Appointment of an Idependent Service Provider to Undertake and Facilitate an Environmental

APPOINTMENT OF AN IDEPENDENT SERVICE PROVIDER TO UNDERTAKE AND FACILITATE AN ENVIRONMENTAL ASSESSMENT PROCESS FOR A PROPOSED LAND-BASED AQUACULTURE DEVELOPMENT ZONE INAMATIKULU, KWAZULU-NATAL, SOUTH AFRICA FOR A CONTRACT PERIOD OF 15 MONTHS.

1. INTRODUCTION

The Department of Agriculture, Forestry and Fisheries (DAFF), herein referred to as “the Department” as the lead agent for aquaculture management and development requires the services of a suitably qualified independent Environmental Assessment Practitioner (EAP) to undertake the environmental assessment process for a land-based aquaculture development zone (ADZ) in Amatikulu, KwaZulu-Natal, South Africa for a period of 15 months.

Thenew National Environmental Management Act (NEMA) Environmental Impact Assessment (EIA) Regulations of 2010 and the listing notices thereto were gazetted in June 2010 andcame into effect on the 2nd of August 2010 thus replacing the EIA Regulations promulgated in 2006. These Regulationslist activities that require environmental authorization before they can proceed and aquaculture is but one of the listed activities that are included herein.

1. BACKGROUND

The Department has identified land and sea based sites suitable for aquaculture activities along the South African coastline. Some of the sites are earmarked by the Department for the development of Aquaculture Development Zone’s (ADZ). The goals of the Department are to negotiate and obtain concern from the land owners, undertake EIA processes where necessary, declare an ADZ and develop the site by developing required basic infrastructure such as road, electricity, security fence, reservoir, water pump, water extraction and discharge pipeline as well as the establishment of support facilities e.g. processing establishment and laboratories.

Amatikulu is situated in the Kwa-Zulu Natal province, approximately 120km north of Durban. The site earmarked for ADZ is about 80 Ha and was a thriving prawn farm in the 1990’s. The present custodian of the land is the Ingonyama Trust.Once the infrastructure is developed, aquaculture investor can enter into a lease agreement with Ingonyama Trust to undertake aquaculture related activities, e.g. hatchery, grow-out, processing, etc.

1. SCOPE AND EXTENT OF WORK

The EAP will be responsible and expected to undertake and submit the following:

3.1 To provide, in terms of NEMA and the new EIA Regulations information regarding the credibility of the EAP/s to be conducting the process.

3.2To determine the environmental process applicable to the proposed ADZ.

3.3To investigate the scope of the proposed activity (ADZ) and identify all listed activities that may be triggered by the proposed development, as well as to evaluate existing information.

3.4To undertake the environmental assessment process as legislated by the NEMA EIA Regulations of 2010 in order to obtain environmental authorization for the proposeddevelopmentof a multi-species hatchery system inAmatikulu, KwaZulu-Natal from the relevant Competent Authority.

This will involve, but may not be limited, to the following:

Conducting the relevant aquaculture impact assessment process and completing and submitting relevant applications and reports to the Competent Authority for consideration.

3.5The environmental assessment report should be clearly structured and should include, but is not limited to, the following:

• An introduction which provides a background and description of the proposed activity.
• A summary of the legislation applicable to the proposed activity;
• Details of the approach to the study which includes methods applied during the investigation;
• A detailed description of the environment associated with the proposed activity i.e. biophysical, socio-economic and cultural environment (taking existing information into consideration);
• Recommendations on potential aquacultureindigenous species to be cultured as well as culture technology (hatchery and grow-out) to be used at the site based on the prevailing environmental conditions;
• Identified related aquaculture support activities, e.g. processing facilities and laboratories.
• Alternative regional sites that are feasible and reasonable;
• Determine alternative models for ownership/custodianship of the proposed ADZ;
• Conducting the public participation process,
• Submitting a scoping report;
• Conducting relevant specialist studies;
• Submitting a comprehensive environmental impact assessment report to the CA for consideration and approval if required;
• Providing any additional information as required by the CA.
• A calculation of the optimal land footprint size of the ADZ;
• A detailed description of potential impacts of the proposed activity on the environment, which must include, but is not limited to, the following:

Identification of the main environmental impacts associated with multi-species aquaculture production systems in the proposed area;

Categorization of environmental impacts;

Identification of management actions and plans aimed at reducing adverse impacts on the environment, as well as promoting benefits thereto.

An environmental management andmonitoring plan for both the construction and operational phases that may comprise of various programmes for monitoring e.g. Water Quality Monitoring Programme; Waste Management Protocols, etc.

• Conclusions and recommendations to the studies that will be submitted to the Competent Authority.
• If Scoping and Environmental Impact Reporting is required, a plan of study for the assessment detailing the need for specialist studies must be included.
• Acquire waste discharge license.
• Coastal Discharge permit.
• Coastal Lease.
• Acquire the Environmental Authorisation.

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3.6To take all relevant and applicable environmental legislatione.g. NEM: Biodiversity Act of 2003; NEM: Protected Areas Act of 2003; NEM:Integrated Coastal Management Act of 2008; NEM: Waste Act of 2008 etc., and associated Regulations into consideration and submit applications for any permits/licenses associated with the proposed development to the relevant Competent Authority in this regard e.g. seawater abstraction, waste water discharge to the sea, estuary and/or river to the relevant Competent Authority/ies.

3.7Conduct an environmental technical assessment to determine any potential threats to the project.

3.8To design a basic layout of the ADZ.

3.9In the event that environmental authorization is granted for the proposed development, the appointed EAP will need to deal with any appeals associated with the proposed project.

1. COSTS

4.1EAPs are required to submit a project plan of action of all deliverables detailing the cost of the services. Prices quoted must be VAT inclusive.

4.2The price must remain firm for the duration of the contract.

4.3The successful bidder will be paid upon submission of acceptable progress deliverable reports as stated in Section 3.

1. SERVICE LEVEL AGREEMENT

5.1The successful bidder will be required to sign an appropriate service level agreement (SLA) with the Department. All intellectual property developed by the EAP as a result of this bid will be owned by the Department.

5.2If the EAP and the Department are not able to reach agreement on the terms of the contract, The Department can withdraw the award of the bid and/or appoint another EAP.

5.3Payment will be made in accordance with the requirements of the Public Finance Management Act, 1999 (Act No. 1 of 1999).

6TIMING OF ASSIGNMENT

6.1 All work is to be carried out in accordance with the deliverable time schedule as agreed with the Department Project Manager/s.

6.2The project shall be completed in 15 months.

1. PERFORMANCE MEASURES

The performance measures for the delivery of the deliverables (see section 3) will be closely monitored by the Project Manager/s.

1. CONSIDERATIONS

The applicants should take into consideration the following when providing quotations:

The competent authority will evaluate the application. Therefore, the EAP may need to undertake such further studies as the competent authority may deem necessary to make an informed and adequate decision regarding the application.

1. REPORTING

9.1The appointed EAP will have to submit monthly progress reports to the Department Project Manager/s, within 4 working days after the end of each month for the duration of the project.

9.2The appointed EAP will have to meet every second month with the Project Manager/s to report on the progress of the project.

1. MONITORING PROGRESS ON ASSIGNMENTS

10.1The Project Manager/s shall do the ongoing management of the Service Level Agreement.

10.2The Project Manager/s shall do on-site monitoring where necessary for the duration of the project. The appointed EAP to ensure that the senior in charge of the project is available to accompany the Project Manager/s during onsite-monitoring.

1. CONTINUITY AND PROFILE OF SENIOR STAFF ON THE PROJECT

The appointed EAP must guarantee the presence of the senior in charge of fieldwork throughout the duration of the contract. If the senior has to leave the project, a period of at least a month is required in which the senior must work parallel with the next person (senior consultant with similar expertise and equal years of experience) appointed to be able to transfer skills and knowledge.

1. CONDITIONS OF PROJECT

12.1Proposals will be subjected to Supply Chain Management conditions as follows:

12.1.1The Preferential Procurement Policy Framework Act, Act No. 05 of 2000 and the Broad Base Black Economic Empowerment Act, Act 53 of 2003 will apply to this bid.

12.1.2Proposals for functionality will be evaluated as shown in Phase A below, and total points obtained for functionality (technical information) will be utilized to determine proposals that will qualify for the final assessment as described in section 16.2. For functionality, proposals will be evaluated by a panel on a basis of 100 points. Only proposals that score a minimum of 70 points (70%) on functionality will be considered for Phase B and C. For the final assessment, the 80/20 preference point system will apply, 80 applies to Phase B (price) and 20 applies to Phase C (Equity Ownership) where certain goals have been targeted and points allocated for these goals as indicated in the enclosed form SBD 6.1 and must be completed in detail. (HDI Woman, Disability, SMME and Location).

12.2The proposal should include, amongst other things, the following:

12.2.1A detailed work plan of the proposed project, including a time frame, and indicating all activities, must be included in the bid application.

12.2.2 A list of references;

12.2.3 Ability to ensure continuity of staff on the project.

1. EVALUATION CRITERIA

A Three phase evaluation process will occur. Phase A, thefunctionality (technical information) criteria will be considered, Phase B price criteria and Phase C specific goals criteria as claimed in SBD 6.1 document will be considered together as the final assessment.

Phase A

EVALUATION FOR FUNCTIONALITY

Values: 1= Poor; 2=Average; 3=Good; 4=Very Good; 5=Excellent

CRITERIA / WEIGHTS / VALUE / SCORE
1 / Compliance with the requirements as set out in the scope of work(Term of reference) Bidder understands of the brief and the methodology to be employed / 20
2 / Previous experience in this field and record of achievements The experience in the fields of (be specific) includes both the public sector and the private sector. / 16
3 / Level of experience and qualifications of personnel- CV’s to be submitted. The experience and educational background of the personnel proposed to provide the service. Assessment of the condensed Curricula Vitae of personnel involved on the projects (number of project team members to handle the project/ submit names and the CV). / 13
4 / Accreditation/registration with any institutions / 4
5 / Quality of service, Skills transfer (specified). A proposed plan of action to achieve the objectives should be submitted for evaluation. / 7
60(a) / (So)

Calculate the points scored for functionality according to the following formula:

So

Ps = ------X AP

Ms

Where

Ps= percentage scored for functionality by proposal under consideration

So=total score of proposal under consideration

Ms=maximum possible score, i.e. 5 x (a) =300

AP=percentage allocated for functionality (in this RFP) =100

Total points scored by bidder on functionality:Ps =------X 100 =

300

FINAL ASSESSMENT (Phase B and Phase C)

Phase B.

Category / Total / Score
PRICE / 80

Phase C

EQUITY OWNERSHIP / 20 / Score
HDI / 12
Women Equity Ownership / 6
Disability / 2

1. COMMENCEMENT AND DURATION

The EAP will only commence with the service as set above, after having been duly instructed in writing by the Department. The duration of the project will be15 months commencing from the date to be announced once due processes have been followed.

1. TERMS AND CONDITIONS

15.1 The appointed Service Provider must provide detailed pricing schedule.

15.2The appointed Service Provider must tender set fees in South African Rand (inclusive of VAT)

15.3 The appointed Service Provider will be paid through the DAFF payments system upon invoicing.

15.4Quotations must be accompanied by:

1. Names and brief CVs of individuals which the Service Provider proposes to be involved with the assessment.
2. Brief (2 page) motivation explaining why the team/individuals are best suited to undertake the review.
3. Confirmation of availability in accordance to specified time frame.

1. SPECIAL CONDITIONS

16.1The Curriculum Vitae of the staff who will be available for the duration of the work; NOTE: Failure to submit the CV’s will invalidate your proposal.

16.1The proposals should be submitted with all required information containing technical information as well as price information (NB: The Department Entity Maintenance form included in the proposal documents must be completed and returned with the proposals).

16.2Only bidders who score a minimum of 70 points(70%) for the technical information (functionality) will qualify for final assessment.

16.3EAP/s who do not supply information in respect of HDI preference points or who are found to have supplied incorrect information in the affidavit provided for in the proposal documents will be disqualified.

16.4The BEE scorecard from reputable accredited EAP/s will be considered during the evaluation for HDI claims.

16.5Preference will be given to BEE companies or firms with strong BEE partnerships, in order to address South Africa’s socio-economic disparities in line with the Broad Base Black Economic Empowerment legislation.

16.6A service level agreement shall be signed with the successful applicant. The successful applicant may not alter its (buy out HDI points) BEE status during the contract period. The Department reserves the right to terminate the contract should the successful applicant no longer meet the BEE requirement.

16.7The Department reserves the right to invite short listed suppliers/companies to present their proposals for final decision.

16.8Proposals must be prepared to work at rates not exceeding those prescribed by the office of the Auditor-General or the Department of Public Service and Administration (DPSA).

16.9Suppliers are required to fill the information below:

% Management by HDI groups.
Number of consultants from HDI groups working on the project.

17ADDITIONAL INFORMATION ON PROPOSALS

17.1The EAP/s should provide details of staff training, highlighting training and development policies and procedures, with specific reference to affirmative action policies and initiatives.

17.2A breakdown of the hourly tariff inclusive of value-added tax for services rendered. Expenditure incurred without the prior approval of the Project manager will not be reimbursed.

17.3In so far as possible, a comprehensive budget, showing the charge out rates of all the staff to be involved in investigations and also including all other costs factors such as travelling.

17.4How a joint venture (if the bidders are a joint venture between a BEE firm and a non BEE firm) will split the work between the firms. The detail must be such that the Department can audit the actual work allocation during the delivery to enforce the transfer of skills between the two firms. (The percentage involvement of each company in the joint venture should also be indicated). Please note that all members of the joint venture should sign the contract and are jointly and severally liable for the entire assignment.

17.5The Department will not be held responsible for any costs incurred by the applicant in the preparation and submission of the proposals.

17.6Please take note that the Department is not bound to select any of the firms submitting proposals. The Department reserves the right not to award the contract to any of the applicants and not to award the contract to the lowest price as well as to renegotiate the price of the preferred applicant.

17.7Travelling costs and time spent or incurred between home and office of consultants and the Department head office will not be for the account of the Department.

18CONTACT PERSONS FOR ENQUIRIES

Interested persons or organisation can obtain further information from Mrs. Michelle Pretorius, Department of Agriculture, Forestry and Fisheries, 021 4307034 or .

19DEADLINE

19.1The deadline for the submission of quotations is 15th August 2014.

19.2Quotations should send to MrGareth Heemro; email: contact number: (021) 402 3380

Physical Address: 6th Floor: Directorate Supply Chain Management

Foretrust Building, Martin Hammerschlag Way, Roggebaai, Foreshore, Cape Town, 8012

Please quote the project name on the quotation/proposal.