The University of South Africa invites suitably qualified service … · 2017-05-23 · The...

2017 Tender Specification 1

The University of South Africa invites

suitably qualified service providers to

participate in a

Public Tender Process to provide the

University with a revised Campus Master

Plan and Property Portfolio Management

Advise

.....................................................................

Tender Specification Document

Tender Ref. No: PT2017/09 Date of Issue: May 2017


Table of contents

1. Overview

2. Proprietary and Confidential Information

3. Dealing with the University of South Africa

4. Registration and Compulsory information session

5. Mandatory Requirement

6. Other Requirements

7. Pricing

8. Payment Terms

9. Closing Date of Tender Submissions

10. Sub-Contracting

11. Joint Arrangements

12. Scope of work

13. Environmental impact


1. OVERVIEW

The Unisa Property portfolio is used directly in support of the operations of the University consists of

61 owned buildings and 22 leased buildings, with a total usable space of 312, 373 square meters.

More detail on the size and distribution is available as Annexure B.

The first Campus Master Plan for Unisa was compiled in 2012. The aim of the UNISA Campus

Masterplan is to provide the University with strategic direction and act as a guide for the future

growth and development of the Campuses over the short, medium and long term. In particular the

Masterplan is to grow from, and give physical expression to, the Academic Vision and Strategic Plan

of the University.

The Masterplan objectives are to establish sound principles, processes and a Vision for development

that are robust enough to establish direction for the future, yet at the same time is flexible enough

to accommodate change over time, recognise new ideas and respond to changing education

practices, economies and technologies.

These objectives are:

to facilitate the accomplishment of the University’s overall vision,

to maximise University assets to realise their full value,

to develop facilities and infrastructure in accordance with academic programmes, institutional strategy and growth

to meet current needs in the short, medium and long term and create a quality destination that is visible, coherent and functional in the long term,

to comply with the Higher Education Act.

The Operational plan is reviewed annually, with a full review of the Campus Master Plan required

every five years. Apart from the full review it is recommended that the Campus Master Plan be

extended to specifically consider the financial implications and to develop strategies for cost

containment and income generation.

2. PROPRIETARY AND CONFIDENTIAL INFORMATION

All material submitted in response to this tender shall become the property of Unisa. Any

confidential information provided by a service provider in response to this Tender will be held in

confidence and will only be used for the evaluation of this tender.

3. DEALING WITH THE UNIVERSITY OF SOUTH AFRICA

Service providers must not contact any member of Unisa with respect to queries they may have with

this tender. A compulsory information session will be held during which it is expected that any

queries raised, will be answered.

The service provider shall not disclose any such information or specification, whether explicit or

implied, to any third party without the written consent from Unisa.


4. COMPULSORY REGISTRATION AND ADMITTANCE TO THE TENDER INFORMATION

SESSION

A non-refundable tender registration fee of R700.00 is payable by credit or debit card at

the registration session. No cash payments will be accepted.

Prospective tenderers must read the tender specification and bring a copy to the

information session

Only service provider representatives who are senior members of a relevant business unit, or are member(s) of the team responsible for tender purposes, will be permitted to attend the compulsory information session

Registration Date: 29 May 2017

Registration Time: 10:00 to 10:30 (Latecomers will not be admitted)

Venue: Theo Van Wijk Building, Senate Hall

Preller Street, Muckleneuk Campus, Muckleneuk Ridge, Pretoria

The above-mentioned time frames must be strictly adhered to; latecomers will not be

registered and admitted to the information session. The information session will commence

immediately after registration.

5. TENDER SUBMISSION AND CLOSING DATE

The original and a soft copy of the tender must be submitted into the official tender box in a sealed

envelope located in the OR Tambo Administration Building, Fifth Floor room 5-19, Pretoria

Muckleneuk Campus, Preller Street, Muckleneuk Ridge. Please quote the tender reference number

PT2017/09 on the sealed envelope.

Optional pre-screening of mandatory supporting documentation

A non-compulsory pre-screening opportunity will be available to assist service providers to ensure

that their documentation meets the commercial mandatory requirements prior to the closing date of

the tender responses. The pricing requirement does not form part of this opportunity and must only

be submitted on the closing date.

The Supply Chain Management Directorate will be available on:

Date: 2 June 2017

Time: 10:00 – 12:00

Venue: OR Tambo Administration building, Level 5, Room 5-18, Preller Street, Muckleneuk

Campus, Muckleneuk Ridge, Pretoria.

Unisa reserves the right to award the whole tender or only do portions of it.

Closing date: 6 June 2017 @ 12:00

Tenders submitted late will not be accepted or considered.

Points will be awarded for Broad-Based Black Economic Empowerment.


The decision of the UNISA Management Committee on awarding a tender is final.

Unisa reserves the right to appoint, contract with and monitor the performance of any service provider it deems will offer the best service in line with its requirements, although it may not necessarily be the lowest Tenderer. Unisa also reserves the right, in its sole discretion, to re-advertise, not to retender or not to award the tender.

The tender awarded will be conditional and subject to successful negotiations and signing of a written contract, failing which Unisa reserves the right to withdraw the tender and to award the tender to another Tenderer without repeating the process.

6. MANDATORY REQUIREMENTS

Mandatory requirements will include the following and must be labelled and submitted in the following

order. Failure to comply and submit any one of the documents will disqualify the submission:

Annexure A1: Attendance of compulsory information session. (Attach copy of the registration form

received at the session.)

Annexure A2: Completed and signed Supplier List Application Form (F25) including the PSP form

and bank account details from the bank. (www.unisa.ac.za/tenders)

Annexure A3: Resolution to sign on behalf of the tendering unit (www.unisa.ac.za/tenders)

Annexure A4: Current and valid original SARS Clearance Certificate

Annexure A5: Copy of company registration documents indicating list of shareholders /

members from CIPC / CIPRO

Annexure A6: Pricing template.

Annexure A7: Minimum of three recent (not older than three years from the year of the closing

date of this tender) contactable references from customers to which the tenderer

has provided or is providing goods/services that are substantially similar to the

goods/service required. Only references from the tendering unit will be

considered.

Annexure A8: Financial Statements

a. One set (2 years comparative figures) of the most recent audited Annual Financial

Statements together with an Independent Auditor’s Report or a signed letter from the

Accounting Officer for Close Corporations must be submitted. The audited financial

statement submitted must be within six months of the financial year-end to qualify for

evaluation.

A complete set of Annual Financial Statements including the following:

Independent Auditor’s Report (Letter from an External Accountant/Accounting

Officer for Close Corporations)

Statement of Comprehensive Income (Income Statement)

Statement of Financial Position (Balance Sheet)

Statement of Cashflows

Statement of Changes in Equity

Notes to the Financial Statements

http://www.unisa.ac.za/tenders

http://www.unisa.ac.za/tenders


No summarized Financial Statements or Extracts of financial statements will be

accepted.

b. Where the financial statements of the holding company are submitted, a signed letter

be included from the holding company, on their letterhead signed by the CEO/CFO,

that they would be liable if the subsidiary defaulted. This must be attached to the

financials being submitted. Failure to submit such signed letter will disqualify the

tender submission.

c. The financial statements should be submitted as a separate bound document.

Annexure A9: Completed Unisa terms and conditions and signed

Annexure A10: Company profile, approach and methodology

7. OTHER REQUIREMENTS

Supplier documents and information

Annexure B1: A valid B-BBEE certificate or proof of exemption from an accredited SANAS /

IRBA verification agency / auditor. An affidavit certifying their total annual income

and level of black ownership will be sufficient for EMEs and QSEs. Failure to

submit the above will result in a zero score for B-BBEE.

Note: All documents submitted in support of this tender must be the documents of the tendering

unit and may not pertain to different companies or units within a group. As an example, a

tenderer cannot submit its own B-BBEE certificate, but the SARS certificate of its holding

company.

8. PRICING

The tenderer must state whether the price quoted is fixed for the duration of the agreement or whether

the price is subject to escalation. In the absence of an indication in this regard the price will be

considered as fixed for the full period of the agreement.

All pricing must be quoted in South African Rand (ZAR) including VAT.

Foreign exchange rate used to be indicated (if applicable).

The pricing must remain valid for 90 days from the closing date of the tender.

Pricing / costing template must be completed (Annexure A6)

Any pricing not included in the pricing template will not be considered.

Prices charged by the supplier for goods delivered and services performed under

the contract shall not vary from the prices quoted by the supplier in his tender, and

any variance will render the contract null and void.

9. PAYMENT TERMS

The payment terms of the University are 30 days after receipt of goods and services and upon receipt

of the required documentation. No upfront payments will be considered.


10. SUB-CONTRACTING

10.1 The tenderer and/or the contract, or any portion thereof, or any share or interest therein, may

not be transferred, assigned or granted to any other company without the specific written

permission and conditions of the University.

The University may consider accepting sub-contracting if an agreement is entered into only with

the primary supplier, and the agreement, or any portion thereof, or any share or interest therein,

may not be transferred, assigned or granted to someone else subject to the following principles:

a) Sub-contracting is allowed, provided that the tenderer has declared upfront at the time of

submitting the tender documents that a portion of the contract will be sub-contracted; this

is limited to 20% of the work. Annexure S must be completed. However, the University

reserves the right to allow or not allow sub-contracting.

b) The primary supplier takes full responsibility and accountability for the portion of the work

sub-contracted.

c) The name of the sub-contractor must be declared upfront to ascertain whether the sub-

contractor is not blacklisted or has not defaulted.

10.2 The University encourages sub-contracting aimed at empowering exempted micro enterprises

(EMEs) and qualifying small enterprises (QSEs), as defined in the B-BBEE Codes. In the event

that sub-contracting is to any other than EMEs and/or QSEs which is 51% or more black

owned, the sub-contracted supplier must have a B-BBEE status level equal to or higher than

the appointed supplier.

11. JOINT ARRANGEMENTS

The University of South Africa will accept joint arrangement proposals on condition that the following

is adhered to:

a) In case of a joint venture

All mandatory requirements and non-mandatory documents must be in the name of the

joint venture entity (separate entity established for this purpose)

b) In case of a joint agreement

Joint operation partners must each submit their own mandatory requirements

The joint operation agreement must be signed by all participating parties.


12. SCOPE OF WORK

Description

1 Full review of the Campus Master Plan

2 Evaluation of the strategies of the University and make recommendations in terms of the alignment of the physical facilities with the strategy in the short, medium and long term.

3 Asses the utilisation of space and make recommendations to improve/ ensure optimal utilisation of available space.

4 Make recommendations on the placement of departments in the short, medium and long term.

5 Develop a cost effective strategy for the provision of regional facilities with specific recommendations for each of the regional campuses.

6 Compile a Heritage Management Plan for all heritage structures, including the declaration of components as heritage areas and the compilation of long term development controls

7 Make recommendation on the development opportunities and the generation of third stream income from the physical facilities.

8 Develop a five year implementation plan indicating the phasing and cost of each of the priority proposals.

9 Consolidation of all the above reports in MS Word format.

13. ANNEXURES

Annexure A10: Company profile, approach and methodology

Approach Paper – Method Statement (35)

The approach paper must respond to the scope of work and outline the proposed approach / methodology including that relating to programme and method statement. The approach paper should articulate what value add the Consultant will provide in achieving the stated objectives for the project. The Consultant must as such explain his / her understanding of the objectives of the assignment and the Employer’s stated and implied requirements, highlight the issues of importance, and explain the technical approach they would adopt to address them. The approach paper should explain the methodologies which are to be adopted, demonstrate the compatibility of those methodologies with the proposed approach. The approach should also include reference to the quality plan which outlines processes, procedures and associated resources, applied by whom and when, to meet the requirements and indicate how risks will be managed and what contribution can be made regarding value management. A project execution plan indicating how the objectives will be achieved in a four month period should be included.

Professional Registration (25)

The lead Consultant to submit the name and professional registration certificate from SACAP for proposed Professional(s) to be assigned to this Project

Contractor’s Resources – Personnel (25)

The Consultant should propose the structure and composition of their team i.e. the main disciplines involved, the key staff member / expert responsible for each discipline, and the proposed technical and support staff and site staff, together with names of second choice alternate personnel. The roles and responsibilities of each key staff member / expert should be set out as job descriptions. In the case of an association / joint


venture / consortium, it should, indicate how the duties and responsibilities are to be shared. In addition they shall provide a summary of the key staff member’s qualification, experience and current occupation.

Quality Control Procedures (15)

The quality control practices and procedures which ensure compliance with stated requirements of the Employer will be evaluated. Consultants should very briefly outline (Between 1 and 2 pages) his or her procedures in relation to the project and attach this to this schedule, reference will be necessary to any other returnable schedules submitted with this tender

Annexure A

Form A1.1 Evaluation Schedule: Approach Paper – Method Statement

The approach paper must respond to the scope of work and outline the proposed approach / methodology including that relating to programme and method statement, Consultants shall note that health and safety and environmental approach are submitted and evaluated on separate schedules with this tender but should be clearly referenced to. The approach paper should articulate what value add the Consultant will provide in achieving the stated objectives for the project. The Consultant must as such explain his / her understanding of the objectives of the assignment and the Employer’s stated and implied requirements, highlight the issues of importance, and explain the technical approach they would adopt to address them. The approach paper should explain the methodologies which are to be adopted, demonstrate the compatibility of those methodologies with the proposed approach. The approach should also include reference to the quality plan which outlines processes, procedures and associated resources, applied by whom and when, to meet the requirements and indicate how risks will be managed and what contribution can be made regarding value management. Form A1.2 Evaluation Schedule: Professional Registration The Consultant to submit the name and professional registration certificate including a letter of good standing from the respective council for proposed Professional(s) to be assigned to this Project

Form A1.3 Evaluation Schedule: Consultant's Resources – Personnel

a) Personnel The Consultant should propose the structure and composition of their team i.e. the main disciplines involved, the key staff member / expert responsible for each discipline, and the proposed technical and support staff and site staff, together with names of second choice alternate personnel. The roles and responsibilities of each key staff member / expert should be set out as job descriptions. In the case of an association / joint venture / consortium, it should, indicate how the duties and responsibilities are to be shared. In addition they shall provide a summary of the key staff member's qualification, experience and current occupation.

Form A1.4 Evaluation Schedule: Quality Control Procedures

The quality control practices and procedures which ensure compliance with stated requirements of

the Employer will be evaluated.


Consultants should very briefly outline (Between 1 and 2 pages) his or her procedures in relation to the project and attach this to this schedule, reference will be necessary to any other returnable schedules submitted with this tender Form A1.5 Evaluation Schedule: Risk Management Process

The Consultant shall briefly outline (Between 1 and 2 pages) the Consultants risk management process/procedures and specifically the risks that are identified for this project. In addition the Consultant shall indicate the processes to be followed in the identification and management of risks that arise during the contract.

14. ENVIRONMENTAL IMPACT

Set out the detail of the environmental impact of the activities relating to the agreement/contract

and the waste generated as a result thereof. Attach a detailed implementation plan by the

contractor and/or the person(s) responsible for implementing the agreement/contract, indicating

how the environmental impact and the waste generated will be minimized, mitigated and managed.

Annexure A6: Pricing template.

Description Price

1 Full review of the Campus Master Plan

2 Evaluation of the strategies of the University and make recommendations in terms of the alignment of the physical facilities with the strategy in the short, medium and long term.

3 Assess the utilization of space and make recommendations to improve/ ensure optimal utilization of available space.

4 Make recommendations on the placement of departments in the short, medium and long term.

5 Develop a cost effective strategy for the provision of regional facilities with specific recommendations for each of the regional campuses.

6 Compile a Heritage Management Plan for all heritage structures, including the declaration of components as heritage areas and the compilation of long term development controls

7 Make recommendation on the development opportunities and the generation of third stream income from the physical facilities.

8 Develop a five year implementation plan indicating the phasing and cost of each of the priority proposals.

9 Compilation of the final document in MS Word format.

Total including VAT R

All pricing must be quoted in South African Rand (ZAR) including VAT.

Any pricing not included in the pricing template will not be considered.

Each of the milestones above should be priced individually.


Annexure B: Distribution of Unisa owned and leased facilities

UNISA BUILDING/CAMPUS Ownership Usable space (m2)

Florida 31,995.0

A Block (NP Pityana) Owned 7,623.9

B Block (Calabash) Owned 4,315.8

C Block (GJ Gerwel) Owned 13,137.1

D Block (Mapungubwe) Owned 1,256.9

E Block (Tswelopele) Owned 3,942.1

H Block (Helen Joseph) Owned 1,410.6

Cafeteria (Dionysus) Owned 308.6

Florida Laboratories 11,795.2

Main laboratory (Eureka) Owned 5,337.0

Engineering laboratory (Euclid) Owned 3,768.0

Horticulture buildings (Ceres) Owned 2,226.0

Container shed Owned 21.7

Storeroom Owned 157.8

Potting shed Owned 284.7

SBL Midrand Owned 4,850.0

Muckleneuk 152,113.4

AJH van der Walt Owned 10,384.7

Cas van Vuuren Owned 20,540.0

OR Tambo Owned 20,957.0

RR Maluleka Owned 3,613.0

Samuel Pauw Owned 34,172.2

Theo van Wyk Owned 41,970.0

Kgorong Owned 5,189.5

Parking Owned 15,287.0

Sunnyside 15,491.0

Building 1 Owned 543.1



Building 6 Owned 1,232.0








Es'kia Mphahlele Owned 2,794.0



Off Campus (Pretoria and Johannesburg) 23,549.6

CARS Owned 528.0

Solomon Mahlangu Owned 6,215.0

Robert M Sobukwe Owned 3,682.6

Unisa Park (Irene) Owned 430.8

Cloghereen Owned 693.4

Mulberry Cottage Owned 325.5

Laser Park Leased 1,910.3

Lenasia Owned 531.6

Main hall (Ormonde) Owned 2,104.1

Club 1 Leased 2,996.5

Little Theatre Owned 1,763.1

Brooklyn House (Moedi Place) Leased 2,368.7

Eastern Cape 3,890.0

East London Owned 1,601.0

Port Elizabeth Leased 1,065.0

Mthatha (Umtata) Leased 1,224.0

Gauteng Region 28,341.4




Es'kia Mphahlele Owned 2,635.0

F Block (Phapha) Owned 3,506.1

G Block (Anton Lembede) Owned 2,297.9

Johannesburg (Braam Fisher) Leased 6,802.0

Ekurhuleni (Daveyton) Owned 3,074.4

Vaal Triangle (The Hangar) Leased 1,125.0

KZN 19,571.2

Durban (Stalwart Simelane) Owned 6,671.2

Durban I-Talk Leased 4,886.2

Sub Total Durban Leased 11,557.4

Alsopp Block Owned 948.4

Growthorpe Block Owned 615.0

Reid Block Owned 1,171.1

New residence Owned 203.0

Government House Owned 2,642.0

Stables Owned 280.0

Subtotal Pietermaritzburg 5,859.5



Mbizana Leased 831.0

Newcastle Leased 602.0

Richards Bay Leased 721.3

Limpopo 6,131.0

Makhado (Louis Trichardt) Leased 227.0

Polokwane (Old Building) Owned 1,260.0

Polokwane (PG Glass) Owned 2,021.0

Polokwane New Owned 2,413.0

Subtotal Polokwane Leased 5,694.0

Giyani Leased 210.0

Midlands 5,863.6

Kimberley Leased 464.0

Bloemfontein Leased 1,005.0

Mafikeng Leased 864.0

Rustenburg Owned 2,547.0

Kroonstad Leased 333.0

Potchefstroom Leased 650.6

Mpumalanga 1,908.0

Middelburg (Mpumalanga) Leased 903.0

Nelspruit Leased 1,005.0

Western Cape 6,873.7

George Leased 451.7

Parow Owned 3,365.0

Parow new Owned 3,057.0

Subtotal Parow Leased 6,422.0

TOTAL 312,373.1

Detail locations can be obtained from the Unisa website at:

http://www.unisa.ac.za/sites/corporate/default/Contact-us/Directions-to-Unisa

http://www.unisa.ac.za/sites/corporate/default/Contact-us/Directions-to-Unisa

The University of South Africa invites suitably qualified service … · 2017-05-23 · The...

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