Professional services for township establishment in mooibank area (portions 275, 280, 281 & 298)

The Housing Development Agency (HDA) is a national public development agency that

promotes sustainable communities by making well-located and properly planned land

available for the development of sustainable human settlements. As its primary activity,

the HDA assembles state, private and communal land and releases it for development.

In addition, the HDA provides project delivery support to state organs at the Local,

Provincial and National levels. The organisation focuses on upgrading Informal

settlements and providing project management services.

In the North West Province, the HDA has signed an implementation protocol with the

Department of and Human Settlements. One of the objectives of the Medium-Term

Operational Plan is to support the department with human settlements planning.

Furthermore, the HDA is required to undertake any approval processes for housing

development and prepare the necessary documentation for consideration and approval

by relevant authorities.

The HDA has a working relationship with JB Marks Local Municipality and the North West

Department of Human Settlements (NWDHS) to facilitate the rezoning, of land parcels

acquired, on behalf of the municipality in the Mooibank Area. The Agency is further

mandated to prepare necessary documentation for consideration and approval by the

relevant authorities, monitor progress of the development of land and landed properties

acquired for the purposes of creating integrated and sustainable human settlements. As

part of its processes, the HDA intends to utilize the services of a qualified and experienced

Professional Resource Team (PRT) to undertake various township establishment

processes for the creation of integrated and sustainable human settlement development

on Portions 275, 280, 281, and 298 of the Farm Town and Townlands 435 IQ, measuring

49,7188 hectares in extent (Mooibank area), in Potchefstroom, within the jurisdiction of

JB Marks Local Municipality.

1.1 . BACKGROUND INFORMATION

In 2014, the HDA assisted the JB Marks Local Municipality with the acquisition of the

subject properties in question for the purpose of Human Settlement development. As

part of its legislative mandate, Section 7 of the Housing Development Agency Act,

(Act ) requires the Housing Development Agency (HDA) to, amongst

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others, undertake any processes relating to approvals required for housing

development.

The HDA is mandated and intends to undertake various township establishment

processes for the creation of integrated and sustainable human settlement

development on Portions 275, 280, 281, and 298 of the Farm Town and Townlands

435 IQ, measuring 49,7188 hectares, to accommodate people living in and around the

congested Mooibank area, to establish integrated and sustainable human settlement

development.

2. OBJECTIVE OF THE PROPOSED PROJECT

To undertake various township establishment processes for the creation of

integrated and sustainable human settlement development on Portion 275, 280, 281

and 298 of the Farm Town and Townlands 435 IQ, measuring 49,7188 hectares in

extent (Mooibank area), for a period of 24 (twenty-four) months, to accommodate

people living in and around Mooibank area; and

Establishment of an estimated ±778 housing opportunities for the creation of mixed-use

typologies and social amenities excluding roads in the Mooibank area, in Potchefstroom

within the jurisdiction of JB Marks Local municipality in the North West Province.

In accordance with the appropriate professional practice standards and procedures, and

the contracted scope of work, the successful professional service provider(s) shall submit

and give both oral and written presentations on the following outputs and deliverables:

The potential bidders/service providers are expected to develop project proposal that

clearly outline the following:

• Project management and coordination mechanism(s)

• Clear approach and methodology with associated timelines

• Information and data sources that will be utilised

• Main project phases and deliverables linked to timeframes and budget

• The proposed project team and their proposed roles in the project

• Experience of the key staff in relation to the scope of work

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• Company experience with respect to aspects of the project

The scope of work for the assignment consists of the following outputs:

• MPT Approval (Approval Letter, Layout, CoE)

• Approved General Plan; and

• Opening of Township Register and Proclamation.

2.1. The HDA must receive reduced cost of acquisition and improved service benefits

resulting from the Service Provider’s economies of scale and streamlined service

processes.

2.2. The HDA must achieve appropriate availability that meets user needs while reducing

costs for both the HDA and the chosen Service Provider(s).

2.3. The HDA must receive proactive improvements from the Service Provider with respect

to provision of Services and related processes.

2.4. The HDA’s overall competitive advantage must be strengthened by the chosen Service

Provider’s leading edge technology and service delivery systems.

2.5. The HDA end users must be able to rely on the chosen Service Provider’s personnel for

service enquiries, recommendations and substitutions.

2.6. The HDA must reduce costs by streamlining its acquisition of Services, including

managed service processes.

3. EVALUATION METHODOLOGY

The evaluation of Bids will be based on the information contained in Bids received in RFP

and, which may be further supplemented by presentations and clarification information

provided, if required. All Bids shall be equally evaluated and adjudicated by various

committees involved in the evaluation process in accordance with stated Evaluation

Criteria. Procurement integrity and fairness, transparency, competitiveness and full

accountability will at all times be paramount.

3.1 EVALUATION AND SCORING METHODOLOGY

The evaluation of the Bids by the evaluation committee will be conducted at various

stages.

The following stages will be applied in the evaluation:

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STAGE DESCRIPTION

Admin The Bid is checked for completeness and whether all required

compliance documentation, certificates; verify completeness warranties and

(Stage 1)

other Bid requirements and formalities have been complied with.

The Bids are checked to verify that the essential RFP

requirements have been met. Incomplete and Non-compliant Bids

may be disqualified.

Technical Detailed analysis of Bids to determine whether the Bidder is

Evaluation capable of delivering the Project in terms of business and

(Stage 2)

technical requirements. The minimum threshold for technical

evaluation is [70%], any bidder who fails to meet the

minimum requirement will be disqualified and not proceed

with the evaluation of Price and Specific goals.

Price and Evaluate price and Specific Goals on an 80/20 point system

Specific goals

(Stage 3)

Bidder Verification of information supplied by bidders when completing

Verification SBD 4

(Stage 4)

Recommendation Report formulation and recommendation of Preferred Bidders

Best and Final The HDA may go into the Best and Final Offer process in the

Offer instance where no bid meets the requirements of the RFP

and/or the Bids are to close in terms of points awarded.

Approval Approval and notification of the final Bidder.

STAGE 1: COMPLIANCE REQUIREMENTS

Bidders must comply with the following requirements and failure to comply will lead to

immediate disqualification.

Stage 1 Basic Compliance

If you do not submit the following basic compliance documents and should an award be made,

these basic compliance documents must be made available within seven (7) days, failing

which the award will be recalled.

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No. Description of requirement

a) Letter of Good Standing: COID

b) CSD Report

c) Completion of ALL RFP documentation (SBD 1, SBD 4 and SBD

6.1)

STAGE 3: TECHNICAL / FUNCTIONALITY REQUIREMENTS

Interested bidders shall then be evaluated on functionality after meeting all compliance

requirements outlined above. The minimum threshold for technical/functionality requirements

is 70% as per the standard Evaluation Criteria presented as per the table above. Bidders who

score below this minimum requirement shall not be considered for further evaluation in stage.

TECHNICAL/FUNCTIONAL EVALUATION CRITERIA

Details of the scoring methodology are outlined below:

CATEGORY FUNCTIONAL CRITERIA Points

i Work Related Experience 45

ii CVs of team members/PRT proposed to do the work 45

iii Approach, Methodology, Work Plan and Process 10

Total 100

Detailed Evaluation Criteria:

CRITERIA SUB-CRITERIA POINT

S

Work Related In case of a joint Venture, a detailed signed agreements

Experience indicating the Lead Company to be attached.

Related and traceable work of the lead company with related

experience undertaking township establishment processes

for the development of sustainable human settlements, to be

assessed as follows: 45

Provide appointment letters, township approval letter

and completion letters/ completion reports, as follows:

5 or more projects = 45 points

4-projects = 35 points

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3-projects = 25 points

2-projects = 15 points

1-project = 10 points

0-projects = 0 points

CVs of team Demonstrable skills, qualifications and capacity, relevant

members/PRT proposed knowledge and experience (post qualification) of the

to do the work multidisciplinary team of professionals.

Expertise of the Key Personnel of the Tendering Entity to be

supported by signed Affidavit of the candidate

confirming that they are aware of the use of their CV for

the purpose of bidding for this tender. Copies of relevant

qualifications and up to date professional registration must

be certified copies with not older than 6 months of the date

of submission of the bid.

A Professional registered Town Planner (SACPLAN/Pr.

Planner) as follows: (20) Points

Degree or Equivalent Qualification in Town and

Regional Planning

• 10 years’ experience and above =20 points

• 5-9 years’ experience = 10 points

• 3-4 years’ experience = 5 points 45

• 1-2 years’ experience = 2 points

A Professional registered Land Surveyor (SAGC) as

follows: (10) Points

Degree or Equivalent Qualification in Land Surveying

• 10 years’ experience and above =10 points

• 5-9 years’ experience =5 points

• 3-4 years’ experience =3 points

• 1-2 years’ experience =2 points

A Social facilitator to have Degree in Social Sciences

(Social Work, Sociology, development Studies or

Communication) (5) Points

• 10 years’ experience and above =5 points

• 5-9 years’ experience =3 points

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• 3-4 years’ experience =2 points

• 1-2 years’ experience =1 points

A Professional registered Conveyancer (Law

Practitioners Council; Law Society) as follows: (10)

Points

Degree or Equivalent Qualification in Conveyancing

Law

• 10 years’ experience and above =10 points

• 5-9 years’ experience =5 points

• 3-4 years’ experience =3 points

• 1-2 years’ experience =2 points

Approach, Methodology, Proposed Work Implementation plan and Methodology to

Work Plan and Process undertake tasks (10)

• Gantt / project chart: 5 points

• Project deliverables/outputs and associated

timeframes: 1 point 10

• Team composition structure: 2 points

• Outlining detailed description of content: 1 point

• Characteristics of each of the work outputs/

deliverables of each task: 1 point

TOTAL 100

STAGE 4: PRICING AND SPECIFIC GOALS

The following criteria will be used for points allocation for price and Specific Goals compliance

on a 80/20 point system:

Price and Specific Goals

CRITERIA WEIGHTING/

POINTS

Price 80

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Specific goal 20

Total 100

Price

Where

PS = Points scored for price of tender under consideration

Pt = Rand value of offer tender consideration

Pmin = Rand value of lowest acceptable tender

Specific Goals Evaluation:

A bidder must submit proof or documentation to claim points for specific goals. A bidder failing

to submit proof or documentation to claim points for specific goals will be interpreted to mean

that preference points for specific goals are not claimed. The bidder may not be disqualified

but will score 0 points out of 20 for specific goals.

Specific goals for the tender and points claimed are indicated per the table below.

(Note to organs of state: 80/20 preference point system is applicable, corresponding

points must also be indicated as such.

*Historically disadvantaged South Africans refers to any person, category of persons,

or communities disadvantaged by unfair discrimination before the constitution of the

Republic of SA, 1993 (ACT No. come into operations.

The Specific Goals allocated Number of Points Proof / Documentation required

points in terms of this tender to Claim Points for Specific

Goals

Black Women Owned (Maximum points = 4 points)

75% - 100% 4 CSD or Sworn Affidavit

51% - 74.99 - 3 CSD or Sworn Affidavit

Below 51% 1 CSD or Sworn Affidavit

Youth (Maximum points =7)

75% - 100% 7 CSD or Sworn Affidavit

51% - 74.99 - 5 CSD or Sworn Affidavit

Below 51% 3 CSD or Sworn Affidavit

Disabled People (Maximum points =5)

75% - 100% 5 CSD or Sworn Affidavit

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The Specific Goals allocated Number of Points Proof / Documentation required

points in terms of this tender to Claim Points for Specific

Goals

51% - 74.99 - 4 CSD or Sworn Affidavit

Below 51% 2 CSD or Sworn Affidavit

Military Veterans 2 CSD

HDSA 2 CSD or Sworn Affidavit

1 VALIDITY PERIOD

This RFP shall be valid for [120 Business days] calculated from Bid closing date.

2 THE NATIONAL INDUSTRIAL PARTICIPATION PROGRAMME

2.1 National Industrial Participation Programme (NIPP) requirements:

The National Industrial Participation (NIP) Programme, which is applicable to all government

procurement contracts that have an imported content, became effective on the 1 September

1996. The NIP policy and guidelines were fully endorsed by Cabinet on 30 April 1997. In terms

of the Cabinet decision, all state and parastatal purchases / lease contracts (for goods, works

and services) entered into after this date, are subject to the NIP requirements. NIP is obligatory

and therefore must be complied with. The Industrial Participation Secretariat (IPS) of the

Department of Trade and Industry (DTI) is charged with the responsibility of administering the

programme.

Bidders are therefore required to complete SBD 5 to give effect to the above.

3 POST TENDER NEGOTIATION (IF APPLICABLE)

The- HDA reserves the right to conduct post tender negotiations with a shortlist of Bidder(s).

The shortlist could comprise of one or more Bidders. Should the HDA conduct post tender

negotiations, Bidders will be requested to provide their best and final offers to the HDA based

on such negotiations. A final evaluation will be conducted in terms of 80/20.

4 BEST AND FINAL OFFER

The HDA reserves the right to embark on the Best and Final Offer (BAFO) Process where:

a) None of the proposals meet the RFP requirements;

b) None of the responses to RFP are affordable and demonstrate value for money; and

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Upon the decision by the HDA to embark on a BAFO process it shall notify the response to

RFP.

5 FINAL CONTRACT AWARD

The HDA may negotiate the final terms and conditions of the contract with the successful

Bidder(s). Bidder

6 FAIRNESS AND TRANSPARENCY

The HDA views fairness and transparency during the RFP Process as an absolute on which

the HDA will not compromise. The HDA will ensure that all members of evaluation committees

declare any conflicting or undue interest in the process and provide confidentiality

undertakings to the HDA.

The evaluation process will be tightly monitored and controlled by the HDA to assure integrity

and transparency throughout, with all processes and decisions taken being approved and

auditable.

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No specific requirements found