· Web viewISO 9001: 2008 Clause 7.4 Purchasing Coega Development Corporation DoH Infrastructure...

Request for Proposal:FOR PROFESSIONAL CONSULTANCY

SERVICES FOR EMERGENCY REVITALISATION WORK AT THE DIHLABENG

HOSPITAL IN THE FREE STATE

8 April 2015

Contract No

CDC/284/15

DOCUMENT INFORMATION SHEET

Title of Document : Request for Proposal: Professional Consultancy Services for Emergency Revitalisation Work at the Dihlabeng Hospital in the Free State

Type of Document : Request for Proposal

Document Number : CDC/284/15

Prepared by : Christo Beukes

Typed by : Christo Beukes

Business Unit : Department of Health Infrastructure Programme

Prepared for : CDC

Date of Issue : 8 April 2015

Copyright

All rights reserved. No part of this document may be reproduced or distributed in any form or by any means, electronic, mechanical, photocopying or recording

or otherwise, or stored in a database or retrieval system, without the prior written permission of the Coega Development Corporation (Pty) Ltd. ©

Coega Development CorporationDoH Infrastructure Programme

Free State Provincial ProjectsNational Department of Health

ISO 9001: Clause 7.4.2Purchasing Information

DOCUMENT CONTROL SHEET

The purpose of this form is to ensure that documents are reviewed and approved prior to issue. The form is to be bound into the front of all documents released by the CDC.

PROJECT NAME : EMERGENCY REVITALISATION WORK AT DIHLABENG HOSPITAL IN THE FREE STATE

DOCUMENT TITLE : Request for Proposal: Professional Consultancy Services for Emergency Revitalisation Work at the Dihlabeng Hospital in the Free State

DOCUMENT No. : CDC/284/15

SIGNING OF THE ORIGINAL DOCUMENTWe, the undersigned, accept this document as a stable work product to be placed under formal change control as described by the Change Control Procedure document.

ORIGINAL Prepared by Reviewed by Approved byDate:

8 April 2015

Name:Christo Beukes

Name:Thandile Ngxekana

Name:Hennie van der Kolf

Signature: Signature: Signature:

Distribution: Potential Bidders

REVISION CHART

REVISION 1 Name: Name: Name:

Date: Signature: Signature: Signature:





This document, and the information or advice which it contains, is provided by the CDC-Services Business Unit solely for the use by the Dept of Education and the Coega Development Corporation (Pty) Ltd and for reliance by its Executive Management and the Board in performance of that Business Unit’s duties.




REQUEST FOR PROPOSAL

Request for Proposal: Professional Consultancy Services for Emergency Revitalisation Work at the Dihlabeng Hospital in the Free State

Contract No. CDC/284/15

INVITATION AND SCOPE OF SERVICES

The CDC is inviting capable and competent Professional Service Providers to submit proposals for the

provision of professional consulting services. Respondents must comprise of multidisciplinary project teams

which must be achieved through the formation of Consortium or Joint Venture. Members of the consortium or

JV must comprise of following professionals, an Architect, Quantity Surveyor, Civil Engineer, Structural

Engineer, Mechanical Engineer, Electrical Engineer, Principal Agent and Health Planner. The health planner is

required for certain clinical services (clinical reconfiguration, required HT equipment, commissioning,

decanting, decommissioning where required).

Respondents are required to have relevant experience and knowledge in the planning, design, construction

management of health care facilities. The services to be provided will include the following:

(a) Conditional Assessment and compilation of an Assessment Report;

(b) Consultation Report with end user requirements for ensuring a functional operating facility;

(c) Development of Concept Designs, Concept Plans and Project Implementation Plans;

(d) Development of Decanting, Decommissioning and Commissioning Plans;

(e) Development of detailed designs and tender documentation;

(f) Site supervision and contract management during construction;

(g) Overall co-ordination and project management activities;

(h) Financial Control, Quality Control, Monitoring and Reporting;

(i) HT equipment commissioning and decommissioning; and

(j) Close-out Report.

document.docx 1 09 April 2015

The Coega Development Corporation (Pty) Ltd (CDC) is assisting the National Department of Health

(NDoH), the Free Sate Provincial Department of Health (FSDOH) and the Provincial Department of Roads

and Public Works (DRPW) with the upgrading of health care facilities within the Free State Province. This

includes all the associated works that will ensure fully functional facilities. This project entails emergency

revitalization work at the existing Dihlabeng Hospital.




CONDITIONS

(a) Preference will be given to respondents who comply with the CDC’s Procurement Policy & Procedures.

(b) Preferential Procurement Policy Framework Act (PPPFA) principles shall apply, whereby submissions

will be evaluated according to the provisions of that Act and the Public Finance Management Act

(PFMA) Sections 36 and 49.

(c) Bidders must submit a valid BBBEE Verification Certificate from SANAS Accredited Verification Agency

or from a Registered Auditor approved by Independent Regulatory Board of Auditors (IRBA) in order to

be eligible for empowerment points. The Exempted Micro Enterprises (EME) may submit a letter from

the Accounting Officer confirming the company turnover.

(d) The following scores will be applied:

(i) Price - 90,

(ii) BBBEE Status - 10.

Request for Proposal documents is issued by CDC on 20 April 2015 and must be downloaded from the CDC

website: www.coega.com.

The mandatory briefing meeting will be conducted on Wednesday, 29 April 2015 at 10:00 at the Dihlabeng

Hospital in Bethlehem in the Free State and all bidders to meet at the hospital reception.

One original completed bid document shall be placed in a sealed envelope clearly marked: “CDC/284/15 – Professional Consultancy Services for Emergency Revitalisation Work at the Dihlabeng Hospital in the Free State”. The closing date and time for the receipt of completed bids is Monday, 11 May 2015 at 12h00 at

the reception desk of the Free State Department of Health, Bophela House, Cnr Maitland Street & Harvey

Road, Bloemfontein, 9301. Bids will not be opened in public and no late submissions will be considered.

Failure to provide any mandatory information required in this Bid will result in the submissions being deemed

null and void and shall be considered non-responsive. Respondents must include a valid and original SARS Tax Compliance Certificate in their submissions in order to be considered.

Telegraphic, telexed, facsimiled or e-mail submissions will not be accepted.

No telephonic or any other form of communication with any other CDC member of staff, other than the named individual below, relating to this request for bid will be permitted. All enquiries regarding this bid must be in writing only, and must be directed to:

Luvuyo Matya, Unit Head: Supply Chain Management; Fax: (041) 403 0573, or e-mail: [email protected].

The CDC reserves the right not to accept the lowest proposal in part or in whole or any proposal.


mailto:[email protected]




RESPONDENT’S INFORMATION SHEETThis form MUST be filled in by all respondents to this RFP and included as the third page of the Proposal after

the cover page.

Contract No. CDC/284/15

Description of Contract Professional Consultancy Services for Emergency Works at the Dihlabeng Hospital in the Free State

Name of Organisation / Joint Venture / Consortium

Physical Address

Postal Address

Contact Name

Email Address

Telephone Number

Fax Number

Cell Number





TABLE OF CONTENTS

1 INTRODUCTION AND BACKGROUND...................................................................................................5

2 METHODOLOGY AND SCOPE OF WORK.............................................................................................5

2.1 WORK TO BE PERFORMED BY PROFESSIONAL SERVICE PROVIDERS.........................................6

3 PREPARATION OF SUBMISSION.........................................................................................................13

4 ASSESSMENT CRITERIA...................................................................................................................... 14

4.1 RESPONSIVENESS............................................................................................................................... 14

4.2 ADDITIONAL INFORMATION REQUIRED............................................................................................15

4.3 QUANTITATIVE ASSESSMENT............................................................................................................15

5 TERMS AND CONDITIONS.................................................................................................................... 15

6 DISQUALIFICATIONS............................................................................................................................ 17

APPENDIXES:

APPENDIX A – FINANCIAL PROPOSAL

APPENDIX B – TENDER OFFER EVALUATION AND SCORING

APPENDIX C – COMPULSORY DECLARATION OF INTEREST FORM

APPENDIX D – DECLARATION OF BIDDERS PAST SUPPLY CHAIN PRACTICES (FORM SBD 8)

APPENDIX E – CERTIFICATE OF INDEPENDENT BID DETERMINATION (FORM SBD 9)

APPENDIX F – DIHLABENG HOSPITAL BACKGROUND INFORMATION





1 INTRODUCTION AND BACKGROUNDThe Coega Development Corporation (CDC) was appointed by the National Department of Health

(NDoH) to act as an Implementing Agent in the implementation of the department’s health

infrastructure programmes. These projects range from the construction of Regional Hospitals; District

Hospitals; Community Health Centre (CHC); Forensic Pathology Laboratories (FPL’s); Clinics and

Health Practitioners Accommodation.

This project will be fast-track due to the urgency of revitalizing of the existing Dihlabeng Hospital to

ensure a fully functional and operational hospital. Due to the current infrastructure condition of the

existing facility the operations at this hospital is impeded and therefore urgent intervention is required

with infrastructure and clinical requirements.

Detailed background information on this hospital is provided in Appendix F to this document.

2 METHODOLOGY AND SCOPE OF WORK

The emergency revitalization requirements at this hospital is provided was obtained from the end user

but a detailed conditional assessment must be undertaken to identified all critical works required for

urgent intervention. The scope of works although not limited to these items only, is as follows:

Complete building works and perform required building alterations to suit clinical requirements

i.e main hospital building, mortuary, kitchen, PAEDS, theatre, ICU, pharmacy, record archives,

etc;

Complete and upgrading of mechanical systems i.e HVAC;

Upgrading of electrical systems i.e bulk electricity power supply;

Rehabilitation of civil services i.e sewer and water reticulations;

Upgrading gas installations;

Replace standby generator;

Replacement of lifts; and

Upgrading of HT equipment.





2.1 WORK TO BE PERFORMED BY PROFESSIONAL SERVICE PROVIDERS The following are the detailed services, broken down into various project stages with specific

deliverables, which shall be provided by the Professional Service Providers:

STAGE DESCRIPTION SCOPE OF SERVICESSPECIFIC

DELIVERABLESStage 1 Inception and

Consultations

a) Attend Project Briefing Meeting by Client;

b) Prepare and submit the Project

Implementation Plan which will include the

scope of work, milestones, schedule of

activities, fee split per deliverable/milestone

and method of measuring progress;

c) Finalise any outstanding contractual issues

leading up to signing of Contract;

d) Source and/or collect any available

necessary project documentation (drawings,

reports, plan, etc.);

e) Conduct topographical surveys if required;

f) Conduct geotechnical investigations if

required;

g) Conduct a detailed conditional assessment of

the existing buildings and assess availability

and condition of existing bulk services (water,

sewer, electricity and telecoms) for reuse of

any facilities where possible (consult with

relevant authorities);

h) Assess all existing and planned services

traversing the site;

i) Conduct assessments and obtain approvals

for Safety, Health and Environmental;

j) Conduct and secure Heritage Council

approval;

k) Identify any site constraints (e.g. Proximity to

other structures and activities taking place

near the site);

l) Arrange, conduct and record all Technical

Team co-ordination meetings;

m) Develop a detailed Assessment Report

covering all areas of investigation as

highlighted above;

a) Project

Implementation Plan;

b) Assessment Report;

c) Record of Technical

Meetings;

d) Consultation Report;

e) Progress Reports;

f) Preliminary Cost

Estimates; and

g) Detailed Programme;

document.docx 6 19 May 2023




n) Identify and confirm Key Stakeholders and

obtain user requirements;

o) Consult with Regional and Provincial

Department of Public Works to confirm their

requirements;

p) Consult Local Authority to confirm applicable

local by-laws and any required Statutory

Approvals;

q) Compile a Consultation Report – covering

outcomes of consultations highlighted above;

r) Prepare decanting plans indicating the

phasing of works in a manner that will not

adversely affect any health care services at

the hospital if required;

s) Prepare decommissioning and

commissioning plans for the health care

facilities.


DELIVERABLESStage 2 Concept Design

(Preliminary

Designs)

a) Attend all Client Progress Meetings and other

ad-hoc meetings;

b) Attend all Planning and Design meetings;

c) Assess and advise on user requirements;

d) Ensure compliance with applicable Norms

and Standards, Best Practices;

e) Develop WBS, WBS Dictionary and Baseline

Plan;

f) Development concept designs that reflect

contemporary layout of this health care

facility to ensure operational efficiencies,

improved work flows and logistics between

various sections of hospital;

g) Agree with the CDC and the NDoH on the

format and procedures for cost control and

reporting;

h) Manage and monitor the preparation of

project costing with specific reference to site

matters that may affect the project costs;

i) Prepare preliminary layout/sketch plans;

j) Prepare preliminary cost estimates and

project programme;

a) Preliminary

layout/sketch plans;

b) Work Breakdown

Structure (WBS) ,

WBS Dictionary and

Baseline Plans;

c) Concept Designs

(Including elevations,

sections and 3D

sketches);

d) Cost Estimates;

e) Value Engineering

Report; and

f) Progress Reports

g) Updated Programme





k) Prepare and submit the Site Development

Plans to local authorities if necessary;

l) Conduct Value Engineering workshops,

including all key stakeholders, and produce a

Value Engineering Report.


DELIVERABLESStage 3 Detail Designs a) Conduct monthly project progress design

review meetings with the consultants,

hospital management, CDC and NDoH;

b) Manage the performance of the consultant

team, with specific reference to deliverables,

and fee payable;

c) Manage the performance of the contractor

with specific reference to deliverables,

payment, interest and penalties;

d) Actively pursue the optimisation of the

designs and implementation strategies;

e) Establish and co-ordinate the formal and

informal communication structure, processes

and procedures for the design development

of the project;

f) Prepare, co-ordinate and agree on a detailed

Design and Documentation for the project;

g) Produce design development drawings,

technical details and outline specifications;

h) Manage, co-ordinate and integrate the

design in a sequence to suit the project

design and documentation with consultants;

i) Prepare detailed cost estimates;

j) Prepare detailed Design Report;

k) Facilitate and manage the end-user

participation, by establishing the working

group committee to participate in meetings

during the design of the project;

l) Manage and monitor the timeous submission

by the design team of all plans and

documentation to obtain the necessary

statutory approvals;

m) Conduct Value Engineering exercise with

CDC on detail designs for approval;

n) Facilitate any input from the design

a) Design development

drawings;

b) Working Drawings;

c) Outline

Specifications;

d) Detailed Cost

Estimates; and

e) Design Report

f) Baseline Programme





consultants required by Health and Safety

consultant;

o) Establish responsibilities and monitor the

information flow (to and from) to all

stakeholders

p) Manage the preparation of cost estimates by

the Quantity Surveyor, budgets and cost

reports;

q) Cost control to achieve cost effective

designs;

r) Facilitate and monitor the timeous technical

co-ordination of the design by the design

team;

s) Manage and monitor the planning and

documentation of commissioning of the

facility, including change management

planning; and

t) Facilitate End User/Client approvals.


DELIVERABLESStage 4 Tender

Documentation and

Procurement

a) Provide advice on all appropriate insurances;

b) Compilation and approval of Tender

Documentation including Working Drawings

and Bill of Quantities;

c) Assess samples and products for compliance

and design intent;

d) Production of copies of the required number

of Tender Documents for distribution to

prospective tenderers;

e) Attend Tender Briefing Meeting;

f) Assist with responses to technical and design

related questions during tender stage;

g) Attend tender closure meeting; and

h) Assist with tender evaluation, arithmetical

error checking of submitted bids and

compilation of detailed Tender Evaluation

Report to Project Manager.

a) Working Drawings;

b) Elemental BOQ;

c) Tender

Documentation;

d) Tender Evaluation

Report;

e) SMME work package

and Bill of Quantities;

and

f) Progress Reports.


DELIVERABLESStage 5 Construction a) Assist with appointment of contractor a) Work Plans for





(Include both

construction and

facility

commissioning)

including signing of the JBCC contract;

b) Ensure that all contractual obligations from

the contractor are met e.g. guarantees,

insurances, programmes, etc are in place;

c) Manage the performance of the contractor

with specific reference to deliverables, cost

structures, interest and penalties;

d) Actively pursue the optimisation of the

designs and implementation strategies;

e) Facilitate the hand-over of site to the

contractor;

f) Establish and co-ordinate the formal and

informal communication structure and

procedures during the construction period;

g) Monitor, review and approve the preparation

of the contract programme;

h) Monitor the compliance by the contractors of

the requirements of the Health and Safety

Consultant;

i) Monitor the auditing of the contractors Health

and Safety Plan and on site auditing by the

Health and Safety Agent;

j) Establish if any scope may require

environmental approval such as heritage

approval permits, etc and action on behalf of

NDoH;

k) Agree and manage the document schedule

to ensure timeous delivery of required

information to the contractor;

l) Establish procedure for monitoring,

controlling and agreeing all scope and cost

variations. Formal approvals to be obtained

from CDC and NDoH prior to instruction to

proceed with any scope changes;

m) Agree and monitor all quality assurance

procedures and implementation thereof by

the consultant and the contractor;

n) Monitor, review, approve and certify monthly

progress payments of all Service Providers;

o) Receive, review and adjudicate any

contractual claims;

p) Monitor the preparation of monthly cost

construction;

b) Site Handover

Certificate;

c) Payment Certificates;

and

d) Progress Reports.





reports by the Quantity Surveyor;

q) Submit all necessary cash flows to the CDC

and NDoH;

r) Prepare monthly project reports (reporting on

project progress and financial management)

including any other submission to the CDC

and NDoH;

s) Co-ordinate and monitor the defects/snag

lists to enable the issue of the Certificate of

Practical Completion;

t) Monitor the execution of the defects items to

achieve works completion and the issue of a

Works Completion Certificate;

u) Monitor the execution of the defects items

during the defect period to achieve final

completion and the issue of a Final

Completion Certificate; and

v) Monitor and report on critical path of

contractors programme and recommend

changes where necessary.


DELIVERABLESStage 6 Close-Out a) Manage, co-ordinate and monitor all

necessary commissioning of all complete

works on the facility for formal hand over to

the HT Commissioning Team who will be

responsible for the HT equipment supply and

operational commissioning of the facility:

i. Prepare of decommissioning and

commissioning plans for the health

care facilities;

ii. Health planning consultant to

prepare the relevant bid

documentation and a programme for

procurement and deliveries of all

medical and non-medical equipment;

iii. Manage the supply and delivery of

all medical and non-medical

equipment and record such as to

track what has been delivered, what

a) As-Built Drawings;

b) Operating and

Maintenance

Manuals;

c) Close-Out reports;

and

d) Progress Reports





is delayed, etc.;

iv. Ensure that suppliers trained staff on

the usage of equipment where

required;

v. Manage the moving of new

equipment into the new completed

facility using labour supplied through

the recruitment office or a moving

company;

vi. Manage the decanting of any items

from the old building to the new

building or to temporary buildings;

vii. Manage the documentation required

for the disposal of any condemned

equipment;

viii. Decommissioning of any existing

facilities; and

ix. Commissioning of the new or

upgraded facilities; and

x. Hand over all relevant

documentation to the End User.

b) Manage, co-ordinate and expedite the

preparation of As-Built drawings, all

operating and maintenance manuals as well

as warrantees and guarantees;

c) Manage, co-ordinate and expedite the

preparation and agreement of the final

account by the consultants with the relevant

contractors;

d) Process final accounts;

e) Receive and review Close-out Reports from

the Consultants/Contractors; and

f) Submit a project Close-out Report with

project and financial data to the CDC and

NDoH.

3 PREPARATION OF SUBMISSIONThe following items are to be submitted:

a) The Respondents Information Sheet at the beginning of this document;





b) An organogram of all members of the Consortium/ Joint Venture;

c) Percentage and description of work to be carried out by each member of the Consortium/ Joint

Venture;

d) Commitment to the transfer of knowledge i.e. the use of interns and students proposed for this

project by indicating the minimum number to be assigned to this project. The cost of employing

of interns is deemed to be included in fee percentages offered in the financial Proposal;

e) The Financial Proposal form (Appendix A) is to be completed by respondents, wherein fees

are reflected as an amount in Rand and the remaining fees expressed as a percentage of the

total construction cost; and

f) The Tender Offer Evaluation and Scoring document attached (Appendix B) should be

carefully read and all Annexures are to be completed in full.





4 ASSESSMENT CRITERIA4.1 RESPONSIVENESS

The following criteria will be used in assessing the responsiveness of tenders.

Table 1: Mandatory Requirements to be submitted

Failure to submit and complete all mandatory information will result in submissions being deemed null and void and shall be considered “non – responsive” and therefore not considered.


NO. DESCRIPTION YES NO

1Valid original Tax Clearance Certificate (submitted by all

members of the Consortium/JV);

2Confirmation of signing of attendance register at the mandatory

briefing meeting;

3 Letter of Intent signed by all members of the Consortium/JV

4Letter lead partner to sign the documents for the

Consortium/JV’s (signed by all members of the Consortium/JV)

5

Confirm access to key personnel with relevant experience to

execute services with proof of professional registration for all

multidisciplinary Professional Service Providers and CV’s of

such resources

6

Suitable qualified and experienced person named who will act

as Principal Agent with a minimum of 10 years industry

experience in this field

7Financial proposal Schedules (A1, A2, A3 & A4) must be

completed in full and duly signed and returned

8Completed and signed Compulsory Declaration of Interest Form

submitted by all members of the JV/Consortium

9

Completed and signed Certificate of Independent Bid

Determination (SBD 08) submitted by all members of the

JV/Consortium

10

Completed and signed Declaration of Bidders Past Supply Chain

Management Practices (SBD 09) submitted by all members of

the JV/Consortium




4.2 ADDITIONAL INFORMATION REQUIREDThe following additional information is required for the assessment of bids:

a) Consolidated BEE Certificates (for each entity);

b) An organogram of the entire JV/Consortium team for the project;

c) Company profiles of all members of the JV/Consortium; and

d) Pro forma JV/Consortium agreement.

4.3 QUANTITATIVE ASSESSMENTBids are to be adjudicated on Price and BEE status. The method of scoring Financial Proposals and

the BEE Verification Certificate is described in the attached Tender Evaluation and Scoring document.

The allocation of tender adjudication points for this Contract shall be as follows:

Area of Adjudication Maximum Points

Tendered Price (SP) 90

Empowerment Objectives (SE) 10

Total Points (S) 100

5 TERMS AND CONDITIONSa) All submissions must be received by the CDC no later than 12:00 noon, Monday, 11 May

2015. Respondents must submit their proposals before the closing date and time and any late

submissions will not be considered;

b) All submissions and subsequent information received will become the property of the CDC and

will not be returned;

c) Failure to complete all mandatory information will result in submissions being deemed null

and void and shall be considered “non-responsive” and therefore not considered;

d) Telegraphic, telexed, faxed or e-mailed submissions will not be accepted;

e) One original document shall be placed in sealed envelopes clearly marked. “CDC/284/15 -Professional Consultancy Services for the Emergency Revitalisation of the Dihlabeng Hospital”

f) Respondents or their representatives (including the courier services) must ensure that they

register their submissions in the Register for Submissions form that will be provided at the

Reception Desk of the CDC, wherein they will indicate the name of the person delivering the





submission, the number of copies submitted, the time and date of submission and attach their

signatures;

g) All enquiries regarding this Request for Proposal must be directed in writing only to:

Mr Luvuyo Matya – Unit Head: Supply Chain ManagementCoega Development Corporation, Corner Alcyon Road & Zibuko Street, Zone 1, Coega IDZ,

Port Elizabeth, 6100.

Fax : 041 403 0573

Email : [email protected]

h) The contact person reflected above shall be the only point of contact for this contract. Failure

to observe this requirement will lead to immediate disqualification of the respondent;

i) The CDC reserves the right not to accept any submission. If the CDC does not accept any

submission, it will declare this proposal request process to be closed and may then elect to

negotiate with any party, or to proceed on a completely different basis, or not to proceed with

the services;

j) Submission of a proposal and its subsequent receipt by the CDC does not represent a

commitment on the part of the CDC to proceed further with any Respondent or any project;

k) The Respondent shall treat as confidential all documentation, drawings, reports, etc which are

provided pursuant to this RFP;

l) All documents, drawings, reports, etc prepared by the Respondent pursuant to this RFP shall

become the copyright of the CDC;

m) No costs incurred by the Respondents in the preparation of their submission will be

reimbursed;

n) All Respondents will be advised as soon as the successful Bidders have been approved

pertaining to the specific contract;

o) Members of the bidders not to appear in more than one consortium. In the event that thus is

unavoidable such consultant shall sign a confidentiality agreement among the consortium or

JV members to not disclose information to another group. This document to be enclosed in the bid submission.

p) All disbursements unless otherwise stated will be payable as per the National Department of

Roads, Public Work’s Gazetted Rates and Treasury;

q) Disbursements which would include travelling and accommodation will be paid based on the

assumptions that the offices are in Bloemfontein. Any travelling, etc. will be deemed claimable

from Bloemfontein as the base station in all events; and

r) The CDC reserves the right to effect payment individual members of the JV/Consortium if the

need arise during the duration of the appointment.





6 DISQUALIFICATIONSPotential Bidders will be disqualified immediately during the tendering stage or during the tender

evaluation and adjudication stage or after the contract has been awarded if they are found to have

conducted or committed any of the following:

a) Bidders, bidder’s representatives, associates, or shareholders that sought to influence

adjudication process of this tender, or outcomes of the adjudication process, directly or

indirectly;

b) Bidder that failed to follow or observe the lines of communication that are prescribed in the

Advert;

c) Collusion among bidders;

d) Misrepresentation of information;

e) Any Bidder or its principals or both who have engaged in corrupt and fraudulent practices, not

only with the CDC but anywhere else;

f) Bidder who has pending liquidation, in receivership, bankrupt/insolvent (actually and

commercially);

g) Tendered price that is unrealistically low and posing commercial risk to the CDC;

h) Poor past performance on previous contracts; and

i) Bidder or JV/Consortium partner appearing on National Treasury blacklist.





APPENDIX A – FINANCIAL PROPOSALSchedule A1 – Fixed Costs

Fixed Costs (Rand Value) Fixed Fee Amount

Fee for development of Comprehensive Conditional Assessment Report R

Fee for development of Comprehensive Consultation Report R

Fee for development of Comprehensive Project Implementation Plan (PIP) R

Sub Total - Carry Forward to FINAL OFFER R

Schedule A2 – Professional Services

Activities per Stage

Disciplines Total per Activity (all disciplines)

Quantity Surveyor Architect

Civil Engineer

Structural Engineer

Mechanical Engineer

Electrical Engineer

Principal Agent

Health Planner

% % % % % % % % %

(a) Fee as a percentage of the total

construction cost for the

development of the concept

designs and cost estimates.

(b) Fee as a percentage of the total

construction cost for the detail

designs and pre tender cost

estimates.

(c) Fee as a percentage of the total

construction cost for the tender

documents.




(d) Fee as a percentage of the total

construction cost for the overall

project co-ordination and project

management activities.

(e) Fee as a percentage of the total

construction cost for site

supervision during construction.

(f) Fee as a percentage of the total


decommissioning, decanting and

commissioning of the complete

facilities and close out report.

(g) Fee as a percentage of the total


decommissioning, decanting and

commissioning of Health

Technology Equipment.

Total Percentage per Discipline & Overall Total (Schedule A2)




Schedule A3 – Fee Amount Calculation

Schedule A3: Fee Amount CalculationEstimated Construction Costs(Excluding VAT) R 25,000,000.00

Fees Tendered Amount

Percentage Basis Fees

Estimated fee amount carried forward from Schedule A2 R

Fixed Fees

Fix fee amount carried forward from Schedule A1 R

Total Fee Amounts R Schedule A3 – Carry Forward to FINAL OFFER




Schedule A4 – Disbursements

Schedule A4: Disbursements

Activity Unit Quantity Rate Amount

Geotechnical Investigation [If required] (Proven Costs) Prov Sum 1 R 20,000.00 R 20,000.00

Mark-up & Profit Charge % 1 % R

Topo survey & Other Testing Works [If required] (Proven

Costs)Prov Sum 1 R 35,000.00 R 35,000.00


H & S Agent Services (Proven Costs) Prov Sum 1 R 50,000.00 R 50,000.00


Travelling (Vehicle) km 10,000 R R

Travel Time (All disciplines) (Proven cost) Hrs 100 R R

Printing, Typing, Binding & Drawings Prov Sum 1 R 20,000.00 R 100,000.00

Total Disbursement Amount RSchedule A4 - Carry Forward to FINAL OFFER




Summary:

SUMMARY - TOTALS FOR SCHEDULES A3 & A4 FOR FEES & DISBURSEMENT – FINAL OFFERFrom Schedule A3 (Schedules A1 & A2) – Total Amount for Fees

(fix & percentage)R

From Schedule A4 – Total Amount for Disbursements R

Total Consultancy Services Amount Offered (Excluding VAT) R

Notes

(a) All deliverables but not limited to these listed will be treated as disbursement at a proven cost by CDC; (b) All disbursement will be paid as per the National Department of Roads, Public Work’s Gazetted Rates and Treasury

We/I _______________________________in my/our capacity ________________________________duly authorized Lead Partner for the

____________________________________________________Consortium/Joint Venture offer the amount of R__________________(exclusive of

VAT) (Amount in Words) _______________________________________________________________________________________for rendering

Professional Consultancy Services.

Name of Person: __________________________

Authorized Signature: __________________________

Witness:Name: __________________________ Signature: ___________________________


Eastern Cape Provincial ProjectsDepartment of Health

ISO 9001: Clause 4.4.2Design and Development Planning

APPENDIX B - TENDER OFFER EVALUATION AND SCORING

34

Coega Development Corporation (Pty) Ltd

TENDER OFFER EVALUATION AND SCORING

Empowerment Objectives

Price

SPECIFICATIONTGP 07: 2013

REVISION 07: JANUARY 2013

Coega Development Corporation Coega IDZ and PortProcurement Unit Zone Development and Operations

ISO 9001: 2008 Clause 7.4Purchasing

5

EVALUATION AND SCORING OF TENDER OFFERS ON EMPOWERMENT OBJECTIVES AND PRICE

SPECIFICATION

TGP 07: 2013

REVISION 07: JANUARY 2013

Coega Development Corporation (Pty) Ltd

Coega Business Centre

Zone 1, Coega IDZ

Port Elizabeth, South Africa

6001

Copyright © 2006 Coega Development Corporation (Pty) Ltd

DOCUMENT CONTROL SHEET

PROJECT NAME : COEGA INDUSTRIAL DEVELOPMENT ZONE AND PORT OF NGQURHA

DOCUMENT TITLE : EVALUATION AND SCORING OF TENDER OFFERS ON EMPOWERMENT OBJECTIVES AND PRICE

DOCUMENT No. : TGP 07 : 2013

SIGNING OF THE ORIGINAL DOCUMENT

We, the undersigned, accept this document as a stable work product to be placed under formal change

control as described by the Change Control Procedure document.

ORIGINAL Prepared by Reviewed by Approved by

Date: October 2004

Name:Andile Ntloko

Name:-

Name:Wabo Msizi


Revision Prepared by Reviewed by Approved by

Date:11 August 2006

Name:Philisa Ndzamela-Qaba

Name:Bongeka Jojo

Name:

Wabo Msizi


Date:27 October 2006

Name:Mpumi Mabula

Name:Peter Inman

Name:

Paul Leese


Date:27 July 2007

Name:Carmen Harri

Name:Luvuyo Matya

Name:

Alan Young


Date:

01 November 2008

Name:

Andile Ntloko

Name:Luvuyo Matya

Name:Alan Young


Date:

6 July 2010

Name:

Luvuyo Matya

Name:Andile Ntloko

Name:Bongeka Jojo




Date:

17 January 2013

Name:

Luvuyo Matya

Name:Andile Ntloko

Name:Bongeka Jojo




TABLE OF CONTENTS

ACRONYMS....................................................................................................................2

1 INTRODUCTION........................................................................................................2

2 APPLICABLE DOCUMENTATION............................................................................2

3 DEFINITIONS AND INTERPRETATIONS.................................................................3

4 TENDER ADJUDICATION POINTS..........................................................................6

5. DETERMINATION OF RESPONSIVENESS OF BIDDERS…………………………...7

6. THE QUANTITIATIVE ASSESSMENT…………………………………………...............9

7. GUIDELINES WHEN FUNCTIONALITY IS USED IN THE EVALAUTION PROCESS……………………………………………………………………………………...10

8. DISQUALIFIERS DURING EVALUATION STAGE…………………………………..10

9 DOCUMENTATION TO BE SUBMITTED IN SUPPORT OF TENDER...................11

10 VALIDITY OF PREFERENTIAL REGISTRATION AFFIDAVIT...............................12

11 PROOF OF CONTRACTUAL ARRANGEMENT.....................................................12

12 OUTSOURCING OF WORKS..................................................................................13

13 COMPLIANCE WITH LEGISLATION......................................................................14

14 SUBSTITUTION OF PREFERENTIAL GROUP DURING CONTRACT PERIOD 14

15 RECORDING AND REPORTING BY THE CONTRACTOR................................14

TGP Specification Page 1 of 14 17/01/2013



ACRONYMS

ABE = Affirmable Business Enterprise

ABVA = Association of BEE Verification Agencies

BBBEE = Broad-based Black Economic Empowerment

BEE = Black Economic Empowerment

EME = Exempted Micro Enterprises

CDC = Coega Development Corporation (Pty) Ltd

CIDB = Construction Industry Development Board

LEP = Local Enterprise Participation

PPPFA = Preferential Procurement Policy Framework Act

SMME = Small, Medium and Micro Enterprises

WEO = Women Equity Ownership

INTRODUCTION

This Specification, TGP 07:2013: Tender Offer Evaluation and Scoring shall form the basis for

determining how this tender will be evaluated and scored more particularly with respect to

achievement of Empowerment Objectives and the Tendered Price.

This Specification was developed and adopted by the Coega Development Corporation Pty Ltd

(CDC) to ensure that Broad Based Black Economic Empowerment (B-BBEE) is meaningfully

progressed and that individuals with B-BBEE status, specifically from the Eastern Cape, participate

meaningfully during the execution of contracts awarded by the CDC for the development of the

Coega IDZ and on projects that the CDC implements on behalf of other entities.

APPLICABLE DOCUMENTATION

This Specification is to be read together with following applicable documents:

(a) Preferential Procurement Policy Framework Act (PPPFA);

(b) Broad-based Black Economic Empowerment Act (B-BBEE);

(c) CDC’s Procurement Policy & Procedures;

(d) Construction Industry Development Board’s (CIDB’s) Code of Conduct; and

(e) Public Finance Management Act (PFMA).




DEFINITIONS AND INTERPRETATIONS

(a) Affiliated Business: A business entity which has control of or the power to control another

business entity, albeit indirectly, e.g. where a third person has control of or has the power to

control both entities. Indicators of control shall, without limitation, include interlocking

management or ownership, identity of interests among family members, shared facilities and

equipment, or common use of employees.

(b) Accredited Verification Agencies: Enterprises that have been accredited by SANAS and

ABVA on behalf of the DTI to provide an independent opinion on the broad-based economic

empowerment status of enterprises.

(c) Assignment Value: The total Rand value of the money charged to the CDC by a Service

Provider for services rendered to the CDC following a duly authorised appointment to do so

by the CDC.

(d) Black people: refers to African, Coloureds, Chinese and Indian who are citizens of RSA by

birth and are citizens of RSA by naturalisation before 1994.

(e) Black Economic Empowerment: is defined as an integrated and coherent socio-economic

process that directly contributes to the economic transformation of South Africa and brings

about significant increases in the number of black people who manage, own and control the

country’s economy, as well as significant decrease in income inequalities.

(f) Broad Based Black Economic Empowerment: means the economic empowerment of all

black people including black women, workers, youth, people with disabilities and people

living in rural areas, through diverse but integrated socio economic strategies, as defined in

the Act.

(g) Codes of Good Practice : refers to BEE Codes of Good Practice including all the

statements as issued under section 9 of Act 53 of 2003

(h) Contract: A legally binding agreement between the CDC and the Service Provider for the

latter to provide goods and/or services to the former. A contract would be legally binding

only if it has been signed by people who have the delegated authority to do so.

(i) Contractor: Any person, body, or legal entity who has a contract with the CDC for

performing a construction related contract. A Tenderer whose tender has been accepted

becomes a Contractor.




(j) Control: The possession and exercise of legal authority and power to manage the assets,

goodwill and daily operations of a business and the active and continuous exercise of

appropriate managerial authority and power in determining the policies and directing the

operations of the business.

(k) Employment Intensive Construction: Forms of construction utilising methods and

technologies which realise an increase in the number of employment opportunities

generated over plant based or traditional forms of construction.

(l) Executive Director: A partner in a partnership, a sole proprietor, a director of a company

established in terms of the Companies Act, 1973 (Act 61 of 1973) or a member of a close

corporation registered in terms of the Close Corporation Act, who, jointly and severally with

his other partners, co-directors or co-members, as the case may be, bears the risk of the

business and takes responsibility for the management and liabilities of the partnership,

company, or close corporation on a day to day basis.

(m) Firm: A business entity providing professional services in which at least two thirds of the

Principals are Registered Professionals-in-training.

(n) Joint Venture: An association of firms, companies or businesses for which purpose they

combine their expertise, efforts, skills and knowledge to execute the Contract.

(o) Local Enterprise Participation: A firm, company, business with a permanent office and

infrastructure in the Eastern Cape Province that participates meaningfully in the Performance

of the Works.

(p) Office: A firm which is under the full-time control and operation of a resident Registered

Professional.

(q) Owned: Having all the customary incidents of ownership, including the right of disposition,

and sharing the risks and profits commensurate with the degree of ownership interest as

demonstrated by an examination of the substance, rather than the form of the ownership

arrangements.

(r) Ownership Goal: The percentage of the Tendered Price, as awarded, which represents the

sum of the Rand value of HDI people’s equity in the Performance of the Works.

(s) Preferential Group: Individuals, firms or companies with BEE status and who are targeted

for empowerment.




(t) Preferential Participation Programme: A programme indicating the means, resources and

methodology by which a Contractor would undertake to engage preferential groups in the

due fulfilment of the Contract.

(u) Prime Contractor: A contractor who contracts with the CDC as the principal or main

contractor or as a joint venture partner to such contractors, to provide goods, services or

works.

(v) Professional Service: The provision on a fiduciary basis of labour and knowledge-based

expertise which is applied with skill, care and diligence in accordance with the provision of

the Professional Service Contract.

(w) Service Provider: Any person or body corporate that is under contract to the CDC for

providing a Professional Service.

(x) Registered Principal: A person within an Office who is professionally registered by the

relevant statutory council, and who is a director, partner, member, profit sharing associate,

shareholder or other category of persons who participates meaningfully in the ownership,

benefits and risks of the Office and is engaged full time in the operation of the Office.

(y) Registered Professional: A full-time employee of an Office, other than a Principal, who is

professionally registered by the relevant statutory council.

(z) Registered Professional-in-training: A full-time employee, other than a Principal, who is

registered by the relevant statutory council as a professional-in-training, has obtained the

necessary tertiary qualifications to register as a professional and is serving an in-house

training period prior to applying to register as a professional.

(aa) Senior Manager: An individual who is responsible for planning, organising, leading and

controlling operations within an organisation and who reports to the Executive Director.

(bb) Services: The provision of labour and/or work carried out by hand or with the assistance of

equipment and plant including the input as necessary of knowledge based expertise.

(cc) Small, Medium and Micro Enterprises: There are two types namely Exempted Small &

Micro Enterprise (ESME’s) and Qualifying Small Enterprise (QSE):

(i) Exempted Small & Micro Enterprises (ESME’s) are defined by the Codes, as

companies with an annual total turnover of R5 million or less.




(ii) Qualifying Small Enterprises (QSE) are defined by the Codes, as companies with an

annual total turnover of between R5 million and R35 million.

(dd) Sub-contractor: A contractor who contracts with the Prime Contractor to provide works as

part of the total services required by the CDC for that Contract.

(ee) Supplier: A firm that owns, operates or maintains stores, warehouses or other

establishments in which materials or supplies are bought, kept in stock and regularly sold to

the public in the usual course of business; and engages as its principal business, and in its

own name, in the purchase and sale of goods.

(ff) Tender: The offer of prospective suppliers of goods and/or services, submitted in a tender

document which is issued to the public at large.

(gg) Women Equity Ownership (WEO): The collective ownership percentage of full-time

Executive Directors within an enterprise who are women.

TENDER ADJUDICATION POINTS

4.1 Points Awarded for Empowerment Objectives

The points system for Service Providers (and Contractors) will be structured in the following

way:

SCORING

CRITERIA

WEIGHTING FOR

80:20WEIGHTING FOR

90:10COMMENTS

Price 80 90

Empowerment

Objective20 10

B-BBEE Certificate

is required

Total points 100 100

The 80:20 weighting applies for contracts less than R1 million (VAT Incl.) whereas the 90:10

weighting applies for all contracts in excess of R1 million (VAT Incl.).




The allocation of tender adjudication points for Contracts shall be as follows:

Area of Adjudication Maximum Points Maximum Points

Tendered Price (SP) 80 90

Empowerment Objectives (SE) 20 10

Total Points (S) 100 100

In addition to price evaluation, CDC will evaluate contractors, service providers and

professionals based on their B-BBEE status achieved in accordance with the DTI Codes of

Good Practice and companies must submit B-BBEE Verification Certificates from accredited

verification agency or IRBA registered Auditors in order to be eligible for empowerment

points. Exempted Small & Micro Enterprises (ESME’s) enjoy a deemed BEE recognition of

Level 4 contributor and those, which are 50% or more owned by black people are promoted

to a Level 3 contributor. Sufficient evidence of qualification as an Exempted Small Micro-

Enterprises (ESME’s) is a letter from the enterprise’s Accounting Officer confirming that the

turnover is less than R5m or a verification certificate from Independent Regulatory Board for

Auditors (IRBA) or SANAS registered Verification Agency.

Note: A Trust, Consortium or Joint Venture will qualify for points for their B-BBEE Status

Level as a legal entity, provided that the entity submits their B-BBEE Status Level

certificate.

A Trust, Consortium or Joint Venture will qualify for points for their B-BBEE Status

Level as an unincorporated entity provided that the entity submits their consolidated

B-BBEE Scorecard as if they were a group structure and that such a consolidated B-

BBEE Scorecard is prepared for every separate tender.

Empowerment points shall be awarded to a tenderer for attaining the B-BBEE status level of

contributor in accordance with the table below.

CONTRIBUTION LEVELWEIGHTING FOR

80:20 WEIGHTING FOR

90:10

Level One 20 10

Level Two 18 9

Level Three 16 8

Level Four 12 5




CONTRIBUTION LEVELWEIGHTING FOR

80:20 WEIGHTING FOR

90:10

Level Five 8 4

Level Six 6 3

Level Seven 4 2

Level Eight 2 1

Non-Compliant Contributor0

0

6 Local Enterprise Participation (LEP Target)

The LEP target is the value of work done by local enterprises, whether as prime contractor, sub-

contractor or supplier, determined as follows:

The value sourced at local level is the value of resources based in the local area or produced in

the local area

The LEP target must be calculated in relation to every entity involved in the project. Management

staff commuting from other areas for the duration of the project will not qualify as local. Plant and

equipment brought in from other areas will not qualify as local. Materials and plant sourced via

local suppliers or agencies will qualify as local. A supplier that has been established locally by a

Tenderer solely for the purpose of servicing the project will not qualify as a local Supplier.

The LEP threshold for CDC contracts is 30%.

The threshold may be increased by the BU up to 50% if scope exists for further local

participation.

7 SMME / EME Involvement

There should be a minimum participation of 35% SMME’s / EME’s participation of tender value,

excluding VAT, escalation, etc. Each project from every Business Unit must achieve a minimum

of 35% SMME participation. SMMEs must be 100% Black owned or at least majority black owned.




DETERMINATION OF RESPONSIVENESS OF BIDDERS

In deciding on the responsiveness or pre-qualifiers due cognisance must be taken to the fact that

some should always be included in the tender documents and some would depend upon the nature

of the contract and therefore might not always be required. The following responsiveness criteria or

pre-qualifiers will be used in this bid and are subdivided into mandatory and non-mandatory:

5.1 Mandatory Requirements


NO. DESCRIPTION YES NO

1Valid original Tax Clearance Certificate (submitted by all

members of the Consortium/JV);

2Confirmation of signing of attendance register at the mandatory

briefing meeting;

3 Letter of Intent signed by all members of the Consortium/JV

4Letter lead partner to sign the documents for the

Consortium/JV’s (signed by all members of the Consortium/JV)

5

Confirm access to key personnel with relevant experience to

execute services with proof of professional registration for all

multidisciplinary Professional Service Providers and CV’s of

such resources

6

Suitable qualified and experienced person named who will act

as Principal Agent with a minimum of 10 years industry

experience in this field

7Financial proposal Schedules (A1, A2, A3 & A4) must be

completed in full and duly signed and returned

8Completed and signed Compulsory Declaration of Interest Form

submitted by all members of the JV/Consortium

9

Completed and signed Certificate of Independent Bid

Determination (SBD 08) submitted by all members of the

JV/Consortium

10

Completed and signed Declaration of Bidders Past Supply Chain

Management Practices (SBD 09) submitted by all members of

the JV/Consortium



5.2 ADDITIONAL INFORMATION REQUIRED

The following additional information is required for the assessment of tenders:

(a) Consolidated BEE Certificates (for each entity);

(b) An organogram of the entire JV/Consortium team for the project;

(c) Company profiles of all members of the JV/Consortium; and

(d) Pro forma JV/Consortium agreement.

6. THE QUANTITATIVE ASSESSMENT

It is considered that there might be a need for an iterative process between the Stage 1 and Stage

2 in that other things befit Stage 1 might only be apparent in Stage 2. This should be construed as

progressive elaboration of assessment and should be allowed to take place when a need to do so

arises.

6.1 Points Awarded for Tender Price (SP)

The lowest acceptable tendered price should be determined and will be used to calculate the

score for price. A maximum of 80 or 90 points will be allocated to the Tendered Price on the

following basis:

Where: SP = Score obtained by the Tenderer for Price;

Smax = Maximum score that could be obtained for this Contract;

Plowest = Lowest acceptable tender price;

Ptendered = Tendered price being considered.

6.2 Empowerment Scoring, SE

(a) Obtain Broad-based Black Economic Empowerment (B-BBEE) certificate which must

be submitted with tender. (entities issuing the certificates should be registered with

SANAS or IRBA.

(b) In case of JV or Consortium submissions a Consolidated B-BBEE Scorecard must be

submitted and it must be prepared for every separate tender.

6.3 Total Tender Adjudication Points

The total tender adjudication points (S), is given by:


SP=Smax (Plowest /Ptendered )



S = SP + SE (Not to Exceed 100 Points)

7 GUIDELINES WHEN FUNCTIONALITY IS INCLUDED AS A CRITERION IN THE EVALUATION OF BIDS Functionality – means the measurement according to predetermined norms of a service or

commodity designed to be practical and useful, working or operating, taking into account quality,

reliability, viability and durability of a service or commodity.

The evaluation of bids must be conducted in the following two stages:

7.1 Firstly, the assessment of functionality must be done in terms of the evaluation criteria and

the minimum threshold be determined. A bid must be disqualified if it fails to meet the

minimum threshold for functionality as per the bid invitation.

7.2 Thereafter, only the qualifying bids are evaluated in terms of the 80/20 or 90/10 preference

points systems, where the 80 or 90 points must be used for price only and the 20 or 10

points are used for empowerment scoring and/or for achieving the prescribed RDP Goals.

8 DISQUALIFIERS DURING EVALUATION STAGE

The following disqualifiers will be used:

8.1 Bidder that sought to influence the adjudication process;

8.2 Collusion among bidders;

8.3 Misrepresentation of information;

8.4 Any service provider or its principals (or both) who have engaged in corrupt and fraudulent

practices, not only with the CDC but anywhere else;

8.5 Bidder who has a pending liquidation, in receivership, bankrupt/insolvent (actually and

commercially)

8.6 Tendered price unrealistically low and posing commercial risks to the client;

8.7 Poor past performance (the focus is on gross poor performance and a clear trend of poor

performance needs to be established).

9 DOCUMENTATION TO BE SUBMITTED IN SUPPORT OF TENDER

(a) The CDC shall require all potential Consultants, SP’s and CONTR’s to submit at tender

stage, a valid certified copy of a Verification Certificate. The Verification Certificate which

indicates the entity’s BEE status must be issued by SANAS Accredited Verification Agency

or IRBA registered Auditors. Similarly, small entities i.e. Exempted Small Micro Enterprises

(ESME’s) will have to submit Exemption Certificates issued by an Accredited Verification




Agency or IRBA registered Auditor’s certificate or similar certificate issued by Accounting

Officers.

(b) The common legislative requirements that are specified by the CDC are CIDB Grading and

valid original Tax Clearance Certificate (TCC).

(c) Tenderers shall submit the Draft Joint Venture Agreement when required to do so.

(d) Tenderers shall deliver to the Employer a works programme clearly specifying the

participation of targeted enterprises per activity.

(e) Failure by the Tenderer to complete and deliver the information schedules in the form and

within the time specified as agreed by the CDC or its agents/officers, etc., may render the

tender non-responsive and lead to its rejection.

10VALIDITY OF PREFERENTIAL REGISTRATION AFFIDAVIT

(a) Should a Tenderer either claim or engage an enterprise whose actual black equity and/or

staff composition differs from the actual black equity and/or staff composition for which

credits have been claimed whether incorrectly and/or fraudulently on any tender, such

Tenderer shall immediately be disqualified.

(b) Any Contract awarded on account of false information furnished by the Tenderer in order to

secure preference may be cancelled at the sole discretion of the CDC without prejudice to

any other remedies the CDC may have.

(c) Should the Tenderer be found to have acted fraudulently and/or dishonestly, he/she will be

disqualified from all future tenders for a minimum period of thirty six (36) months, or as

otherwise decided by the CDC.

(d) It is primarily the responsibility of the Tenderer to understand the relevant criteria, definitions

and interpretations associated with a specific preference group before claiming credits for

the engagement of such preference group.

11PROOF OF CONTRACTUAL ARRANGEMENT

11.1 The Contractor shall submit to the CDC a list of sub-contractors to perform works, services

or supply of goods entered into between the Prime Contractor or Joint Venture at Prime

Contract Level and the sub-contracted preference groups. The CDC may deny the




Contractor credits towards the attainment of his preference group participation percentage in

the absence of a written sub-contract and/or the failure by the Contractor to submit a copy

thereof to the CDC.

11.2 A Joint Venture or Consortium shall submit to the CDC a certified copy of the Joint Venture /

Consortium Agreement, if the Joint Venture/Consortium involves preference groups for

which participation credits are applied. The Contractor shall not impose upon preference

groups unfair conditions of contract. Preference participation credits claimed may be denied

if such contracts contain:

(i) A right of set-off, session and assignment as well as surety in favour of the employing

contractor;

(ii) Authoritarian rights given to the employing contractor with no recourse to independent

adjudication in the event of a dispute arising;

(iii) Payment procedures based on a pay-when-paid system;

(iv) Unreasonable retention percentages and periods of retention after completion;

(v) Conditions which are more onerous than those which exist in the Contract with the

CDC.

11.3 Groups for which preference credits are applied for shall participate meaningfully during the

Performance of the Works and shall be responsible for clearly defined portions of the works

to be performed or services to be provided with its own work force and using its own

resources or resources hired by it independent of the employing contractor or non-

preference partners in a joint venture.

12OUTSOURCING OF WORKS

12.1 The Prime Contractor/Service Provider shall execute works in accordance with tender

commitment and may not outsource works without due approval of the CDC Project

Manager.

12.2 An entity must not be awarded points for B-BBEE status level if it is indicated in the tender

documents that such a tenderer intends sub-contracting more than 25% of the value of the

contract to any other enterprise that does not qualify for at least the points that such tenderer

qualifies for, unless the intended sub-contractor is an exempted micro enterprise that has the

capacity and ability to execute the sub-contract.

12.3 An entity awarded a contract may not sub-contract more than 25% of the value of the

contract to any other enterprise that does not have an equal or higher B-BBEE status level

than the person concerned, unless the contract is sub-contracted to an exempted micro

enterprise that has the capacity and ability to execute the sub-contract.




13COMPLIANCE WITH LEGISLATION

Submissions from entities which do not meet the specified legislative requirements or proof of

suitable arrangements being made with the relevant authorities at the time of tendering will be

rendered non-responsive by the CDC. The common legislative requirements that are specified by

the CDC are CIDB Grading and valid original Tax Clearance Certificate (TCC).

In cases of Joint Ventures or Consortia, all the JV partners must have valid original TCC by the time

they make a submission. If one of the JV partners has not submitted a valid original TCC, the entire

JV or Consortium shall be regarded as being non-responsive. Sub-contractors must also comply

with Tax Clearance Certificate (TCC) requirements.

14SUBSTITUTION OF PREFERENTIAL GROUP DURING CONTRACT PERIOD

13.1 Conditions during the Performance of the Works may necessitate terminating the

participation of a Preferential Group. This termination must, however, be authorised by the

designated CDC Project Manager. Key indicators for such justification include, but are not

limited to the following:

(i) Continuous poor productivity and progress by the Preferential Group;

(ii) Continuous non-conformance to quality standards by the Preferential Group

13.2 Each case shall be investigated and a formal written report prepared by the Procurement

Office in consultation with the Project Manager (PM).

15 RECORDING AND REPORTING BY THE CONTRACTOR

The CDC Project Manager shall monitor and ensure that SMME and LEP commitments are

achieved during the duration of the contract, the contractor shall report on monthly basis the

achievements thereof to the consultants and CDC Project Manager. The CDC Project Manager

shall take all necessary actions during the Performance of the Works to bring to the attention of the

Contractor when progress in the attainment of the tendered goal percentage(s) is lacking.

Supply Chain Manager

Andile Ntloko

…………………………………………….. …………………………………………………...Signature Supply Chain Manager Date of approval





APPENDIX C – COMPULSORY DECLARATION OF INTEREST




COMPULSORY DECLARATION OF INTEREST FORM

The following particulars must be furnished. In the case of a joint venture, a separate declaration of interest form in respect of each party to the joint venture must be completed and submitted.

Section 1: Name of enterprise: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Section 2: VAT registration number, if any: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Section 3: CIDB registration number, if any: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Section 4: Particulars of sole proprietors and partners in partnerships

* Complete only if sole proprietor or partnership and attach separate page if more than 3 partners

Name* Identity number* Personal income tax number*

Section 5: Particulars of companies and close corporations

Company registration number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Close corporation number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Tax reference number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Section 6: Record of association with CDC member of Staff/Board

If any sole proprietor, partner in a partnership or director, manager, shareholder or stakeholder in a company or

close corporation has an association with a CDC member of staff or member of Board, a relative of a CDC

member of staff or member of Board please provide information below: An Association is defined as: a

business or personal relationship between a group of people or organizations joined together for a purpose.

Name of sole proprietor, partner, director, manager, principal shareholder or stakeholder

Name of the CDC member of staff or Board

Type of relationship(tick appropriate column)

Family Friend

*insert separate page if necessary




COMPULSORY DECLARATION OF INTEREST FORM (Continued)

The undersigned, who warrants that he / she is duly authorised to do so on behalf of the enterprise:

i) confirms that the neither the name of the enterprise or the name of any partner, manager, director or other person,

who wholly or partly exercises, or may exercise, control over the enterprise appears on the Register of Tender

Defaulters established in terms of the Prevention and Combating of Corrupt Activities Act of 2004;

ii) confirms that no partner, member, director or other person, who wholly or partly exercises, or may exercise, control

over the enterprise, has within the last five years been convicted of fraud or corruption;

iii) confirms that I / we are not associated, linked or involved with any other tendering entities submitting tender offers

and have no other relationship with any of the tenderers or those responsible for compiling the scope of work that

could cause or be interpreted as a conflict of interest; and

iv) confirms that the contents of this questionnaire are within my personal knowledge and are to the best of my belief

both true and correct.

Signed Date

Name Position

Company Name




APPENDIX D – DECLARATION OF BIDDERS PAST SUPPLY CHAIN PRACTICES (FORM SBD 8)




SBD 8

DECLARATION OF BIDDER’S PAST SUPPLY CHAIN MANAGEMENT PRACTICES

1 This Standard Bidding Document must form part of all bids invited.

2 It serves as a declaration to be used by institutions in ensuring that when goods and services are

being procured, all reasonable steps are taken to combat the abuse of the supply chain

management system.

3 The bid of any bidder may be disregarded if that bidder or any of its directors have:

a. abused the institution’s supply chain management system;

b. committed fraud or any other improper conduct in relation to such system; or

c. failed to perform on any previous contract.

4 In order to give effect to the above, the following questionnaire must be completed and submitted

with the bid.

Item Question Yes No

4.1 Is the bidder or any of its directors listed on the National

Treasury’s database as companies or persons prohibited from

doing business with the public sector?

(Companies or persons who are listed on its database were informed in writing of its restriction by National Treasury after the audi alteram partem rule applied).

Yes No

4.1.1 If so, furnish particulars:

4.2 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 the Register enter the National Treasury’s website, www.treasury.gov.za, click on the icon “Register for Tender Defaulters” or submit your written request for a hard copy of the Register to facsimile number (012) 3265445

Yes No


http://www.treasury.gov.za/




4.3 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?

Yes No


4.4 Was any contract between the bidder and any organ of state

terminated during the past five years on account of failure to

perform on or comply with contract?

Yes No


CERTIFICATION

I, THE UNDERSIGNED (FULL NAME)…………………………………………….

CERTIFY THAT THE INFORMATION FURNISHED ON THIS DECLARATION FORM IS TRUE AND

CORRECT.

I ACCEPT THAT, IN ADDITION TO CANCELLATION OF A CONTRACT, ACTION MAY BE TAKEN

AGAINST ME SHOULD THIS DECLARATION PROVE TO BE FALSE.

Signature Date

Position Name of Bidder




APPENDIX E – CERTIFICATE OF INDEPENDENT BID DETERMINATION (FORM SBD 9)




SBD 9

CERTIFICATE OF INDEPENDENT BID DETERMINATION

1 This Standard Bidding Document (SBD) must form part of all bids¹ invited.

2 Section 4 (1) (b) (iii) of the Competition Act No. 89 of 1998, as amended, prohibits an agreement

between, or concerted practice by, firms, or a decision by an association of firms, if it is between

parties in a horizontal relationship and if it involves collusive bidding (or bid rigging).² Collusive

bidding is a pe se prohibition meaning that it cannot be justified under any grounds.

3 Treasury Regulation 16A9 prescribes that accounting officers and accounting authorities must

take all reasonable steps to prevent abuse of the supply chain management system and

authorizes accounting officers and accounting authorities to:

a. disregard the bid of any bidder if that bidder, or any of its directors have abused the

institution’s supply chain management system and or committed fraud or any other

improper conduct in relation to such system.

b. cancel a contract awarded to a supplier of goods and services if the supplier committed

any corrupt or fraudulent act during the bidding process or the execution of that contract.

4 This SBD serves as a certificate of declaration that would be used by institutions to ensure that,

when bids are considered, reasonable steps are taken to prevent any form of bid-rigging.

5 In order to give effect to the above, the attached Certificate of Bid Determination (SBD 9) must be

completed and submitted with the bid:

¹ Includes price quotations, advertised competitive bids, limited bids and proposals.

² Bid rigging (or collusive bidding) occurs when businesses, that would otherwise be expected to compete, secretly conspire to raise prices or lower the quality of goods and / or services for purchasers who wish to acquire goods and / or services through a bidding process. Bid rigging is, therefore, an agreement between competitors not to compete.




SBD 9

CERTIFICATE OF INDEPENDENT BID DETERMINATION

I, the undersigned, in submitting the accompanying bid:

________________________________________________________________________

(Bid Number and Description)

in response to the invitation for the bid made by:

__________________________________________________________________________

(Name of Institution)

do hereby make the following statements that I certify to be true and complete in every respect:

I certify, on behalf of: ______________________________________________________that:

(Name of Bidder)

1. I have read and I understand the contents of this Certificate;

2. I understand that the accompanying bid will be disqualified if this Certificate is found not to be true

and complete in every respect;

3. I am authorized by the bidder to sign this Certificate, and to submit the accompanying bid, on

behalf of the bidder;

4. Each person whose signature appears on the accompanying bid has been authorized by the

bidder to determine the terms of, and to sign the bid, on behalf of the bidder;

5. For the purposes of this Certificate and the accompanying bid, I understand that the word

“competitor” shall include any individual or organization, other than the bidder, whether or not

affiliated with the bidder, who:

(a) has been requested to submit a bid in response to this bid invitation;

(b) could potentially submit a bid in response to this bid invitation, based on their

qualifications, abilities or experience; and

(c) provides the same goods and services as the bidder and/or is in the same line of

business as the bidder




6. The bidder has arrived at the accompanying bid independently from, and without consultation,

communication, agreement or arrangement with any competitor. However communication

between partners in a joint venture or consortium³ will not be construed as collusive bidding.

7. In particular, without limiting the generality of paragraphs 6 above, there has been no

consultation, communication, agreement or arrangement with any competitor regarding:

(a)prices;

(b) geographical area where product or service will be rendered (market allocation)

(c) methods, factors or formulas used to calculate prices;

(d) the intention or decision to submit or not to submit, a bid;

(e) the submission of a bid which does not meet the specifications and conditions of

the bid; or

(f) bidding with the intention not to win the bid.

8. In addition, there have been no consultations, communications, agreements or arrangements with

any competitor regarding the quality, quantity, specifications and conditions or delivery particulars

of the products or services to which this bid invitation relates.

9. The terms of the accompanying bid have not been, and will not be, disclosed by the bidder,

directly or indirectly, to any competitor, prior to the date and time of the official bid opening or of

the awarding of the contract.

³ Joint venture or Consortium means an association of persons for the purpose of combining their expertise, property, capital, efforts, skill and knowledge in an activity for the execution of a contract.

10. I am aware that, in addition and without prejudice to any other remedy provided to combat any

restrictive practices related to bids and contracts, bids that are suspicious will be reported to the

Competition Commission for investigation and possible imposition of administrative penalties in

terms of section 59 of the Competition Act No 89 of 1998 and or may be reported to the National

Prosecuting Authority (NPA) for criminal investigation and or may be restricted from conducting

business with the public sector for a period not exceeding ten (10) years in terms of the

Prevention and Combating of Corrupt Activities Act No 12 of 2004 or any other applicable

legislation.

………………………………… …………………………………

Signature Date

……………………………………. …………………………………

Position Name of Bidder




APPENDIX F – DIHLABENG HOSPITAL BACKGROUND INFORMATION




Dihlabeng Regional Hospital is a secondary hospital situated in Bethlehem, in the Eastern Free State,

Thabo Mofutsanyana District. It serves as a specialised referral facility for five district hospitals, i.e.

Phekolong, Nketoana, Phutholoha, Itemoheng and John Daniel Newberry, which are situated in three local

municipal areas in the district. The patients treated at the hospital are predominantly referred from the

aforementioned district hospitals, as well as some of the local private medical practitioners. The hospital

provides level 2 specialised services in eight of the nine basic disciplines for a regional hospital and some

level 3 (tertiary) services.

The hospital operates 135 beds, with 378 employees, including both the health professionals and support

staff.

The following tertiary services are available at the hospital through outreach from Universitas Academic

Hospital:

o Oncology (Cancer) [including chemotherapy]o Paediatric Psychiatryo Heamatologyo Human Geneticso Urology

There are 135 in-patient beds, with average bed occupancy rate of 80% and average length of stay of 4 –

5 days.

The Casualty Department is equipped to handle casualties of accidents and other medical emergencies

and resuscitation

Medical Unit - There are 3 well-equipped operating theatres that are served by 2 anaesthetists and other

medical officers. A total of ±350 operations are performed monthly.

Intensive Care Unit - The hospital operates a general ICU with 3 beds for adults and infants. The fourth ICU

bed is opened under exceptional circumstances.

Renal Unit - The unit runs haemodialysis and peritoneal dialysis programmes, with 10 and 2 patients

respectively. Periodically acute renal dialysis is also provided when needed

Paediatric Unit / Neonatal High Care Unit - The paediatric and neonatal services are provided under the

leadership of 3 paediatricians, one on full-time appointment.

Maternity Unit, including:

o Ante Natal Care

o Delivery rooms




o Post Natal Care

o Coloscopy Unit

Endoscopic Unit - The unit does examinations such as gastroscopies and colonoscopies.

Orthopaedic Unit - A wide range of orthopaedic services are provided by a multi-disciplinary team that

includes one full-time and two sessional specialists. The orthopaedic procedures performed include open

reduction of fractures and joint replacements.

S Specialized OPD Clinics C Clinical Support Services

The following clinics are run on rotational basis

and they serve ±3000 patients monthly.

o Diabetic

o Oncology

o Surgical

o Medical

o Ophthalmology

o Orthopaedic

o Haematology

o Human Genetics

o Gynaecology

o Urology

The following clinical support services play a

critical role in ensuring comprehensiveness

of the patient care.

o Radiographic services

o Physiotherapy

o Speech and Audiology

o Occupational Therapy

o Dietetics

o Social Work

o Clinical Psychology

Pharmaceutical Services - The hospital pharmacy is manned by four pharmacists and it stocks and

dispenses a wide range of appropriate medication. The current prescription rate is 4.5 items per script. All

patients receive prescribed medication from the pharmacy during the time of their admission in the hospital.

However treatment on discharge is only issued to subsidized hospital patients, while private patients are

issued with prescriptions for private pharmacies.

Referral System - The hospital receives referred patients from 5 district hospitals and refers to Universitas

Hospital for tertiary care. Patients are also referred back to district hospitals when their conditions no longer

warrant specialised care. Inter-hospital transfers are done by the departmental Emergency Medical

services, which includes one helicopter.

Telemedicine Unit - The newly installed telemedicine unit enables the doctors at Dihlabeng to obtain the

opinions of the professors in Bloemfontein on managing patients without having to send them to

Bloemfontein.

Radiological Services - The radiology unit is manned by 4 radiographers under the leadership of a

sessional specialist. A range of specialized examinations are performed, as well as ultrasonography. The

CT scan service is provided at Mofumahadi Manapo Mopeli.




Through teleradiology, the turnaround time for reporting on the scans is expected to improve significantly.

Training - The hospital is accredited for the training of medical and pharmacy interns. The nursing school at

the hospital is also approved for the training of a maximum of 90 nursing assistants per annum.

The image below shows the front entrance of the hospital.

The locality of the Dihlabeng Hospital is depicted in the image below:




Current emergency interventions required at this hospital which will define the emergency revitilation

work required are summarized as follows but not limited to these items only:

Infrastructure Interventions:

• Incomplete building works as previous contractor appointed abandoned the site;

• Mechanical services – All ventilation systems incomplete, heating of facility during winter

months a serious problem, some HVAC systems previously installed not commissioned;

• Electrical service - earthing challenges through metal conduits which need attention, all

electrical systems to be assess and remedial works to be carried out where required;

• Wet services - fire detection not operation, fire protection system to be properly assessed and

improved if required, hot water system in entire facility to be upgraded as dysfunctional;

• Civil services - inadequate potable water supply to the facilities, water & sewer mains

problematic;

• Gas installation in facility require complete overhaul;

• Bulk electricity insufficient for current HVAC demand (upgrading of transformer required);

• Standby power aged and reached end of life cycle;

• Two lifts servicing theater & ICU floors aged and at end of life cycle;

• Clinical layout not compliant and infrastructure reconfiguration to be considered;

• Mortuary requires upgrading; and

• Inadequate patients record archives.




Clinical Interventions:

• Existing PAEDS spatial requirement inadequate with overflow into adult wards;

• Kitchen equipment very old with layout problematic;

• ICU on 4th floor risk with evacuation of patients;

• Sterilization on 2nd floor with PAEDS far away from 1st floor theater;

• Pharmacy not clinically operational;

• Inadequate Health Technology equipment to render full health services expected;

Note that a full conditional assessment will be conducted to ascertain the condition of the facility in all

respects and the end user will also be consulted during this exercise. The professional team will then

design and specify the remedial works to be undertaken in order to compile a tender with detailed bill

of quantities for the works covering all disciplines in order to fast track procurement of a suitable

contractor to carry out the works as to ensure this facility is functional and operations to render health

services. Decanting of operational areas for construction will have to be consulted with the end user to

allow the appointed contractor access to these areas without adversely affecting the operations of the

hospital.

Envisaged Timelines

• Appoint multidisciplinary consultants – 27 May 2015;

• Conduct on-site assessments by PSP’s for incomplete and urgent works – 1 June 2015;

• Prepare Tender Document + BoQ – 12 June 2015

• Procurement by Negotiations (Emergency Works) – 26 June 2015;

• Adjudicate & Approve Tender – 3 July 2015;

• Appoint Contractor – 13 July 2015 (construction work starts, duration approx. 5 months with

completion envisaged by 13 December 2015)

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