A Panel of Professional Services Providers - Msunduzi Local

Returnable Documents:

1.0 BACKGROUND 1.1 The objective of the Msunduzi IPTN is to ensure that the city provides for access to safe, affordable and reliable public transport connecting to social, economic and employment opportunities. This will be achieved through:  Targeted public transport infrastructure interventions including Non-motorised transport (NMT) and an improved integrated public transport system.  Institutional restructuring for increased integration and unified fare collection.  The transformation of the local public transport. 2.0 SCOPE OF WORKS 2.1 Detailed scope of works is discussed below and the tender will be awarded in accordance with the following sections:  Work Package 1 – Marketing and communications  Work Package 2 – Public Transport Industry Transition advisor  Work Package 4 – Operations and Systems Planning  Work Package 4 – Universal Access  Work Package 5 – Intelligent Transportation Systems (ITS)  Work Package 6 – Business and Financial Planning  Work Package 7 - Project Management  Work Package 8 – Public Transport Independent Facilitation  Work Package 9 - Technical Advisor to affected Public transport operators – NB: Bidders Tendering for Work Package 9 will NOT be considered for any other Work Package 3.0 PROJECT CHAMPION Name and Surname : Modiseemang O. Moleele Designation : Senior Manager: IPTN Email address : Modiseemang.moleele@msunduzi.gov.za Tel : 033 392 2152 4.0 DETAILED SPECIFICATION 4.1 Work Package 1 - Marketing and communications stream is to support marketing communications and public relations including stakeholder engagement strategies. 4.1.1 Category 1: Marketing To reach a wide range of stakeholders in a meaningful manner, the Msunduzi Integrated Public Transport Network (IPTN) requires marketing services that will provide high quality, impactful and cost-effective services that improve the brand profile and position the public transport service as a provider of quality, efficient and affordable public transport service. Msunduzi IPTN aims to gain brand equity through the publicity generated by passengers, partners and stakeholders. 4.1.2 Category 2: Event Planning and Management The Msunduzi IPTN wishes to appoint credible event planning and management service providers with a national footprint and credible stakeholder databases to host events that vary in size, frequency, and location as per the scope of work below: 4.1.3 Category 3: Communication, Stakeholder Engagement and Public Relations services Through the implementation of a concerted public relations programme, the Msunduzi Local Municipality wishes to take the reins of setting the agenda for communication and to build positive relations between the public transport service and the media as a key stakeholder group to manage the image and reputation. Update a Communications Plan based on the findings of the above. Stakeholder engagement processes to consult, inform and seek buy-in from relevant stakeholders affected by Msunduzi IPTN activities and plans. 4.1.4 Category 4: System branding Update the Design and produce marketing related materials upon request according to the approved CI Manual with special attention on System name, Logo, Tag-line, Pantone colours and font. Workshop various branding options with City officials and assist the city in deciding the choice of brand. 4.1.5 Category 5: Customer service plan Assist the City to implement the customer relationship management policy and strategy  Conduct Customer satisfaction surveys  Identify the most likely queries to be posed by members of the public  Develop a set of Frequently asked Questions and Answers (FAQs), which will be placed on Msunduzi IPTN Digital Platforms.  Assist in the management of the Msunduzi IPTN website  Assist in managing the chat systems on the website and the mobile application 4.2 Work Package 2- Public Transport Industry transition advisor - Assist the Municipality with  Providing coordination for all aspects within the work stream,  Providing the liaison between the industry and the relevant stakeholders.  Providing capacity building to the Municipality and taxi industry and providing strategy to determine the affected operators,  Develop communication structures for the taxi industry, Conduct the trust building process amongst taxi and non- taxi role-players  Develop the taxi industry status quo,  Providing an appropriate understanding of the proposed Msunduzi IPTN System to the taxi industry  Agreement, Supporting the taxi industry in developing a negotiation strategy  Providing technical support on the strategy on how the industry can benefit from available value chain opportunities.  Determine which routes are affected and thus which Operators are eligible to become shareholders and will be eligible for compensation  Develop communication structures for the taxi industry, Conduct the trust building process amongst taxi and non- taxi role-players,  Provide background to the relevant legislation in terms of the implementation of the Msunduzi IPTN  Providing an appropriate understanding of the proposed Msunduzi IPTN System to the taxi industry,  Review of survey methodologies and obtain Industry buy-in  Supporting the taxi industry in developing a Negotiation Strategy and compensation formula  Supporting the Msunduzi Municipality in the signing of Memorandum of Agreement (MOA),  Supporting the taxi industry in developing a Negotiation Strategy and compensation formula 4.3 Work Package 3 - TRANSPORT OPERATIONS AND SYSTEMS PLANNING 4.3.1 Category 1- TRANSPORT PLANNING  Provide specialist input to the review and updating of the Technical Operational Plan (TOP), Parking and Freight Movement plan, Safety and Security, implementation of the CITP.  Provide comprehensive analysis of Msunduzi IPTN phase 1A  Provide a benchmark in terms of the processes unfolding in other cities on similar IPTN Systems  Provide Closeout report for each financial year  Provide guidance on funding applications.  Define, implement and Co-ordinate all the activities of each area within the Technical Operational Plan. Report on progress to City officials and the other planning teams.  Align all Transport sector plans  Align Transport plans with Spatial Development Framework (SDF)  Provide regular project updates through presentations and summary reports.  Provide a 50% weekday presence at the offices of the City’s project team or the offices of the Project Management team.  Provide timeline in formation and Gantt charts to the Project Management team.  Provide risk assessment inputs to the Project Management team.  CITP & IRT Strategy  Coordinate the preparation and updating of Transport sector plan (CITP, IPTN etc)  The sector plans should take into account the short-, medium- and long-term transportation needs of the entire Msunduzi Local Municipality and the relevant surrounding areas.  Produce the financial costs of the system in terms of the Capital Expenditure required  Costs associated with the Vehicle Fleet  Costs associated with the Control Centre  Costs associated with the Stations  Costs associated with the required Infrastructure 4.3.2 TRANSPORT OPERATIONS  Monitoring, review and update of Bus Timetables.  Bus deployment and scheduling  Route Network analysis  Monitoring of VOC on all operational matters  Define the key operational characteristics of the stations in order to provide inputs for the Infrastructure Design team: o Number of platforms / stopping bays for each station o Number of routes utilizing each platform / stopping bay o Floor space size of station o Ticket selling points and location o Access ramp length o Number of turnstiles o Number of platforms / stopping bays for each station o Number of routes utilizing each platform / stopping bay o Floor space size of station o Kiosk size  Produce a draft Operations Plan based on the definition of the above characteristics.  Produce a final Operations Plan after reviewing comments and revisions from the City. 4.3.3 VEHICLE PROCUREMENT AND MAINTENANCE  Develop vehicle specifications, tenders, and contracts, Tendering procedures, Returnable schedules, Contract, Pricing sheet, Technical specifications, Annexures  Develop maintenance schedules and specification  Driver training programme  Maintenance training programme  List of spare parts (initial year of spare parts)  List of required tools, software, and diagnostic equipment  Supply of vehicle manuals and instructions  Vehicle approval process and vehicle homologation/ licensing  Performance documentation 4.3.4 BUS OPERATIONS  Planning and operations of bus routes for Msunduzi IPTN phases  Develop and implement timetables, dispatching  Control centre management  Oversee Control Centre operations 4.3.5 NON-MOTORIZED TRANSPORT (NMT) INTEGRATION  Conduct an audit of pedestrian conditions within at least a 500-meter radius of each trunk station  Conduct an audit of pedestrian conditions within at least a 300-meter radius of each feeder station  Develop design and corrective recommendations to improve pedestrian access to trunk and feeder stations, including, where appropriate, street lighting, pavement upgrades, street furniture, and CCTV cameras.  Provide a summary report on the design recommendations for pedestrian access to stations  Conduct a conceptual sitting and design of bicycle parking facilities at trunk stations  Develop a bikeway plan that connects major origins and destinations to the public transport system; plan shall consist of the recommended bike way alignments and analyse the type of bike way by area (i.e. fully segregated bike way, on-street bike lane, etc.)  Provide a summary report on bicycle parking facilities and bike way development including Park 4.4 Work Package 4 - UNIVERSAL ACCESS SPECIALIST  The National Land Transport Act defines special needs passengers as ‘special categories of passengers and their needs should be considered in terms of : o Transport planning o Operational context o Marketing and communications o Customer care o Fare system o Passenger information o Infrastructure o Vehicles 4.5 Work Package 5 - INTELLIGENT TRANSPORT SYSTEM MODELLING  The service provider must work closely with other workstreams to provide services related to ITS and APTMS. The key deliverables include: o Design, and Implementation of the ITS Policy and Plan and specifications o Assist with Management of ITS and APTMS contractors and related systems o Assist with management of ABT system and integration to the municipal financial system o Assist with the fare policy and fare media distribution strategies 4.6 Work Package 6 - BUSINESS & FINANCIAL PLANNING  Identities for all public transport operators and vehicle for all PT traffic (identities, registration numbers, owners, etc.)  Value of the PT traffic (fare structures &revenues from the fare box, subsidies if applicable and % fare evasion with intent to establish turn overvalues).  The seasonal patterns, i.e. Establish accurate values of the above items for a full financial year.  Verifying the vehicle registration numbers of these public transport vehicles, with the registration numbers on the National Traffic Information System (NATIS);  Identifying minibus taxi and bus operators who have operating licenses (OL’s) provide public transport services on the identified routes;  Identifying the legitimate current road based public transport on the routes;  Determining the extent to which each legitimate operator will be influenced by the implementation of IPTN services.  The level of detail for the above should be such that the “business value” and characteristics for each PT identity can be established for a full year.  Develop the system’s business structure by defining the contractual and institutional roles of each major stakeholder, including: o City government o Management entity of system o Vehicle operators o Fare systems company o Control Centre Company o Station services company  Develop a step-by-step model of how revenues flow from the customer to each of the key parties (e.g. system management entity, trunk operators, feeder operators, fare Collection Company, fare Systems Company, and station Services Company)  Develop the precise calculations required for determining the revenue shares of each actor  Develop the legal framework required to make the prescribed revenue flows function  Develop the incentives required to ensure the high- quality performance of each of the contracted parties (i.e. Bus operators, fare collection firm, trust fund manager, etc.)  Develop the rewards and penalties to be utilized in affecting quality performance with the vehicle operator contract  Produce a summary report on the business structure Examine the different institutional structures that are possible for the management of the system (e.g. City department, municipal entity, public company, transport authority, on-governmental organization)  Workshop the institutional options with City officials and make a joint decision on the optimum structure  Detail the organizational roles of the management entity in relation to other organizations  Develop an organogram for the management entity  Develop a position description and personnel requirements for each position within the proposed management entity  Detail the form of the Board of Directors of the oversight agency and the type of personnel to be sought as board members  Provide an analysis of the legal steps required to implement the proposed institutional structure  Detail the estimated timeline for the establishment of the entity to oversee system management  Provide a summary report on the Institutional Plan  Develop a financial model to simulate the operational costs and revenues of the proposed system. Workshop the defining of the key input costs to the system, including:  Cost associated with institutional management of system (labour costs, utility and office costs, marketing and promotion of system)  Costs associated with Vehicle Operator contracts (labour costs, fuel costs, vehicle maintenance costs, depot operation costs)  Costs associated with Fare System contract (maintenance of hardware/software, labour costs)  Costs associated with Control Centre contract (maintenance of hardware /software, labour costs)  Costs associated with Station Services contract (labour costs of fare collection security, cash collection, station cleaning, trash collection/ recycling, landscaping maintenance, equipment and uniform costs),  Costs associated with infrastructure maintenance (bus ways, stations, depots)  Produce a summary report on the definition of key parameters into the financial model  Workshop in conjunction with City officials the specific scenarios to be modelled  Extract pertinent demand data from the demand model for each scenario, noting which existing services will be transformed into the new system and which existing services will continue to operate  Run at least 50 different Phase1 scenarios through the financial model, with each scenario being jointly agreed upon with City officials  Run at least 2 different scenarios for each of the following: Phase2, Phase3, and full network  Calculate the full operational costs and revenues for each model run  Identify any current operating subsidies that will be for gone with the transformation of existing services into the new system  Produce a summary report of each set of scenarios run through the financial model  Develop a financial model to simulate the operational costs and revenues of the existing operators Determine the existing cost structure of the industry, including: o Labour costs o Fuel costs o Vehicle procurement costs o Vehicle maintenance costs o Office costs  Determine the fare and advertising revenues currently being generated within the industry for the purpose of the transition into the new system.  Produce a summary report on the definition of key parameters into the financial model and the results of the analysis, including results on revenues, costs, and profits in the following terms (for phase 1-4): o per each operating company o per each current affected route o Station cleaning and light maintenance o Station waste management o Busway landscaping Produce an Infrastructure Finance Plan for the expected means to fund the Phase1 infrastructure

 Produce an Infrastructure Maintenance Finance Plan for the expected means to fund the future maintenance requirements (over a 30-year period) of the Phase1- 4 infrastructure Produce a Vehicle Finance Plan for the expected means to fund the Phase1 trunk and feeder vehicles Produce an Operations Finance Plan for the expected means to cover Phase1 operational costs  Investigate the options of a Fuel Levy and a Parking  Levy as contributing to future system revenues  Detail the steps required to implement a Fuel Levy and a Parking Levy in the City  Provide input to the Operational Planning Workstream with regards to the following items in order to deliver strong social and financial solutions:  Technical network planning for bus and NMT  Future system designs  Inputs to the estimation of operational costs for different aspects of the full system  Integration of the different public transport service providers into new system contracts  Interpretation of the operations plan outputs for business and finance planning tasks  Inputs to economic and social evaluation of the new system 4.7 Work Package 7 - PROJECT MANAGEMENT SERVICES 4.7.1 The Project Management Services must provide key technical advisory services to the client in all main workstreams. Capacity of the service provider should also be demonstrated on the other fields over and above the relevant project management experience. Ensure the integration of the work plans between the Operations Plan, Business Plan, Marketing &Communications Plan, and Infrastructure Design Plan. Host regular co-ordination sessions between the managers of each major planning component and stakeholders Planning Coordination  Co-ordinate the activities of each area within the Industry Transition  Co-ordinate the development of a formal industry transition work plan  Provide cost, budget, timeline information and Gantt charts in conjunction with the IPTN team  Report on progress to the IPTN team and provide monthly project updates through presentations and progress reports  Provide regular project updates through presentations and summary reports  All other activities related to project management and coordination of the workstream 4.8 Work Package 8: INDEPENDENT FACILITATION 4.8.1 Chairing of meetings  Co-ordinate meetings between the Municipality and affected operators  Chair Joint Steering Committee (JSC), Working Groups and Project Steering Committee (PCC) meeting  Determining and having the authority to decide on matters of process Maintain records of all meetings  Maintain records of documents  Promote healthy discussions between the parties 4.8.2 Facilitate Change management processes  Workshop with City officials and affected operators on a strategic plan to successfully engage and incorporate the existing public transport for operators into the new system  Agree to a formal independent facilitation and transformation plan  Initiate a process to develop a dialogue the City and the industry by establishing regular technical sessions  Facilitating problem solving on issues where appropriate  Providing administrative support related to the facilitation process  Dispute resolution by mediation or other mechanisms as may be agreed by the parties  Offering ancillary services as may be required and agreed with the service provider from time – to - time.  Produce a summary report on the consultation and negotiation process 4.9 Work Package 9: TENCHNICAL ADVISORY TO THE AFFECTED OPERATORS 4.9.1 The taxi and bus Industry advisory will provide assistance to the industry throughout the entire industry transition process and the negotiations by:  Providing coordination for all aspects within the work stream,  Providing the liaison between the industry and the relevant stakeholders.  Providing capacity building to the Municipality and taxi industry and providing strategy to determine the affected operators,  Develop communication structures for the taxi industry, Conduct the trust building process amongst taxi and non- taxi role-players  Develop the taxi industry status quo,  Providing an appropriate understanding of the proposed Msunduzi IPTN System to the taxi industry  Supporting the taxi industry in the signing of Memorandums of Understanding / Agreement, Supporting the taxi industry in developing a negotiation strategy  Facilitating payment of compensation to the industry representatives for their participation in the relevant sessions.  Providing technical support on the strategy on how the industry can benefit from available value chain opportunities.  The Taxi Industry Specialist Advisory (TISA) will provide assistance to the industry throughout the entire industry transition process and the negotiations.  Further information sharing and building understanding of the details of the Phases to be negotiated.  Determine which routes are affected and thus which Operators are eligible to become shareholders and will be eligible for compensation.  Providing capacity building to the taxi industry, determining the affected operators,  Develop communication structures for the taxi industry, Conduct the trust building process amongst taxi and non- taxi role-players,  Develop the taxi industry status quo,  Provide background to the relevant legislation in terms of the implementation of the Msunduzi IPTN  Providing an appropriate understanding of the proposed Msunduzi IPTN System to the taxi industry,  Review of survey methodologies and obtain Industry buy-in  Supporting the taxi industry in developing a Negotiation Strategy and compensation formula  Supporting the taxi industry in the signing of Memorandum of Agreement (MOA),  Supporting the taxi industry in developing a Negotiation Strategy and compensation formula  Facilitating payment of compensation to the industry representatives for their participation in the relevant sessions as per the MOA 5.0 CONTRACT PERIOD 5.1 The contract period will for 36 months from the date of signature of the SLA. 6.0 PLACE OF DELIVERY AND DELIVERY PERIOD 6.1 Msunduzi Municipality 7.0 SITE MEETINGS 7.1 Meetings are as and when required. 8.0 INSURANCES REQUIRED 8.1 The appointed service provider will be required to provide proof of professional indemnity of Contract value plus 10% and public liability of R 1 million per claim. Insurance as per SCM /26 for the duration of the contract and any other negotiated contract period. 9.0 ESCALATION 9.1 Fees to remain fixed – no escalation. 10.0 GUARANTEE/ WARRANTY/ DEFECTS LIABILITY PERIOD 10.1 18 months post-submission support for corrections and compliance. COMPLIANCE WITH ANY LEGISLATION, BYLAWS, ETC. 11.1 The Act listed below are listed for the attention and convenience of the service provider without prejudice and without in any way relieving the service provider of the obligation to continuously comply with all the laws of South Africa for the entire duration of this contract including the defects liability period. Compliance will be in accordance with the stipulations given in:  National Land Transport Act (NLTA)  OHS Act (where applicable)  ECSA registration for engineers.  The Labouer relation Act  National Building Regulations  Masic conditions of employments Act  The Income Ta Act  The Value Added Tax Act  Supply Chain Management Regulations  The Engineering Profession Act of South Africa Act  Municipal Finance Management Act 12.0 PENALTIES 12.1 Penalties levied against the service provider will be undertaken in accordance with SCM /26. 13.0 RETENTION AND SURETIES 13.1 No retention applicable for professional services. 14.0 MANDATORY REQUIREMENTS Qualifications of Key Personnel: In order for bids to be considered, they must meet the following Key Personnel and their minimum qualifications as indicated in the table below. Then if they meet the following requirements, they will be awarded points based on minimum qualifications under the functionality evaluation stage. NB: For bidders to pass the below mandatory requirement, the following must be submitted with the bid. Failure to submit these will result in disqualification. Qualifications - Certified Proof of Qualifications by the Commissioner of Oaths, Professional Registrations. NB: All qualifications must be certified by the Commissioner of Oaths Work Stream No. 1 - Marketing and communications stream Position Minimum Qualifications / Experience Qualifications: Bachelor’s degree in marketing/ PublicLeader: Marketing, Communications / Relations / Communications/ business administrationPublic Relations Specialist /commerce Digital/ Website Developer, Bachelor's Degree or diploma in digital marketing, graphic design, Photography Social Media Specialist communication, social media management Administrator and Events Coordinator Bachelor's Degree or diploma in events and marketing Work Stream No. 2 - Public Transport Industry Transition advisor and legal services Position Minimum Qualifications / Experience Leader: Public Transport Industry Qualifications: (B Degree) Transportation Planning or Transport Transition Economics or Law (B Degree) / LLB or Equivalent (NQF LEVEL 7) and a Minimum of Legal expert with public Transport and 10 years’ experience of which 5 years should be in public transportMunicipal legislation specialization operations and technically advisory services of the IPTN (Publicexperience Transport Services _ Bus & Taxis) Work Stream No. 3 - Operations and System Planning Position Minimum Qualifications / Experience B Degree e in Transportation Engineering Leader: Systems and or transport planner • Registration with ECSA as a Professional Engineer or Technologist Planning and GIS and transport • Diploma in GIS or B-Degree in GIS or Geomatics operations • Registered with South African Geomatics Council Work Stream No. 4 - Universal Access Specialist Position Minimum Qualifications / Experience Qualifications: B- degree in architecture, engineering or urban Leader: Universal Access Specialist design B-BBEE Minimum Level: 7