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

Transcription

1 R E Q U E S T F O R P R O P O S A L S DEVELOPMENT OF A MONITORING AND EVALUATION FRAMEWORK, SYSTEM AND SUPPORTING PROCESSES RFP/JHB/079 PROPOSALS TO BE SUBMITTED BY NOT LATER THAN 26 August 2013, 12 NOON RFP/JHB/079 Page 1

2 1. Background The Housing Development Agency (HDA) is a national public development agency which promotes sustainable communities by making well located and appropriately planned land available for the development of human settlement. As its primary activity, the HDA assembles state, private and communal land and releases it for development. In addition HDA provides project delivery support services to organs of state at local, provincial and national level. Informal settlements upgrading and project management services are a particular focus of the organisation. 2. Introduction The HDA recently revised its strategic plan leading to a redesign of the Agency s structure. Programme one, namely Land Planning and Assembly, includes new work units, one of which is Monitoring and Evaluation. The Monitoring and Evaluation unit has the following key objectives: Establish a Monitoring and Evaluating programme to continually improve sector reporting on land targets Conduct due diligence assessment as a control measure for the application of land policies and procedures Conduct targeted evaluations of land and human settlement development programmes and projects for lessons and best practice The Annual Performance Plan ( of the Agency has identified three sub areas that should be considered in the Monitoring and Evaluation Framework outlined below Land monitoring: Develop and refine indicators for land to support the monitoring mandate of the Agency Track the readiness and development of land acquired by provinces and municipalities for human settlements development Analyse and report on land identification and the state of readiness of welllocated land and human settlement projects for budget allocation process Support the monitoring and reporting mechanism on land targets by provincial and municipal partners Due diligence reports: Land identification criteria Land suitability assessments Land valuation Legal obligations Quality assurance standards Targeted evaluations: Conduct programme and project evaluation as a feedback loop and identify emerging Best Practice for up scaling Document lessons learned, potential challenges and opportunities RFP/JHB/079 Page 2

3 To this end the HDA wants to a service provider to assist the Agency to formulate a Monitoring and Evaluation Framework, as well as to develop systems and procedures templates to guide the function. 3. Scope of work and deliverables Formulate a Monitoring and Evaluation Framework for the HDA Develop relevant (SMART) indicators based on agreed targets on land and housing considering the areas of operation Develop a Monitoring and Evaluation System and Procedures Develop reporting templates based on agreed indicators to be used for quarterly and annual reporting purposes to guide the reporting based on defined indicators Propose an M&E table of contents that should result in printed M&E manual for the HDA 4. Timeframe It is expected that the scope of work and deliverables should be concluded within a period of 4 to 6 months. 5. Proposal structure It would be important for the service providers to ensure the following aspects are fully considered and discussed in their proposals: a) A description of the service provider s methodology to perform tasks set forth in these terms of reference, including the proposed work plan; proposed approach to the work with a clear methodology; critical processes to be considered to enhance the monitoring and evaluation experience with stakeholders; programme to conduct due diligence report and evaluations b) A description of the service provider s organisation and an outline of recent experience on assignments of similar nature, including the name of the institution where a similar project was undertaken, the project name; value of the project awarded; year awarded and year completed. c) Statement of qualifications of the service provider and team or person that will work on this initiative. Service providers must ensure that people with relevant skills and sufficient experience are part of the project. Curriculum vitae of professional staff to be involved in the project should be included, It should include the degree of their involvement in various previous assignments, Indication or reflection of an understanding of the HDA Act, the human settlements sector and human settlement development issues generally. An understanding of the Monitoring and Evaluation environment supporting land planning, land acquisition and land planning within the public arena at a national, provincial and local authority level d) The skills and experience should include among others: An understanding of development issues generally RFP/JHB/079 Page 3

4 An understanding of organisational issues Insight and empathy Authority/credibility Experience in conducting monitoring and evaluations with its related processes A good reputation with previous clients Conflict management skills and confidence about handling conflict Able to help you clarify the outcomes of the process and a commitment to helping to reach the desired outcomes Honesty and fairness Logic, self-discipline and the ability to operate systematically Commitment to deadlines Verbal and written skills e) The proposal submitted for consideration must contain: Itemised budget proposal based on key milestones Timeframe and project plan Costing should also reflect hourly rate of team working on the project o Note: sundry costs must be included as it will not be recovered separately. o Quotations must be Vat inclusive 6. Evaluation process 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% of the points noted in the table below will be disqualified for the second evaluation. The second evaluation of technically competent proposals will be evaluated against Price and B-BBEE using an 80/20 Price/B-BBEE formula. Table 1-Functionality Criteria CRITERIA SUB-CRITERIA WEIGHTING/ POINTS Experience, knowledge and skill Expertise and related experience in executing similar projects (5 Points) 40 Knowledge of M&E systems development (5 Points) Knowledge of developing indicators (5 Points) and Knowledge of developing M&E processes and procedures (25 Points) RFP/JHB/079 Page 4

5 Understanding of the work Quality and responsiveness of the project proposal towards the scope and objectives in the body of the document (5 Points) Comprehensive template with rationale that can be used to support decisions for land acquisition (15 Points) Capability and capacity Capacity and functions of the proposed project team (5 Points) Understanding of implementing a M&E system to guide the development of such a system for the HDA (5 Points) Approach and methodology Methodology, roadmap and clear development path (10 Points) Ease of use and integration of system and procedures into the operations of the HDA(20 Points) TOTAL 100 The following criteria will be used for point s allocation for price and B-BBEE compliance on an 80/20 point system:- Table 2 Price and B-BBEE CRITERIA SUB-CRITERIA WEIGHT ING/ POINTS Price Detailed budget breakdown 80 B-BBEE Status Level Verification B-BBEE Level Contributor 20 Certificate from accredited verification agencies TOTAL Payment structure 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. No payment will be made where there is an outstanding information/work by the service provider/s. 8. General Below are compulsory requirements / submissions in order to submit your proposals 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 organisational guidelines. RFP/JHB/079 Page 5

6 Kindly submit the following documents: Valid original tax clearance certificate. SBD Forms (SBD4, SBD6.1, SBD8 and SBD9) obtainable from HDA Website: Under compliance checklist. Valid and Original or Certified B-BBEE Status Level Verification Certificates issued by the following agencies SANAS, IRBA or CCA. Further information regarding technical matters can be sent an to: or at tel: , and Further information regarding supply chain matter and queries can be send via to: or at tel: A briefing session with representatives of the HDA will take place at the HDA; Block A, Riviera Office Park, 6-10 Riviera Road, Killarney, and Johannesburg on Monday, 19 August 2013 starting at 13h00. The briefing session is recommended. Please RSVP if you will be attending or not to: mpho.makhaya@thehda.co.za or at tel: Submission of Proposal Proposals should be submitted on or before the 26 August 2013 by no later than 12h00 to: Attention: Supply Chain Management Block A, Riviera Office Park 6-10 Riviera Road, Killarney Johannesburg Important note: 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. RFP/JHB/079 Page 6