Request for Qualifications

Transcription

1 Support to Orphans and Vulnerable Children and Youth (OVCY) A Cooperation Project between the German and South African Government BMZ Project Ref s Construction of Community Care Centres in the Provinces of North West, Limpopo and KwaZulu Natal South Africa March 2014

2 Support to Orphans and Vulnerable Children and Youth (OVCY), a cooperation Project between the German and South African Government OVCY Project Roleplayers Department of Social Development HIV / AIDS Chief Directorate Department of Social Development, Private Bag X901, Pretoria, Pretorius Street, HSRC Building, Pretoria, South Africa KfW Development Bank KfW Office South Africa: 333 Grosvenor St., Hatfield Gardens, Block C, P.O. Box Hatfield Pretoria, South Africa KfW Office Germany: LA b/2 - Sector and Policy Division Health and Education Palmengartenstr. 5-9, Frankfurt am Main, Germany Project Management & Technical Team: GOPA Consultants GOPA Project Office South Africa: Department of Social Development, Private Bag X901, Pretoria, Pretorius Street, HSRC Building, Pretoria, South Africa GOPA Office Germany Infrastructure Department Hindenburgring 18, Bad Homburg, Deutschland / Germany in partnership with Blue Quartz International 30 Sneeuberg Street, Glenvista Extension 5, Johannesburg South Africa This s has been prepared by GOPA Consultants in Partnership with Blue Quartz International 2

3 Contents 1 Instructions Proprietary Information Enquiries Bid Validity Period Bidders Statement of Qualification Submission Instructions Preparation of Bidder s Statement of Qualification Supplier Performance Management Client s Rights Bidders Undertakings Disqualification of Bidder Returnable Schedules (Submission Format) Submission Letter Bidder s Key Personnel Bidder s Project Organisation Bidder s Record of Experience Evaluation Criteria 11 2 Technical Requirements Specification Instructions to Bidders Purpose of this RFQ 12 3 Project Introduction Project Background Project Review Role Players Scope of Work Preliminary Design of Building Modules Project Locality 16 4 Project Role-out Schedule 28 5 Procurement Process 29 6 Questions and Clarifications 30 7 Black Economic Empowerment 31 Annexures 32 Annex 1 Building Modules 33 Annex 2 Example Lay Out Plan 38 Annex 3 Declaration of Undertaking 39 Annex 4 Supply Chain Management Practices Questionaire 40 Annex 5 Bidder s Experience and Project Team 42 Annex 6 Plant and Equipment List 45 3

4 Abbreviations CCC CIBD DSD EUR JBCC JV KfW KZN LG LP MOU NGO NW OVCY PDSD PMT PWD RFP RFQ SLA SOQ ToR ZAR Community Care Centres Construction Industry Development Board Department of Social Development Euro Joint Building Contract Committee Joint Venture KfW Entwicklungsbank Kwazulu Natal Province Local Government Limpopo Province Memorandum of Understanding Non-Government Organisation Northwest Province Orphans and Vulnerable Children and Youth Provincial Department of Social Development Project Management Team Public Works Department Request for Proposal Service Level Agreement Statement of Qualification Terms of Reference South African Rand 4

5 1 Instructions 1.1 Proprietary Information The Client considers this request for qualification and the subsequent tender and all related information, either written or verbal, provided to the Bidder, to be proprietary. It shall be kept confidential by the Bidder and its officers, employees, agents and representatives and shall not be disclosed, published, or advertised without the prior written consent of the Client. 1.2 Enquiries All communications of any kind relative to this request for qualification should be in writing and addressed to: Contact person Name: Gavin Cooper Telephone Number: address: 1.3 Bid Validity Period Responses to this request for qualification received from bidders must be valid for a period of 120 days from the closing date of the tender. 1.4 Bidders Statement of Qualification Submission Instructions The Bidder s statement of qualification should be submitted in 1 (one) original document, 3 (three) copies of the submission and one electronic copy (on CD), all files to be in PDF format, all bound in a sealed envelope and marked: Support to Orphans, Vulnerable Children and Youth Pre-qualification of contractors for construction of Community Care Centres in the prov inces of Kwazulu Natal, Limpopo and North West The sealed envelope must be placed in the tender box at the Main Reception area at Department of Social Development, Pretoria 0001, 134 Pretorius Street, HSRC Building, Pretoria, South Africa by no later than 12:00 noon on Monday 31 st March The Bidder s statement of qualification must be submitted in a prescribed response format indicated in this document and herewith reflected as Response Format. The closing date, company name and the return address must also be endorsed on the envelope. Ring binders are not acceptable. Statement of qualification received by telegram, telex, , facsimile or similar medium will not be considered. 5

6 Where a bidders statement of qualification is not in the tender box at the time of the pre-qualification closing, such a proposal will be regarded as a late proposal. Late proposals will not be considered. Amended statement of qualification may be sent in an envelope marked Amendment to statement of qualification and should be placed in the tender box before the closing time. 1.5 Preparation of Bidder s Statement of Qualification All documentation submitted in response to this bid must be in English. The bidder is responsible for all costs incurred in the preparation of its response. Statements submitted by Companies must be signed by a person or persons duly authorised thereto by a resolution of a Board of Directors, a copy of which Resolution, duly certified must be submitted with the proposal. Bidders should check the numbers of the RFQ pages to satisfy themselves that the document is complete and that none are missing or duplicated. No liability will be accepted in regard to anything arising from the fact that pages are missing or duplicated. A list of all contactable references (minimum of 3) must be included in the statement of qualification. A valid tax clearance certificate must be included in the statement of qualification. A copy(s) of certificates from the organizations/ bodies that the bidder is affiliated to must be included in the statement. This must include a current CIDB grading certificate 1.6 Supplier Performance Management Supplier Performance Management is a critical component in ensuring value for money. The successful bidder shall upon receipt of written notification of an award, be required to conclude a Service Level Agreement (SLA) with the Client, which will form an integral part of the supply agreement. The SLA will serve as a tool to measure, monitor and assess the supplier s performance level and ensure effective delivery of service, quality and value-add to the project. 1.7 Client s Rights The Client reserves the right to: Amend any request for qualification conditions, validity period, specifications, or extend the closing date of request for qualification before the closing date. Qualify only a limited number of bidders who prove to be fully capable of handling the contract and whose statement of qualification is complete and technically acceptable. Qualify an empowerment company, or qualify a company on condition that a joint venture with an empowerment company is formed. This will form part of the qualifying criteria when evaluating the statement of qualification. At all material times to extend the scope of work relating to this qualification. Reject any and all statements of qualifications received at any time. Modify all dates set or projected in this RFQ. Terminate evaluations of statement of qualification received at any time. Suspend and terminate the procurement process for the Project, at any time. Change the method of award between the advertisement of the RFQ and the advertisement of the Request for Proposals (RFP). 6

7 Hold meetings and conduct discussions and correspondence with one or more bidders responding to this RFQ to seek an improved understanding and evaluation of the responses to this RFQ. Issue addenda, supplements, and modifications to this RFQ, including but not limited to modifications of evaluation criteria or methodology and weighting of evaluation criteria. Appoint and change appointees of any Evaluation Team Use assistance of technical and legal experts and consultants in the evaluation process. Respond to all, some, or none of the enquiries, questions and/or requests for clarification received in relation to the RFQ. The Client does not discriminate against a bidder because of race, religion, colour, sex, national origin, age, disability, or any other basis prohibited by law relating to discrimination in employment. 1.8 Bidders Undertakings The Bidder agrees to the following undertakings: The bidder hereby offers to render all or any of the services described in the attached documents on the terms and conditions and in accordance with the specifications stipulated in this RFQ. Statements of qualification submitted by Companies must be signed by a person or persons duly authorised thereto by a resolution of a Board of Directors, a copy of which Resolution, duly certified must be submitted with the Tender. Shortlisted bidders will be required to prepare for a presentation at a date and time to be decided by the Client. The bidder hereby agrees that the offer herein shall remain binding for acceptance by the Client during the validity period indicated and calculated from the closing hour and date of the RFQ. This statement of qualification and its acceptance shall be subject to the terms and conditions contained in this RFQ. The bidder confirms that it has satisfied itself as to the correctness and validity of its RFQ response. The bidder hereby accepts full responsibility for the proper execution and fulfilment of all its obligations under this agreement. 1.9 Disqualification of Bidder The Client reserves the right to disqualify any bidder which does any one or more of the following: Bidders who do not submit a valid and original Tax Clearance Certificate on the closing date and time of the RFQ. Bidders who submitted incomplete information and documentation according to the requirements of this RFQ. Bidders who submitted information that is fraudulent, factually untrue or inaccurate information. Bidders who received information not available to other vendors through fraudulent means; and/or Bidders who do not comply with mandatory requirements as stipulated in this bid document. Such disqualification may take place without prior notice to the offending bidder. However the bidder will be notified in writing of such disqualification. 7

8 1.10 Returnable Schedules (Submission Format) The bidder s statement of qualification should comply with the following presentation standard: Prepared on A4-8.5 x 11 white paper A3 Presentations must be folded to 8.5 x 11 and bound into the tender document Typed on one (1) side only Schedules and Sections must be separated by numbered tabs with sections corresponding to the order set forth below. All printing, except for the front cover of the Statement of Qualifications, should be Arial, with a font of 11-point Bidders are required to provide 1 (one) original document and 3 (three) hardcopies of the submission. Bidders shall also include one electronic copy (on CD), all files to be in PDF format. The original document must be securely bound and contained in a single volume, identifying it on its front cover, in the lower right-hand corner, as ORIGINAL The 3 (three) copies of the document must be securely bound and each copy shall be contained in a single volume identifying it on its front cover, in the lower right-hand corner, as COPY Bidders shall submit their statement of qualification in accordance with the response format specified below (each Chapter must be clearly marked): COVER PAGE: The cover page must clearly indicate the following: RFQ reference number RFQ description and Bidders name SCHEDULE 1: Submission Letter Executive Summary SCHEDULE 2: Certified copies of bidders CIPRO company registration documents listing all members with percentage shareholdings, in case of a CC, or latest certified copies of all share certificates in case of a company; Original and Valid Tax Clearance Certificate Audited Financial Statements of the last three years Letter by bank confirming companies rating Appendix 3 Declaration of Undertaking (duly completed) Appendix 4 Supply Chain Management Questionnaire (duly completed) Appendix 5 Bidder s Experience and Project Team (duly completed) Appendix 6 Bidder s Equipment Schedule BEE Certificate verified by a SANAS accredited verification agency or a letter from the supplier s auditor (option only for Exempted Micro Enterprises with annual turnover less than R5 million and part of a joint venture) List of contactable references (minimum 3). Note: If a Consortium or Joint Venture is formed for this RFQ, the documents listed under Schedule 2 must be submitted for each Consortium / JV member or subcontractor. 8

9 SCHEDULE 3 The following documents must be included in the Statement of Qualification (SOQ) submission under this section: Company Registration Document Company Organogram CIDB Certificate Risk Matrix Record of Experience Key Personnel with abridged resumes (2 pages maximum) Bond Surety Letter Insurance Letter BEE Commitment Letter The Statement of Qualifications shall be no more than twenty (20) pages total. Page number references should be included in the lower right hand corner on each page of the Statement of Qualifications. All copies of statutory documents and relev ant certificates submitted must be certified by a Commissioner of Oaths. SCHEDULE 4 One (1) CD with all Chapters listed above in a separate cohesive Adobe PDF file format pasted on a stiff backing cover and bound in the submission Failure by any Bidder to submit its SOQ in accordance with this RFQ may result in rejection of its Statements of Qualifications and lead to disqualification. Only hardcopies of submissions will be accepted. Bidders are responsible for effecting deliv ery by the deadline abov e. Late submissions will be rejected and returned unopened to the bidder Submission Letter The Submission Letter shall be on the bidder s letterhead identifying the full legal name, company registration number, contact numbers and physical address of the Bidder. The bidder is defined as the legal entity who will execute the Contract. The Letter shall be signed by an authorized representative of the organization. All signatures on the original Letter shall be original and signed in ink. Identify the name, title, address, phone and fax numbers, and address of an individual who will serve as the Point of Contact for the Bidder. Identify the name, address and telephone number of the individual who will serve as the Designated Representative of the Bidder. Such person must be a Director on the Board of the organisation. Identify whether the Bidder will be structured as a corporation, Limited Liability Company, general partnership, joint venture, limited partnership or other form of organisation. Identify the team members who will undertake financial responsibility for the Project and qualify any liability limitations. If the Bidder is a limited liability company, partnership or joint venture, describe the bonding approach that will be used and the members of such organizations who will have joint and several liability for the performance of the work required for the Project. Identify the full legal name of Lead Contractor for this Project. The Lead Contractor is defined as the Bidder that will serve as the prime/general contractor responsible for overall construction of the Project and will serve as the legal entity who will execute the Contract 9

10 The Bidder shall not submit more than one Statement of Qualification for this Project. If more than one Statement of Qualification is submitted by an individual, partnership, Corporation, or any party of a Joint Venture, then all Statement of Qualifications submitted by that individual, partnership, Corporation or Joint Venture shall be disqualified. Bidding entities offering services independently under this bid, with the same shareholders will be disqualified. Include a letter from an insurance company indicating the insurance that will be provided on the project and indicating that the bidder is eligible for a bond from the institution, which bonds will cover the Project and any related warranty periods. Provide a written statement that the Bidder is committed to achieving a forty percent 40% BEE participation goal for the entire value of the contract Bidder s Key Personnel The bidder must provide sufficient information to enable the evaluation team to understand and evaluate the bidder s human resource team. The bidder shall provide the identity of and information on Key Personnel with abridged resumès and qualifications. Resumès for individuals who are not identified as Key Personnel should not be included in the SOQ. The key personnel must include the following persons: Project Manager This individual shall be responsible for the overall Project construction quality management and contract administration for the Project. This individual shall be a registered, licensed, Professional Engineer or Professional Technologist Quality Assurance Manager (QAM) The QAM will ensure that all work and materials, testing, and sampling are performed in conformance with the contract requirements, and the "approved for construction" plans and specifications. This individual shall be a registered, licensed, Professional Engineer or Professional Technologist. Design Manager This individual shall be responsible for coordinating the individual design disciplines for the contractor and ensuring the overall Project design is in conformance with the Contract Documents. This individual shall be a registered, licensed, Professional Engineer or Professional Technologist. Construction Manager This individual will be required to be on the Project site for the duration of construction operations, shall be responsible for managing the construction process, to include all Quality Control (QC) activities to ensure the materials used and work performed meet contract requirements. This individual should have experience in managing construction projects and shall as a minimum be a registered, licensed Professional Technologist Bidder s Project Organisation All bidders are to furnish an organizational chart showing the project hierarchy including individuals responsible for pertinent disciplines, proposed on the bidder s team. Identify major functions to be performed and their reporting relationships in managing and constructing the Project. A consortium / Joint Ventures or designated subcontractor must furnish a narrative describing the functional relationships and communication among participants, including design and construction team interaction throughout the Project. 10

11 1.14 Bidder s Record of Experience All bidders are to furnish a record of projects executed over, at least, the past 5 years together with project values, references and contact details Evaluation Criteria The Bidder s statement of qualification (SOQ) shall be evaluated in terms of the following parameters: Mandatory Requirements All bid responses that do not meet technical mandatory requirements will be disqualified and will not be considered for further evaluation on the Non-Mandatory technical requirements. Non-Mandatory Requirements With regard to non-mandatory technical requirements, the following criteria and the weightings will be applicable: ITEM Ev aluation Criteria Weight 1 Bidder s experience in general construction projects 10% 2 Bidder s experience in similar construction projects 20% 3 Equipment 10% 4 Experience, Skills and Qualifications of the Key Personnel 30% 5 Affiliation to Industry Bodies/ Association 10% 6 Local preference 20% Total 100% Note: The minimum qualifying score for functionality is 70%. All tenders that fail to achieve the minimum qualifying score on functionality shall not be shortlisted for further consideration. 11

12 2 Technical Requirements Specification 2.1 Instructions to Bidders Bidders shall provide full and accurate answers to the questions posed in this document, and, where required explicitly state either Comply / Not Comply regarding compliance with the requirements. Bidders must substantiate their response to all questions, including full details on how their statement of qualification/solution will address specific functional/ technical requirements; failure to substantiate may lead to the bidder being disqualified. All required documents as indicated must be supplied as part of the bid response. Failure to comply with these requirements may lead to the bidder being disqualified. All bidders must at the time of their statement of qualification submission comply with the law and nothing herein is intended to contradict, nor supersede, any applicable State laws and regulations. All bidders shall be eligible at the time of their statement of qualification submission, under the law and relevant regulations, to offer and to provide all services proposed and related to the Project. Bidders shall satisfy at the time of their statement of qualification submission all commercial and professional registration requirements 2.2 Purpose of this RFQ Capable service providers are hereby invited to apply, complete and submit the required documentation/ information as part of the Tender Process envisaged obtaining competitive construction companies for prequalification for services as outlined in the scope above. This prequalification process is the first phase of the two-phased Tender Process. Based upon the responses received in terms of this Request for Qualification (RFQ), bidders will be prequalified and short-listed for the second phase (RFP) of the tender process. The shortlisted bidders will later be inv ited to participate in the Request for Proposals (RFP) process estimated to start beginning of May

13 3 Project Introduction 3.1 Project Background In the framework of Financial Cooperation (FC) between the Republic of South Africa and Germany, the German Government has committed to the Department of Social Development (DSD) a financial contribution of EUR 9.9 million for the project Support to Orphans and Vulnerable Children. The Project entails the construction, refurbishment, extension and provision of equipment of eighteen (18) Community Care Centres (CCC) and the development and implementation of skills development facilities for orphans, vulnerable children and youth in Kwazulu-Natal, Limpopo and North West. The project objective is to allow Orphans, Vulnerable Children and Youth (OVCY) to use and benefit from improved services offered by refurbished and adequately equipped Community Care Centres (CCC). They will be assisted at a personnel level via skills development programmes aimed at their needs. The participating CCCs and the Community Based Organisations operating the CCC will be supported through provision of infrastructure and equipment under the Technical Project Component together with comprehensive social development services under the Social Project Component. The OVCY Project is implemented by DSD as the Project Executing Agency (PEA) with assistance of the Project Management Team (PMT) provided by GOPA Consultants (Germany) in partnership with Blue Quartz International (South Africa). The project is financially supported by KfW (German Development Bank). 3.2 Project Review This RFQ serves as notice to engage a Contractor or Contractors in the provinces of Kwazulu Natal, Limpopo and Northwest. Contractors are required to provide a detailed resume of the business with all relevant data as requested in this RFQ Returnable Schedules. The RFQ must include a statement of qualification (SOQ) to allow the bid committee to assess the suitability of a contracting entity. Bidder s SOQs will be rated and scored by an Evaluation Team based upon the evaluation criteria established in this RFQ. Failure to meet an RFQ requirement may render a bidder s SOQ nonresponsive. Contracting entities wishing to bid for these projects must have as a minimum CIDB grading of 6 GB and must comply with all statutory requirements as well as being fully tax compliant. The RFQ will shortlist a maximum of four bidders per province who will then be invited to enter the Request for Proposal (RFP) process of the bidding phase. The set of six community care centres per province will be divided into two independent contracts comprising three community centres per contract. The RFP phase will select two contractors per province, as the main contractors for that province. 13

14 3.3 Role Players The table below summarises the main role players on the project detailing their specific roles Name of Institution Role Contact Person Address DSD Project Executing Agency (Client) Oupa Maduni GOPA Consultants Project Management Consultant Axel Kiene Blue Quartz International Engineering Consultant Gavin Cooper 3.4 Scope of Work The scope of work to be undertaken by the Contractors for this Project will be identified in the RFP. This work includes, among other the construction of a Community Care Centre consisting of: a) Bulk Earthworks b) Water and Sewer Services c) Administration Module Building d) Ablutions Module Building e) Amphitheatre f) Skills Development Module Building g) Kitchen Module Building h) Guardhouse i) Playground for kindergarten children j) Minor Renovations on existing buildings where relevant, and k) Property Fencing The design and construction information is currently being developed for this project. This exercise will be completed and approved by the German and South African parties by the end of March The overall project consists of six community care centres in the provinces of Kwazulu Natal, Limpopo and North West. The works in one province will be grouped in two lots. Each lot will comprise the construction of three community care centres. The status of existing infrastructure services and in particular water and sewer services in all areas will be reviewed as water supplies may have to, in some instances, be augmented by boreholes with elevated tanks. Overall the services work includes all systems necessary to have the facilities fit for purpose and fully sustainable over its design life. Engineering and Construction works will include quality control systems and the approval of contractor s work plans. During the Request for Proposal (RFP) phase, shortlisted Contractors will be expected to provide the tender committee with proposals detailing their exact methodologies and programmes to be adopted to execute the works. It will be a requirement that Contractors who are engaged on the project are registered with the CIDB (at least Lev el 6 GB) and will provide detailed planning and resource structures for the utilization of local 14

15 labour and contractors in the areas selected for project implementation. The BEE compliance aspect of this project will be strictly monitored by the Project Manager and will be detailed in the RFP phase. 3.5 Preliminary Design of Building Modules Preliminary designs have been prepared for the various building modules and are provided for information purposes only. Designs are being re-evaluated and modified to suit the various site conditions. These designs are expected to be completed and approved in March 2014 and will form part of the second selection phase during the RFP. The preliminary designs and an example lay out plan are included in Annex 1 & 2. 15

16 3.6 Project Locality Location of selected Community Care Centres in North West 2 Letlhakeng 1 Lethabong 3 Groot Marico 4 Bhoikutso, Ventersdorp 5 Ipelegeng 6 Kgomotso 16

17 DSD - Support to Orphans and Vulnerable Children Project Development Concept for Selected Community Care Centres Project 1 Northwest, Bojanala District, Letlhakeng, Ikageng HBC Google Coordinates: S o E o Project 2- Northwest, Bojanala District, Lethabong, Ikitiseng HBC Google Coordinates: S o E o GOPA in partnership with Blue Quartz 17

18 DSD - Support to Orphans and Vulnerable Children Project Development Concept for Selected Community Care Centres Project 3 Northwest, Bhoikutso Dr Kenneth Kaunda District, Ventersdorp, Tshireletsego HBC Google Coordinates: S o E o Project 4 Northwest, Ngaka Modiri Molema District, Groot Marico, Tlhokomelo HBC Google Coordinates: S o E o GOPA in partnership with Blue Quartz 18

19 DSD - Support to Orphans and Vulnerable Children Project Development Concept for Selected Community Care Centres Project 5 Northwest, Dr Ruth Segomosi Mompati District, Ipelegeng, St. Abram Orphanage HBC Google Coordinates: S o E o Project 6 Northwest, Dr Ruth Segomosi Mompati District, Greater Taung, Kgomotso Malebogo HBC Google Coordinates: S o E o GOPA in partnership with Blue Quartz 19

20 DSD - Support to Orphans and Vulnerable Children Project Development Concept for Selected Community Care Centres Location of selected Community Care Centres in Limpopo Mamvuka 12 Taueatswala 7 Ndindani 8 Bonn 9 Elandsdoorn A GOPA in partnership with Blue Quartz 20

21 Project 7 Limpopo, Greater Giyani District, Ndindani, Ndindani DiC Google Coordinates: S o E o Project 8 Limpopo, Mopani District, Greater Tzaneen / Bonn, Hluv ukani Google Coordinates: S o E o 21

22 Project 9 Limpopo, Sekhukhune District, Dennilton / Elandsdoorn A, Pholoso Google Coordinates: S o E o Project 10 Limpopo, Vhembe District, Makado / Mamvuka, Dzanani DiC Google Coordinates: S o E o 22

23 Project 11 Limpopo, Capricorn District, Boston / Varedig, Relaetsakwano Google Coordinates: S o E o Project 12 Limpopo, Waterberg District, Mgoalakwene / Taueatswala, Kopanang DiC Google Coordinates: S o E o 23

24 Location of selected Community Care Centres in Kwa Zulu Natal 13 Charlestown 16 Hluhluwe 15 Ulundi 14 Bergville 17 Esidumbini 18 Impendle 24

25 Project 13 - KwaZulu-Natal, Amajuba District, Charlestown, Sukumuzenzele Google Coordinates: S o E o Project 14 - KwaZulu-Natal, Okhahlamba District, Bergville, Okhahlamba Christian Council Google Coordinates: S o E o 25

26 Project 15 - KwaZulu-Natal, Ulundi District, Mbambankunzi, Kululekani CC Google Coordinates: S o E o Project 16 - KwaZulu-Natal, Umkhanyakude District, Hluhluwe, Vukuzakhe Google Coordinates: S o E o 26

27 Project 17 - KwaZulu-Natal, ILembe District, Esidumbini, Sithandukwenza Google Coordinates: S o E o Project 18 - KwaZulu-Natal, Pietermaritzburg District, Impendle, Khanyisani Google Coordinates: S o E o 27

28 4 Project Role-out Schedule The current schedule for the Project is for final completion of the Project in September, The Client anticipates conducting this procurement according to the following milestones. This schedule is subject to revision and the Client reserves the right to modify this schedule as it finds necessary, in its sole discretion. Scheduled item Date Advertise RFQ Deadline for RFQ Queries Response to collated RFQ Queries RFQ Submission Date Evaluation And Recommendations Complete Notification of Shortlisted Bidders Anticipated RFP Release Date Technical and Financial Bid Submissions Anticipated Award Date Construction Completion

29 5 Procurement Process The Tender Committee will use a two-phase selection process for the selection of the Contracting entities. This RFQ represents the first phase of the selection process. The Tender Committee will shortlist four (4) highest-ranked bidders per province. Only the short-listed bidders will receive the RFP and be allowed to submit Proposals. The second phase of the selection process will entail the submission of sealed Technical and Financial Proposals (two envelope system) from each short-listed bidder. While the RFP will contain specific requirements for the Technical and Financial Proposals, as well as specific selection criteria, it is anticipated that: (a) Technical Proposals will include, among other things, the bidder s Project schedule and (b) Financial Proposals will include, among other things, the price and cashflow for the construction period The project will be executed utilising the appropriate JBCC contract document set. Upon completion of the evaluations of the Technical and Financial Proposals, the committee will require the preferred bidder to do a project implementation presentation to the Bid Committee and technical team. Thereafter, the Tender Committee will select and finalise the preferred bidders for contract award. Shortlisted bidders who are unsuccessful will receive written notice of the award to the winning bidders. 29

30 6 Questions and Clarifications All questions and requests for clarification regarding this RFQ shall be submitted in electronic format (submission by is acceptable). No requests for additional information, clarification or any other communication should be directed to any other individual. NO ORAL REQUESTS FOR INFORMATION WILL BE ACCEPTED. All questions or requests for clarification must be submitted one week prior to the bid closing date and must at all times be in writing. Questions or clarifications requested after such date and time will not be answered unless the Client elects, in its sole discretion, to do so. The Client s responses to questions or requests for clarification shall at all times be in writing, and may be accomplished by an Addendum to this RFQ. The Client, in its sole discretion, shall have the right to seek clarifications from any bidder to fully understand information contained in the Statement of Qualifications and to help rate and score the bidder. 30

31 7 Black Economic Empowerment Entities wishing to participate in this tender will be required to confirm their BEE status and to ensure, where necessary, that they enter into appropriate agreements with qualifying BEE companies. The details of the BEE requirements and participation goals (40%) will be fully specified in the RFP and will form part of the point scoring for final adjudication purposes. Bidders are required to take all necessary and reasonable steps to ensure that BEEs have fair opportunity to compete for and perform labour supply and sub-contracting services on this project. BEE s must be contacted by bidders to solicit their interest, capability and qualifications. Any agreement between a bidder and a BEE whereby the BEE promises not to provide services to any other bidder is prohibited. BEE participation credit will be awarded only for work actually performed by BEE s themselves. When a BEE prime or subcontractor subcontracts work to another firm, the work counts toward BEE goals only if the other firm itself is a qualifying BEE. 31

32 Appendix Annex 1 Building Modules 33 Annex 2 Example Lay Out Plan 38 Annex 3 Declaration of Undertaking 39 Annex 4 Supply Chain Management Practices Questionaire 40 Annex 5 Bidder s Experience and Project Team 42 Annex 6 Contractor s Plant and Equipment List 45 32

33 DSD - Support to Orphans, Vulnerable Children and Youth Proj ect Annex 1 Building Modules Annex 1 Building Modules Kitchen Module GOPA in partnership with Blue Quartz 33

34 DSD - Support to Orphans, Vulnerable Children and Youth Proj ect Annex 1 Building Modules Administration Module 34

35 DSD - Support to Orphans, Vulnerable Children and Youth Proj ect Annex 1 Building Modules Skill Development Module 35

36 DSD - Support to Orphans, Vulnerable Children and Youth Proj ect Annex 1 Building Modules Amphitheater 36

37 DSD - Support to Orphans, Vulnerable Children and Youth Proj ect Annex 1 Building Modules Ablution Module 37

38 DSD - Support to Orphans, Vulnerable Children and Youth Proj ect Annex 2 Example Lay OUT PLAN Annex 2 Example Lay Out Plan 38

39 OVC Project Annex 3 Declaration of Undertaking Annex 3 Declaration of Undertaking Declaration of Undertaking We underscore the importance of a free, fair and competitive contracting procedure that precludes abusive practices. In this respect w e have neither offered nor granted directly or indirectly any inadmissible advantages to any public servant or other person nor accepted such advantages in connection w ith our bid, nor w ill w e offer or grant or accept any such incentives or conditions in the present tendering process or, in the event that w e are aw arded the contract, in the subsequent execution of the contract. We also declare that no conflict of interest exists in the meaning of the kind described in the corresponding Guidelines 1. We also underscore the importance of adhering to minimum social standards (core labour standards) in the implementation of the project. We undertake to comply w ith the core labour standards ratified by the Republic of South Africa. We w ill inform our staff of their respective obligations and of their obligation to fulfil this declaration of undertaking and to obey the law s of the Republic of South Africa. We also declare that our company/all members of the consortium has/have not been included in the list of sanctions of the United Nations, nor of the EU, nor of the German Government, nor in any other list of sanctions and affirm that our company/all members of the consortium w ill immediately inform the Client and KfW if this situation occurs at a later stage. We acknow ledge that, in the event that our company (or a member of the consortium) is added to a list of sanctions that is legally binding on the Client and/or KfW, the Client shall be entitled to exclude us/the consortium or, if the contract is aw arded to our company/the consortium, to immediately cancel such contract if the statements made in the Declaration of Undertaking w ere objectively false or the reason for exclusion from the tender procedure occurs after the Declaration of Undertaking has been issued (Place) (Date) (Name of Company) (Signature(s)) Name (printed) 1 See KfW Guidelines for the Assignment of Consultants in Financial Cooperation with Partner Countries and Guidelines for Procurement of Goods, Works and associated Services in Financial Cooperation with Partner Countries 39 39

40 OVC Project Annex 4 Supply Chain Management PRACTICES QUESTIONAIRE Annex 4 Supply Chain Management Practices Questionaire Name: Name of Bidder: Authorised signatory: (Print Name Below ) [Note to the Bidder the Bidder must complete the information set out below. If the Bidder requires more space than is provided below it must prepare a document in substantially the same format setting out all the information referred to below and return it with the final bid Document.] The Bidder must complete the following questionnaire. Bidder s past supply chain management practices: (Tick the relevant response) Item Question Yes No A4-1 Is the Bidder or any of its directors listed on the South African National Treasury s database as companies or persons prohibited from doing business w ith the public sector? (Companies or persons w ho are listed on this database w ere informed in w riting of this restriction by the South African National Treasury after the audi alteram partem rule w as applied). If so provide Details A4-2 Is the Bidder or any of its directors listed on the Register for Tender Defaulters in terms of section 29 of the Prevention and Combating of Corrupt Activities Act No 12 of 2004? To access this Register enter the National Treasury s w ebsite, w ww.treasury.gov.za, click on the icon Register for Tender Defaulters or submit your w ritten request for a hard copy of the Register by facsimile. If so provide Details 40 40

41 OVC Project Annex 4 Supply Chain Management PRACTICES QUESTIONAIRE Item Question Yes No A4-3 Was the Bidder or any of its directors convicted by a court of law (including a court outside of the Republic of South Africa) for fraud or corruption during the past five years? If so provide Details A4-4 Was any contract betw een the Bidder and any organ of state (w ithin the Republic of South Africa or w ithin any foreign territory) terminated during the past five years on account of failure to perform on or comply w ith the contract? If so provide Details 41 41

42 OVC Project Annex 5 Bidder s Experience and PROJECT TEAM Annex 5 Bidder s Experience and Project Team Name: Name of Bidder: Authorised signatory: (Print Name Below ) [Note to the Bidder: The Bidder must complete the information set out below. If the Bidder requires more space than is provided below it must prepare a document in substantially the same format setting out all the information referred to below and return it with the final bid Document.] The Bidder must provide the information requested in the table below: 42 42

43 OVC Project Annex 5 Bidder s Experience AND PROJECT TEAM A Details of the Bidder s current and past (five years) projects of a similar nature Client s Name Project Description Project Type Project Value Project Period (Start and End Date Description of Services Performed and Bidders Responsibilities Name. Title and Telephone Contact of Client 43

44 OVC Project Annex 5 Bidder s Experience AND PROJECT TEAM B Details of the Bidder s proposed project team and relevant experience over the past ten years Name Position in Company Project Duties Relevant Project Experience Project Description, Client, Project Date, Project Duration Project Value 44

45 OVC Project Annex 6 Contractor s Plant AND EQUIPMENT LIST Annex 6 Contractor s Plant and Equipment List Name: Name of Bidder: Authorised signatory: (Print Name Below ) The follow ing list is the complete description of plant and equipment I/w e propose to use in the execution of this contract. Such plant and equipment w ill be made available for inspection prior to the aw ard of the contract. The plant and equipment w ill be moved to the project site upon site handover and shall remain on site for the completion of the project except w ith the w ritten approval of the Project Manager. Description of Equipment (make, model, year and Serial No.) Capacity (Size and horsepow er rating Auxiliary and/or special equipment Condition (E = excellent) (G = Good) Present Location Use more pages if required Date: 45