P.O. Box 3209, Houghton, 2041 Block A, Riviera Office Park, 6-10 Riviera Road, Riviera R E Q U E S T F O R P R O P O S A L S Z A N E M V U L A P R O J E C T C O M M U N I T Y N E W S L E T T E R P R O D U C T I O N PROPOSALS TO BE SUBMITTED BY NOT LATER THAN 12h00 ON FRIDAY 25 APRIL 2014
Terms of Reference for Quotation Community newsletter for Zanemvula Project, Port Elizabeth 1. Introduction The Housing Development Agency (HDA) is a national public development agency which promotes sustainable communities by making well located and appropriately planned land available for the development of human settlement. As its primary activity, the HDA assembles state, private and communal land and releases it for development. In addition HDA provides project delivery support services to organs of state at local, provincial and national level. Informal settlements upgrading and project management services are a particular focus of the organisation. The Zanemvula Project started in 2005 and will provide 22 700 housing units (13 327 new units, 1 565 informal settlement upgrades, 7 500 rectifications and 323 rental units). Zanemvula involves the relocation of families from the Chatty river flood plain to BNG houses in the Chatty extensions and Joe Slovo West; the servicing of the Greenfield reception areas; the de-densification and improvement of source areas of Soweto-on- Sea/Veeplaas; the rectification programme of storm-damaged, wet and defective housing; and the upgrading of certain informal settlement areas within the project boundaries. This is a project of the National Department of Human Settlements, the Eastern Cape Provincial Department of Human Settlements as the developer, the Nelson Mandela Bay Metro as the landowner as well as identifying beneficiaries, and the Housing Development Agency (HDA) as the implementing agent. 2. Overview The Housing Development Agency (the HDA was mandated in 2009 to take over management of the Zanemvula project). Along with the Ministry of Human Settlements, the Provincial Government of the Eastern Cape and the Nelson Mandela Bay Metro, the Agency will: Build dignified human settlements Invest in decent homes and rental stock Involve residents and beneficiaries in the process Improve services and delivery of services Build healthy and cohesive communities Learn from, and document, best practices in the project as a handbook for future development of sustainable human settlements The purpose of the Zanemvula project is to address the housing and development needs of the communities in the Zanemvula project area in a manner that will: Enable access to habitable, affordable and sustainable housing opportunities Contribute to the improvement of the individual and household income levels through the establishment of new opportunities Facilitate urban renewal, urban regeneration and socio-economic development Contribute to the mobilisation of the institutional capabilities and capacities to execute sustainable and integrated settlement upgrading at scale and requisite speed The Zanemvula project comprises the following sub-projects:
No. Project Type / Tenure Yield 1. Chatty 3 & 4 (600) Greenfield, BNG, Subsidy 600 2. Chatty 3 & 4 (1687) Greenfield, BNG, Subsidy 1637 3. Chatty 5 (328) Greenfield, BNG, Subsidy 328 4. Chatty 12-15 (4301) Greenfield, Servicing 4301 5. Chatty 5-15 (1347) Greenfield, BNG, Subsidy 1347 6. Chatty 5-15 (1398) Greenfield, BNG, Subsidy 1380 7. Chatty 5-5 (1551) Greenfield, BNG, Subsidy 1551 8. Veeplaas/Soweto-on-Sea Rectification, Dedensification & Improvement 7500 9. Joe Slovo West Greenfield, BNG, Subsidy 4000 10. Mzingisi Development Trust phase one Informal settlement upgrade 1211 11. Mzingisi Development Trust phase two Informal settlement upgrade 1200 12. Rentals 323 3. Scope of work The HDA requires a quotation to produce a monthly newsletter for the new financial year starting in May 2014 and ending in March 2015. It will be presented in English and Xhosa. The newsletter is also an opportunity to build cohesion and neighbourliness, and to educate new home-owners. It could include the following sections: Getting to know you that introduces project managers, community liaison officers, and other HDA staff, ward councillors and even interviews with the Minister and MEC Do you know hard facts and figures about accomplishments and targets reached Helpful hints and tips from contractors, ie energy saving tips, vegetable gardens, blocked toilets and drains, maintenance tips such as keeping gutters clear What it means to be a good neighbour Community projects a feature What it means to be a homeowner Project updates Useful contact information
4. Specification Production of written content including subbing and proofing, as per guidelines above of approximately 1 600 words per issue for an A3 folded to A4 format Some translation to Xhosa will be required but no more than 500 words per edition Attending one meeting per month, at the Port Elizabeth HDA offices in Port Elizabeth with project staff, as well as project specific community meetings at various locations in the Zanemvula project Onsite interviews to gather stories with project beneficiaries and other community members Photographs to illustrate stories Stories to be produced according to a schedule to be developed together with the HDA Layout and design of the newsletter Printing 5 000 copies per month (one spot colour) on 90gsm white matt 5. Duration of contract The contract will be for the delivery of the final community newsletter (5 000 copies) for 11 months, one edition per month (with a combined edition for Dec/Jan) starting in May 2014. In other words, a total of ten editions will be produced. 6. Evaluation In order to facilitate a transparent selection process that allows equal opportunity to all production companies, the HDA has a policy for the appointment of consultants that will be adhered to. Proposals will be evaluated in terms of the prevailing supply chain policy applicable to the HDA and it should be noted that: The benchmark of minimum 70 points out of 100 points on technical capability will be the cut off to qualify for further evaluation Those that qualify will be assessed using the 80: 20 formula for Price and B-BBEE as per the PPPFA
Table 1 Functionality CRITERIA SUB-CRITERIA WEIGHTING/ POINTS Curriculum Vitae Understanding of the sector and locality Responsiveness to the request for proposal Qualifications, capacity, level of experience and knowledge of media and communications Less than 5 years (5 points) 5 to 10 years (15 points) 11 years and over (20 points) Previous experience in similar initiatives 1 testimonial or contact details for reference (5) 2 testimonials or contact details for reference (15) 3 testimonials or contact details for reference (20) Experience in human settlement and/or government sector in Eastern Cape and/or Nelson Mandela Bay Metro Interpretation of the brief, conceptual approach, as well as understanding of the terms of reference, context in which the newsletter will be produced, and design treatment 20 20 10 50 The following criteria will be used for point s allocation for price and B-BBEE compliance on 80/20 point system: Table 2 Price and B-BBEE CRITERIA SUB-CRITERIA WEIGHTIN G/ POINTS Price Detailed budget breakdown 80 B-BBEE (Status Level Verification Certificate) B-BBEE Level Contributor 20 TOTAL 100 The HDI proposal will be evaluated as per PPPFA regulations.
7. Payment structure Payment is monthly and within 30 days of receipt of invoiced and upon delivery of printed newsletter to the HDA s Port Elizabeth offices. 8. General 8.1 Below are compulsory requirements for this service 8.1.1 It is important to note that the successful person will work under the supervision of a HDA representative, abide by HDA s Code of Conduct, and other organizational guidelines. 8.1.2 Kindly complete and submit the HDA Supplier Registration form if not already on our database and submit together with: Valid original tax clearance certificate. SBD Forms (SBD4, SBD6.1, SBD8 and SBD9) obtainable from HDA Website: www.thehda.co.za/procurement. Under compliance checklist. Valid and Original or Certified B-BBEE Status Level Verification Certificates issued by the following agencies SANAS, IRBA or CCA. 8.2 Further information regarding technical matters can be sent an email to: Kate.Shand@thehda.co.za or at tel: 011 544 1000, and 8.3 Further information regarding supply chain matter and queries can be send via email to: Jerry.makofane@thehda.co.za or at tel: 011 5441000 9 Terms and Conditions. 9.1 HDA undertakes to pay in full within thirty (30) days, all valid claims for work done to its satisfaction upon presentation of a substantiated claim/invoice. 9.2 No payment will be made where there is an outstanding information/work by the service provider/s. 10 Submission of Proposal Proposals should be submitted on or before the 25 April 2014 by no later than 12h00 to the following address: The Procurement Specialist The Housing Development Agency Block A, 6-10 Riviera Road, Killarney, 2193 Tel: 011 544 1000 The selection of the qualifying proposal will be at the HDA s sole discretion. The HDA does not bind itself to accept any particular bid/proposal, and the HDA reserves the right not to appoint the service provider.