Construction monitoring for asbestos roof removal & replacement – north west province tender

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Returnable Documents: INVITATION TO BID SBD 1, DECLARATION OF INTERESTS SBD 4, PREFERENCE POINTS CLAIM FORM SBD 6.1, Pricing Schedule Annexure 2, CIDB Construction Industry Development Board

Unable to extract eligibility criteria

Appointment of a professional

Resource team tasked with construction

Monitoring up to project

and correct and that the responses to RFP and each party whom the responses to RFP

signatory represents, considers themselves subject to and bound by the terms and

conditions of this RFP.

7.10. The responses to RFP formulation must be clear and concise and follow a clear

methodology which responses to RFP must explain upfront in a concise Executive

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.

1.1 Evaluation and scoring methodology

on completed work certificates or Reference letters for similar

projects. Points will be allocated as follows:

• 0 projects = 0 points

• 1 project = 5 points

• 2 projects = 15 points

• 3 projects = 25 points

• 4 projects = 35 points

• 5 projects = 40 points

Approach,

• Work programme, plan and allocation of 10

Methodology, Work resources and tasks (3 points)

• Meeting deliverables and timeframes (2

points)

• Methodology, roadmap, and clear

understanding of information to be collected

and the rationale thereof (5 points)

Total 100

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Stage 3: pricing and specific goals

Company profile Company profile (s) to be submitted (in case 10

(Attach of a joint Venture, all companies must submit

Organogram) separate profiles) indicating the Lead

presented and fit for task.

engineering

Qualifications of Provide proof of Structural engineer’s

team members professional registration with the Engineering

proposed to do the Council of South Africa as Pr Eng. or Pr Tech

work Eng.

(submission of CV accompanied by a signed

Affidavit (Signed by Commissioner of Oath)

• 8 years’ experience and above, post

professional registration= 40 points

• 5 years’ experience and above but less

than 8 Years post professional

registration = 30 points

• 3 years’ experience and above but less

than 5 Years post professional

registration = 20 points

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• 1 years’ experience and above but less

than 3 Years post professional

registration = 5 points

• 0 years’ experience = 0 points

Previous similar Previous work on human settlements 40

work done (Signed engineering consultancy Projects.

reference and

appointment letters

4.1. An experienced national account representative(s) is required to work with the HDA’s

procurement department. [No sales representatives are needed for individual

department or locations]. Additionally, there shall be a minimal number of people, fully

informed and accountable for this agreement.

4.2. The HDA will have quarterly reviews with the Service provider’s account representative

on an on-going basis.

4.3. The HDA reserves the right to request that any member of the Service provider’s team

involved on the HDA account be replaced if deemed not to be adding value for the

development considerations;

• Make no award at all;
• Validate any information submitted by Bidders in response to this bid. This would

include, but is not limited to, requesting the Bidders to provide supporting

evidence. By submitting a bid, Bidders hereby irrevocably grant the necessary

consent to the HDA to do so;

• Request annual financial statements prepared and signed off by a professional

accountant or other documentation for the purposes of a due diligence exercise;

and/or

• Not accept any changes or purported changes by the Bidder to the bid rates after

the closing date and/or after the award of the business, unless the contract

specifically provided for it.

Detailed Scope of Work (Project Specification) Annexure 1

Pricing Schedule Annexure 2

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7.3. Bidders are required to package their response/Bid as follows to avoid disqualification:

Volume 1 (Envelop 1/Package 1)

• Part A: Compliance Response

• Part B: Technical or Functional Response (response to scope of work)

Volume 2 (Envelop 2/ Package 2)

• Part C: Financial Proposal and specific goals (SBD6.1)

Volume 2 Has to be submitted in a separate sealed envelope. Bidders must make

their pricing offer in envelop 2/package 2, NO PRICING AND PRICING RELATED

Information should be included in the volume 1 envelop 1.

7.4. Bidders must submit 1 original response, and electronic version which must be contained

in USB clearly marked in the Bidders name.

7.5. Bidders must ensure that their response to the RFP is in accordance with the structure of

this document.

7.6. Where Bidders are required to sign forms they are required to do so using a black ink pen.

7.7. Any documents forming part of the original responses to RFP but which are not original in

nature, must be certified as a true copy by a Commissioner of Oaths.

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7.8. Each response to RFP must be in English and submitted in A4 format, except other graphic

illustrations, which may not exceed A3 format, unless the contrary is specifically allowed

for in this RFP. Responses to RFP must be neatly and functionally bound, preferably

according to their different sections.

7.9. The original responses to RFP must be signed by a person duly authorized by each

consortium member and Subcontractor to sign on their behalf, which authorization must

form part of the responses to RFP as proof of authorization. By signing the responses to

Bidders are required to complete the Pricing Schedule as per Annexure: 2 (Volume 2

/Envelop 2)

1.1. Prices must be quoted in South African Rand, Vat Zero Rated.

1.2. Price offer is firm and clearly indicate the basis thereof.

1.3. Pricing Bill of Quantity is completed in line with schedule if applicable.

1.4. Cost breakdown must be indicated.

1.5. Price escalation basis and formula must be indicated.

1.6. To facilitate like-for like comparison bidders must submit pricing strictly in

accordance with this price schedule and not utilise a different format. Deviation

from this pricing schedule could result in a bid being declared non-responsive.

1.7. Please note that should you have offered a discounted price(s), the HDA will only

consider such price discount(s) in the final evaluation stage on an unconditional

basis.

1.8. Bidders are to note that if price offered by the highest scoring bidder is not market

related, the HDA may not award the contract to the Bidder. The HDA may:

1.8.1. negotiate a market-related price with the Bidder scoring the highest points or

cancel the RFP;

1.8.2. if that Bidder does not agree to a market-related price, negotiate a market-related

price with the Bidder scoring the second highest points or cancel the RFP; and

1.8.3. if the Bidder scoring the second highest points does not agree to a market-related

price, negotiate a market-related price with the Bidder scoring the third highest

points or cancel the RFP.

1.8.4. If a market-related price is not agreed with the Bidder scoring the third highest

points, the HDA must cancel the RFP.

form any part or basis of any investment decision by Bidders. The recipient should not

consider the document as an investment recommendation by the HDA or any of its advisers.

Each person to whom this document (and other later documents) is made available must make

his own independent assessment of the Project after making such investigation and taking

such professional advice as he/she or it deems necessary. Neither the receipt of this document

or any related document by any person, nor any information contained in the documents or

distributed with them or previously or subsequently communicated to any Bidder or its

advisers, is to be taken as constituting the giving of an investment advice by the Housing

period after being requested to do so, the HDA reserves the right to award the business to the

next ranked bidder, provided that he/she is still prepared to provide the required goods at the

quoted price. Under such circumstances, the validity of the bids of the next ranked bidder(s)

will be deemed to remain valid, irrespective of whether the next ranked bidder(s) were issued

with a Letter of Regret. Bidders may therefore be requested to advise whether they would still

be prepared to provide the required goods at their quoted price, even after they have been

issued with a Letter of Regret.

In this RFP, unless inconsistent with or otherwise indicated by the context –

3.1 headings have been inserted for convenience only and should not be taken into account

in interpreting the RFP;

3.2 any reference to one gender shall include the other gender;

3.3 words in the singular shall include the plural and vice versa;

3.4 any reference to natural persons shall include legal persons and vice versa;

3.5 words defined in a specific clause have the same meaning in all other clauses of the

RFP, unless the contrary is specifically indicated;

3.6 any reference to the RFP, schedule or appendix, shall be construed as including a

reference to any RFP, schedule or appendix amending or substituting that RFP,

schedule or appendix;

3.7 the schedules, appendices and Briefing Notes issued pursuant to this RFP, form an

indivisible part of the RFP and together with further clarifying and amending information

provided by the HDA, constitute the body of RFP documentation which must be

complied with by Bidders;

3.8 in the event of any inconsistency between this RFP or other earlier information published

with regard to the Project, the information in this RFP shall prevail; and

3.9 this RFP shall be governed by and applied in accordance with South African law.

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does not add value and detracts from the ability of the HDA to effectively evaluate and

understand the responses to RFP. The use of numbered headings, bullet points, sections,

appendices and schedules are encouraged.

7.12. Information submitted as part of a responses to RFP must as far as possible, be ordered

according to the order of the required information requested by the HDA. All pages must

be consecutively numbered.

7.13. Responses to RFP must ensure that each requirement contained in the RFP is succinctly

addressed. Responses to RFP should as far as possible use the terms and definitions

applied in this RFP and should clearly indicate its interpretation of any differing terminology

applied.

7.14. Response to RFP documents are to be submitted to the address specified in paragraph 3

above, and Bidders must ensure that the original and copies (where applicable) are

identical in all respects as the HDA will not accept any liability for having disqualified a

bidder for failing to provide a mandatory returnable document.

7.15. Unless otherwise expressly stated, all Proposals furnished pursuant to this RFP shall be

deemed to be offers. Any exceptions to this statement must be clearly and specifically

indicated.

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The successful Bidder [hereinafter referred to as the Service Provider] shall be in full

and complete compliance with any and all applicable laws and regulations.

9. National treasury’s central supplier database

Bidders are required to self-register on National Treasury’s Central Supplier Database

(CSD) which has been established to centrally administer supplier information for all

organs of state and facilitate the verification of certain key supplier information. Only

foreign suppliers with no local registered entity need not register on the CSD. The CSD

can be accessed at https://secure.csd.gov.za. Bidders are required to provide the

following to the HDA in order to enable it to verify information on the CSD:

Supplier Number: __________Unique registration reference number:

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

inter alia has the mandate to identify, acquire, prepare, and develop suitable land for human

settlements. The agency also undertakes the programme and project management for

development of housing and human settlements. The HDA carries out its functions in

partnership with a range of stakeholders including national, provincial and local government

and municipalities, as well as with communities, developers and financiers. It was established

in 2009 through an Act of Parliament passed in 2008. The HDA is accountable to the Minister

of Human Settlements, Water and Sanitation, through its Board of Directors.

The Housing Development HDA (HDA) [North-West Regional Office] has an existing Medium-

Term Operational Plan (MTOP) agreement with the North-West Department of Human

Settlements (NWDHS) from 2021/22 to 25/2026 FY. A new MTOP agreement has recently

been signed between the HDA and NWDHS for a period of 4 years (2026 FY to 2029/2030).

and manufacturing in 2008. In 2023, the NDHS pronounced its commitment to the eradication

and correct disposal of asbestos roofs and walls in old township properties across all nine

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provinces. The HDA is actively engaged in conducting audits and assessments of asbestos

roofs, identifying, and subsequently eradicating roofs identified as hazardous so far.

Municipalities within the North West (NW) Province possess a considerable number of

structures featuring asbestos roofs. Many of these existing structures fail to meet the

requirements of the current valid standards and are deemed structurally unsafe due to the

health hazards associated with asbestos roofing. Continuous community participation and

consultation are deemed as important aspects of the Project Implementation to build and

maintain relationships with communities by developing and implementing coherent and

thorough Community Engagement Plan and Social Compact.

disease. Asbestos material and asbestos waste have been scientifically identified as being a

carcinogen by the Environmental Protection Agency and by the International Agency for

Research on Cancer of the World Health Organization (National Economic Development and

Labour Council, 2002).

not purport to be comprehensive or true and correct. Neither the HDA nor any of its advisers

accept any liability or responsibility for the adequacy, accuracy or completeness of any of the

information or opinions stated in any document.

express or implied, is or will be given by the HDA, or any of its officers, employees, servants,

agents or advisers with respect to the information or opinions contained in any document or

on which any document is based. Any liability in respect of such representations or warranties,

howsoever arising is hereby expressly disclaimed.

which may be contained in the information provided (the “Confidential Information Provided”).

The Confidential Information provided may be made available to Bidder’s subcontractors,

employees and professional advisers who are directly involved in the appraisal of such

information (who must be made aware of the obligation of confidentiality) but shall not, either

in the whole or in part, be copied, reproduced, distributed or otherwise made available to any

other party in any circumstances without the prior written consent of the HDA, nor may it be

used for any other purpose than that for which it is intended.

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or is shown to have been made available (otherwise than through a breach of a confidentiality

obligation). Bidders, Key Contractors and their constituent members, agents and advisers,

may be required to sign confidentiality contracts/undertakings (in such form as the HDA may

require from time to time).

All Confidential Information Provided (including all copies thereof) remains the property of the

its receipt of a Proposal in response to it. Please note that the HDA reserves the right to:

• Modify the RFP’s goods / service(s) / works and request Bidders to re-bid on any

changes;

• Withdraw, amend the RFP at any time without prior notice and liability to

compensate or reimburse any bidder;

• Reject any Proposal which does not conform to instructions and specifications

which are detailed herein

• Disqualify Proposals submitted after the stated submission deadline;
• Call a bidder to provide additional documents which the HDA may require which

have not been submitted to the HDA.

• Not necessarily accept the lowest priced Proposal or alternative bid;
• Not accept any response to the RFP or appoint a final bidder;
• Reject all proposals if it so decides;
• Withdraw the RFP on good cause shown;
• Award a contract in connection with this Proposal at any time after the RFP’s

closing date;

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• Award a contract for only a portion of the proposed goods/ service/s/ works which

are reflected in the scope of this RFP;

• The HDA may split the award of the contract between more than one Service

Section 1 : notice to bidders ......................................................................................

1 invitation to bid ................................................................................................... 13

2 proposal submission ......................................................................................... 14

3 delivery instructions for RFP ....................................................................... 14

4 specific goals ....................................................................................................... 14

5 communication ...................................................................................................... 15

7 confidentiality ..................................................................................................... 15

8 instructions for completing the RFP ......................................................... 16

9 legal compliance ................................................................................................ 18

10 national treasury’s central supplier database ................................. 18

11 tax compliance ..................................................................................................... 19

12 protection of personal data ........................................................................ 19

Section 2 : background, overview and scope of requirements .............. 20

1 introduction and background ...................................................................... 20

2 overview ................................................................................................................. 22

3 key objectives of the RFP ................................................................................ 23

4 scope of work ...................................................................................................... 23

5 evaluation methodology ................................................................................ 23

6 validity period ...................................................................................................... 29

7 the national industrial participation programme ............................... 29

8 post tender negotiation (if applicable) .................................................... 29

9 best and final offer .......................................................................................... 29

10 final contract award ....................................................................................... 29

11 fairness and trasnparency ............................................................................ 30

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Section 3 : pricing and delivery schedule ....................................................... 31

1 pricing ...................................................................................................................... 32

2 disclosure of prices quoted ......................................................................... 32

3 ownership of design .......................................................................................... 32

4 service levels ...................................................................................................... 32

5 total cost of ownership .............................................................32

6 financial stability... ........................................................................................... 33

7 validity of returnable documents .....................................................34

8 certificate of acquaintance with RFP terms and conditions .......... 35

9 general conditions .......................................................................................... 36

10 conditions of tender ......................................................................................... 42

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such clear indication in writing, the HDA shall deem the response to the RFP to have

waived any right to confidentiality and treat such information as public in nature.

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.

4.4. The Service provider guarantees that it will achieve a 100% [hundred per cent] service

level on the following measures:

4.4.1. Random checks on compliance with quality/quantity/specifications

4.4.2. On time delivery.

4.5. The Service provider must provide a telephone number for customer service calls.

4.6. Failure of the Service provider to comply with stated service level requirements will

give the HDA the right to cancel the contract in whole, without penalty to the HDA, giving

30 [thirty] calendar days’ notice to the Service provider of its intention to do so.

5 evaluation methodology ................................................................................ 23

Preference points claim form sbd 6.1

Stage 1B - Basic Compliance

Stage 2: 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

professional registration= 40 points

registration = 30 points

registration = 20 points

registration = 5 points

• 0 years’ experience = 0 points

projects. Points will be allocated as follows

• 0 projects = 0 points
• 1 project = 5 points
• 2 projects = 15 points
• 3 projects = 25 points

Evaluation (Stage 2) capable of delivering the Project in terms of business and

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

with the evaluation of Price and Specific goals.

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

goals (Stage 3)

(Stage 4) SBD 4