Framework contract for professional engineering services: roadworks, rehabilitation and resurfacing of roads in the city of cape town

SCM enquiries:

• Contact: SCM Department
• Email: [email protected]

Data protection enquiries (POPIA):

• Email: [email protected]

Appeals (MSA Section 62):

• Post: The City Manager, c/o Manager: Legal Compliance Unit, 20th Floor, Tower Block, 12 Hertzog Boulevard, Cape Town 8001
• Post: Private Bag X918, Cape Town 8000
• Email: [email protected]

Access to information requests:

• Email: [email protected]

Supplier registration:

• Supplier Management Office: 2nd Floor (Concourse Level), Civic Centre, 12 Hertzog Boulevard, Cape Town
• Telephone: 021 400 9242/3/4/5

Document collection:

• Tender Distribution Office, 2nd Floor (Concourse Level), Civic Centre, 12 Hertzog Boulevard, Cape Town

Appeals administration fee payment:

• City of Cape Town NEDBANK account, reference 198158966
• Fee: R300.00

Submission:

• Method: sealed envelope delivered to the Tender Box before closing time.
• Tender Box: Box 182, Tender & Quotation Box Office, 2nd Floor (Concourse Level), Civic Centre, 12 Hertzog Boulevard, Cape Town.
• Envelope must show the tenderer's name and address, tender number and title, tender box number, and closing date.
• Late tenders are not accepted.
• Electronic submission is not accepted.
• Tenders must be submitted on official tender documents only.
• Printed Schedule of Rates in the same format as issued by the Employer may be submitted if requested.

Returnable forms (all must be completed and signed):

• Compulsory Enterprise Questionnaire: provides entity details.
• Certificate of Authority for Partnerships/Joint Ventures/Consortiums: authorises the signatory to bind the entity.
• Copy of the partnership/JV/consortium agreement.
• Declaration of Interest – State Employees: discloses any state employment or connections.
• Declaration of Conflict of Interest and Declaration of Bidder's Past Supply Chain Management Practices.
• Certificate of Independent Bid Determination: certifies no collusion and independent pricing.
• Authorisation for the Deduction of Outstanding Amounts Owed to the City of Cape Town.
• Schedule 12 (Key Personnel): identifies key personnel and includes signed undertakings if contracted.
• Schedule 14 (Professional Indemnity Insurance): proof of insurance or broker confirmation.
• Schedule 11 (Track Record of Tendering Entity): completed relevant projects.
• Schedule 15 (Key Personnel Experience): details of key personnel experience and qualifications.
• Districts of Preference schedule: order of preference for districts.
• POPIA-related contact details as required.

Evaluation stages:

1. Responsiveness check – must comply with all tender conditions, specifications, and pricing instructions.
2. Functionality evaluation – minimum score of 70% is required to be considered responsive.

• Track record of tendering entity (max 34 points): based on number of completed relevant road projects (Stage 2 to 6 services). Scoring: <3 = 0; 3–5 = 15; 6–8 = 25; >8 = 34.
• Contract Engineer/Employer's Agent experience (max 33 points):
• Relevant project experience (max 20): <3 = 0; 3–5 = 10; 6–8 = 15; >8 = 20.
• SAICE GCC contract experience (max 13): 0 = 0; 1 = 5; 2 = 10; >2 = 13.
• Pavement and Materials Engineer experience (max 33 points):
• Relevant project experience (max 20): same banding as above.
• Postgraduate qualification in Pavement Engineering (max 13): 0 if none, 13 if completed.

Preference point system: The tender follows the Preferential Procurement Regulations and the City's SCM Policy. Specific 80/20 or 90/10 split is not stated in the available text.

Award basis: "Winner-takes-all" per district. The highest ranked tenderer in each district is appointed as the winner, with one Alternative Service Provider. A tenderer may be awarded a maximum of one district as winner and one as alternative, unless insufficient responsive tenders.

B-BBEE: Preferences are offered; tenderers must meet HDI and/or RDP specific goals as per regulations and SCM Policy. Specific B-BBEE levels or points are not detailed in the text.

Service: Provision of professional engineering services for roadworks, rehabilitation and resurfacing of roads.

Contract type: Framework contract (winner-takes-all) for 84 months from commencement date.

Districts: Eight Urban Mobility districts in the City of Cape Town: Central (Cape Town), Sommerset West, Khayelitsha, Bellville, Plumstead, Athlone, Blaauwberg, Kraaifontein.

Works Packages: Specific tasks allocated per district on an 'as and when required' basis. Work is offered to the winner first; if refused or not performed, offered to the Alternative Service Provider.

City-wide works packages are allocated to the Blaauwberg district's winner or alternative.

Key personnel (must be in permanent employment or contracted with signed undertaking):

• Contract Engineer/Employer's Agent: registered with ECSA as Professional Civil Engineer (PrEng) or Professional Engineering Technologist (PrTechEng).
• Pavement and Materials Engineer: registered with ECSA as PrEng or PrTechEng.

Relevant project types for track record and key personnel experience:

• Road rehabilitation on national, provincial or municipal roads
• Road resurfacing with asphalt or seal projects (periodic/special maintenance, patching, overlay/reseal, mill and replace)
• Upgrade from gravel to surfaced roads
• Combined road and stormwater upgrades
• Road upgrades/improvements (lane widening, intersection capacity, climbing lanes, single to dual carriageway)
• New construction of national, provincial or class 3/2/1 municipal roads
• Airport taxiway, apron and runway rehabilitation or resurfacing
• Dedicated bus route design and construction (e.g. IRT)

Non-relevant projects (score zero): greenfield township/residential/commercial developments, NMT projects, parking areas, gravel re-gravelling, access roads, network level visual assessments for PMS, hard stands, container depots, concrete flooring, routine road maintenance (RRM) contracts, railway design, stormwater master planning, pipeline projects, structural projects without roadworks/pavement design, building projects.

Tender fee:

• Non-refundable: R250.00 payable in cash or EFT on collection of documents.

Professional Indemnity insurance (mandatory):

• Minimum cover: R5,000,000 per claim.
• Proof of cover or broker confirmation must be submitted with the tender.
• For JVs, cover may be shared proportionally.

Appeals administration fee:

• R300.00 (for lodging a tender appeal), payable at municipal offices or via EFT.
• Surcharge for vexatious/frivolous appeals: 0.5 x administrative cost + 0.25% of the appellant's tender price.

Pricing:

• Rates must be provided for the Schedule of Rates (Part C2.2) only for the districts tendered for.
• Nil or zero rates may be considered non-responsive (as per clause C.2.10.5, which is truncated in the source).

Payment terms: Not stated in available text.

Supplier database registration (mandatory before award):

• City of Cape Town Supplier Database.
• National Treasury Central Supplier Database (CSD), via https://secure.csd.gov.za.
• Registration may be requested after tender submission; failure prevents order/payment.

Tax compliance:

• Tax matters with SARS must be in order, or the tenderer is a foreign supplier not required to register for SARS.

B-bbee:

• Tenderers must meet HDI and/or RDP specific goals as per Preferential Procurement Regulations and City's SCM Policy. Specific B-BBEE levels or points are not stated in the available text.

Key personnel registration:

• ECSA registration in good standing at tender closing; otherwise non-responsive.

Conflict of interest:

• Tenderers must not be advisors/consultants contracted with the Employer, nor involved in the bid specification committee.

Other disqualifiers:

• Not restricted under SCM Policy abuse.
• Not found guilty of contravening the Competition Act.
• No abuse of the supply chain management system.