Request for Quotation Project Manager to facilitate the Private Sector Energy Efficiency (PSEE) Project in ethekwini Municipality

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1 ENERGY OFFICE 19th Floor, 75 Dr Langalibalele Dube Street, Durban, 4001 P O Box 1014, Durban 4000 Tel: , Fax; December 2013 Request for Quotation Project Manager to facilitate the Private Sector Energy Efficiency (PSEE) Project in ethekwini Municipality 1. Background The National Business Initiative (NBI) was awarded 8.6 million from the UK Department for International Development (DFID) to implement a countrywide programme of support to the private sector in Energy Efficiency improvement. The Private Sector Energy Efficiency Project (PSEE) aims to improve energy efficiency in commercial and industrial companies in South Africa through the provision of various services that assist companies in identifying and implementing energy saving measures. The project which is under the umbrella of the UK-SA bilateral relationship will contribute to the South African government s strategy for reducing energy demand. The PSEE Project will be governed by a multi-stakeholder Steering Committee led by the Department of Energy. The NBI has a proud track record of advancing environmental sustainability in the private sector over the past 7 years especially through its focus on Climate, Energy and Water. This effort has contributed to South African companies taking significant steps, especially in a developing economy context, to participating in voluntary individual and collective actions to improve energy efficiency and to reduce carbon emission. This project will build on the NBI s existing platform of engagement between companies and government through the Energy Efficiency Leadership Network which was launched at COP 17. The NBI will be working with the technical support of the UK s Carbon Trust who has over 10 years of experience in rolling out a similar project in the UK. RFQ: MANAGER FOR PSEE PROJECT MANAGEMENT 1

2 2. PSEE Project Purpose The purpose of the PSEE project is to improve energy efficiency in industrial and commercial sectors across various sizes of business in South Africa, through the provision of a variety of services to help companies identify and implement energy saving measures. 2.1 Expected outcomes and benefits for companies In the current context of Energy security challenges and the impact of Energy price increases on the operational costs, South African companies need to manage their energy demand in order to meet both country and value chain obligations to reduce their carbon emissions. At the same time, the implementation of energy efficiency measures can improve business productivity, competitiveness and innovation and allow to access financial subsidies and tax incentives for energy efficiency. In line with this, the PSEE Project seeks to support companies towards achieving: Increased awareness of energy efficiency Energy savings Energy intensity reductions Increased operational reliability Reduction of Greenhouse Gas emissions Improved economic competitiveness through resource and process efficiency Investment leveraged from private and public sectors through capital investment in energy efficiency projects Indirect social benefits such as job creation/job retention and skills development relating to energy efficiency services 2.2 Scope of PSEE Project Large Company Support The project aims to support over 60 large companies across the country with between days of consulting support to provide a holistic range of services including Energy Assessments, Development of Energy Management Systems and Strategies, Capacity Building, Identification of Energy Saving Opportunities and Business Case Development for access to investment. This range of services can be adapted to where each company finds itself on its own roadmap to improved Energy Efficiency therefore it provides a tailored, flexible approach. For large companies, the project will follow a 60/40 cost sharing approach: 60% contribution will come from the project funds Medium Company Support Over 1000 medium sized companies will receive up to 4 days of direct onsite support through consultants in aspects including RFQ: MANAGER FOR PSEE PROJECT MANAGEMENT 2

3 Energy Assessment Identification of Energy Efficiency Opportunities Follow up Support This offer will be fully funded by the project Small Company Support Over 2500 small companies countrywide will benefit from energy efficiency awareness raising activities, capacity building workshops, remote advisory services such as a telephone helpdesk and web based support through publications, toolkits and information sharing. 2.3 Timeframes The project has been launched with the support of the Department of Energy and DFID on the 4 th December The committed funding currently runs until March 2015, but the programme is expected to continue after this period. 2.4 Additional information For more information on the PSEE project you are invited to visit and following the launch; web: or call (011) Role of ethekwini Municipality in PSEE Project 3.1 Alignment with ethekwini IDP One of the Strategic Focus Area for the Energy Office outlined in the ethekwini Municipality Integrated Development Plan (2012/2013) is Programme 8.23: Conceptualising and initiating energy efficiency programmes The objective of this program is to reduce the consumption of energy throughout the municipality, and in so doing, reduce operating costs for the municipality and making energy resources available for further economic development activities. Within this Programme one of the four core themes is Theme C Industrial, Commercial and Agribusiness Sector. The IDP states: Theme C Industrial, Commercial and Agribusiness Sector To support the application of energy efficiency and renewable energy technologies in the industrial, commercial and agricultural sectors to work towards the elimination of net GHG emissions and all other energy-related atmospheric pollutants; In order to achieve this objective, the Energy Office has elected to partner with NBI on the Private Sector Energy Efficiency Project to implement the PSEE Project. This will ensure there is no duplication of efforts and unnecessary expenditure. It will also ensure that the ethekwini Municipality can draw down on national and international resources been made available through the PSEE Project. RFQ: MANAGER FOR PSEE PROJECT MANAGEMENT 3

4 3.2 Purpose of contracting project manager The ethekwini Municipality Energy Office therefore intends to procure the services of a project manager for the ethekwini Component of the PSEE Project. The ethekwini PSEE Project manager s services will be contracted through this RfQ for the duration of the national PSEE project (until April 2015). The purpose of contracting a project manager is to ensure the smooth running of PSEE project in Durban and to facilitate a strong uptake of the project s offerings by the local industry and businesses. The target is to have 10% of the nationally participating companies based in Durban. This is summarized in the table below: Company Type National PSEE Target ethekwini PSEE Target Large Company 60 6 Medium Company Small Company Services Required The contracted project manager should have a basic understanding of Energy Efficiency. He /she is expected to assist the overall PSEE team in implementing the project in Durban and to cooperate closely with the National PSEE Project Manager for KZN, who will be based in Durban. He/she will provide at least the services below. Additional services may need to be provided Management Activities The service provider will be expected to manage the on-going activities of the PSEE in Durban. These include: 1. Coordinate and manage the KZN launch of the PSEE project in early February 2014; 2. Develop a PSEE Stakeholder Database 3. Link the PSEE project to the ethekwini industry cluster initiatives (such as the Durban automotive cluster); 4. Organise and facilitate at least three PSEE meetings / workshops over the project period Communication and Outreach 1. Develop a communication strategy for the PSEE project in Durban 2. Develop and implement communication tools and materials, such as the website postings, newsletters, press pieces, social media, etc. RFQ: MANAGER FOR PSEE PROJECT MANAGEMENT 4

5 3. Work with the ethekwini Municipality Communication Department to issue regular communication with broader PSEE Stakeholders Reporting Activities The service provider will be expected to monitor and report on the activities of the PSEE in Durban in order to report on the success and uptake of the PSEE in the city. This will include: 1. Review and report on the PSEE participant activities in the PSEE. 2. Develop a business plan for the extension of PSEE by the end of the project period 3. Review funding options for the extension of the PSEE post April Submit at least one funding application for operational costs of PSEE post April The service provider is also required to submit short (2 page) monthly progress reports throughout the project process. 3.4 Outcomes The following outcomes will be achieved through the program 1. PSEE Launch Organised in the ethekwini Municipality 2. PSEE Stakeholder Database developed and maintained 3. Organising and facilitating at least three PSEE meetings / workshops over the project period 4. Communications Strategy for the PSEE 5. Ongoing and regular communication with the broader PSEE stakeholder community using a variety of media, including: a. Weekly announcement updates to the website and social media sites b. At least 10 newsletters over the project period c. At least 3 uploaded relevant video and/or on-line picture albums over the project period d. At least 2 published press releases over the project period 6. Business plan for PSEE post April At least one submitted funding application for operational costs of PSEE post April Timeframe and budget The time frame for this management contract will be 13 months starting Mid February 2014 to Mid- December 2014 and from Mid-Jan 2015 terminating in mid April 2015 (one month break at end of year). The estimated time allocation per task in provided in the table below. This table is just for general guideline purposes. RFQ: MANAGER FOR PSEE PROJECT MANAGEMENT 5

6 Management Activities Days 1. Coordinate and manage the KZN launch of the PSEE project in early February 2014; 3 2. Develop a PSEE Stakeholder Database 3 3. Link the PSEE project to the ethekwini industry cluster initiatives (such as the Durban automotive cluster); Organising and facilitating at least three PSEE meetings / workshops over the project period. 6 Communication and Outreach 1. Develop a communication strategy for the PSEE project in Durban 2 2. Develop and implement communication tools and materials, such as the website postings, newsletters, press pieces, social media, etc Work with the ethekwini Municipality Communication Department to issue regular communication with broader PSEE Stakeholders 3 Reporting Activities 1. Review and report on the PSEE participant activities in the PSEE Develop a business plan for the extension of PSEE by the end of the project period 3 3. Review funding options for the extension of the PSEE post April Submit at least one funding application for operational costs of PSEE post April This contract will be adjudicated in terms of the ethekwini Municipality Supply Chain Management rules and policies and will follow the 80:20 rule. The procurement will be done in terms of the Section 18 of approved Supply Chain Management Policy, Procedures for procuring goods or services through written or verbal quotations and formal written price quotations 1 (i.e. formal written price quotations for procurements of a transaction value over R up to R (VAT included). 5. Proposal Submission As outlined above, the core purpose of this project is to assist the NBI to manage the PSEE project in ethekwini Municipality. It is therefore a requirement that the service provider is permanently based in Durban over the project period. 1 RFQ: MANAGER FOR PSEE PROJECT MANAGEMENT 6

7 5.1 Scoring This RFQ will be assessed according to a 2 step process. The first step is a functionality assessment and service providers must score a minimum of 75 points (out of 100) in order to be assessed any further. Step 2 is adjudicated according to price and preferential procurement. The scores for functionality are calculated as follows: Step 1: Functionality Score (100 points) Step 1: Functionality Commitment or proof that service provider is located in KwaZulu-Natal over the project period. Team member/s experience in developing communications systems and/or tools for the energy sector Score (yes/no) Team member/s experience in facilitating communication with a broad sustainable energy 25 community Team member/s knowledge and Experience in Industrial Energy Efficiency Team member/s Demonstrated knowledge and experience in project management 25 TOTAL Step 2: Price and Preferential Procurement (100 points) Step 2: Price and Preferential Procurement Score 1) Price including project management, VAT and all other costs 80 2) Preferential Procurement (FPLITE Score) 20 TOTAL Adjudication Criteria The adjudication criteria for functionality are scored as follows: Category Score No response (0%) 0 Poor (40%) 10 Satisfactory (70%) 17.5 Good (90%) 22.5 Very good (100%) 25 Maximum 25 RFQ: MANAGER FOR PSEE PROJECT MANAGEMENT 7

8 Criteria 0% 40% (poor) Team member/s No response Some experience in experience in or no developing developing experience communications communications systems systems and/or tools for the energy sector 70% (satisfactory) 90% (good) 100% (very good) Experience in developing at least 2 types of communications systems and/or tools, specifically for the energy sector Experience in developing more than 2 types of communications systems and/or tools, specifically for the energy sector Experience in developing more than 2 types of communications systems and/or tools, specifically for the industrial energy efficiency sector Team member/s experience in facilitating communication with a broad sustainable energy community No response or no experience Experience in facilitating at least 2 types of stakeholder forums in RSA, but not is the energy sector Experience in facilitating at least 2 different types of stakeholder forums in RSA, specifically for the energy sector Experience in facilitating more than 2 different types of stakeholder forums in RSA, specifically for the energy sector Experience in facilitating more than 2 different types of stakeholder forums in KZN, specifically for the energy sector Team member/s knowledge and Experience in Industrial Energy Efficiency No response Some knowledge and experience in Industrial Energy Efficiency. Knowledge and experience of at least 2 projects involving industrial energy efficiency. Knowledge and experience of more than 2 projects involving industrial energy efficiency. Knowledge and experience of at least 2 projects involving industrial energy efficiency specifically in the ethekwini Municipal Area Team member/s Demonstrated knowledge and experience in project management No Response Management of one project involving a number of companies Management of one donor funded project involving a number of companies Management of more than one multistakeholder project involving a number of companies Management of more than three multi-stakeholder projects involving a number of companies RFQ: MANAGER FOR PSEE PROJECT MANAGEMENT 8

9 5.3 Submission Requirements Quotations need to be structured in accordance to the below breakdown and include the following information: 1) Chapter 1: Consultant s or company s background and location of team 2) Chapter 2: Team member/s experience in developing communications systems and/or tools for the energy sector 3) Chapter 3: Team member/s experience in facilitating communication with a broad sustainable energy community 4) Chapter 4: Team member/s knowledge and experience in Industrial Energy Efficiency 5) Chapter 5: Team member/s demonstrated knowledge and experience in project management 6) Chapter 6: A detailed cost breakdown / budget for the required work inclusive of: a. Professional Fees b. Travel and disbursement costs c. VAT d. Total Cost It is important to note that the ethekwini Municipality will pay for communication materials, publishing, event hire and catering. The quotation budget should therefore focus on professional fee costs. 7) Compulsory Forms (Anneuxre1): a. Original Declaration of Interest (MBD4) b. Original Declaration of Municipal Fees c. Original Certificate of Independent Bid Determination (MBD9) 8) Certified copy of BBBEE certification 9) Supporting Documents a. CV of Project Manager b. Service Providers Valid Tax Clearance Certificate. c. Focused Procurement Lite registration details (http://fplite.durban.gov.za/) Proposals need to be submitted (preferably by ) to: Clinton Jackson Suite 1, 19 th Floor 75 Dr Langalibalele Dube Street, Durban Tel: Proposals must be received no later than 11am on 15 January The ethekwini Energy Office does not bind itself to accept the lowest or any quotation, and reserves the right to accept a portion of any quotation, unless the supplier expressly stipulates otherwise in their quotation. The ethekwini Energy Office does not undertake to consider quotations received after the due date and time unless clear evidence of dispatch is available. RFQ: MANAGER FOR PSEE PROJECT MANAGEMENT 9

10 Annexure 1: Compulsory Forms A. DECLARATION OF INTEREST MBD 4 1. No bid will be accepted from persons in the service of the state Any person, having a kinship with persons in the service of the state, including a blood relationship, may make an offer or offers in terms of this invitation to bid. In view of possible allegations of favouritism, should the resulting bid, or part thereof, be awarded to persons connected with or related to persons in service of the state, it is required that the bidder or their authorised representative declare their position in relation to the evaluating/adjudicating authority. 3. In order to give effect to the above, the following questionnaire must be completed and submitted with the bid Full Name of bidder or his or her representative: 3.2. Identity Number: 3.3. Position occupied in the Company (director, trustee, shareholder 3 ): Company Registration Number: 3.5. Tax Reference Number: 3.6. VAT Registration Number: 3.7. The names of all directors / trustees / shareholders members, their individual identity numbers and state employee numbers must be indicated in paragraph 4 below Are you presently in the service of the state? YES / NO 2 MSCM Regulations: in the service of the state means to be (a) a member of (i) any municipal council; (ii) any provincial legislature; or (iii) the national Assembly or the national Council of provinces; (b) (c) (d) (e) (f) a member of the board of directors of any municipal entity; an official of any municipality or municipal entity; an employee of any national or provincial department, national or provincial public entity or constitutional institution within the meaning of the Public Finance Management Act, 1999 (Act No.1 of 1999); a member of the accounting authority of any national or provincial public entity; or an employee of Parliament or a provincial legislature. 3 Shareholder means a person who owns shares in the company and is actively involved in the management of the company or business and exercises control over the company. RFQ: MANAGER FOR PSEE PROJECT MANAGEMENT 10

11 If yes, furnish particulars Have you been in the service of the state for the past twelve months? YES / NO If yes, furnish particulars Do you have any relationship (family, friend, other) with persons in the service of the state and who may be involved with the evaluation and or adjudication of this bid? YES / NO If yes, furnish particulars Are you, aware of any relationship (family, friend, other) between any other bidder and any persons in the service of the state who may be involved with the evaluation and or adjudication of this bid? YES / NO If yes, furnish particulars Are any of the company s directors, trustees, managers, principle shareholders or stakeholders in service of the state? YES / NO If yes, furnish particulars Is any spouse, child or parent of the company s directors, trustees, managers, principle shareholders or stakeholders in service of the state? YES / NO If yes, furnish particulars Do you or any of the directors, trustees, managers, principle shareholders, or stakeholders of this company have any interest in any other related companies or business whether or not they are bidding for this contract? YES / NO If yes, furnish particulars:.... RFQ: MANAGER FOR PSEE PROJECT MANAGEMENT 11

12 4. Full details of directors / trustees / members / shareholders. Full Name Identity Number State Employee Number.... Signature Date. Capacity Name of Bidder RFQ: MANAGER FOR PSEE PROJECT MANAGEMENT 12

13 B. DECLARATION OF MUNICIPAL FEES I/We do hereby declare that the Municipal fees of (company name),are, as at the date of the tender closing, fully paid up, or arrangements have been concluded with the Municipality to pay the said fees : ACCOUNT ACCOUNT NUMBER ELECTRICITY WATER RATES JSB LEVIES OTHER I acknowledge that should it be found that the Municipal fees are not up to date, the Council may take such remedial action as is required, including termination of contract, and any income due to the Contractor shall be utilised to offset any monies due to the Council. Name Signature Designation Date RFQ: MANAGER FOR PSEE PROJECT MANAGEMENT 13

14 C. CERTIFICATE OF INDEPENDENT BID DETERMINATION MBD 9 1.This Municipal Bidding Document (MBD) 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.Municipal Supply Regulation 38 (1) prescribes that a supply chain management policy must provide measures for the combating of abuse of the supply chain management system, and must enable the accounting officer, among others, to: a. take all reasonable steps to prevent such abuse; b. reject the bid of any bidder if that bidder or any of its directors has abused the supply chain management system of the municipality or municipal entity or has committed any improper conduct in relation to such system; and c. cancel a contract awarded to a person if the person committed any corrupt or fraudulent act during the bidding process or the execution of the contract. 4.This MBD 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 (MBD 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. RFQ: MANAGER FOR PSEE PROJECT MANAGEMENT 14

15 MBD 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 Municipality / Municipal Entity) 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; 6.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; RFQ: MANAGER FOR PSEE PROJECT MANAGEMENT 15

16 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. 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 Date 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. RFQ: MANAGER FOR PSEE PROJECT MANAGEMENT 16

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