Sustainable Development & City Enterprises Economic Development Unit 11 th Floor, Rennie House 41 Margaret Mncadi Avenue, Durban, 4001 PO Box 5856, Durban. 4000 Tel 031 311 4227 Fax 031 3114092 www.durban.gov.za Enquiries: Jabulani Msomi CONTRACT NO: 7A - 8528 REQUEST FOR QUOTATIONS: DEFINITION OF INFORMAL SETTLEMENT PRECINCTS AND SUB-PRECINCTS FOR PARTICIPATIVE LOCAL ECONOMIC ACTION PLANNING. 1. Background/motivation EThekwini Municipality is in the process of initiating a process of participative local economic action planning (PEAP) within informal settlement precincts with the Municipality. This forms part of a broader developmental programme focusing on 17 defined zones within the City. It is a three year programme with an associated budget (01 st July 2011 to 30 th June 2013). It is recognized that a zone is too large as a functional unit for meaningful and effective community participation, action planning and urban management and that these zones need to be divided into precincts and sub-precincts. The main objectives of PEAP is the development of empowering LED plans which build on local assets and resources and can be implemented by local economic actors (including those in the informal economy) with limited outside intervention and support. A key principle is to move to a different mode of LED which is not primarily focused on projects and government funding but instead on creating a more enabling environment for local LED actors to do it for themselves (typically focusing on removing obstacles and improving access to opportunities). The defined precincts and sub-precincts will also be utilized as the functional units for participative informal settlement community action planning and other urban management efforts. These participative multi-sectoral plans will identify critical actions which can be taken by local people and government in order to bring about priority change and improvements. These may relate to such issues as: health (e.g. home based care); economy (jobs, livelihoods, enterprise); basic infrastructure (water, sanitation, access); fire protection; education; transport; solid waste management. Page 1 of 6
2. Nature of quotation required from consultant Service providers should submit a quotation which includes the following minimum information: 1.1. A total (maximum) price for delivering the scope of work and related products showing the total number of days, the applicable daily / hourly rate, whether or not VAT is included, and any disbursements if anticipated. 1.2. A short motivation as to your suitability (e.g. skills, experience, and local knowledge). 1.3. Confirmation that you are able to completed the scope of work within a maximum of four weeks from the date of your appointment. 1.4. As attachments: 1.4.1. Recent curriculum vitae. 1.4.2. Proof of registration on ethekwini s service provider data-base and a recent tax clearance certificate. 3. Scope of Work to be undertaken Consultants are required to provide a presentation that outlines their understanding of the brief. 3.1 Desktop appraisal: Desktop appraisal of key spatial, economic and settlement pattern issues in each zone. Refer to section 5 below for ethekwini base information to be provided. 3.2 Interaction / meetings: At least two meetings with the ethekwini Management Team supplemented by telephonic discussions with relevant ethekwini personnel as and when required. 3.3 Precinct and sub-precinct definition: Division of each zone into workable, functional and manageable geographic participative planning units in the form of precincts and subprecincts. This will need to take into consideration such factors as the existing settlement pattern, economic activities, and natural boundaries such as main roads. Each subprecinct needs to be small and coherent enough to run a process of participative engagement. Each sub-precinct will be utilized as the functional unit for local participative planning including participative local economic action planning and participative community action planning. 3.4 Output / product: For each of the 6 pilot zones the following will be required: 3.4.1 A plan showing the zones with defined precincts and sub-precincts and also showing major economic activities, economic hubs, and any other key spatial information such as key movement corridors or major public investment projects. 3.4.2 A short report on the main spatial issues and economic activities, trends and issues which need to be taken into consideration within the zone, precincts and subprecincts. Page 2 of 6
3.4.3 A list of all informal settlements in each sub-precinct showing the estimated number of households and their developmental status and developmental category as per the housing sector plan. 4. Proposal and Financial Issues All interested service providers will be required to submit a proposal that displays an understanding of the requirements of this project. The proposal should include a project plan which consists of a cost breakdown as well as timelines, keeping within the deadline specified in these terms. A short motivation as to your suitability (e.g. skills, experience, and local knowledge) and confirmation that you are able to completed the scope of work within a maximum of three weeks from the date of your appointment. As attachments include: (1) Proof of registration on ethekwini s service provider data-base, and (11) A current tax clearance certificate In addition service providers are required to submit a list of team members that would work on the project as well as a one page CV on each member. Please note that the appointment will be made in terms of the Council s Procurement Policy. The quotation must include total cost, VAT and disbursements as separate figures. 5. Communications and consultation Communications will be with a small ethekwini Management team consisting of four people headed by the Economic Development unit. No liaison with other stakeholders such as ward councilors will be required. 6. Base information The following base information will be provided by ethekwini, although it is assumed that service providers will already have access to much of this information and already be familiar with it: IDP, Zone boundaries (for 17 zones), 2011 ward boundaries (slightly changed), Preliminary precinct definition done for interim services, Zone plan information (spreadsheets) by ward (previous boundaries), Informal settlement list, Base plan showing locality of existing informal settlements, Extracts from draft housing sector plan, Updated set of ward profiles (available on ethekwini website), Social facility node hierarchy, Precinct road master plans (where available). Page 3 of 6
7. Confidentiality In the course of this work potentially confidential information may be provided by ethekwini which may not be released or provided to any other parties without ethekwini s express prior consent. 8. Tender requirements The selection and appointment of the consultant /service provider will be according to the Affirmative Procurement of the ethekwini Municipality and will be based on the following: Competency, specialist input and experience of the consultant/s Understanding of the project brief, originality and relevance of the proposed plan Capacity to deliver creative and innovative solutions in the required quality within the specific time frames PDI and BEE status of the company Budget 9. Appointment consultants The selection and appointment of a consultant/service provider will be according to the Targeted Procurement Policy of the ethekwini Municipality. Proposals must be submitted with the following documents and failure to do so may render the invalid: 9.1 Tax clearance certificate - All tenderers must be registered with the ethekwini Municipality s Supplier Database and must include with their tender submission a valid tax clearance, or obtain one prior to evaluation of submissions, which has sufficient validity to ensure the process is adequately covered. 9.2 Municipal Fees - All tenderers are to complete and sign the attached declarations wherein they declare that all (1) municipal fees are in order, or proper arrangements have been made with the municipality, and include the relevant account numbers in the declaration; and (2) Declaration of Interests. 10. Project time frame Once chosen, the service provider is expected to commence immediately and a contract to this effect will be signed. The project is expected to commence around 12 December 2011. The project will effectively end on 31 June 2012. It is proposed that definite timeframes for the study will be discussed and agreed upon when finalizing the inception report. 11. Adjudication Process The adjudication of this request for proposal will be in terms of this example below, the Municipality s existing Targeted Procurement Policy and Guidelines and compliance with Page 4 of 6
this brief. Before a final decision is taken, the Municipality may wish to call those tendering in for presentation on their proposal. 12. Evaluation criteria A two stage evaluation process is used in line with National Treasury s MFMA Circular No. 53. A minimum threshold of 70 points will be used as a cut-off for pre-qualification. The adjudication criteria and weighting that will be applied are as follows: Criteria Criteria Explanation Weighting Adhere to the brief/ response to TOR Methodology and strategy Understanding the Brief Response to the brief, including proposed methodology for information gathering and data collection in order to get information as the baseline for developing local economic plans Interpretation of the TOR and their demonstrated understanding of necessary work to be undertaken in the course of the project. Project approach in terms of meeting the project objectives set out in the brief and the extent to which the proposed approach inspires confidence in the team's ability to execute the project. Ability to demonstrate new and creative ideas and high quality. 20 25 Expertise and experience Project plan and budget breakdown Relevant Experience of individuals within the team, related to their roles in the project and activities of the similar nature or scale Project budget and timetable of activities Scoring will look at the experience of individual team members and the number of relevant year s experience and relevant qualification of the team Project approach in terms of meeting the project objectives set out in the brief and the extent to which the proposed approach inspires confidence in the team's ability to execute the project 30 25 Stage 2: Price and Empowerment For proposals qualifying in terms of Stage 1, Functionality will then be assessed in terms of Price and Empowerment. This will be scored on an 80/20 basis, where 80 will be price and 20 will be empowerment. The Calculation for Price to be used: 1 - [(P-Pn)/Pn] x 80 where P is the proposed price of the proposal being assessed and Pn is the lowest price proposal. Empowerment relates to the affirmative profile/s with respect to company ownership, as registered on the Council s Procurement Database. It is incumbent upon the consultant to be registered on this database, as failure to do so may result in the disqualification of the proposal. Page 5 of 6
13. Project Budget/Professional Re-imbursement The budget is subject to the range of costs as quoted by consultants for similar projects. In the adjudication that will be 80/20 formula accordance to quotation under R200 000.00 14. Project Commencement and termination dates Economic Development Unit and Investment Promotion will provide the appointed consultant with any relevant information at its disposal as a basis to start the work. 14.1 Once the appointment has been made the consultant has 10 working days to hand in the inception report detailing the scope of work, methodology and deliverables etc, for the duration of the project. 15. Method of Payment The first payment will be made upon satisfactory completion of the first phase of the different stages of the process. Final payment will be made upon successful completion of the entire project and handover to the Deputy Head: Policy, Strategy, Information and Research. 16. Council Contact Persons and Details For any other queries, please contact: Jabulani Msomi Tel: 031-3114252 Fax: 031-311 4092 E mail: msomijb@durban.gov.za 17. Submission of Applications: Tenders will close at: Sealed proposals (including all required documentation) are to be hand delivered to the Corporate Procurement, Archie Gumede, (previously Old Fort Place), Old Fort Complex. 11H00, on Friday the 8 th June 2012. All envelopes must be clearly marked REQUEST FOR QUOTATIONS: DEFINITION OF INFORMAL SETTLEMENT PRECINCTS AND SUB-PRECINCTS FOR PARTICIPATIVE LOCAL ECONOMIC ACTION PLANNING No late submissions will be accepted. Appendixes: Appendix 1: Base plan showing ethekwini s 17 Zones Page 6 of 6