Rental of Portable (chemical) Toilets for Informal Settlements in Sol Plaatje Local Municipality as and When Required for 24 Months Period

Returnable Documents:

The city is currently experiencing an overwhelming increase of informal human settlements. This development has constantly compelled municipal authorities to devise means of providing basic services to these areas. One of the key challenging aspects of basic service provision in informal settlement is the provision of sanitation services. The absence of bulk sewer infrastructure is the main challenge and secondly, the costs of providing alternative basic sanitation services is very high. Acceptance of alternative technologies in relation of sanitation services by members of the community is one of the reasons that complicates provision of sanitation services. Rejection of basic services for enhanced options has put a lot of pressure on the municipality, and general provision of sanitation services in the municipality is compromised. According to our Town Planning pipeline sanitation backlog report released in October 2016, there are approximately 9400 households. This figure excludes Lerato Park settlement which is estimated to have a sanitation backlog of approximately 1400 households. The total backlog is currently estimated to be 3 500. The municipality is currently providing bucket/ pail removal services (no longer considered as a basic level of sanitation service) for approximately 1 675 informal sites. This implies that more than 1 600 informal households are not accounted for and this tender is intending to close this gap by providing this crucial service. SPECIFICATIONS OF THE FACILITY/TOILET STRUCTURE TO BE RENTED The chemical toilets must meet the following requirements: • Material: Polyethylene or similar (bidders must include a detailed technical brochure for alternative materials) • Ventilation: Adequate floor/ceiling/side vents Technical Details and Dimensions (Minimum): • Total weight (Dry): Min 85kg • Total width (min): 1166mm • Door height (min): 1975mm • Door width (min): 639mm Features: • Toilet seat and lid • Waste tank capacity: 200-225 litres • Lockable from both sides (inside and outside) Chemical Requirements: • Must mask the smell and act as a deodorizer • Must assist in decomposing solid matter • Must be diluted with water according to the recommended dosage • Must be suitable for use in the toilet waste holding tank, freshwater flush tank, and vacuum modules chemical tank • Must be able to disaggregate organic waste, eliminate bad odours, and add a pleasant scent • Must be Natural, Environmentally Safe (fully biodegradable), and User Friendly • Must contain No Harsh Chemicals For disabled communities the service provider should be able to provider toilets as per the outlined unit dimensions. Unit (Component) Size Height Minimum 2000 mm Width Minimum 1600 mm Depth Minimum 2000 mm Tank Capacity Minimum 210 L Scorecard for Functionality Functionality instruction 1. Previous experience: 10 points will be awarded on each appointment letter/s or order purchase/s submitted. A minimum of three (03) appointment letters or purchase orders must be attached. 2. Vehicles: Proof of ownership or a lease agreement must be submitted. In case of leasing both letter of agreement letter together with the proof of ownership must be attached. A proof of ownership must be a document issued by the National Traffic Information System (Natis). 3. Bank rating: The bank letter indicating the rating must be included, and points will be allocated according to the attached rating by the bank. NO# Criteria Description Points 1 Previous 03 x Number of similar projects for SUPPLY AND Maximum point = 30 points experience DELIVERY OF CHEMICAL TOILETS for a minimum value of R300 000.00 (Three hundred Thousand (3x the number of appointment Rand) letters to be attached) Each appointment letter = 10 points Note: Attach the appointment letter or purchase orders 2 Vehicles • 1x 1-ton Bakkie or above = 10 points Maximum points = 50 Points • 1x 4-ton Truck or above = 20 points • 1x Honey Sucker Truck = 20 points Note: Proof of registration must be attached for each vehicle 4 Bank Rating • Bank rating A and B = 20 points Maximum points = 20 points • Bank rating C and below = 10 points Note: Attach the bank letter indicating the rating Total Points 100 A minimum of points 65 points must be scored by the bidder to proceed to further evaluation. This is to ensure that the goods and services will be delivered as required by the Municipality. Bids that do not meet the minimum required points will be declared non-responsive and will not be assessed for preferential points. Assessment form / Checklist NO# Criteria Description Please indicate 1. Previous Number of appointment letters or purchase orders experience attached. 2. Vehicles Attached proof of ownership or a lease agreement. In case of leasing the owner’s proof of registration must be attached. 3. Bank Rating Attached bank letter indicating the rating. Location • Toilets shall be located within 100-150 m radius apart from one another but no closer than 50 m to any watercourse or water body. • Location will be determined by the relevant municipal official/project manager. Servicing and documentation • Portable toilets must be serviced regularly (two times a week and care should be taken that no spillages occur during servicing). • All servicing of portable toilets must be done with a honey sucker truck. • All Portable toilets shall be emptied a day before long weekends or ordinary weekends. • Toilets shall be clean, always smell good and functional. • Deodorizer to be used for cleaning must not cause irritation to the eyes, ears, skin, nose, chest and throat. • Proof of weekly service should be kept on file documentations. • Proof of weekly cleaning with a pressure washer to be kept in a file. • The client may request to conduct ad-hoc inspections without informing the contractor/service provider as part of continuous quality control. • Toilets will be cleaned using a pressure washer connected to a minimum 1000-liter water tank mounted on a trailer. • The cleaning process will utilize disinfecting cleaning products that reduce odour and sanitize the surface area. This process will be performed twice weekly. Legislation and insurance • The contractor to have the basic principles of all Act and Regulations governing waste management and other relevant legislation pertaining to Occupation Health and Safety (OHS). • All waste must be disposed at approved site(s) (A letter confirming the disposal, signed and dated by the relevant authority or Sol Plaatje Local Municipality). This letter or approval should be kept on site file and made available on request. • Report all incidents to the relevant Municipal personnel within 24 hours • During delivery and servicing of facilities, the OHS will be the responsibility of the contractor. • Facilities must be insured by the contractor at all times. • It is the service provider’s responsibility to ensure full security against personal accident or injury to his workforces which are used for the Works. The service provider shall be adequately registered with the Workman’s Compensation Commissioner in terms of the Workman’s Compensation Act (Compensation for Occupational Injuries and Diseases Act, 1993). Proof may be obtained from the office of the Compensation Commissioner. • All rates and amounts quoted shall include for all cost associated with the Workman’s Compensation Commissioner and additional risk insurance. • The service provider shall always for the duration of the Contract, be responsible for the personal safety and security of all his/her employees. • Occupational Health and Safety Act, Act shall apply to this Contract. • Before commencing work, the service provider shall designate a competent safety officer (SO), to represent and act on behalf of the service provider. The service provider shall inform the Chief Area Engineer in writing of the name and address of his/her SO and of any subsequent changes in the name and address of the officer, together with the scope and limitations of the SO’s authority to act for the service provider. The service provider’s SO shall make available to the Employer an all hours telephone number at which the SO can be contacted at any time in the event of an emergency involving any of the service provider’s employees, or other persons at the Works. Personal Protective Clothing The service provider will be required to adhere to the Occupational Health and Safety Act (Act No ). Each worker must be provided with PPE. These include but not limited to the following PPE. a) Pair of gumboots b) Pair of safety boots c) Safety goggles d) Set of overalls e) Rain suit with hood and reflective strips f) PVC gloves – Elbow length g) Respirator masks h) Anti-bacterial skin cleaner Guidelines of Distribution/ Allocation of Works to Service providers. Criteria for allocation will be as follows: The department will allocate the toilets in an equal split as per the areas with the table depicted above. However, in cases where the bidder fails to deliver the toilets within the time stipulated by Project manager, the IPW will be withdrawn, and the allocation will be given to the service provider with capacity. SPECIFICATIONS OF WORK Rental of portable chemical toilet facilities as and when required and/or as instructed by the relevant project manager for a period of 24 months from the commencement of the contract. • Rental shall include insurance, delivery, installation, serving, relocation and replacement of facilities for all identified sites. • The scope of work shall be split between two (02) service providers (maximum of two Service Providers). Sewage Dumping • It is not permissible for waste material simply to be thrown away. All surplus or unsuitable material shall be disposed of on a site to be provided by the Chief Area Engineer of the relevant depot area. The dumping must comply with all statutory and municipal regulations. The service provider must contact the relevant officials regarding the dumping site. • No sewage shall be allowed to be diverted into the storm water system or into the environment! • The vacuum tanking service of the sewer effluent should be done with a truck that is designed for sewer effluent removal requirements (all disposal trucks should have effluent disposal licenses) and must pay the disposal fees as stipulated in the SOL PLAATJE LOCAL MUNICIPALITY tariffs. • The vacuumed sewer effluent should be discharged at SOL PLAATJE LOCAL MUNICIPALITY approved dedicated points and sewerage disposal services will be charged to the service provider as per the SOL PLAATJE LOCAL MUNICIPALITY approved tariffs, if sewer effluent is disposed outside SOL PLAATJE LOCAL MUNICIPALITY it will be as per the requirements of that specific municipality. • The sewer effluent to be disposed should meet the requirements of SOL PLAATJE LOCAL MUNICIPALITY water and sanitation. • Water wastage is not permitted, and leaking hoses/equipment must be repaired immediately to avoid unattended spillages. • Sanitation chemical for odour and disinfection of the waste drum for cleaning purposes must be laboratory tested, and a test certificate may be requested from the acceptable bidders should the need arise. Notice to Residents • The service provider will be required to notify residents by attaching an approved servicing schedule on the inside of the toilet door. Service schedules to remain attached on the toilet doors and be able to withstand all weather conditions. • In a case of an area being serviced by two service providers, the servicing must be done on the same date. Plant Specialized equipment by the service provider. All plant shall be in a good working condition and safe for use by staff. All plant and equipment to be adequate in size and quantity for the work under consideration. The service provider shall provide adequate lighting to conduct work. Trained and experienced staff shall operate plant. Cleaning a) Approval: No cleaning of portable toilets shall be done without approval / works order. The service provider shall implement and adhere to all the requirements of all relevant authorities. b) Competence: All aspects of the cleaning shall be supervised by competent and trained personnel. c) Inform on completion: The service providers shall inform the Sol Plaatje Local Municipality personnel or his authorized representative when the operations are to commence and when it is completed. d) Inspections: The service provider shall afford the opportunity to the Sol Plaatje Local Municipality to inspect and verify that cleaning operations were completed satisfactorily. e) In a case of an area being serviced by two or more service providers, the servicing must be done on the same date. FEATURES REQUIRING SPECIAL ATTENTION Site maintenance During progress of the work and upon completion thereof, the Site of the Works shall be kept and left in a safe, clean and orderly condition. The service provider shall store materials and equipment for which he is responsible in an orderly manner and shall keep the Site free from debris and obstructions. Access to properties The service provider shall organize the work to cause the least possible inconvenience to the public and to the property owners adjacent to or affected by the work, and except as hereunder provided, shall at all times provide and allow pedestrian and vehicular access to properties within or adjoining or affected by the area in which he is working. Employment of local labour It is the intention that this contract should make maximum use of the local labour force on contract basis. To this end the service provider shall limit the utilization on the contract of non-local employees to that of key personnel only and to employ and train local labour to the extent necessary for the execution and completion of this Contract. Basic condition of employment must be adhered to, and minimum wage must be paid. The remuneration must not be less than gazetted rate. Monthly EPWP reporting for this contract will be a requirement. Workmanship and quality control The onus to produce work that conforms in quality and accuracy of detail to the requirements of the Specifications rests with the service provider, and the service provider shall, at his own expense, institute a quality control system and provide suitably qualified and experienced staff, together with all transport, instruments and equipment to ensure adequate supervision and positive control of the Works at all times. The cost of supervision and process control, including commissioning testing carried out by the service provider, will be deemed to be included in the rates bided for the related items of work. Vacuum truck Service providers shall keep all vehicles and equipment used for performing services in good condition, appearance and sanitary condition. Each vehicle shall have always at least one broom and shovel to clean up waste that may be spilled or otherwise scattered during the process of collection. All lights, horns, warning devices, mufflers, fuel tanks and emission controls on the said vehicles and equipment shall be always kept operable. When the vehicles are not operating due to maintenance or repair, it shall be the service providers’ obligation to provide a replacement vehicle from the spare units in its fleet or a comparable replacement through a rental agreement. All vehicles shall maintain a record book of the times and movements, including departure time from the parking area at the start of work, arrival time at and departure time from the officially discharge location, and arrival time at the parking area at the end of work. All data information relating to the vehicles record books shall be collated and presented in a monthly report of service delivery from the service provider to the Council’s representative. In addition, the Council’s representative shall have access to the vehicles record books upon demand. All vehicles are to always be roadworthy and must make provision for the safe and lawful transportation of workers. Proof of valid licensing certificates will have to be supplied for all vehicles, when it is required by council’s representative. CONTRACT MANAGEMENT Performance Management • Service provider must sign standard Service Level Agreement with the Sol Plaatje Local Municipality • Service provider must always have ensure the safety of people on sites and not compromise their safety. • All work must be performed professionally with due regard not to damage household goods • No work may be initiated by the service provider without having been expressly instructed to do so by the responsible Council Official. • Invoices will only be processed for payment after the responsible Council Official has inspected the work and is satisfied with its execution and completion and authorized/signed job cards must accompany the invoices. • That for every issue of toilets to an informal settlement, the service provider must ensure that delivery notes are signed off and submitted to the Council Official as prove of delivery of the toilets. • Bidders that are struggling to meet their contract obligation will be limited to new orders as an when required due to their performance. Penalties • Failure to service and dispose the waste at a wastewater treatment works or dedicated area will incur a penalty of R500.00 per toilet. • Upon termination or expiry of the contract, the service provider must clean and remove their unit from site within 14 working days, failure to comply, a penalty of R300.00 per unit per day will be levied. Failure to remove the units within 14 days, the Sol Plaatje Local Municipality will remove the units from site and store them at safe storage site and should the bidder not collect/remove their units from the SPM storage site within 7 working days, an additional R20.00 per day per toilet rental penalty fee will be charged. • The city takes no responsibility for damages or losses that might arise from removal of toilets from site by a third party. PRICE INSTRUCTIONS: • The monthly price must include the cost of insurance, delivery, installation, servicing, repairs and replacement of facilities. • Rental rate must be on month basis, not daily. • There are currently 459 chemical toilets in operation as indicated in the table below, which at the inception of the contract must be placed upon commencement. • That there are toilets in Ritchie and Riverton and should be taken into account when determining the monthly rates. Location of toilets Units on site Location of toilets Units on site Square Hill 11 Fluffy Park 3 Hush Valley 7 Riverton 5 Otto Street 2 Phomolong 10 Santa 5 Lang boom 10 Mosata 5 Phuthanang 10 Scandal Barkley Rd 20 Snake Park 10 Marikana 10 R31 club 3000 5 Rythem City 20 Ritchie 25 7 de laan 10 Green side 2 Nkandla 8 Diamond Park 10 Scandal 3 Green point 16 Tony Malope 3 Soul City 8 Tshwaragano 5 Club 2000 12 Dr E P Lekhela 3 Home valley 7 Frank Roro 3 Jacksonville 20 Tswelelang 3 Begonia 30 Solly hardware 5 Lethabo Park 47 Tlhageng 3 Tshwaragano 8 Skeem Saam 3 Lerato Park 24 Harmony Park 15 Homelite 17 Samaria 16 Legaeng and Eagle Street 2 Riemvaas maak 26

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