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TENDER PRESENTATION TO SUPPLIERS

FRIDAY, 14 JUNE 2013

TENDER SPECIFICATIONS and REQUIREMENTS

UNIVERSITY OF FORT HARE 2

TURN KEY PROJECT FOR STUDENTS ACCOMODATION (STUDENT VILLAGE) AND ASSOCIATED SERVICES

UNIVERSITY OF FORT HARE 3

REF: UFH-SCM05/2013 – REQUEST FOR PROPOSALS: PROVISION OF STUDENTS ACCOMMODATION (2046) BEDS IN FORT HARE ALICE CAMPUS SITUATED IN ALICE, EASTERN CAPE

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The University of Fort Hare (founded in 1916), with its main campus situated at Alice and satellite campuses situated at East London and Bisho, currently offers tertiary education to approximately 12 000 students. Of the university’s total student population, approximately 3 650 students are housed within current student residences.

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The university has embarked upon a four-phase plan (please see section 7, entitled Development Programme, below) to construct approximately 2 046 student-beds (upon our main campus at Alice) in order to meet the immediate accommodation needs of at least some our students.

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The principles underlying the student village project to be undertaken are:

The student village shall be constructed upon a land portion in Alice, at which the university’s main campus is built

The main campus is located in a rural area, which surrounding area is characterised by underdevelopment, and therefore a project of this nature must be responsive to BBBEE principles and objectives, in that the contracted developer must make use of community members within the greater Alice precinct as much as possible

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The student village shall become the main student residence of the University of Fort Hare and must have an image associated with the ethos, image and culture of the university. All fabric, wall and aesthetic designs must be in line with - and approved by- the university

The student village shall comprise of seventeen student residence buildings, a student centre and the appropriate walkways and landscaping as well as a car park for about 150 motor vehicles.

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The purpose of this request for proposals (RFP) is to invite suitably qualified and experienced developers to submit proposals for consideration and subsequently identify and appoint a developer that fully meets the requirements of the university as detailed in this document.

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The objectives of this RFP is; a) To provide prospective developers with

adequate information to understand and respond to the University of Fort Hare’s requirements

b) To provide prospective developers with an opportunity to provide proposals and price offer for the required service and

c) To provide for an objective and structured framework for the evaluation of the bidder offers received.

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DELIVERABLES

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The proposed University of Fort Hare (Alice Campus) student residence village shall comprise of the following;

17 (seventeen) free standing buildings (sixteen of precisely the same design)

One (smaller with single rooms only) of different design

A student centre A parking area Walkways Landscaping and gardens

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The student centre shall (in principle and subject to practical considerations) be located closest to the entrance to the student village, which entrance shall be closest to the university’s main campus entrance.

The residences (that is, seventeen free standing buildings) shall be located behind the student centre and be laid out at regular intervals.

A main walkway shall run through the centre of the village and connecting walkways to each building shall join the main walkway with each building.

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Landscaping and gardening shall intertwine between the buildings and along the walkways.

A parking area for approximately motor vehicles is to be located at the boundary of the student village.

An example of another student village layout is provided below for ease of reference and guide

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There shall be seventeen (17) buildings in total, whose detail shall be as follows;

Sixteen (16) of the buildings shall comprise the same design and content.

The design of the sixteen (16) buildings is attached hereto as “Annexure B”

One building shall comprise fewer and only single room designs

The design of the single room residence building is attached hereto as “Annexure C”

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A single, free standing student centre is to be constructed near the main entrance to the student village.

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The design of the sixteen identical building appears in Annexure A and B hereto.

Annexure A provides the preliminary design of the rooms and common areas to be constructed.

Annexure B provides the layout of the ground and first and second floors of each building.

Annexure C provides the layout of the seventeenth building (being the only single bedroom building.

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The design of the sixteen identical building appears in Annexure A and B hereto.

Annexure A provides the preliminary design of the rooms and common areas to be constructed.

Annexure B provides the layout of the ground and first and second floors of each building.

Annexure C provides the layout of the seventeenth building (being the only single bedroom building.

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Each BUILDING shall comprise of three (3) floors. Each BUILDING shall comprise of six (6) PODS Each BUILDING shall contain a washing and drying area Each BUILDING shall contain (only) two disabled-rooms to

situated on the ground floor of each building within the two (opposite) ground-floor pods. These disabled bedrooms are included in the total number of bedrooms within each POD/BUILDING.

Each POD (please see definition) shall contain three (3) single bedrooms (please see design in Annexures A and B).

Each POD (please see definition) shall contain eight (8) double bedrooms (please see design in Annexures A and B).

A POD is a flat containing (i) 3 single bedrooms (ii) 8 double bedrooms (iii) a kitchen and common area (iv) a washing / drying area

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Each POD (please see definition) shall contain three (3) single bedrooms (please see design in Annexures A and B).

Each POD (please see definition) shall contain eight (8) double bedrooms (please see design in Annexures A and B).

Each BUILDING (please see definition) shall contain two (2) warden suites (comprising of two (2) bedrooms (please see design in Annexures A and B).

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Each POD shall contain a kitchen and common area for the students to use.

Each POD must be accessible (only) via a card-driven electronic securitised entry-egress system. That is, students shall be issued with electronic cards which will be programmed to permit them access to their particular POD only.

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The total number of bedrooms per POD is thus thirteen (13) broken down as follows;

5 single bedrooms = 5 beds 8 double bedrooms = 16 beds TOTAL beds per POD = 21 beds EXCEPT the ground floor PODS where There shall be 1 warden flat each (that is, A total of two warden flats (per building)) And 1 disabled bedroom (that is, A total of two disabled rooms (per building))

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There will be six (6) PODS per building and, therefore, a total of One hundred and twenty six (126) beds per building.

In the SEVENTEETH building, there shall only be single bedrooms – please see Annexure C for the design of this (seventeenth building).

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The FIRST FLOOR a) Ample seating for up to one thousand (1000)

students. b) Out door facility linking with this floor for braai

and other outside activities including a bar. c) Small office space for canteen office operations. d) Large rooms that can house book store, internet

café. e) Small clinic F) industrial kitchen G) pub and braai area H) ablutions for 1000 students

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The SECOND FLOOR

a) This should house few office spaces for student housing committees and residence

Officers (a minimum of seven (7) offices)

b) Boardroom that can take up to 50 seated members

c) Security offices

d) Security surveillance centre (a control room where all cameras that protects this building converge)

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Linked to this, there will be a large sized facility for non-resident students, where they can study and keep their belongings under lock and key. So, there must be at least fifty (50) steel lockers (large enough to house few books and other personal belongings).

f) This entire facility must have showers and toilets to accommodate one thousand (1000) visitors from time-to-time.

g) Access to this facility again is turnstile with finger printing access control.

h) The student centre must have wireless connectivity.

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The following construction roll out is required;

a) Buildings 1 and 2 should commence on 1 October, 2013 and be completed on 28 February 2014

b) Buildings 3 to 7 should commence on 1 January, 2014 and be completed on 30 June 2014

c) Buildings 8 to 12 should commence on 1 July, 2014 and be completed on 1 January 2015

d) Buildings 13 to 17 should commence on 1 January, 2015 and be completed on 30 June 2015

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a) A complete site development plan with details of

development precincts to be included. At a minimum,

indicative street elevations and 3Ds to be included as

part of the site development plan.

b) A detailed project proposal that must include, project

design, overall site plan, building design, unit

characteristics, financial capacity of the developer.

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c) A detailed CV of the parties as well as the professional

team to be included. This information must include

particulars of past projects undertaken and be able to

demonstrate the developer and professional team’s

ability to undertake the project of this magnitude.

d) All proposals must include details of products and

services to be sourced from SMMEs or BEE compliant

companies during the development and operational

phase of the project and or details of all subcontracting to

take place. The development team and the development

itself, to conform to Government’s current procurement

policies as well as the Black Economic Empowerment

Act No. 53 of 2003.

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e) The proposal must clearly deal with the site

constraints, the availability of bulk services and the

provision thereof, including water and electricity.

f) The proposal must make provision for a generator for

power backup to the capacity of required power to light

the village

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g) The project proposals will be determined in terms of

capital as well as life cycle costs. Proposals must clearly

indicate measures to reduce life cycle costs.

h) The project proposal must commit to delivering 250

beds by end February 2014.

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Developers must illustrate their capacity and commitment to comply with Health and Safety regulations, and certificates of compliance from relevant authority must be obtained for the following services, Fire safety, prevention and detection mechanisms and procedures, Electricity and gas installations, Security systems, Catering facilities, and Ablution areas and sanitation.

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j) Developers must illustrate their capacity and

commitment to comply with the National Building

Regulations, the Nkonkobe Municipality by-laws.

k) An original valid Tax Clearance Certificate must be

submitted together with the bid offer

Information about company profile, previous experience, management experience to project of similar nature, financial capabilities of the developer, and disclosure about any legal claims against them including the source of such claims, their amount, and status.

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m) The service provider must have attended the

compulsory briefing session held as determined by UFH.

n) Latest Audited Financial Statements of the developer

must be attached.

o) Must submit a minimum of three references relevant to

this project

The developer shall be shortlisted and selected based on the overall merit of its proposal, cognisant of the following guiding criteria;

Compliance to the mandatory conditions as outlined above,

Developers that demonstrated understanding of and responsiveness to the University's goals for the Project (Demonstrated competency with regard to design and constructions of student residences),

Organizational capabilities of team,

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Prior experience of the Developer (Strong experience in the design, construction and operations of student residences, proven ability to implement projects of this size and nature,

Financial capacity of the Developer as this is a turn-key project and requires huge investment from the developer

The overall cost of the proposal,

Proof demonstrating that implementation of construction plan will deliver two hundred and fifty (250) by end of February 2014.

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Innovation in surpassing the minimum specifications to be supplied during the compulsory briefing session,

Management personnel, conditions, and other aspects of the management plan.

Preliminary scope of Project(s),

Preliminary Project(s) schedule, and

Any other terms, conditions, or assumptions identified or proposed by the Developer.

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REQUIRED PROPOSAL FORMAT

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A: final architectural and engineering designs

B: municipal bulk infrastructure and connections

C: 17 (seventeen) student residence buildings

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◦ Site establishment and excavation ◦ Foundations and surface bed ◦ Superstructure and yard walls – ground floor ◦ Superstructure first and second floors ◦ Reinforced concrete slabs and waterproofing ◦ Plastering ◦ Door frames and windows ◦ Electrical ◦ Plumbing ◦ Finishing carpenter ◦ Wall and floor tiling ◦ Painting ◦ Glazing and shower doors

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◦ Gates and steel work ◦ Flooring ◦ Paving and sundries ◦ Kitchen appliances ◦ Kitchen units ◦ Light fittings ◦ Bathroom accessories ◦ Fire fighting provisions and equipment ◦ Skylights ◦ Professional fees ◦ Internet and WIFI Cabling ◦ Security ◦ Wireless internet ◦ Fence ◦ Furniture and Equipment

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Student centre

E: Parking area for approximately motor vehicles

F: Landscaping

G: Walkways

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Valid proposals shall be submitted to the following address;

Attention: Supply Chain Management Office

University of Fort Hare, Administration Building

50 Church Street

Quigney

EAST LONDON

5200

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The University of Fort Hare has no contractual obligation to accept any RFP received. Responses received will not give rise to any contractual agreement.

No telephone or any other form of communication with any other University of Fort Hare staff, other than the office of the Supply Chain Manager, relating to this RFP will be permitted. All enquiries regarding this RFP must be in writing and may be directed to lmema@ufh.ac.za.

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Only developers who meet the evaluation criteria as set out in the detailed RFP will be considered.

No telegraphic, facsimiled or e-mail submissions will be accepted.

No late submission shall be accepted.

Failure to attend the compulsory briefing session as mentioned above will automatically invalidate your proposal.

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The University of Fort Hare shall not be held liable for any costs incurred for the preparation of proposals to be submitted and any other costs that may arise as a result of responding to this RFP.

The University reserves the right to make decisions in the best interest of the University.

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Activity Responsibility Date

Request for Proposal

advertised

SCM UFH 03rd

June 2013

Daily Dispatch, The Herald

& UFH website

Compulsory Site

meeting

UFH Team 14th

June 2013

Submission of proposal

offers & closing of the

RFP

Developers Between 14th

June and 12th

July 2013.

Closing date & Public

Opening of Proposals

Proposals opened at UFH East

London office

12th

July 2013

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Evaluation of Proposals UFH Evaluation Committee 23rd

July 2013

Adjudication and final

recommendation of

Proposals

UFH Adjudication Committee 31st

July 2013

Award Notification of the successful

developer

03rd

August 2013

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The University of Fort Hare reserves the right to revise any aspect of these timeframes at any stage, and to amend the process at any stage.

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Prices must be quoted in South African currency and must be inclusive of VAT.

The proposal must be accompanied by a detailed costing of all bills of materials for the entire project.

Offers must be valid for a period of 90 calendar days.

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