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 N2 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 23 JULY 2015
Terms of Reference for Proposal Community newsletter for N2 Gatway Project, Cape Town 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. As the implementing agent for this mega-project, the HDA is working in close collaboration with the National Department of Human Settlements, Western Cape Provincial Department of Human Settlements and the City of Cape Town to deliver about 15 000 homes to communities in five precincts: New Rest, Delft 7-9 and Delft Symphony, Boystown and Joe Slovo. The commitment of all parties to building human settlements that promote human dignity, and creating healthy and cohesive communities has been identified as vital to the success of the project. Phase one of the N2 Gateway project is almost complete, with approximately 12 000 units handed over to beneficiaries to date. This is a project of the National Department of Human Settlements, the Western Cape Provincial Department of Human Settlements as the developer, the City of Cape Town 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 N2 Gateway project). Along with the Ministry of Human Settlements, the Provincial Government of the Western Cape and the City of Cape Town, 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 N2 Gateway project is to address the housing and development needs of the communities in the N2 Gateway 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 N2 Gateway project comprises the following sub-projects:
New Rest: Situated in Gugulethu township, New Rest has had almost 700 fully subsidised houses built to date. The informal settlement upgrading process is still incomplete and includes the provision of roads, water and sewerage Delft 7-9 and Delft Symphony: While Delft 7-9 was completed in 2013 with almost 4 500 houses handed over to beneficiaries, Delft Symphony is still under construction. To date, over 4 200 fully subsidised and 350 bonded houses have been completed in this area Boystown: Also situated in Gugulethu, Boystown is receiving housing and facilities upgrades. Almost 1 400 houses have been handed over to date Joe Slovo: The Joe Slovo housing development is located in Langa township and the development of the rental, bonded and fully subsidised show village is now complete. The project is ongoing and over 650 of 2 600 double-storey units have been delivered thus far The HDA is currently managing all aspects of the project, from planning to procurement, construction to occupatio 3. Scope of work The HDA requires a quotation to produce a monthly newsletter for the new financial year starting in August 2015 and ending in March 2017. 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 Translation to Xhosa will be required approximately 100 words per edition Attending one meeting per month, at the Cape Town HDA offices in Cape Town with project staff, as well as project specific community meetings at various locations in the N2 Gateway 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 to final high resolution pdf Colour Not printing of the newsletter required
Low res pdf required for electronic distribution and for posting to our website 5. Duration of contract The contract will be for the delivery of the final high resolution pdf community newsletter 20 months, one edition per month (with a combined edition for Dec/Jan) starting in August 2015. In other words, a total of 18 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 letter (5) 2 testomonial letters (15) 3 testimonial letters (20) Provide actual samples of previous community newsletters produced 1-2 samples (5) 2-4 samples (10) Over 4 samples (20) Experience in human settlement and/or government sector in Western Cape and/or Nelson Mandela Bay Metro Interpretation of the brief, conceptual approach, as well as understanding of the terms of reference (ie response to specification), context in which the newsletter will be produced, and design treatment 10 10 20 10 50 The following criteria will be used for points allocation for price and B-BBEE compliance on a 80/20 point system: Table 2 Price and B-BBEE CRITERIA SUB-CRITERIA WEIGHTIN G/ POINTS Price Detailed budget breakdown 80 BBBEE (Status Level Verification BEE Level Contributor 20
Certificate) TOTAL 100 The proposal will be evaluated as per PPPFA regulations. 7. Payment structure Payment is monthly and within 30 days of receipt of invoiced and upon receipt of the high resolution pdf via email. 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: jane.mahlangu@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 23 July 2015 by no later than 12h00 to the following address: The Procurement Officer 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.