maphumulo local municipality - national treasury for arts and... · the following is a list of...

- 1 -

MAPHUMULO LOCAL MUNICIPALITY

- 2 -

TABLE OF CONTENT

1. Purpose

2. Background

3. Overall Objective

4. Scope of Works 5. Outputs 6. Milestones 7. Timeframes

8. Available Information

9. Reporting Requirements 10. Required Competencies 11. Evaluation System 12. Checklist of Documents to be completed and returned 13. Termination of the Contract 14. Closing Date 15. Contacts

- 3 -

1. Purpose

The purpose of the consulting service is to undertake detailed designs, compiling

documentation; and construction management of the Ndwedwe Arts, Culture &

Tourism Information Centre. 2. Background

The Ndwedwe Town Development project wants to establish Ndwedwe Village as a sustainable and vibrant commercial and residential node, offering a range of private and public sector services thereby contributing to improving the quality of life on Ndwedwe residents. A major factor and contributor to the establishment and growth of any developing Town is the development of local industry, the arts and the tourism sector. Currently there are no facilities that cater for the Arts in Ndwedwe, and with the establishing of mini- factories for light industrial activities, it follows to include the rich heritage and cultural depth of past, present and future Ndwedwe community members by acknowledging, celebrating and developing the Arts & Culture Centre, geared towards highlighting and presenting them to the world. The current initial designs developed have the following features namely:

venue that caters for various arts activities, including painting, sculpting, beadwork, craftwork, fashion design and music recording studio;

public information centre (reception area, kiosk, government ICT centre),

office facilities,

two training rooms,

appropriate exhibition hall,

ablution facilities

catering/ restaurant facilities,

storage facilities,

Landscaping (hard and soft). These existing initial designs need to be further developed into detailed designs ready for construction implementation.

3. Overall Objective

The overall objective is to design, document, cost estimate, project manage and

monitor the construction of Ndwedwe Arts, Culture & Tourism Information Centre.

- 4 -

4. Scope of work

The summarized scope of work is professional services to undertake design, documentation, projects manage and construction monitoring services for the construction of Ndwedwe Arts & Tourism Information Centre. The professional services are divided into the following phases:

1. Detailed designs; 2. Tender document creation; 3. Construction management and monitoring 4. Completion of all consulting services

Other Services: (A) Survey Services

The Service Provider shall identify all survey requirements during the preliminary design stage. Provision for survey by an external sub-service provider has been included in the Pricing Schedule via a Provisional Sum. The percentage handling fee tendered in the Pricing Schedule shall include for all costs associated in:

- Compiling a schedule of all envisaged survey work - Compiling and inviting three quotations. - Evaluation of quotations received and recommendations to the Employer - Handling fees - Profit (B) Geotechnical Investigations

The Service Provider shall identify all Geotechnical investigation requirements during the preliminary design stage. Provision for geotechnical investigation by an external sub-service provider has been included in the Pricing Schedule via a Provisional Sum. The percentage handling fee tendered in the Pricing Schedule shall include for all costs associated in:

- Compiling a schedule of all envisaged geotechnical works - Compiling and inviting three quotations. - Evaluation of quotations received and recommendations to the Employer - Handling fees - Profit (C) Environmental Assessment

The service provider shall be expected to determine if environmental assessment would be needed for this project.

(D) Meetings and Liaisons

D. 1 Meetings and liaisons between the Employer and the Service Provider

Meetings between the Employer and the Service Provider are formal occasions. The Employer shall perform the duties of chairperson and the Service Provider the secretarial services. The Service provider shall submit draft minutes to the Employer for review before distribution. Meetings and liaisons shall be scheduled

- 5 -

according to the Service Provider’s approved programme to discuss and record the progress of the Services.

Draft copies of all reports, design and tender documents submitted for review shall be discussed at specially convened meetings prior to their finalisation.

Attendance at the meetings and liaisons shall include joint venture members and/or the Targeted Enterprise Consulting Engineer (if any), sub-service providers and the designated key persons. A key person shall not be substituted by another Service Provider employee unless express permission for this has been sought from and approved by the Employer in writing. The Employer shall have the right to delay a meeting because of the non-availability of a key person and any delay costs so incurred shall be for the account of the Service Provider.

D.2 Project hand-over meeting

Project hand-over is a milestone event because it signals the commencement of the project. Ordinarily, the date of the meeting will have been fixed and notice for it and an agenda included with the letter of acceptance of the Service Provider’s offer.

The Service Provider shall come to this meeting prepared by his desktop assessment of the project details. The meeting provides a platform for the Service Provider to explain in detail how he intends going about the design development with specific reference to the methods and systems he will apply. The Service Provider shall identify those he thinks are relevant and anticipates he will use in developing the project design. In addition, the Service Provider shall explain and demonstrate his awareness of the encompassing social, natural, economic, safety and statutory environment within which the project is situated and how each impacts on it.

D.3 Progress meetings

The date for the first progress meeting shall be fixed at the hand-over meeting mindful that it cannot take place until the Service Provider has conducted his in loco inspection of the project site. The first progress meeting shall not be scheduled longer than six calendar weeks after the hand-over meeting. Proposals for investigation and intrusive testing will be discussed at this first meeting.

The Service Provider’s programme, as envisaged at the hand-over meeting shall be fine-tuned and approved at the first progress meeting. The approved programme shall identify the number and frequency of progress meetings. They may be reduced or increased as necessary to achieve the milestone date of delivery of the approved detailed design.

The purpose of progress meetings is to discuss the development of the project design and the minutes produced shall form the record of progress against programme. The minutes shall record the discussions held and the decisions made.

The Community Liaison Officer will attend all progress meetings between the Employer and the Service Provider. His/her attendance is critical to ensure that the impact, which any design decisions may have on the socio-economic standing of the communities who reside in the project area, are identified immediately and addressed accordingly. His/her knowledge of the needs, expectations and dynamics of the communities who reside in the project area will inform decision making on project design aspects.

(E) Construction

Community Based Stakeholders shall be identified at the commencement of the project assessment stage and shall include, but is not limited to, the relevant local authorities, tribal authorities and any other organised body which represents the local community and is recognised by the local community as representing them.

- 6 -

The purpose of these meetings will be to:

j) Introduce the Project Management Team (PMT) to the community and

establish lines of communication. ii) Inform the community of the proposed project, what it entails and how it

could affect the community. iii) Identify community needs and concerns which relates to the safe operation

of the national road, as well as mobility and the community’s access to the national road and socio- economic activities.

iv) take cognizance of, and manage, the community’s expectations of their ant ic ipated participation in the proposed project. v) Take cognizance of, and monitor, community dynamics and keep the project

management team informed thereof.

In addition to the meetings listed above, follow-up meetings will be conducted with the Community Based Stakeholders as and when required.

(F) Risk Management

The concept of risk shall be discussed at all meetings, starting with the hand-over meeting. The Service Provider shall identify restrictions and limitations on the design development that the various processes may impose, estimate the probability that they will impact on performance, advise what measures are proposed to avoid them and what mitigating measures could be taken to mitigate in the event they do occur. This creates a risk register that must be raised and discussed at each successive progress meeting.

Used properly, the risk register will predict or pre-warn of change; as the probability of an event increases so will the need for a Works Authorization to approve extensions of time or allocation of more funds become more certain.

A base risk register shall be discussed and recorded at the hand-over meeting. It shall be re-visited at each successive progress meeting to confirm the status of each and record any changes. The opportunity to add more or remove others will also be discussed at the progress meetings.

A fundamental element of risk assessment, but by no means the only one, will be economic affordability meaning that each design strategy must be separately and broadly estimated for comparison against the basis of the Employer’s budget for the project. In essence, this analysis relates to testing the economic and technical feasibility of the Employer’s envisaged design strategy. Similarly, other identified risks will have a cost element to them and these must also be brought to the Employer’s attention for discussion and decision.

The Community Liaison Officer shall have the necessary knowledge of the community dynamics within the project area to such an extent that he/she/it is able to inform the Employer and the Service Provider of community related risks and the extent thereof at the first progress meeting. Thereafter, he/she/it shall monitor the status of identified community risks, as well as record new risks.

(G) Safety

This part of the specification has the objective to assist the Service Provider entering into contracts with the Employer that they comply with the Occupational Health and Safety (OH&S) Act, No 85 of 1993, as well as all applicable Regulations. Compliance with this document does not absolve the Service Provider from complying with minimum legal requirements and the Service Provider remains responsible for the health and safety of his/her employees and those of his Mandataries. The Service Provider shall therefore include this part of the

- 7 -

specification to any contract that he may have with sub- service providers and/or suppliers.

This part also covers the development of a health and safety specification that addresses all aspects of occupational health and safety as affected by this contract. It provides the requirements that the Service Provider shall comply with in order to reduce the risks associated with this contract, which may lead to incidents causing injury and/or ill health. In this matter the spirit and intention of Regulation 5(1)(l) of the Construction Regulations, 2014, regarding negotiations between the parties, related to the contents and approval of the Health and Safety Plan, must be complied with.

The Service Provider shall on award of the contract become the Client’s Agent in terms of Construction Regulation 5(5), (6) and (7) of the Occupational Health and Safety Act, (Act 85 of 1993). The duties and responsibilities as the Client’s Agent are as prescribed in Construction Regulation 5(7).

For purposes of clarity typical duties required of the Service Provider are given in (b) and (c) below, but they shall not be interpreted as being exhaustive and if any conflict between them and the legislated Construction Regulations occurs the latter shall rule.

H.1 Project Specific Requirements

The following is a list of Baseline Risk Assessment and project specific health and safety specifications prepared by the Client in terms of Construction Regulation 5(1)(a) and 5(1)(f).

i) Baseline Risk Assessment

Clearing and grubbing of the area/site Site establishment including:

- Office(s) - Secure/safe storage for materials, plant and equipment Vehicle access to the site

Location of existing services, e.g. gas, telecommunications, electrical supply and similar

Adjacent land uses/surrounding property exposures Exposure to noise Exposure to vibration Protection against dehydration and heat exhaustion Protection from wet and cold conditions Dealing with HIV/Aids and other diseases such as silicosis or

asbestosis, where applicable Use of portable electrical equipment including:

- Angle grinder - Electrical drilling machine - Circular saw - Generator

Excavations including: - Ground/soil conditions

- Trenching - Shoring - Drainage of trenches

Welding including: - Arc welding - Gas welding - Flame cutting - Use of LP gas torches and appliances

Loading and off-loading of trucks Aggregate/sand and other materials delivery Manual and mechanical handling Lifting and lowering operations Driving and operation of construction vehicles and mobile plant including:

- Trenching machine - Excavator

- 8 -

- Roller - Plate compactor - Front end loader - Grader - Parking of vehicles and mobile plant - use and storage of flammable liquids and other hazardous substances, e.g. petrol, diesel, cement, asphalt, bituminous materials and similar

Layering and bedding Installation of pipes in trenches Backfilling of trenches Formwork and support work (temporary works) including scaffolding Demolition work, where applicable Environmental impacts such as pollution of water, air or soil Community dynamics and expectations.

H.2 Design Phase

The Service Provider or his registered Professional Client Health & Safety Agent must identify elements of the design that are inherently dangerous or hazardous during the construction phase and design in such a manner as to mitigate or eliminate the risk where possible. To this avail the Service Provider (or his Agent as outlined above) must prepare a baseline risk assessment for the intended construction work project, and make the same available to the Employer. This duty of identification continues into the construction phase of the project regardless that the designer may not be monitoring the construction phase. All identified dangers/hazards are to be listed and brought to the attention of potential contractors by means of the baseline risk assessment as outlined above and any other policy regulatory frameworks. It is also the designer’s responsibility to undertake inspections at critical phases of construction to ensure that the identified risks are continuously and appropriately mitigated.

H.3 Construction Phase

During the construction phase the supervising Service Provider must ensure that the Employer’s duties are continuously fulfilled, meaning that the Service Provider has to include amongst its permanent monitoring staff at least one appropriately trained member. In addition, the Service Provider must conduct monthly internal audits to ensure the site personnel are adhering to the statutory requirements. Costs for performing this duty are recoverable via the rate offered for this scheduled item of work. An Occupational Health and Safety Audit Questionnaire is included in Appendix D in Part C4 for this purpose.

The Employer may order external audits, the costs of which are separately recoverable as a disbursement to the specialist sub-service provider selected to conduct such audits.

Furthermore, the Service Provider must, in compliance with Section 24 of the Occupational Health and Safety Act (Act 85 of 1993) report immediately to the Employer’s Health and Safety Officer and the relevant project manager the details of a Section 24 incident, including confirmation that the construction contractor has similarly reported the same incident directly to the Department of Labour.

5. Outputs The desired outputs for this project are as follows: 5.1 Detailed engineering and architectural designs, costing and commissioning of Ndwedwe

Arts, Culture and Tourism Centre;

5.2 Draft bid documents for the Ndwedwe Arts, Culture and Tourism Centre;

- 9 -

5.3 Geo-technical survey report;

5.4 Environmental analysis report;

5.5 Survey report;

5.6 Final report on the project implementation/construction;

5.7 Community facilitation reports;

5.8 Occupational health and safety plan and reports.

6. Milestones

The following preliminary milestone dates have been set by the client for the various stages of the project.

Stage

01. submission of inception report

02. detailed designs (museum)

03. detailed engineering designs (existing tarred access road)

04. environmental scoping report

05. geo-technical survey report

06. draft bid document for the museum construction

07. draft bid document for the existing tarred access road

08. stakeholders facilitation

09. construction management and monitoring report

10. project closure report

7. Timeframes The duration of this assignment is 36 months. 8. Available Information

The following information which could help in the assignment will be provided to the bidders upon formal request:

8.1 NDWEDWE LOCAL ECONOMIC DEVELOPMENT (LED) STRATEGY

8.2 NDWEDWE TOURISM STRATEGY

8.3 NDWEDWE YOUTH DEVELOPMENT STRATEGY;

8.4 NDWEDWE INTEGRATED DEVELOPMENT PLAN (IDP);

8.5 NDWEDWE SPATIAL DEVELOPMENT FRAMEWORK (SDF);

8.6 NDWEDWE LAND USED MANAGEMENT SCHEME (LUMS);

8.7 INITIAL DESIGNS: NDWEDWE ARTS, CULTURE AND TOURISM CENTRE; AND

8.8 BUSINESS PLAN: NDWEDWE ARTS, CULTURE AND TOURISM CENTRE

- 10 -

9. Reporting Requirements

The service provider shall submit a monthly report indicating progress of the services. A

brief monthly progress report which reports progress against key performance indicators, as

outlined in the approved work plan, should be submitted to the Director for Economic

Development and Planning. 10. Required competencies

The project will need the following a multi-disciplinary team consisting of the following professionals: architecture, engineering, project management and landscaping. Such professionals are required to be registered with the respective professional bodies/councils.

11. Evaluation System All proposals will be evaluated according to the following Evaluation System which is in accordance with the Municipality’s Supply Chain Management Policy. The system is based and complies with the Preferential Procurement Framework Act, Act 5 of 2000. Evaluation Points System (80/20)

FUNCTIONALITY SUB-CRITERIA POINT ALLOCATION

METHODOLOGY How is the service provider proposing to undertake the assignment?

20

Listed methods that are not relevant to the scope of work for the project

00

Listed methods related to 01 part of the project’s scope of works (e.g., developing detailed engineering designs)

02

Listed methods related to 02 parts of the project’s scope of work (e.g., developing detailed engineering designs; conducting geotechnical survey)

04

Listed methods related to 03 parts of the project’s scope of works (e.g., developing detailed engineering deigns; conducting geo-technical survey; conducting environmental scoping)

06

Listed methods related to 04 parts of the project’s scope of

08

- 11 -

work (e.g., developing detailed engineering designs, conducting geotechnical survey; conducting environmental scoping, developing museum site management plan)

Listed methods related to 05 parts of the project’s scope of work (e.g., developing detailed engineering designs, conducting geotechnical survey; conducting environmental scoping, developing museum site management plan, construction management and monitoring)

10

Listed methods related to 06 parts of the project’s scope of works (e.g., developing detailed engineering designs, conducting geotechnical survey; conducting environmental scoping, developing museum site management plan, construction management and monitoring, formulation of project cost-estimates)

12

Listed methods related to 07 parts of the project’s scope of works (e.g., developing detailed engineering designs, conducting geotechnical survey; conducting environmental scoping, developing museum site management plan, construction management and monitoring, formulation of project cost-estimates, stakeholders’ relations management)

14

Listed methods related to more than 07 parts of the project’s scope of works (e.g., developing detailed engineering designs, conducting geotechnical survey; conducting environmental scoping, developing museum site management plan, construction management and monitoring, formulation of project cost-estimates, stakeholders’ relations management)

20

PROJECT MANAGEMENT What is the service provider’s track-record or history of managing projects of this

25

- 12 -

nature? (this is not about how is the service provider planning to manage the proposed project, as normally done)

No relevant project done before 00

01 project done (certified appointment letter; certificate of completion attached; reference obtained from previous client)

03

02 projects done (certified appointment letter; certificate of completion attached; reference obtained from previous client)

06


09


12


15

More than 05 projects done (certified appointment letter; certificate of completion attached; reference obtained from previous client)

25

STAKEHOLDERS MANAGEMENT Which stakeholders will be critical in delivering this project and what role will each stakeholder be expected to play?

15

No relevant stakeholders are mentioned, together with their relevant roles and responsibilities.

00

01 relevant stakeholder is mentioned, together with a relevant role.

02

02 relevant stakeholders are mentioned, together with their relevant roles and responsibilities.

04


06

04 relevant stakeholders are mentioned, together with their

08

- 13 -

relevant roles and responsibilities.


10

More than 05 relevant stakeholders are mentioned, together with their relevant roles and responsibilities.

15

RISK MANAGEMENT What are the potential risks for this risk and what mitigating strategies will the service provider develop?

15

No relevant risk is presented together with a relevant mitigating strategy

00

01 relevant risk is presented together with a relevant mitigating strategy

02

02 relevant risks are presented together with relevant mitigating strategies

04


06


08


10

More than 05 relevant risks are presented together with relevant mitigating strategies

15

PROFESSIONAL TEAM List the core professional team members and attach the CVs, Certificates and proof registration with an accredited professional body.

30

No relevant core professional team is presented

00

01 relevant core professional team presented together with a certified copy of CV, academic certificates and proof of professional registration.

03

02 relevant core professional team members presented together with certified copies of CVs, academic certificates and proofs of registration.

06

03 relevant core professional 09

- 14 -

team members presented together with certified copies of CVs, academic certificates and proofs of registration

04 relevant core professional team members presented together with certified copies of CVs, academic certificates and proofs of registration

12

05 relevant core professional team members presented together with certified copies of CVs, academic certificates and proofs of registration

15

06 relevant core professional team members presented together with copies of CVs, academic certificates and proofs of professional registration.

18

07 relevant core professional team members presented together with copies of CVs, academic certificates and proofs of professional registration.

21

08 relevant core professional team members presented together with copies of CVs, academic certificates and proofs of registration with a relevant professional body.

24

More than 08 relevant core professional team members presented together with certified copies of CVs, academic certificates and proofs of registration with a relevant professional body.

30

EXPERIENCE List at least five relevant projects that the service provider has undertaken before and attach appointment letters and certificates of completion for each relevant project listed (relevant projects shall be museums; arts and culture centres; tourism information centres/outlets; smme/business incubation centres; or any built projects within the hospitality sector). Please note that reference letters are not required here. Only actual appointment

25

- 15 -

letters for previous projects score points.

No relevant project presented together with certified copies of appointment letters and completion certificates

00

01 relevant project presented together with certified copies of appointment letters and completion certificates

03

02 relevant projects presented together with certified copies of appointment letters and completion certificates

06


09


12


15

More than 05 relevant project presented together with certified copies of appointment letters and completion certificates

25

SUB-TOTAL 130

*A SERVICE PROVIDER MUST OBTAIN A MINIMUM OF 80% TO PROCEED TO THE NEXT STAGE OF PRICE EVALUATION

PRICE 80

BBBEE 20

TOTAL 100

12. Checklist of Documents to be Completed and Returned

Bidders must ensure that the following documents are completed in full and returned with supporting documents. Failure to complete the documents in full and attach them may result bid disqualification.

No Description Yes

12.1 Company registration certificate (CK)

12.2 Bidder shall provide the Municipality with a compliance clearance, PIN to verify your tax compliance status

12.3 Certified copy of B-BBEE Certificate with SANAS Logo

12.4 Certified ID copies for the Directors of the Company

- 16 -

12.5 Initialed each and every page of the document

12.6 Consolidated certified copy of BBBEE Certificate if it is a Joint Venture Company (if applicable)

12.7 Joint Venture agreement documents (if applicable)

12.8 CVs of core resource personnel (in relation to the required competencies)

12.9 Copies of relevant professional registrations (architecture; engineering; town planning; environmental science; etc.)

12.10 Proof of payment for municipal services/copy of lease agreement in case the company does not own property where offices are located.

12.11 Proof of registration on the central supplier database (CSD number) of the National Treasury of the Republic of South Africa.

12.12 Proof of registration on the supplier database of the Ndwedwe Local Municipality.

13. Termination of the Contract

If the service provider does not start to work on the project and after 14 days’ written notice addressed to his domicilium address to start still fails to start on the project, this contract may be cancelled forthwith.

This contract may be cancelled for reasons other than poor performance, breach of contract, etc. by giving the service provider 14 days’ written notice to rectify the cause where-after the Municipality shall have the right to summarily cancel the contract upon written notice to the service provider. Depending on the assessments done by the Director: Economic Development and Planning, the service provider may in writing be required to rectify his/her poor performance, failing which the contract with the service provider will be terminated.

14. Closing Date Proposals are to be completed in accordance with the conditions attached to the terms of reference document and must be sealed and marked: “PROFESSIONAL ARCHITECTURAL & PROJECT MANAGEMENT SERVICES TO UNDERTAKE DESIGN, DOCUMENTATION AND

CONSTRUCTION MANAGEMENT OF CONSTRUCTION OF NDWEDWE ARTS & TOURISM

INFORMATION CENTRE “ and must be deposited in the tender box situated at the reception area: Ndwedwe Municipal Offices, Lot 47-48, Road P100, Ndwedwe, not later than 12H00 on WEDNESDAY, the 17th of MAY 2017.The name and address of the bidder must be clearly written on the sealed envelope containing the bid. Late proposals or proposals received by way of post, facsimile, or e-mail will, under no circumstances, be considered.

- 17 -

15. Contacts Enquiries regarding this notice may be directed as follows: Ndwedwe Local Municipality Private Bag X 503 Ndwedwe 4342 Attention: Mr. Phakama Mhlongo Tel: 032 532 5028 Fax: 032 532 5032