GREATER KOKSTAD MUNICIPALITY
TERMS OF REFERENCE
PAY PARKING MANAGEMENT
Issued and Prepared by:
Greater Kokstad Municipality
75 Hope Street
P.O. Box 8
Kokstad
4700
Municipal Manager: MR. L.H. MAPHOLOBA
Contact Person: QG DIEDRICK
Tel: 039 797 6600/6713
Fax: 039 727 2387 / 086 533 4129
PAY PARKING MANAGEMENT
NAME OF THE PROJECT: PAY PARKING MANAGEMENT
- INTRODUCTION OF THE PROJECT:
The Greater Kokstad Municipality has parking bays allocated in the Kokstad Central Business District and has introduced this project to assist the local community in the form of a poverty alleviation project through the employment of parking bay attendants from the Local Community members.
It will assist in controlling the availability of parking bays as to avoid motorist from leaving their vehicles for long periods in the CBD area.
The project will also assist in crime reduction in the CBD area as these marshals will conduct basic crime prevention functions as part of community safety.
- PROJECT BACKGROUND:
Greater Kokstad Municipality has a Pay Parking Bay Project in place whereby the contract expires 31 August 2017 and therefore intend to continue with this project as it has played an important role in the community as it assists them in the form of a poverty alleviation program that will generate employment, increase income substantially and create safer and secure environment on the Greater Kokstad Municipality roads at no cost to the Municipality with an income split between the marshals, municipality and service provider.
3.AIMS OF THE PROJECT:
The aim of this project is to appoint a pay parking service provider for three (3) years to do pay parking management in the central business district as a poverty alleviation program.
- SPECIFICATIONS/SCOPE
a)To provide Paid Parking Management for the Greater Kokstad Municipality Central Business District.
b)To provide a local manufactured paid parking system with blue tooth mobile printers for each parking metre.
c)To provide local personal that can be appointed as reservist Traffic Wardens.
d)To provide local personal that can be appointed as Parking Marshals.
e)To interact with local Law Enforcement Agencies with result to reducing crime within the CBD area.
f)To ensure that all relevant public parking bays in use are numbered.
g)To provide, erect and ensure that all relevant Pay & Display Signage are in place.
h)To ensure that all Parking Marshals are equipped with full reflective uniform as may be approved by the Greater Kokstad Municipality.
4.1. PARKING MANAGEMENT TECHNICAL SPECIFICATIONS
The parking management system must provide for the following:
1)Handheld Parking Metre systems with blue tooth printers that is operated by marshals.
2)A waterproof handheld device that is powered with a Lithium or similar battery technology capable providing power for at least 250 transactions per re-charge. (Must consist of re-chargeable batteries)
3)Local office from where to manage point 12 and 13 below. Employed at its own cost, a network of local operators residing in the jurisdiction of the municipality.
4)Ability to issue receipts to the motorist
5)Capacity to operate in offline and online mode
6)GPRS 3G or Wi-Fi connectivity to the central server is a must
7)Recording of parking bay data as part of every transaction
8)Transactions should be stored on an auditable database e.g. Ms SQL or Oracle
9)The system should provide for live monitoring of parking transactions
10)The system should provide for management to be able to log in and monitor transactions as and when required
11)The system should provide for marshals to log in prior to accessing the device
12)e system should have a comprehensive reporting module, comprising of at least the following reports:
- Daily transactions Report
- Revenue Reports
- Marshal performance Report
- Non-compliance Reports
- Infringement reports.
With regard to parking infringements, the bidder is required to provide the following:
13)The system with capacity to integrate with all Traffic Contravention Management system with the purpose of processing and finalization of parking infringements or an infringement module capable of managing such a process
The bidder should provide a strategy to recover fines and outstanding parking meter money associated with the parking infringements
The bidder should prove that the system is also operational in other authorities.
Preference will be given to locally manufactured systems.
14) To provide identifiable visible uniforms as per approval of Greater Kokstad Municipality.
- DELIVERABLES
a)Signing of a Service Level Agreement and a contract with the Greater Kokstad Municipality.
b)The provision of paid parking management for the municipality central business district.
c)Job creation - There is scope at least to involve 40 people/staff in the project.
d)Crime reduction - The project must contribute to reducing crime within the CBD.
e)Parking Turn Over - To ensure that maximum utilization of parking bays be achieved.
f)Income to the Municipality
- EXPECTED OUTCOMES.
The paid parking firm/s is expected to provide paid parking management for the whole municipality CBD according to specification provided by the municipality.
- KEY COMPETENCIES
Service provider/s appointed to undertake this project should demonstrate the following key competences;
a)Proven record of paid parking management with organizations/government departments in the same size with the Greater Kokstad Municipality.
b)Technical skill to interpret the requirements in the Terms of Reference.
c)Sound understanding of the total parking situation within the CBD.
- PROJECT MANAGEMENT
The Service Provider will work very closely with Manager Community Services of the Greater Kokstad Municipality.
- PROJECT TIMEFRAME
The contract is for the period of threeyears.
- PROJECT BUDGET
Service Providers must present a work plan and budget that reflects that the contract is at no cost to the municipality and must indicate the % split from income received for paid parking between the Marshals, The Greater Kokstad Municipality and the Paid Parking Service Provider.
- EVALUATION CRITERIA
All bids received will be evaluated by a panel on a basis of functionality, Price and BBBEE. A80/20 preference point system will apply.
11.1FUNCTIONALITY (35)
With regard to functionality the following criteria will be applicable and the maximum weights of each criterion are indicated in bracket.
Stage 1
Key personnel – to produce Identity documents (15)
- 1 Site Manager (Senior Certificate, Identity document, managerial experience in similar environment) = 7 points
- 2 Supervisors (Traffic Wardens) (Peace Officers Training Certificate, Identity document)= 8 points
Company experience (20)
Appointment letter with reference/referral letters with similar projects
- 1 project = 4 points
- 2 projects = 8 points
- 3 projects = 12 points
- 4 projects = 16 points
- 5 projects = 20 points
That all Bidders must get 60 % to qualify for the next level of Presentation
Stage 2
PRESENTATION (50)
A bidder that scores less than points 35 out of 50 in respect of “functionality” will be regarded as submitting a non-responsive quote and will be disqualified and will be not evaluated for price.
POINTS AWARDED FOR PRICE AND B-BBEE CONTRIBUTION
The following preference point systems are applicable to this bids:
The 80/20 system for requirements with a Rand value below R50 000 000.
The value of this bid is estimated to be below R50 000 000.00 and therefore the 80/20 system shall be applicable.
Points for this bid shall be awarded for:
Price and Preferential Procurement Framework Act
The points allocated for price will calculated as follows:
80/20 Preference point system [(for acquisition of services, works or goods with a Rand value below R1million) (all applicable taxes included).
Where
Ps = Points scored for comparative price of bid or offer under consideration
Pt = Comparative price of bid or offer under consideration
Pmin = Comparative price of lowest acceptable bid or offer.
Points scored will be rounded off to the nearest 2 decimal places.
Step 2: Calculation of points for B-BBEE status level of contributor
Points will be awarded to a bidder for attaining the B-BBEE status level ofContribution in accordance with the table below:
B-BBEE Status Level of Contributor / Number of points (80/20 system)1 / 20
2 / 18
3 / 14
4 / 12
5 / 08
6 / 06
7 / 04
8 / 02
Non-compliant contributor / 00
6.4 A bidders will not be disqualified from the bidding process if they did not submit a certificate substantiating the B-BBEE status level of contribution nor is a Non-compliant contributor but no BBEEE point will be allocated to such bidder. Bidders should submit an original or certified copy of BBBEE certificate failing which; no point will be allocated to the bidder
The points scored for price will be added to the points scored for B-BBEE Status level of contribution to obtain the bidder’s total points scored out of 100.
6.4 A bid will not be disqualified from the bidding process if the bidder has not submit a certificate substantiating the B-BBEE status level of contribution or is a Non-compliant contributor but no BBEEE point will be allocated to such bidder.
6.5 The points scored for price will be added to the points scored for B-BBEEStatus level of contribution to obtain the bidder’s total points scored out of 100.
Total points for the price and BBBEE contribution must not exceed 100
INSTRUCTIONS TO BIDERS
PUBLICATION REFERENCE:
In submitting their bid, bidders must respect all instructions, forms, Terms of reference, contract provisions and specifications contained in this bid dossier. Failure to submit a bid containing all the required information and documentation within the deadline specified will lead to the rejection of the bid.
SUBMISSION REQUIREMENTS AND SELECTION CRATERIA
Bidders are required to submit the following documents to be eligible for this bid:
- Tax PIN Printed by SARS for further verification.
- Public Liability Insurance
- Proven record of paid parking management with organizations/government departments in the same size with municipality.
- Company/Directors municipal rates, electricity or water account not older than 3 Months, proof of Residential lease or rental or sworn affidavit if the business operates at a place of residence which is not owned by the bidder
- Completed and signed Municipal Bidding Document attached in the tender document.
- Listed on the Central Supplier database
NB: Bidders who failed to attend the COMPULSORY briefing and site visit on the 21 May 2018 at 10h00 will be eliminated.
1.Services to be provided
These services required by the Contracting Authority are described in these Terms of Reference.
2.Participating and sub-contracting
a)Participation in this bid is open only to the candidates present at the compulsory site visit.
b)Bids should be submitted by the same service provider or consortium, which has submitted the proposal on the basis of the above. No change whatsoever in the identity or composition of the bidder is permitted;
c)Short-listed service provider or consortia are allowed to form alliances with any other firms or to sub-contract to each other for the purpose of this contract;
d)Sub-contracting will be allowed, only in so far as it was stated in the initial bid.
a)Duplication of bid document is prohibited.
3.Contents of Bids
Each bid must comprise a Technical offer and a Financial offer, each of which must be submitted separately.
3.1Technical offer
The technical offer must include the following documents:
(1)A Bid proposal including:
a)A detailed work-plan indicating how the bidder will deliver on the outputs as stated in the terms of reference.
b)A statement of intent by bidder in which it undertakes to provide the services in conformity with the provisions as set out in the bid terms of reference and instructions to bidders.
c)In the case of a consortium, a document in which each consortium partner must accept joint and several liability with the other consortium partner for the execution of the contract and give a mandate to the leader to sign on its behalf
d)A sworn statement (by each consortium partner, in the case of a consortium) to the same effect as was made in the bidders proposal confirming that the bidder has not fallen, in the meanwhile into any of the grounds for exclusion from this bidder procedure
e)Any other annexure that the bidder may deem necessary.
(2) Company Profile and Key Personnel – A detailed company profile (including but not limited to shareholders, management, registered offices or physical address of premises where business is conducted), the key personnel and those whose involvement considered to be instrumental in the achievement of the contract objectives. Their (the key personnel) positions and responsibilities should be clearly defined.
The information should therefore include the following:
a)A list of the names of key members
b)The CVs of each of the key members. Each CV must be confined to 3 pages and only one CV should be provided for each position identified.
The qualification and experience of each key member must clearly match the profiles indicated in the Terms of reference. All key members must be South African nationality.
(3)Statements of exclusivity and availability – signed by each key member, the purpose of which as follows:
a)The key members proposed in the bid must be part of any other bidder
being submitted for this bid procedure. They must therefore engage
themselves exclusively to one proposal relating to this bid.
b)Each key member must also undertake to be available, able and willing to work for all period foreseen for his/her input during the implementation of the contract as indicated in the Terms of reference.
Any person who is currently engage in projects financed Kokstad Municipality, where the input from his/her position in that contract will not have ended before the expected start of his/her activities under this contract, must not be proposed for this contract under any circumstances.
If a key person has been sub-contracted by more than one bid with the agreement of the key personnel, the correspondence bid may be rejected. The key person
concerned will be excluded from this bid and may also be subject to exclusion from other Kokstad financed projects.
In case where a key person will not be available at the expected start of his/her activities, the correspondence bid may be rejected and the person concerned will be excluded from this bid.
Having selected a successful bidder, on the basis of evaluation criteria as specified section 9 above, the Contracting Authority expects the contract to be executed by these specific people mentioned in the proposal. As the expected date of mobilization is given in the bid dossier, the Contracting Authority will only consider substitutions after the deadline for the submission of bid in cases of unexpected delays in the commencement date beyond the control of the bidder, or exceptionally because of the incapacity of a key member for health reasons or due to force majeure or other circumstances which may justify a replacement and which would not have any effect on the selection of the most economically advantageous bid. The desire of a bidder to use an expert on another project or a change of mind on the part about the contract will not be accepted as a reason for substitution on any of the key members.
- Financial offer
The financial offer must state the bidder’s price in South African Rands for providing the services according to its Technical offer.
The same person, who signed the corresponding Technical offer, must sign this document.
11.1.2 Presentations / Adjudication
The Evaluation Committee may call for presentation by the short-listed bidders, after having established its written provisional conclusions but before concluding the technical evaluation.
The date and time of any such presentation will be confirmed or notified to the short-listed bidders at least seven days in advance. If a bidder is prevented from attending presentation by force majeure, a mutually convenient alternative appointment may be arranged with the bidder. If the bidder is unable to attend this second appointment, its bids will be eliminated from the evaluation process.
4.Variant solutions
Any variant solutions will not be taken into consideration.
- Period during which Bid are binding
Bidders are bound by their bids for 90 days after the deadline for the submission of bids. In exceptional cases, before the period of validity expires, the Contracting Authority may ask bidders to extend the period for a specific number of days, which may not exceed 30 days.
The successful bidder must maintain its bid for a further 60 days from the date of notification that its bid has been selected for the contract.
- Additional information before the deadline for submission of bidders
The bid dossier should be clear enough to avoid the Contracting Authority from having request additional information during the procedure. If the Contracting Authority, either on own initiative or in response to the request of a short-listed candidate, provides additional information on the bid dossier, such information will be sent in writing to all other bidders at the same time.
Bidders may submit questions in writing to the following address up to 10 days before the deadlines for submission of bids, specifying the publication reference and the contract title:
Attention: Mr. M. Mahlaba
Greater Kokstad Municipality
SCM Department
75 Hope Street
PO Box 8
KOKSTAD
4700
Email:
Any prospective bidders seeking to arrange individual meetings with either the Contracting Authority during the bid period may be excluded from the bid procedure.
Any clarification of the bid dossier will be communicated simultaneously in writing to all bidders at the latest 10 calendar days before the deadline for submission of bids. No further clarifications will be given after this date.
There will be no bid debriefing.
Visit by individual prospective bidder during the bid period are not permitted other than the site visit for good reasons.
- Submission of Bids
Bids must be submitted in English such that they are received before the deadline specified by in the letter of invitation to bid.
Any infringement of these rules (e.g. unsealed envelops) is to be considered a breach of the rules, and will lead to rejection of the bid.
The envelope should carry the following information:
a)The address for submission of bid indicated above;
b)The reference code of the bid procedure to which the bidder is responding (i.e. no 0… /20....);