R E Q U E S T F O R P R O P O S A L S

Transcription

1 P.O. Box 3209, Houghton, 2041 Block A, Riviera Office Park, 6-10 Riviera Road, Riviera R E Q U E S T F O R P R O P O S A L S D E V E L O P M E N T O F S T A N D A R D O P E R A T I N G P R O C E D U R E S F O R T H E R E G I O N A L O F F I C ES OF T H E H O U S I N G D E V E L O P M E N T A G E N C Y RFP/JHB/ 054 PROPOSALS TO BE SUBMITTED BY NOT LATER THAN 12H00 NOON ON 21st JANUARY 2013

2 TERMS OF REFERENCE DEVELOPMENT OF STANDARD OPERATING PROCEDURES FOR THE REGIONAL OFFICES OF THE HOUSING DEVELOPMENT AGENCY RFP/JHB/ Introduction Appropriately skilled individuals, companies, joint ventures or consortia are invited to submit proposals for consideration to assist the Housing Development Agency (HDA) to map systems and procedures and develop a practical and comprehensive set of Standard Operating Procedures (SOP) to be used in its regional offices. A study is required which will map out the systems and procedures to be used in the regional offices to ensure that the workflows are both efficient and economical in terms of time and labour. The set up of standard operating procedures must include a comprehensive set of standard documents and forms which can be used. The standard operating procedures are expected to guide the future operations of the HDA and ensure a well thought out and standardized approach to work flows and prevailing policy and legislation that needs to be adhered to, both internally and externally. The parameters for the appointment are set out below. 2. Background and Context Against the background of the Constitution of the Republic of South Africa, 1996, the Housing Act, 47 of 1997, and the Comprehensive Plan for the Development of Sustainable Human Settlements 2004, The Housing Development Agency Act, 23 of 2008 established the Housing Development Agency to fast-track the processes of housing development by unlocking delivery challenges faced by government across all spheres. The objects of the Agency in terms of Section 4 (a-d) of the HDA Act are to a) Identify, acquire, hold, develop and release state, communal and privately owned land for residential and community purposes and for the creation of sustainable human settlements; b) Project manage housing development services for the purposes of the creation of sustainable human settlements; c) Ensure and monitor that there is centrally coordinated planning and budgeting of all infrastructure required for housing development; and d) Monitor the provision of all infrastructures required for housing development. In terms of its legislated mandate the HDA thus has two fundamental functions; Land acquisition and land holding, focusing on state owned land in general as well as privately owned and communal land linked to specific government wide priorities Project delivery support services directed at enhancing intergovernmental capability in the delivery of integrated human settlements The HDA Act outlines these functions as follows: 1

3 Acquire, and/or facilitate the acquisition, and release of strategically situated land and buildings for development Facilitate the planning process to ensure proclamation of land for integrated human settlement Ensure appropriate government funding flows and subsidies for: o Land and building acquisition o Planning and proclamation process o Bulk and internal infrastructure development o Social infrastructure development o Top structures o Supervise and monitor the development of the land Arising from this mandate, HDA has defined its vision and mission as follows: Vision: Sustainable human settlements and communities developed on land and landed properties made available by the HDA Mission: A public development agency that promotes sustainable communities by making available well located and appropriately planned land and landed property that realises integrated human settlements It should also be noted that all state owned entities are now required by National Treasury to report within the Outcomes based budgeting framework. In the period ahead, budgeting will take into account the new performance agreements of Ministers and place great emphasis on monitoring and measuring performance and progress against identified targets. The outcomes approach to budgeting encompasses a new approach to planning, budgeting and monitoring of service delivery in line departments. 3. Outcomes of the Appointment The key outcomes of the appointment are: 3.1. The mapping of systems and procedures in an HDA regional office that are undertaken on a regular, if not daily basis, in order to achieve efficient and economic use of resources. It is expected that the mapping process will highlight areas of inefficiency and identify areas where greater efficiencies can be achieved The production of a set of standard documents and forms for a regional office that will simplify and streamline processes into a comprehensive set of standard operating procedures Prior work was done to map systems and procedures in two project offices where construction inspections and payments for the construction work was done and these may need to be updated to keep in line with the new HDA Finance Policy. This has gone through a full cycle of both internal and external audit. Two further areas of the project work now need to be mapped out in a similar way to Inspections and Payments. The new areas have to do with Community Liaison work in the areas in which construction is to be carried out, and then the whole process of beneficiary management. Beneficiary management would interface with both the Provincial Department of Human Settlements and the City. These two areas are sensitive areas and strong control measures need to be put in place. 4. Extent of Services This request for proposals requires desktop research, mapping of systems and procedures, preparation of standard documents and forms that will culminate in a set of standard operating procedures for a regional office. The analysis and preparation of the above should always keep the following in focus: 2

4 The economic and efficient running of the HDA at a practical level Defining the operational procedures at an operational level Ensuring best practices and adequate controls are in place Defining a risk management framework within the process The composition and make-up of your team needs to take cognizance of the expected deliverables and have sufficient professional and technical expertise to cover all the aspects involved in mapping out standard operating procedures, including knowledge of the financial, legal, technical and risk elements that need to be covered. There must also be a general awareness of the existing institutional and policy environment that frames the context within which sustainable, integrated human settlements are developed. 5. Legislative and Policy context In developing standard operating procedures for the HDA, it would be necessary that the proposal takes into account the following pieces of legislation and policy: 6. Product The Constitution of South Africa The Housing Act The HDA Business Case which provided the basis for the cabinet approval of the HDA The HDA Act The PFMA and in particular Section 3 A in terms of which HDA is registered The HDA s Strategic Plan The HDA Annual Report Public Finance Management Act and corresponding Treasury Regulations King III Code and best practices (1 September 2009) Internal HDA policies e.g. new Finance Policy The final products to be delivered will be: 6.1. A complete set of standard operating procedures for the work being carried out in the regional offices of the HDA which will inform its strategic and operational environment over the next five years A set of standard documents and forms that can be used by anyone working in those offices A set of proposals related to monitoring and evaluation to ensure continual updating and upgrading of the systems A workshop is to be held with the project team mid- way through the process to check on the accuracy of the mapping. 7. Additional Input Consultants are encouraged to raise additional areas which they believe will enhance the operational model brief so as to provide a superior product for use by the HDA in achieving its objectives. 8. Timeframes and Deadlines The first draft of the documentation must be submitted to HDA within one month of appointment. At this point a mid-process workshop would be held with the project team. It is anticipated that final 3

5 documentation will be due within two months of appointment after consultation with relevant stakeholders as agreed with the HDA. 9. Available information All relevant statutes, regulations and frameworks are available on government web sites related housing and human settlement development. Additional information may be requested from the HDA as required. 10. Communication and reporting The appointed party will report to Des Jackson: Operations Support Manager of the HDA and the project team will include Odette Crofton GM: Projects and Technical Support Services and the current regional managers of the HDA in respect of this assignment. 11. Fee Structure A Fee proposal in ZAR be submitted to include: 12. Confidentiality Overall project fee proposal Proposal for fixed disbursements in ZAR. Proposed draw-down of fees based on the expected start and end dates All data and details submitted by applicants will be kept confidential by HDA, and all products emanating from this RFP remains the sole property of the HDA. It should be noted that all work produced remains the intellectual property of the HDA and all final documents are subject to copyright protection. 13. Selection and evaluation criteria The HDA needs to be satisfied, in all respects, that the organisation selected has the necessary resources, qualifications and abilities for this project, and that all submissions are regarded in a fair manner in terms of evaluation criteria and process The general methodology of selection will be that proposals will first be evaluated on their technical ability to perform the task. Any proposals scoring below 70 points noted in the table below will be set aside for the second evaluation. The second evaluation of technically competent proposals will be evaluated against Price and BBBEE using an 80/20 formula Submissions are to consist of a short report that must provide the HDA with sufficient information to make an evaluation of the proposal. It should include, but not be limited to: A detailed statement of the applicant s approach or methodology in dealing with this assignment. A detailed statement of the applicant s previous experience and track record in similar projects, A detailed statement substantiating the applicant s claim to provide creativity and innovation in the execution of the assignment A detailed statement of the proposed composition of the team, clearly stating each team members qualifications, past experience and level and extent of involvement in the project 4

6 TECHNICAL EVALUATION CRITERIA CRITERIA SUB-CRITERIA VALUE Organisational Capacity and Experience in Systems and Procedures Development The service providers must demonstrate their experience in similar assignments and must illustrate their understanding of the services required. (10) Demonstrate financial capability to execute the project, the service provider is expected to submit two years audited financial statements (10) Key Personnel and Resources including client references. (10) 30 Approach and Methodology, Work Plan and Process Detailed approach, methodology and process to be adopted in the project. Project plan to be linked to the deliverables and outputs. (20) Plan to include description of tasks in relation to the process, outputs and deliverables, as well as reporting and presentation Demonstrable conceptual and project understanding and subject matter command in the proposed approach, process, deliverables and outputs (20) 40 Capacity and Experience of the proposed team Knowledge of housing and the built environment. (10) Technical skills/cv s of the team and team structure demonstrating technical and professional experience in similar projects. (10) 20 Innovation and Creativity A detailed statement substantiating the applicant s claim to provide creativity and innovation in the execution of the assignment. (10) 10 The following criteria will be used for points allocation for price and B-BBEE compliance on an 80/20 point system: Table 2 Price and B-BBEE Total Points 100 CRITERIA SUB-CRITERIA WEIGHTING/ POINTS Price Detailed budget breakdown 80 B-BBEE Status Level Verification Certificate B-BBEE Level from accredited verification agencies Contributor 20 TOTAL 100 5

7 9. PAYMENT STRUCTURE 9.1. HDA undertakes to pay in full within thirty (30) days, all valid claims for work done to its satisfaction upon presentation of a substantiated claim/invoice Payments will only be made on the basis of the work completed (milestones/ deliverables) as per the project implementation plan to be agreed at the inception of the project. 10. GENERAL 10.1 Below are compulsory requirements for this service It is important to note that the successful person will work under the supervision of a HDA representative, abide by HDA s Code of Conduct, and other organizational guidelines Kindly submit the following document: Valid and Original or Certified B-BBEE Status Level Verification Certificates issued by the following agencies SANAS, IRBA or CCA. Valid Tax Clearance Certificate Further information regarding technical matters can be sent an to: Des.Jackson@thehda.co.za or tel: Further information regarding supply chain matters and queries can be send via to: Jabulile.Mnedebele@thehda.co.za or at tel: SUBMISSION OF PROPOSALS Proposal should be submitted on or before the 21 st January 2012 by no later than 12h00 noon to the following address: The Procurement Officer The Housing Development Agency Block A, Riviera Office Park, 6-10 Riviera Road, Killarney, The selection of the qualifying proposal will be at the HDA s sole discretion. The HDA does not bind itself to accept any particular bid/proposal, and the HDA reserves the right not to appoint the service provider. 6