Task Directive for Hiring of Vessels for a Fishery Independent Monitoring Survey Along

Task Directive for Hiring of Vessels for a Fishery Independent Monitoring Survey Along

THE MARINE LIVING RESOURCES FUND:DAFF AS AN ORGAN OF STATE SUBSCRIBES TO AND PROPAGATES BOTH THE NOTION OF BROAD BASED BLACK ECONOMIC EMPOWERMENT (BBBEE) ACT, No. 53 Of 2003 AND THE PREFERENTIAL PROCUREMENT POLICY FRAMEWORK ACT, No. 5 of 2000

MLRF BID: 087 TERMS OF REFERENCE FOR HIRING A COMPANY OR ORGANISATION TO PROVIDE THE BRANCH: FISHERIES WITH TWO ROCK LOBSTER VESSELS TO PARTAKE IN AN INDEPENDENT 2011 AND 2012 WEST COAST ROCK LOBSTER SURVEY(FIMS).

1. INTRODUCTION:

To maintain a time series of West Coast rock lobster catch rates for the most important fishing grounds that is independent of the commercial fishery.

2. OBJECTIVE:

Changes in the minimum size limit of the West Coast rock lobster resulted in the introduction of a Fisheries Independent Monitoring Survey (FIMS). The objectives of the survey are to monitor possible changes in rock lobster size compositions and sex ratios and to obtain an annual relative abundance index which is independent of the commercial fishery catch statistics and which is used in the management of the resource. The surveys are conducted in the major fishing areas over a period of two fortnight tours in each area.

A member will be on board the vessel, at all times, while the fishing is being conducted. Commercial rock lobster vessels fish with 60mm mesh traps (60mm mesh traps supplied by Marine Living Resources Fund (MLFR)/ Department of Agriculture Forestry and Fisheries (DAFF). A minimum of 160 sites is covered in each area. Positions were generated randomly to cover the whole area. A total of 5 traps are set at each site.

The information collected at each site consists of a station number, date, visible current, sea conditions, and position, soaking time, depth, presence of sea lice in each trap, bottom type and by-catch. The mass of each individual trap is recorded and a sub-sample of 200 lobsters is measured.

3. SCOPE OF WORK / RESPONSIBILITIES:

Marine Living Resources Fund (MLFR)/ Department of Agriculture Forestry and Fisheries (DAFF) wish to charter 2 vessels to partake in the 2011 and 2012 FIMS survey. The vessels will be surveying the Lamberts Bay, Saldanha, Dassen Island and Cape Point legs of the fixed sampling positions identified in the FIMS sampling strategy.

The vessels will be required during January 2011 to May 2011 and January 2012 and May 2012. The final dates will be set at a later stage. The survey must take on the same format as previous years: a first leg, which is a two week period, followed by a two week break, which is again followed by the second two week leg (approximately 120 sea-days for the whole survey).

Due to the distances offshore (some of the stations up to 40 miles from port) it will be expected from the skipper to leave port at 2am at times. The survey will be undertaken inclusive of weekends/public holidays and will run concurrently at Lamberts Bay and Saldanha (i.e. 2 vessels will be required during this period).

The following specifications / conditions will apply:

a. The vessels must be available throughout the charter period.

b. The vessels manned by a competent skipper and crew (proof of skipper’s competency to be included).

c. Department of Agriculture Forestry and Fisheries (DAFF)/Marine Living Resources Fund (MLRF) shall have the right to inspect the vessels, during the evaluation process, and to reject the same if, in its opinion, it is not seaworthy or does not comply with the requirements.

d. The service provider shall maintain the vessels in a seaworthy condition for the duration of the charter period (include copy of SAMSA certificate)

e. The skipper must be familiar with the fishing grounds and harbours that are to be used.

f. The skipper must have good communication skills

g. The vessel must be big enough to carry 60 rock lobster traps and still have working space on deck in excess of 16 m.

h. The vessel must be able to fish to depths of up to 200m

i. The vessel must be fitted with a line hauler.

j. The vessel must be able to accommodate 2 scientists in addition to the crew. At least one Department of Agriculture Forestry and Fisheries(DAFF)/Marine Living Resources Fund (MLRF) staff member will be on board the vessel at all times while the vessel is at sea.

k. The vessel must be fitted with a GPS plotter navigator

l. The vessel must be able to maintain a speed of 10 knots.

m. The company is responsible for the supply of buoys and ropes to be able to fish to a depth of 200m.

n. Marine Living Resources Fund (MLRF)/ Department of Agriculture Forestry and Fisheries (DAFF)/ shall appoint one of its officers as Scientist in Charge, who shall then act on behalf of Branch: Fisheries regarding the deployment of the vessel. The officer will be on board the vessel, at all times, while the fishing is being conducted.

o. The service provider shall be liable for all costs in respect of the maintenance of the vessels, including fuel.

p. The service provider shall also be liable for the payment of the crew's wages, food, bait and other expenses required for the survey.

q. The service provider and the skipper of the vessel shall be kept informed by the Scientist in Charge by means of navigational instructions or verbally with regard to the general location of the area of operations and all-subsequent movement and activities with respect to the test catches.

r. The skipper and the Scientist in Charge shall jointly decide when and where fishing is to take place or to cease due to bad weather conditions. The service provider is responsible for all aspects of navigation and safety of the vessels, and Marine Living Resources Fund (MLFR)/ Department of Agriculture Forestry and Fisheries (DAFF) may not be held liable for any damages or claims.

s. All rock lobster caught during experimental fishing will be deemed to be scientific samples and the service provider shall have no claim to these catches. No fish shall be landed privately.

t. The service provider shall carry the cost of all fishing gear (excluding traps) lost during the expedition.

u. Joint Ventures with HDI’s are encouraged.

  1. COSTS
  2. The service provider is required to submit a project plan of action of all deliverables detailing the cost of the services. Prices quoted must be VAT inclusive.
  3. The price must remain firm at the time of the bid being awarded.
  1. SERVICE LEVEL AGREEMENT
  2. The successful bidder will be required to sign an appropriate service level agreement (SLA) with the Marine Living Resources Fund (MLFR)/ Department of Agriculture Forestry and Fisheries (DAFF). A template of a standard SLA is attached as Annexure 1 and Marine Living Resources Fund (MLFR)/ Department of Agriculture Forestry and Fisheries (DAFF) reserves the right to amend and supplement the agreement to the extent it may be relevant to this particular bid. The successful bidder will be expected to comply with the relevant provisions of the Public Finance Management Act details of which will be contained in the SLA and other financial reporting which the Branch may require.
  3. Marine Living Resources Fund (MLFR)/ Department of Agriculture Forestry and Fisheries (DAFF) will implement a penalty system (5% of total payment) for failure to deliver as agreed.
  4. Once the bidder has forwarded a proposal, any change in the HDI status or ownership of the bidder during the bid process, which negatively impacts on the evaluation of the bid, prior to or at any time after the award of the bid, must be submitted in writing to Marine Living Resources Fund (MLFR)/ Department of Agriculture Forestry and Fisheries (DAFF) who reserves the right to exclude the bidder from the process; or award the bid to another company or to cancel the SLA.
  5. If the service provider and Marine Living Resources Fund (MLFR)/ Department of Agriculture Forestry and Fisheries (DAFF) are not able to reach agreement on the terms of the contract, Marine Living Resources Fund (MLFR)/ Department of Agriculture Forestry and Fisheries (DAFF) can withdraw the award of the bid and/or appoint another service provider.
  6. Payment will be made in accordance with the requirements of the Public Finance Management Act, 1999 (Act No. 29 of 1999).

6.TIMING OF ASSIGNMENT

All work is to be carried out in accordance with the time schedule as agreed with the Marine Living Resources Fund (MLFR)/ Department of Agriculture Forestry and Fisheries (DAFF) Project Manager.

  1. PERFORMANCE MEASURES
  2. The performance measures for the delivery of the deliverables (see 3) will be closely monitored by the Marine Living Resources Fund (MLFR)/ Department of Agriculture Forestry and Fisheries (DAFF) Project Manager.
  1. CONTINUITY AND PROFILE OF SENIOR STAFF ON THE PROJECT

8.1 The service provider must guarantee the presence of the shore skipper of the project throughout the duration of the contract. If the shore skipper has to leave the project, a period of at least a month is required in which a second shore skipper must work parallel with the new shore skipper (shore skipper with similar expertise and equal years of experience) appointed to be able to transfer skills and knowledge.

9.CONDITIONS OF BID

9.1. Bids will be subject to Supply Chain Management conditions as follows:

9.1.1. The Preferential Procurement Policy Framework Act, Act No. 05 of 2000 and the Broad Based Black Economic Empowerment Act, (Act 53 of 2003) and its codes of good practice as promulgated on 9 February 2007.

9.1.2. In accordance with these Acts, submission will be evaluated against the technical criteria and adjudicated on the 90/10 points system. Price and technical scores will make up the total of 90 points. The remaining 10 points will be split in accordance with the SBD 6.1 documents as follows per the evaluation criteria (see page 10).

9.2. The proposal should include, inter alias, the following:

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

9.2.2. A list of references;

9.2.3. Ability to ensure continuing of staff on the project.

  1. CLOSING TIME OF BID

10.1. The closing time for the receipt of the bid in response to this invitation is 11h00 on 17 December 2010 Friday.

10.2. All bids must be submitted in sealed envelope bearing the bid number, description of bid and closing date. One envelop system should be for technical and another one is for price.

10.3. All documentation must be received before the closing time stipulated above.

  1. SITE MEETING

11.1. A site meeting will be held at the Marine Living Resources Fund (MLFR)/ Department of Agriculture Forestry and Fisheries (DAFF) in respect of this bid invitation. The details of the site meeting are as follow:

Date: 03 December 2010

Time: 08h00 A.M

Venue: Foretrust Building, CFO Boardroom, 6th Floor Fore trust Building(Corner of Oswald Pirow Rd & Martin Hammerschlag Way)Foreshore Department of Agriculture, Forestry and Fisheries.

Contact person: Mohale Shai

Telephone No.: 021-402 3392

Cell No.: 082 443 3735

11.2. The purpose of the site meeting is to enable the service providers to acquaint themselves with the requirements of MLRF and the nature of the services to be provided.

  1. The validity of the bid is 90 days.
  1. SPECIAL CONDITIONS
  2. The Curriculum Vitae of the skippers intend to use for the duration of the work; NOTE: Failure to submit the CV’s will invalidate your bid proposal.
  3. The bid proposals should be submitted with all required information containing technical information as well as price information (NB: Department of Agriculture Forestry and Fisheries (DAFF)/Marine Living Resources Fund (MLRF) Entity Maintenance from included in the bid documents must be completed and returned with the bid proposal).
  4. Only bidders who score at least 60% for the technical information will be preferred.
  5. The service providers 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 bid documents will be disqualified.
  6. The BEE scorecard from reputable service providers will be considered during the evaluation for HDI claims.
  7. Preference will be given to BEE service providers.
  8. A service level agreement shall be signed with the preferred bidder. The successful bidder may not alter its (buy out HDI points) BEE status during the contract period. Marine Living Resources Fund (MLFR)/ Department of Agriculture Forestry and Fisheries (DAFF) reserve the right to terminate the contract should the successful bidder no longer meet the BEE requirement.
  9. Marine Living Resources Fund (MLFR)/ Department of Agriculture Forestry and Fisheries (DAFF) reserve the right to invite short listed suppliers/companies to present their bid proposals for final decision.
  10. Bidders 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).
  11. Suppliers are required to fill the information below:

% Management by HDI groups.
Number of consultants from HDI groups working on the project.
  1. ADDITIONAL INFORMATION ON BID PROPOSAL

14.1. The service provider should provide details of staff training, highlighting training and development policies and procedures, with specific reference to affirmative policies and initiatives.

14.2. A breakdown of the daily tariff inclusive of value-added tax for services rendered. Expenditure incurred without the prior approval of the Marine Living Resources Fund (MLFR)/ Department of Agriculture Forestry and Fisheries (DAFF) (MLRF) Project Manager will not be reimbursed.

14.3. How a joint venture (If the bidder are a joint venture between a BEE service provider and a non BEE service provider) will split the work between the firms. The detail must be such Department of Agriculture Forestry and Fisheries (DAFF)/Marine Living Resources Fund (MLRF) can audit the actual work allocation during the delivery to enforce the transfer of skills between the two service providers. (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.

14.4. Department of Agriculture Forestry and Fisheries (DAFF)/Marine Living Resources Fund (MLRF) will not be held responsible for any costs incurred by the bidder in the preparation and submission of the bids.

14.5. Please take note that Department of Agriculture Forestry and Fisheries (DAFF)/Marine Living Resources Fund (MLRF) is not bound to select any of the service providers submitting proposals. Department of Agriculture Forestry and Fisheries (DAFF)/Marine Living Resources Fund (MLRF) reserve the right not to award the bids and not to award the contract to the lowest bidding price.

14.6. Traveling costs and time spent or incurred between home and office of service providers and Department of Agriculture Forestry and Fisheries (DAFF)/Marine Living Resources Fund (MLRF) head office will not be for the account of Branch: Fisheries.

  1. FURTHER INFORMATION
  2. Should you require any further information in this regard, contact

Mr. Danie Van Zyl Tel No. 0829237011

  1. INFORMATION REQUIRED
  2. Bid Evaluation can only be done on the basis of information requested. The comprehensiveness of the bid can therefore be decisive in the awarding thereof.
  1. PAYMENT TERMS
  2. Branch: Fisheries undertakes to payout in full within 30 (thirty) days all valid claims for work done to its satisfaction upon presentation of a substantiated claim. No payment will be made where there is outstanding work not completed by the service providers.
  1. COMMENCEMENT AND DURATION

17.1It is envisaged that the successful bidder(s) will commence the service within 10 days of receiving a written instruction to do so from the Department.

  1. IN EVALUATING THE TECHNICAL INFORMATION CONTAINED IN THE BID, THE EVALUATION COMMITTEE WILL BE GUIDED BY THE FOLLOWING:

18.1Bidder’s understanding of the brief – The bid provides a clear indication that the bidder fully understands the purpose and scope of the work and the bidders’ own roles and functions in this regard.

18.2.Capability – The bid provides a clear indication that the bidder’s team comprises people with the necessary experience, skills, qualifications, knowledge and skills required to ensure the efficient and effective generation of the required deliverables to the highest standards of quality.

18.3.Track Record – The bid provides clear information on previous, relevant projects that confirm that the bidder has the required experience and success track record in the area of general project management and management related projects.

18.4. Quality of the Bid – The bid is structured, layout, formatted and organised in such a way that the evaluation committee is easily able to access the bid in accordance with the evaluation criteria and is provided with an insight into the quality of deliverables that may be expected from the bidder if successful.

18.5. Affirmative action – The bid clearly describes the bidder’s contribution to ensuring the transformation of the project management services sector through affirmative action programmes and provides insight into the success, or otherwise, of these projects.

Top View