PUBLIC HEALTH DIRECTORATE

REQUEST FOR PROPOSALS FOR THE MAITLANDS NATURE RESERVE

CONTRACT ENQUIRY NO.: 369/5/2011-2012

TENDERER
TELEPHONE / FACSIMILE
CLOSING DATE

NOVEMBER 2011

ISSUED BY:

NelsonMandelaBayMetropolitanMunicipality

Public Health Directorate

Environmental Management Sub-directorate

PO Box 11

PORT ELIZABETH

6000

Contact Person: Mr J Mkosana

Tel: +2741 506 5464

COMPULSORY MEETING

A compulsory briefing meeting to be held on 22 November 2011 at 11h00 in the Boardroom, SCM Unit, Harrower Road Offices must be attended by the applicant’s authorized representative.

An attendance register will be taken at the meeting and submissions by applicants who were not represented will not be accepted.

CLOSING DATE, TIME AND VENUE FOR SUBMISSIONS

One bound copies of the proposal, clearly marked“Contact Enquiry 369/5/2011-2012, Maitlands Proposal – Attention Mr. J Mkosana” must be deposited in the NMBMM Tender Box, which is located at the SCM Unit, Harrower Road Offices, Port Elizabeth or City Hall, Uitenhage by no later than 11h00 on 23 February 2012 whereafter same will be open in public at the same venues.

No late submissions will be accepted.

Posted, e-mailed, or faxed submissions will also not be accepted.

ENQUIRIES

Mr J Mkosana

NelsonMandelaBayMetropolitanMunicipality

Email: and

Tel: 041 - 506 5464

Fax: 041 –585 7261

13th Floor

Brister House

Govan Mbeki Avenue

Port Elizabeth

6001

TABLE OF CONTENTS

DISCLAIMER

IMPORTANT NOTICE

1.INTRODUCTION1

2.LEGAL ISSUES AND REQUIREMENTS1

3.GENERAL INFORMATION2

3.1Location

3.2Site information

3.3Title deed and town planning restrictions

3.4Civil services available

3.5Existing facilities

3.6Existing initiatives

4.ENVISAGED DEVELOPMENT5

4.1Introduction

4.2Suggestions for type of facilities suitable for Maitland Nature Reserve

4.3Access

4.4Development platform and envelope (height, size etc.)

5.ADDITIONAL INFORMATION 9

6.TOURISM POTENTIAL10

7.ENVIRONMENTAL REQUIREMENTS11

7.1Background

7.2Environmental management principals

7.3Generic requirements

7.4Location based requirements

8.MINIMUM CRITERIA FOR PROPOSAL DOCUMENT12

8.1 Functional and Spatial requirements

8.2 Legal requirements

8.3 Financial requirements

9.EVALUATION16

10.SWORN STATEMENTS18

11.GENERAL TERMS18

12.APPOINTMENT19

ANNEXURE “A”- Functionality criteria score sheet20

ANNEXURE “B” - Affidavit for Companies, close Corporations and Trusts22

ANNEXURE “C”- Affidavit for Individuals25

ANNEXURE “D”- Certificate of Independent Bid Determination27

ANNEXURE “E” - Suggested pro-forma for Budgeted Income Statement30

ANNEXURE “L” - Suggested pro-forma for “price”31

DISCLAIMER

This RFP has been prepared for the purpose of providing information to interested parties and allowing them to respond to it as part of the tender process of the Nelson Mandela Bay Metropolitan Municipality (NMBMM).

The NMBMM accepts no liability for any loss incurred by any person(s) due to events or actions taken as a consequence of the preparation and disseminationof this RFP document.

The NMBMM accepts no responsibility for the fairness, accuracy or completeness of any information or opinions, for any errors, omissions or mis-statements, negligent or otherwise, made by any person in this RFP document or any written or oral communication transmitted or made available at any time to an interested party or its advisers.

IMPORTANT NOTICE

Interested Parties are to note that the submission of any Proposal does not confer any right or expectation on any party that the NMBMM will accept any specific Proposal.

Any person submitting any Proposal agrees that the NMBMM shall be entitled to utilize any Intellectual Property contained in such Proposal and such party waives and abandons any claim of copyright and/or any other rights in respect of any such Intellectual Property.

The only, lowest or any proposal will not necessarily be accepted and the NMBMM reserves the right to accept the whole or any portion of any proposal and/or to withdraw this Request for Proposals.

1

  1. INTRODUCTION

1.1The purpose of this Request For Proposals (RFP) is to invite interested parties (Applicant/s) to submit proposals for the development of the Maitland Nature Reserve (the Reserve) in a Joint Venture (“JV”) with a Community Group or Entity (to be selected by the NMBMM pursuant to a separate competitive bidding process) in exchange for which development the JV will be granted a long term lease of the properties constituting the Reserve to enable the JV to use, manage and control the existing facilities situate on the properties (and the facilities to be established on the properties in terms of the proposal) in terms of the envisaged lease for the JV’s own account.

1.2To encourage and ensure the involvement of the local community in the envisaged project, the NMBMM has called for an Expression of Interest from Community Groups or Entities situated in close proximity to the Reserve. It is envisaged that the successful Applicant and the successful Community Group or Entity will form a JV on a 74% (Applicant)/26%(Community Group or Entity) equity ownership basis under which to contract with the NMBMM subject to the Community Group or Entity being in a position to contribute its required equity funding of the envisaged JV. In this regard, Applicants are advised that the possibility exists that the Development Bank of South Africa and/or, the Eastern Cape Development Corporation and/or various Development Financing Institutions may well be prepared to consider financing the envisaged Project although no guarantees are furnished or to be implied in this regard.

1.3It is accordingly a prerequisite that any interested party intending to respond to this RFP shall be prepared to conclude a Joint Venture agreement with the Community Group or Entity to be selected by the NMBMM.

  1. LEGAL ISSUES AND REQUIREMENTS

2.1The properties constituting the Reserve and identified in Chapter 3 below are currently registered in the name of the Regional Services Council – PE and a prerequisite to any award to be made in terms of this RFP is that a vesting transfer be registered in relation to the properties to reflect the NMBMM as owner thereof.

2.2Any award to be made under this RFP shall furthermore be subject to such consents as may be required in terms of the Title Deeds under which the properties are held and the removal of such restrictive conditions contained therein which are inconsistent with the envisaged development.

2.3To the extent that multiple properties constitute the Reserve, the NMBMM shall reserve the right in any lease to be concluded pursuant hereto (and the establishment of the JV referred to above) to consolidate such properties.

2.4Any lease and the grant of any rights to use, control and manage the properties pursuant hereto (which shall be in favour of the JV) shall be subject to the prior compliance with the provisions of the Local Government: Municipal Finance Management Act 56 of 2003 and the Regulations promulgated thereunder and in particular, the Asset Transfer Regulations 2008.

2.5The envisaged lease between the NMBMM and the JV (to be formed by the successful Applicant and the successful Community Group or Entity) shall consist of, inter alia, three phases, the first phase being for a period of two years from the date of conclusion thereof within which period the Applicant shall be obliged to acquire such consents, permissions or approvals as may be statutorily and/or otherwise required to undertake the development upon the properties. Phase two shall be for a period of two years commencing after phase one within which period the Applicant shall be obliged to undertake and complete its proposed development of the properties and phase three shall commence thereafter and endure for a period of thirty (30) years.

3.GENERAL INFORMATION

3.1Location

Maitland Nature Reserve is situated approximately 30km west of Port Elizabeth at the mouth of the MaitlandRiver. The Reserve has a unique combination of natural elements, which includes hills, indigenous forest and access to beaches - all of which are ingredients for great recreation potential.

The reserve is largely undisturbed, with previous developments mostly situated at the node indicated “C”. Note that the sand dune, lagoon and beach falls outside the proposed lease area. The Reserves consists of multiple properties with an overall size of roughly 130ha.

3.2Site information

Status of Nature Reserve: Declared Nature Reserve

FARM NO / TITLE DEED / ZONING / EST. SIZE / OWNER
Portion 18 of 478, Maitland Mines / T5072/1971 / Open Space Zone 3 / 27.7568ha / Regional Services Council – PE
Portion 19 of 478, Maitland Mines / T27114/1972 / Open Space Zone 3 / 14.2653ha / Regional Services Council – PE
Portion 20 of 478, Maitland Mines / T27114/1972 / Open Space Zone 3 / 16,3464ha / Regional Services Council – PE
Portion 21 of 478, Maitland Mines / T27114/1972 / Open Space Zone 3 / 16,0442ha / Regional Services Council – PE
Portion 22 of 478, Maitland Mines / T18228/1975 / Open Space Zone 3 / 24.8399ha / Regional Services Council – PE
Portion 23 of 478, Maitland Mines / T18228/1975 / Open Space Zone 3 / 19,1006ha / Regional Services Council – PE
Portion 31 of 478, Maitland Mines / T24536/1970 / Open Space Zone 3 / 9,7726ha / Regional Services Council – PE
Portion 66 of 478, Maitland Mines / T37718/1970 / Open Space Zone 3 / 1,6599ha / Regional Services Council – PE
Portion 67 of 478, Maitland Mines / T24216/1973 / Open Space Zone 3 / 1,7133ha / Regional Services Council – PE
Portion 68 of 478, Maitland Mines / T24216/1973 / Open Space Zone 3 / 8009 square meters / Regional Services Council – PE
Portion 69 of 478, Maitland Mines / T24216/1973 / Open Space Zone 3 / 2698 square meters / Regional Services Council – PE

3.3Title deed and town planning restrictions

  • Copies of the Title Deeds under which the properties are held are available on request.
  • It shall be the responsibility of each JV and Applicant to ensure that its envisaged development of the properties does not contravene any applicable Town Planning restrictions.
  • Open Space Zone 3 falls under the Section 8 General Zoning Scheme. The primary use is as a “Nature Reserve”, where “Nature Reserve is defined as a National Park or other nature park under the ownership of a public authority, or any other game park or reserve where natural flora and fauna is protected. Accommodation facilities for tourists and holiday makers as well as overnight facilities are allowed.

3.4Civil services available

  • At node A

Service / Available / Capacity and point of availability
Water / Yes / Unknown
Electricity / Unknown / Unknown
Waterborne sewerage / Unknown / Unknown
  • At node B

Service / Available / Capacity and point of availability
Water / No / None
Electricity / No / None
Waterborne sewerage / No / None
  • At node C

Service / Available / Capacity and point of availability
Water / Yes / Unknown
Electricity / Unknown / Unknown
Waterborne sewerage / Unknown / Unknown

3.5 Existing facilities

  • Good access road
  • Basic picnic facilities shared between Portion 66/478 and privately owned property Portion 36/478
  • Basic ablutions
  • Entrance gate
  • Run-down hall

3.6 Existing initiatives

  • Proposed new parking area at picnic site (NMBMM)
  • Proposed boardwalk connection from picnic site to beach (NMBMM)

4.ENVISAGED DEVELOPMENT

4.1 Introduction

The new development in Maitland Nature Reserve is envisaged to perform a complimentary function to the reserve. Suitable facilities previously identified are described below. Any additional functions or inspired proposals by the Applicant, that will enhance and highlight the existing natural environmental features of the nature reserve, will be considered.

4.2Suggestions for suitable facilities at Maitland Nature Reserve

  • Self catering chalets(Node A):

The area around the accommodation should be demarcated and the chalets should be of a temporary nature (timber structures, or lightweight structures), and should leave no footprint should the NMBM wish to demolish these structures at the end of the lease period. Support structures should include a reception area with ablutions, cleaner’s store and linen store.

Suggested typical chalets:

Type 1: Accommodation for 4 people / Area or capacity
1 bedroom / Minimum 12m²
Open plan kitchen – living area with bunker beds / Minimum 25m²
Bathroom / Approximately 6m²
Braai facility and outdoor seating area / Approximately 12 m²
Type 2: Accommodation for 6 people / Area or capacity
2 bedrooms / Minimum 12m² each
Open plan kitchen – living area with bunker beds / Minimum 25m²
Bathroom / Approximately 6m²
Braai facility and outdoor seating area / Approximately 16 m²
  • Up-market tented camp (Node B):

The number of up-market tent structures proposed must be linked to a feasibility study to be submitted with this proposal. The area around the accommodation should be fenced and the tent structures should be of a temporary nature (timber structures, or lightweight structures), and should leave no footprint should the NMBM wish to demolish these structures at the end of the lease period.

Suggested typical tent structures:

Accommodation for 2 people / Area or capacity
1 bedroom / Minimum 12m²
Bathroom / Minimum 4m²

Suggested typical support structures:

Accommodation / Area or capacity
Large outdoor seating area
Large indoor lounge / reading area / games area
Restaurant / dining area
Possibility of outdoor pool
Walkways to tents and communal areas
Viewing decks
  • Upgrade existing picnic facilities (Node C): (picnic area shared with private property owner)

Proposals by applicant to upgrade existing facilities must be described in site development plan. Only basic facilities are needed: a braai and rubbish bins at each picnic site, the upgrading of existing ablution facility will be necessary. The possibility exists to develop a backpackers lodge with an interpretation centre and/or lapa/an adventure/tuck/souvenir-shop at the picnic site. The NMBMM is planning to relocate the parking area on the sea-side to the picnic area.

4.3Access

  • Access to remain along existing external/internal routes.
  • Parking standards: conform to Department of Transportation Standards and NMBMM requirements.
  • Current no access to Node B, will need to be created.

4.4Development platform and envelope (height, size etc.) and spatial requirements

  • General:
  • Use “Infrastructure Guidelines for Nature Reserves and Natural Open Spaces of NelsonMandelaBay” as basis for the development of all buildings and signage
  • Orientate buildings north-south as far as possible
  • Rectangular shaped buildings preferred
  • Use “green” building design methods as far as possible (natural cross-ventilation, optimize daylight usage; use shading where necessary to protect against sun exposure, recycling at commercial developments, etc.)
  • All facilities must be disabled friendly
  • Provide pathways as per Environmental Requirements
  • Provide signage as per Environmental Requirements
  • Height:
  1. Mostly single storey with limited double storey elements
  2. Maximum height for double storey = 8,5m above the lowest point of the building on the site (natural ground level)
  • Size / footprint:
  1. Footprint to have the smallest possible impact on environment. New buildings to be located in “disturbed” areas as far as possible with indoor spaces linked to outdoor (covered) areas.

5.ADDITIONAL INFORMATION

Studies completed and available with this document in electronic format on a cd:

  • DOCUMENT 1: Draft Feasibility study: Future Development and Improvement: Maitland Mouth Resort and Nature Reserve by the NelsonMandelaBayMunicipality by SRK-Consulting. February 2007.
  • DOCUMENT 2: Infrastructure Guidelines for Nature Reserves and Natural Open Spaces of NelsonMandelaBay. Prepared on Behalf of the NelsonMandelaBayMunicipality by SRK-Consulting. April 2008.
  • DOCUMENT 3: Draft Biophysical and Land Use Analysis and Assessment Plan for the Maitland Mouth Resort and Nature reserve. Prepared on behalf of the NelsonMandelaBayMunicipality by SRK-Consulting. September 2009.
  • DOCUMENT 4: NMBM Transactional Advisor Synthesis Report. Prepared for Environmental Management by Peter Miles. November 2009.
  • DOCUMENT 5:Commercial Criteria to Consider for the Financing of Broad Based Economic Empowerment (BBEE) for Eco Tourism Projects in the NMBMM. Prepared for the NelsonMandelaBayMetropolitanMunicipality by Rand International Capital.

6.TOURISM POTENTIAL

Tourism Fact Sheet

TOURISM FACT SHEET SA AND NELSON MANDELA BAY 2008
Total Foreign Arrivals SA / 9.6 million
Total Foreign Direct Spend in SA / R74.20 billion
Total Foreign Direct Spend in EC / R 3.80 billion
Average Length of Stay in SA / 8.2 nights
Total Bed nights spent in SA / 75.3 million
Total Bed nights spent in EC / 3.9 million
Direct employment in tourism SA / 438,500
Direct employment in tourism EC / 22,456
Indirect employment in tourism SA / 603,200
Indirect employment in tourism EC / 30,891
Total Direct Domestic Spend in SA / R25.80 billion
Total Direct Domestic Spend in EC / R 3.10 billion
Number of Domestic Trips Undertaken in SA / 33.0 million
Number of Domestic Trips Undertaken in EC / 4.8 million
Number of Domestic Tourists in SA / 14.0 million
Average number of nights spent in SA / 4.5 nights
Average number of nights spent in EC / 5.0 nights
Total Annual Domestic Bed nights spent in SA / 149.0 million
Total Annual Domestic Bed nights spent in EC / 26.4 million
Hotels Average Room Occupancy in SA / 56.0%
Hotels Average Room Income in SA / R772.80
CaravanParks & Camping Sites Average Site Occupancy in SA / 10.3%
CaravanParks & Camping Sites Average Site Income in SA / R235.40
Guest Houses & Guest Farms Average Room Occupancy in SA / 63.7%
Guest Houses & Guest Farms Average Room Income in SA / R364.50
Port Elizabeth Airport Aircraft landings 2007 / 30,630
Port ElizabethAirport Departing Passengers 2007 / 724,000
Port ElizabethAirport Current Passenger Capacity / 2 million
NelsonMandelaBay Number of Accommodation Establishments / 391
NelsonMandelaBay Number of Rooms / 6 646
NelsonMandelaBay Number of Beds / 15 808
NelsonMandelaBay Number of Restaurants / 318
NelsonMandelaBay Number of Conference Facilities / 95
NelsonMandelaBay Number of Conference Seats / 23 603
NelsonMandelaBay Leading Tourist Attraction / The Boardwalk
Average Number of Annual Visitors to the Boardwalk / 3 million
4 of the 5 Global Biomes can be found in the EC
7 of the 8 South African Biomes can be found in the EC
Eastern Cape is home to the ‘Big Seven’ Wildlife Species

(Source: Kyle Business Projects from various SA reports and surveys)

7.ENVIRONMENTAL REQUIREMENTS

7.1Background

The NMBMM is continually striving to redress the legacy of apartheid. One component of this has been the adequate provision of Public Open Spaces within residential areas inhabited by:

(i)historically disadvantaged and

(ii)physically challenged citizens

A cursory look at the NMBMMParks and Nature Reserves in these areas shows, for example, that an enormous imbalance exists between the residents access to developed nature reserves in various areas of the Metro. Various legislation including the Local Government: Municipal Planning and Performance Management Regulations (August of 2001) as well as the Land Use Management Bill (June of 2002) now require that the Metro’s strategic and local planning initiatives redress this imbalance through spatial reconstruction of the municipal area.

It is however important to reiterate that the natural heritage of NelsonMandelaBay is unparalleled in a MetropolitanMunicipality and something of which the NMBMM can be justifiably proud. The need to conserve this extraordinary biodiversity is enshrined in National and Provincial legislation and requires action from all stakeholders within the municipality. Through that approach of protecting biodiversity assets, infrastructure development accompanied with provision of access to NMBMM’s natural resources by the current and future generation should be recognized.

7.2Environmental Management Principles

These principles are embedded in the Infrastructure Guidelines, Conservation Development Framework (CDF) and other legislative frameworks of other sector departments.

7.3Generic Requirements

  • Undertaking an Environmental Impact Assessment, in terms of the Regulations of the National Environmental Management Act 1998 (NEMA - Act 107 of 1998) and other NEMA based legislation as and when applicable.
  • Any envisaged sinking and use of boreholes will be subject to obtaining the necessary permits from the Department of Water Affairs.
  • Footpaths – joint agreement between the Applicant and the NMBMM on network of paths and maintenance.
  • NMBMM will undertake alien invasive plant clearing and fire prevention research as part of the biodiversity management.
  • Applicant will need to fence the high-impact areas depending on the nature of development (whether introduction of animals is required or not; and for security purposes or division of recreational activities).
  • Applicant to contribute towards the security of the natural networks through its own security staff and/or through contributing towards the Ranger Program.
  • Sewage may not be treated on-site, unless the development would integrate sewage treatment as a sustainable design feature, provided that any return flow to the rivers meets DWA Special Water Release standards.
  • Storm water from any developed areas will need to be held on site as is feasible (harvesting of rain water or any green technology to divert storm water for other alternative uses), so as to prevent increased flooding to the rivers.

7.4Location based requirements