REQUEST FOR QUOTATION INVITATION FOR GOODS AND/ OR SERVICES Procurement Less than R 200 000 (Including Vat) (For publication on the City of Johannesburg Notice Board/s & Website) The City of Johannesburg requests your quotation on the gods and/or services listed hereunder and/or on the available RFQ forms. Please furnish all information as requested and return your bid on the date stipulated. Late and incomplete submissions may invalidate the bid submitted. ADVERTISEMENT DATE DEPARTMENT RFQ NUMBER: DESCRIPTION OF GOODS/SERVICES 22 AUGUST 2007 DEVELOPMENT PLANNING AND URBAN MANAGEMENT DPU001/08 PUBLICATION OF A BOOK - A CITIZEN S GUIDE TO PLANNING IN JOBURG RFQ SPECIFICATION FORMS/ DOCUMENTS ARE OBTAINABLE FROM: THE SPECIFICATION IS ALSO AVAILABLE IN THE COJ WEBSITE WWW.JOBURG.ORG.ZA/QUOTATIONS OR MOIPONE / RONNIE AT OUR OFFICES ON THE 15TH FLOOR, A BLOCK, METROPOLITAN BUILDING, 158 LOVEDAY STREET, BRAAMFONTEIN (TEL: 011 407 6271/5). CLOSING DATE: TIME: ENQUIRIES: SUBMITION: 10H30 28 August 2007 RICHARD HOLDEN TEL 011 4076946 CELL 0825593697 Sealed quotation marked with the reference no: and address to Nomsa or Ronnie. Quotation must be placed in the quotation box at the main entrance ground floor, main administration building, metropolitan center 158 Loveday street, Braamfontein or emailed to JeanetteNN@joburg.org.za or faxed to 011 403-1082 This RFQ will be evaluated on the basis of the 80:20 point system as stipulated in the Preferential Procurement Policy Framework Act (Act number 5 of 2000) & the City s Procurement Policies and Procedures.
SUPPLY CHAIN MANAGEMENT UNIT P.O. BOX 7776 JOHANNESBURG 2000 VAT. NO: 4760117194 BIDDER: REQUEST FOR QUOTATION RFQ NUMBER RFQ DATE DPU001/08 22/08/07 CONTACT PERSON NAME: Ronnie or Moipone Your Vendor Number With Us: TEL NR: (011) 407/ 6275 / 1 FAX NR: (011) 403/1082 Submission Deadline: 28 August 2007 Submission Time: 10H30 OFFICE USE ONLY: PRICE/S TO BE VAT EXCLUSIVE Please submit all Quotations to the fax number stated above RFQ s above R30 000-00 will be evaluated on the basis of the 80:20 point system as stipulated in the Preferential Procurement Policy Framework Act (Act number 5 of 2000). Points will be allocated as follows: Points for preferences: (maximum 20 points) 1. HDI (Historically Disadvantaged Individual) Equity ownership 10 Points 2. SME (Small and Medium Enterprise) Status 4 Points 3. Woman Equity 4 Points 4. Disabled 1 Points 5. Other: JOHANNESBURG BASED Points for price: 1 Points Points 80 points for price CONDITIONS: 1. All goods or services purchased will be subject to CoJ Policies & Procedures. A copy of said conditions is available from the SCMU office. 2. it is the responsibility of the bidder to ensure that the relevant office/institution is in possession of a valid Tax Clearance Certificate. The onus therefore rests on the bidder to ensure that the relevant office/institution receives a valid Tax Certificate as soon as the validity of the said certificate expires. Where the relevant office/institution does not have a valid Tax Clearance Certificate, an Original Tax Clearance Certificate must be submitted with this RFQ. Failure to do so may invalidate the bid submitted in terms of the RFQ. 3. All purchases will be made through an official order form. Therefore no goods must be delivered or services rendered before an official order has been received. 4. I certify that the information supplied is correct and I have read and understood the COJ General Conditions and Policies and Procedures and accept same. 5. To participate in the City s Quotation procurement of goods and/or services, vendors are advised to register on the City s Supplier Database. Supplier registration forms are available form the Supply Chain Management Unit. SIGNATURE OF BIDDER: CAPACITY:
CITY OF JOHANNESBURG DEVELOPMENT PLANNING AND URBAN MANAGEMENT PUBLICATION OF A BOOK - A CITIZEN S GUIDE TO PLANNING IN JOBURG OBJECTIVE The objective is to publish a book informing the Citizens of Johannesburg about Town Planning in the City. The book will describe the legislative and administrative procedures pertaining to Town Planning in layman s terms and facilitate the interaction between citizens and the City Administration in Town Planning matters. Thus, the book will explain, simply and clearly, why the various Town Planning processes are in place, what those policies and procedures are, where the City is going with regard to the various strategies that have been devised (SDF and RSDF s), and how a citizen can positively utilise a knowledge of these procedures and policies when applying for various kinds of permission that are related to the use of land and buildings, or when making a complaint to the City about specific aspects of the use of land and buildings by a third party. STYLE AND FORMAT The booklet is to be written and laid out so as to make the subject matter user-friendly and visually appealing. It should draw on the distinctive character of the City of Johannesburg and its many faces to create a vibrant, modern, colourful aesthetic in its layout and graphic design that appeals to a wide range of readers. The booklet will be written in English, and the language style that is used must be easy-to-read and have a contemporary feel that belies the bureaucratic image of the City that is commonly held by many citizens. The material must be set out simply and clearly, and explained as if this were a conversation between equals; where necessary legislative processes, and the associated technical and legal terminology, must be unpacked so as to de-mystify the matters at hand and make them accessible to all. It is envisaged that the book would comprise approximately 200 pages, with approximately 70% of the content devoted to text and 30% devoted to graphics. CONTENT The booklet will be divided into Chapters, as follows. 1. FOREWORD. Foreword by the MMC for Development Planning & Urban Management (and, possibly also, by the Executive Mayor). 2. INTRODUCTION. Self-evidently, this section will set out the objective of the booklet and provide readers with a clear and easily understood outline of its contents. The introduction will also explain in layman s terms what planning is, and explain how the big picture fits together e.g. what is the role of the different spheres of government in planning. 3. UNDERSTANDING THE PAST. This section will briefly outline the story of Johannesburg s development over the past 120 years, using maps and photographs, highlighting the role that planning has played in this development. 4. SHAPING THE FUTURE. This section of the booklet is particularly important in that it must provide a clear and simple picture of the City s mandate to develop
strategic plans that have a spatial impact, and an explanation of how the City goes about devising its strategic plans, as well as the way in which these strategies impact on day-to-day living. It is vital that the particular challenges that face the City of Johannesburg in the sphere of physical development should be set forth in this chapter. The text should be written so as to involve readers and give them the sense that these are challenges are common to all, rather than something that is the exclusive preserve of politicians and officials. Furthermore, a vision of how the City should ideally develop must be communicated in realistic and practical terms. While diagrams, graphs, glyphs and graphics should be part-and-parcel of the text, they should be designed so as to be easily understood by a lay person. The section should include an introduction to the most important strategic planning processes that shape the city including the Growth and Development Strategy (GDS), the Integrated Development Plan (IDP), the Spatial Development Framework (SDF), and the Regional Spatial Development Frameworks (RSDFs). There should be a special focus on Precinct Plans as an instrument to promote active community engagement in planning. 5. THE BIG ISSUES. This chapter should provide an account of the major developmental challenges facing Johannesburg. These include protecting the environment, inner city regeneration, housing the poor, community partnerships, public safety and urban management, public transportation, and upgrading infrastructure (e.g. handling the current constraints with the supply of power, water, and other services). It is important to make the link between land management and major developmental and social concerns. 6. MANAGING THE USE AND DEVELOPMENT OF LAND. A clear overview of all the items of legislation that are relevant to Town Planning matters, and the processes that derive from that legislation, should be provided. The interface between policies that are specific to the City of Johannesburg and generic legislation will be described. A detailed breakdown of all land-use related application processes (rezoning of land, proclamation of townships, consents etc) must be provided, with clear guidelines that will assist people who need to make these kinds of applications. This chapter will include a sub-section that explains the workings of the Town Planning Committees and provides clear guidelines for public participation in land use processes. The section should, however, not only deal with the application processes but should provide an interesting picture of the changing patterns of development in Johannesburg, and how planning is impacting on these patterns (e.g. how the Regional Spatial Development Frameworks are now used to adjudicate development applications). 7. APPLICATION PROCESSES RELATING TO BUILDING CONTROL. A clear overview of all the items of legislation that are relevant to Building Control matters, and the processes that derive from that legislation, should be provided. A detailed breakdown of all building control related application processes (approval of building plans, site inspections, obtaining copies of existing buildings etc) must be provided, with clear guidelines that will assist people who need to make these kinds of applications. 8. DEALING WITH ILLEGAL USES OF LAND AND BUILDINGS. A guide is to be provided as to what constitutes an illegal activity with regard to land or buildings, and how the City, relying on the cooperation of interested citizens, can deal with illegal situations. 9. H0W TO OBTAIN SPECIALISED INFORMATION. This chapter is essentially a guide, with step-by-step instructions, to the services provided by GIS. It should also provide a description of how the Department of Development Planning is put together so the public can navigate their way around the bureaucracy. 10. FREQUENTLY ASKED QUESTIOINS
FAQ s (frequently asked questions) should be formulated, with their replies so as to draw attention to specific concerns that people have with municipal Town Planning and to provide clear answers, and, where necessary, advice and direction. There should also be boxes that tell stories of interest or that provide information on particular initiatives including on: The development of the Inner City of Johannesburg The Alexandra Renewal Project The development of Greater Soweto The work of the Johannesburg Development Agency The Cosmo development initiative The proposed Bus Rapid Transit system Standard application forms should be placed in an appendix, but readers should be directed to the City of Johannesburg website for details of tariffs, as they change on an annual basis and the book should be written so as to be generally applicable for a period of three to five years. GLOSSARY - DICTIONARY OF TERMS. Clear explanations are to be provided for all commonly used technical terms in the fields of development planning, land use management and building control. This is also an opportunity to explain specific concepts in more detail. This glossary could be placed at the beginning of the book. MODUS OPERANDI A Specialist Publisher (or publishing team) will be appointed to write (including supplementary research where necessary), design and produce the booklet. An Internal Coordinator (Richard Holden) will facilitate the process of collating information and its development by these Specialists as text and graphics, and ultimately as a complete booklet. Designated people within each of the Directorates and Sub-Directorates of the Department of Development Planning and Urban Management (nominated by the Executive Director: Development Planning and Urban Management, Dr Philip Harrison) will provide the Specialist Publisher with complete information pertaining to their specific field (for example, Herman Pienaar, Director: Development Planning and Facilitation, would provide all the information required for Chapters Three and Four). The Internal Co-ordinator will facilitate interaction between the Specialist Publisher and these designated people and will also engage with the writing process so as to ensure that the text is both technically accurate and stylistically consistent and will provide the Writer(s) with technical guidance if required. As each portion of the draft text is written by the specialist writer(s), completed sections will be passed to the designated people within the Department for comment, particularly with regard to technical accuracy; and the Internal Co-ordinator will check for consistency of language. The style of the booklet, particularly its visual format, will be determined in consultation between the internal coordinator, the Executive Director, Development Planning and Urban Management and the Specialist Publisher, based on a concept proposal and subsequent detailed ideas generated by the Specialist Publisher.
TIMETABLE The following are the project milestones, with a rough estimate of the time necessary for their completion. A final timetable is to be proposed by the Specialist Publisher and included in the proposals submitted when tenders/quotations are called for. 1 Provision of information by designated Directorates to the Specialist Publisher (SP) to be completed within three months of the appointment of the SP. The SP is to agree on a timetable for the delivery of this information with the Designated individuals in the Directorates/Sub-directorates. This timetable must mesh with the writing programme that the SP has devised for the project. The writer(s) will be required to engage with the providers of information so as to obtain a clear understanding of the technical, legal, policy and conceptual material that has been provided. 3. The SP should complete the draft text within four months of having been provided with all the relevant information for the chapters. The draft text must be accompanied by a detailed proposal for the creative design of the booklet. This first draft will then be submitted to the Directorates and individuals for comment. 4. Comments by designated Directorates/individuals on the draft text are to be completed within a month. 5. Final editing of the text by the Specialist Publisher must be completed within three months of the provision of comments, and a draft design and layout for the book is to be generated simultaneously with the final development of the text, resulting in a complete draft of the booklet. 6. The complete draft of the booklet is to be checked by Directorates/individuals for technical accuracy in a period of two weeks, with a further period of two weeks for final comments by the Executive Director: Development Planning and Urban Management and the Internal Coordinator on the format of the book as a whole. 7. The Specialist Publisher would then have a further month to finalise the design layout of the book for approval by the Executive Director: Development Planning and Urban Management. Once this approval has been given, the booklet can be prepared for printing and handed over to printers. DELIVERABLES SPECIALIST PUBLISHER 1. The Specialist Publisher is to provide the services of a Writer (or team of writers) with appropriate qualifications and experience in the writing of technical and specialist books and publications. CV s of the writer(s) and examples of previous work done must be provided with the tender/quotation/proposal. 2. The Specialist Publisher is to engage the services of an appropriately qualified researcher to prepare the chapter relating to the historical development of Johannesburg from a town planning perspective. 3. The text of the book as described under content above is to be produced in its entirety by the writer(s). 4. Diagrams, application forms and all necessary tables, photographs and graphic material for the book are to be sourced by the Specialist Publisher. The
Department of Development Planning and Urban Management will assist with this wherever practicable. 5. The Specialist Publisher must provide a proposal for the visual concept of the book at the time of submitting the quotation. Examples of previous graphic design work in a related field that has been undertaken by the personnel who will be involved in the design and layout of this book are to be provided at the time of submitting the quotation. 6. The Specialist Publisher must provide a detailed proposal for the programme/timetable for the entire project, from inception to printing, at the time of submitting the quotation. 7. The Specialist Publisher is responsible for draft layouts, as well as the final layout of the book and for its proofreading and its production in a form that can be handed over to the City of Johannesburg s printing department (or a printer appointed by the COJ printing department) for printing. Evaluation Criteria This quotation will be evaluated on the basis of the 80/20-point system as stipulated in the Preferential Procurement Policy Framework Act (Act number 5 of 2000) and the City Procurement Policy and Procedure. No Key Focus Area Allocated Points 1 Proven track record of similar 20 projects/skills,cv s 2 Price 60 3 BEE Woman 8 Disabled 2 HDI 10 4 Total 100 FOR FURTHER INFORMATION CONTACT RICHARD HOLDEN, (STRATEGIC SUPPORT SPECIALIST, DEVELOPMENT MANAGEMENT) TEL 0114076946 CELL 0825593697
REQUEST FOR QUOTATION (RFQ) NUMBER _ DPU001/08 Delivery Address: _Braamfontein ITEM NO. DESCRIPTION Spec Attached (Where applicable Y/N) Quantity Required Unit of Measure Local Product Yes / No* Date required 1 Publication of a book Y N/A N/A N/A 28/08/2007 Delivery Period / Lead time Price per Unit of Measure (Excluding Vat) Conditions 1. All goods or services purchased will be subject to the City of Joburg General Conditions of Contract. 2. All prices quoted must be exclusive of Value Added Tax (VAT). 3. Prices quoted must include delivery charges and goods must be delivered to the address indicated. 4. All prices submitted must be firm. "Firm" prices are deemed to be fixed prices, which are only subject to the following statutory changes, namely VAT and any levy related to customs and excise. THE FOLLOWING MUST ACCOMPANY YOUR BID IF INDICATED BY X Samples SABS Certificate IF NOT BIDDING, INDICATE SO AND RETURN DOCUMENTS TO THE RELEVANT PROCUREMENT OFFICIAL SIGNATURE OF BIDDER: CAPACITY