01_RFP_ NDPW _Rev0 22 17 May 2017

Schedule A4 – Disbursements for CDC/476/16 - Mqanduli Magistrates Court

Schedule A4: Disbursements

Activity Unit Quantity Rate Amount

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

R 8 Million % 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

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

1(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.




Purchasing Process

01_RFP_ NDPW _Rev0 23 17 May 2017

CDC/476/16 - Mqanduli Magistrates Court :

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 24 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 principal for ____________________________________________________(company name) offer a percentage of ____________________ (percentage in numbers) ____________________________________________________ (percentage in words) of estimated cost of Construction of electrical items which amounts to R__________________(exclusive of VAT) (Amount in Numbers) ________________________________________________________________________(Amount in Words) for rendering Professional Consultancy Services (electrical engineer) for Mqanduli Magistrates Court Additional Accommodation

Name of Person: __________________________

Authorized Signature: __________________________

Witness:

Name: __________________________ Signature: _________________________




Purchasing Process

01_RFP_ NDPW _Rev0 25 17 May 2017




Purchasing Process

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 professional, as nominated in

Appendix F, on similar building projects of similar complexity. The professional is deemed to be

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

with a professional of equal or higher qualification and experience. The electrical professional that

has been nominated and assigned to this project must provide a comprehensive CV detailing their

Relevant Experience (as described above).

32

2 Demonstrate Experience specific to

assessments, designs, construction

supervision, close out and maintenance

of Electrical work in new buildings

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.

Schedule B2 – Functionality Criteria – Evaluation Indicators

# Functionality Criteria Evaluation Indicators




Purchasing Process

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, designs and maintenance of

Electrical work in new buildings

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


value >R 2.5 Million up to

R 5 Million in the last 7

years



value >R 5 Million up to

R 7.5 Million in the last 7

years



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




Purchasing Process

Schedule B3 – Lead/Key Personnel Relevant Experience

Discipline name

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

100 8

Total Calculated Points (Carry over to Summary)




Purchasing Process

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

Discipline name

Demonstrate Assessment, Repair and Maintenance Experience

Multiplier Calculated

Points

Score

1 2 3 4

At least one (1) project


value up to R 2.5 Million

in the last 7 years


completed or awarded of value

>R 2.5 Million up to R 5 Million in

the last 7 years



value >R 5 Million up to R 7.5

Million in the last 7 years


completed or awarded

of value >R 7.5 Million in

the last 7 years

8

Total Points (Carry over to Summary)




Purchasing Process

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

Summary

Criteria Maximum Points Calculated Points

Schedule B3 –Lead/Key Personnel Relevant Experience

32

Schedule B4 –Demonstrate Experience specific to assessments, designs,

construction supervision, close out and maintenance of Electrical work in

new buildings

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 Electrical Professional to be considered

Discipline Name of lead/key Electrical Professional to be assigned to

this project

Electrical Engineering

Signed

Date

Name

Position

Company Name

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




Purchasing Process

ANNEXURE A – CDC/476/16 - MQANDULI MAGISTRATES COURT ELECTRICAL

SUPPLY REPORT