Undertake Various Technical Studies on a Portion of Portion 1 Klipfontein 344...

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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 North West Department of Human Settlements (NWDHS). 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. 1.1 . BACKGROUND INFORMATION As part of its legislative mandate, Section 7 of the Housing Development Agency Act, (Act ) requires the Housing Development Agency (HDA) to, amongst others, undertake any processes relating to approvals required for housing development. The NWDHS has requested the HDA to assist with undertaking the necessary technical studies to address these infrastructure challenges for the disaster-stricken community, ensure the community's safety and security, and prepare the required documentation for consideration and approval by the relevant authorities. As part of its processes, the HDA intends to utilize the services of a qualified and experienced Professional Resource Team (PRT) to undertake: 2. OBJECTIVE OF THE PROPOSED PROJECT The objective of this project is for the appointed Professional Resource Team (PRT) to: of 70 The Housing Development Agency Scope to undertake a Various Technical Studies on A Portion of Portion 1 Klipfontein 344 HO, and produce a report outlining a comprehensive assessment of the challenges in Boitumelong, Provide detailed technical studies that align with national standards and regulations and develop robust and actionable plans for remediation and infrastructure development for the ±211 houses affected by heavy rainfall and poor services infrastructure in Boitumelong, Lekwaa-Teemane Local Municipality. In accordance with the appropriate professional practice standards and procedures, and the contracted scope of work, the successful professional service provider 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 • Company experience with respect to aspects of the project 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. of 70 The Housing Development Agency 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: 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 of 70 The Housing Development Agency STAGE DESCRIPTION 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. 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. of 70 The Housing Development Agency 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 POINTS Work Related In case of a joint Venture, a detailed signed Experience agreements indicating the Lead Company to be attached. Related and traceable work of the lead company with related experience undertaking multi- disciplinary team/company registered with relevant bodies and in terms of the specific statutes empowering them the specific functions for the development of sustainable human settlements, to be assessed as follows: Provide appointment letters and completion letters/ completion reports, inline with the scope of work with clearly stated details of the completed project, as follows: 45 (a) Provide appointment and township approval letters not older than 8 years with the Township establishment approvals as follows: 5 or more projects = 20 points 4-projects = 35 points 3-projects = 25 points 2-projects = 15 points 1-project = 10 points 0-projects = 0 points Provide appointment and engineering services/stormwater management plan approval letters not older than 8 years with the Township establishment approvals as follows: of 70 The Housing Development Agency 5 or more projects = 25 points 4-projects = 35 points 3-projects = 25 points 2-projects = 15 points 1-project = 10 points 0-projects = 0 points CVs of team Demonstrable skills, qualifications and capacity, members/PRT proposed relevant knowledge and experience (post to do the work qualification) of the multidisciplinary team of professionals. Expertise of the Key Personnel of the Tendering Entity to be supported by CVs signed by the relevant person and dated. Copies of relevant qualifications and up to date professional registration must be certified copies with not older than 3 months of the date of submission of the bid. A Professional registered Town Planner (SACPLAN/Pr. Planner) as follows: (10) Points Degree or Equivalent Qualification in Town and Regional Planning •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 Professional registered Land Surveyor (SAGC) as follows: (5) Points Degree or Equivalent Qualification in Land Surveying •10 years’ experience and above =5 points •5-9 years’ experience =3 points •3-4 years’ experience =2 points •1-2 years’ experience =1 point A Professional registered Environmentalist (SA Council for Natural Science) as follows: (5) Points Degree or Equivalent Qualification in Environmental Sciences/Environmental Management •10 years’ experience and above =5 points of 70 The Housing Development Agency •5-9 years’ experience =3 points •3-4 years’ experience =2 points •1-2 years’ experience =1 point A Professional registered Geologist (SACNASP) or Geotechnical engineer (ECSA) or as follows: (5) Points Degree or Equivalent Qualification in Geology/Geotechnical Engineering •5-9 years’ experience and above, post professional registration = 5 points •3-4 years’ experience, post professional registration = 3 points •1-2 years’ experience, post professional registration = 1 points A Professional registered Civil Engineer (ECSA) as follows: (10) Points Degree or Equivalent Qualification in Civil Engineering •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 Professional registered Traffic Engineer (ECSA) as follows: (5) Points Degree or Equivalent Qualification in Traffic Engineering •10 years’ experience and above =5 points •5-9 years’ experience =3 points •3-4 years’ experience =2 points •1-2 years’ experience =1 point 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 •3-4 years’ experience =2 points •1-2 years’ experience =1 point of 70 The Housing Development Agency Approach, Methodology, Proposed Work Implementation plan and Work Plan and Process Methodology to undertake tasks (10) • Gantt / project chart: 5 points • Project deliverables/outputs and associated timeframes: 1 point • 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 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 of 70 The Housing Development Agency 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 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 70 The Housing Development Agency 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 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. of 70 The Housing Development Agency SECTION 3 PRICING AND DELIVERY SCHEDULE Bidders are required to complete the Pricing Schedule as per Annexure: 2 (Volume 2 /Envelop 2)

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