T E R M S O F R E F E R E N C E

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1 P.O. Box 3209, Houghton, 2041 Block A, Riviera Office Park, 6-10 Riviera Road, Riviera T E R M S O F R E F E R E N C E PROVISION OF FACILITIES MANAGEMENT FOR THE HOUSING DEVELOPMENT AGENCY S HEAD OFFICE IN KILLARNEY, JOHANNESBURG FOR A PERIOD OF THREE YEARS PROPOSALS TO BE SUBMITTED BY NOT LATER THAN 12 NOON ON 06 JUNE 2013 JUNE 2013

2 1. Introduction The Housing Development Agency (HDA) was established in 2008 (became operational in 2009) as a public development agency whose objective is to fast-track the acquisition and release of state, private and communally owned land for human settlement developments. The HDA also provides project management services for the development of human settlements and other housing support services. 2. Scope of Work The HDA s existing facilities management services are being utilised mainly as a support system to the. Hence to augment the existing HDA personnel and to ensure operational ability, maintenance and enhancements, the HDA must initiate the rendering of Facilities Management Services which would include, but not limited to, the following: Repainting of offices Wallpaper management and making good walls with either paint or wall paper Refurbishing/renovating offices/ project management of HDA Head Office Responding to requests for maintenance, i.e. hanging of boards, pictures, etc. Assisting with movement of furniture Undertake repair work, as and when required Undertaking electrical work Undertake plumbing work 3. Outputs/Deliverables Service providers are encouraged to raise additional areas which they believe will enhance the objective of the brief. 4. Timeframes The service will be required for a period of 3 years 5. Required Skills The professional service provider is required to provide a minimum of the following skills and expertise considered necessary for effectively implementing the assignment: Adequate experience of at least 3 years experience in facilities management. Employ qualified personnel with professional experience. Supply HDA with the necessary guarantees of workmanship Ensure fully compliant with OSHA For electrical work issue HDA with a copy of the wireman s licence Give HDA copy of the Letter of Good standing with Workman s Compensation Guarantee rapid response times, i.e. 30 minutes, for emergencies with regard to electrical and plumbing work Enter into a Service Level Agreement with provision for liquidated damages for their noncompliance. 6. Warranties of the Contractor The Contractor warrants that: Represents and undertakes reliability of the services and that their manpower complements are hardworking, qualified, reliable and dedicated to do the service required. They will comply with the laws, rules and regulations applicable to its personnel employed by the Contractors. Personnel shall take all necessary precautions for the safety of all persons and properties whilst working in the offices.

3 Be liable for loss, damage or injury due directly or indirectly through the fault and negligence of its personnel. It shall assume full responsibility thereof and the HAD shall be specifically released from any and all liabilities therefrom. The company will neither assign, transfer, pledge nor subcontract any part or interest therein. 7. Pre-termination of Contract The contract for Facilities Management may be pre-terminated by the HDA for any violation of the terms of the contract and the contractor will be informed by the HDA thirty (30) days prior to such pretermination. 8. Evaluation Process In order to facilitate a transparent selection process that allows equal opportunity to all production companies, the HDA has a policy for the appointment of consultants that will be adhered to. Proposals will be evaluated in terms of the prevailing supply chain policy applicable to the HDA and it should be noted that: The benchmark of minimum 70 points out of 100 points on technical capability will be the cut off to qualify for further evaluation Those that qualify will be assessed using the 80:20 formula for Price and B-BBEE as per the PPPFA. The following criteria will be used for point s allocation for price and B-BBEE compliance on an 80/20 point system. Table 1 - Functionality CRITERIA SUB-CRITERIA WEIGHTING/ POINTS Capacity and Experience of the proposed team Company Profile and Resources Approach & Methodology, Work Plan and Process Demonstrate their ability in similar assignments (15 points) Illustrate their understanding of the services required (15 Points) Relevant skills and expertise of the members and their functioning as a multidisciplinary unit to be able to deliver on all aspects of the proposal (15 Points) A minimum of three reference letters from companies who have used the company for the supply of plants (15 Points) Demonstrate a conceptual understanding and subject matter command in the proposed approach, process, deliverables and outputs (20 Points) Proposed methodology detailing proposed process, description of tasks in relation to process, outputs and deliverables. (20 Points) TOTAL 100

4 The following criteria will be used for point s allocation for price and B-BBEE compliance on an 90/10 point system: Table 1 Price and B-BBEE CRITERIA SUB-CRITERIA WEIGHTING/ POINTS Price Detailed budget breakdown 80 B-BBEE (Status Level Verification Certificate) B-BBEE Level Contributor 20 TOTAL General 9.1. 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 organisational guidelines 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: Moses.Mokhine@thehda.co.za or at tel: , and 9.3. Further information regarding supply chain matters and queries can be send via to: Moses.Mokhine@thehda.co.za or at tel: Terms and Conditions 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. 11. Submission of Quotation Quotations should be submitted on or before the 06 th June 2013 by no later than 12h00 to: Attention: Supply Chain Management Block A, Riviera Office Park 6-10 Riviera Road, Killarney Johannesburg

5 11.2. 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.