1. Project Brief
From / Eastern Cape Region – SPECIAL PROJECT PORTFOLIO MANAGEMENT
Subject / Request for Appointment of a Multi-Disciplinary Professional Team for the design and supervision of the construction for the improvements (Fire infrastructure refurbishment in between tracks and station buildings) of Port Elizabeth Station as part of National Station Improvement Programme
1. PROJECT BRIEF
The Project site is located in Port Elizabeth City Centre bound to the West by Strand Street, and bordering the harbour area on the East. The Station acts as a destination station and an informal terminus for other modes of transport, such as, taxis and buses, that serve short and long distance commuters respectively. The total area of the Station Precinct developed is estimated to be about 5500m² of foot print. The natural terrain of the area is generally flat. The site has been previously developed on and consists of buildings, platforms, landscaping, road & parking, rail and other urban infrastructure. The site is surrounded by an urban landscape, with student residence, commercial and industrial sites of varying densities completely surrounding the site.
A seamless approach for the Port Elizabeth Station Precinct is being sought to address the bigger integrated objective to the transport system and commercialization of the Station. The proposed solution is to approve appointment of Consultants for commercial and retail redevelopment and refurbishment of Port Elizabeth Station that can be achieved through:
o The refurbishment of dilapidated fire infrastructure along the tracks as well as provision of fire fighting equipment at the station
o In this regard, PRASA CRES requires a suitable team of multi-disciplinary consultants with capacity and capabilities such as:
o Planning, design and delivery support services for Bus and Rail stations and associated facilities.
o Requires good understanding of land and facilities use and integration in a multimodal mixed use development
o Assessment and definition of project technical requirements including spatial definition, concept planning, land requirements, concept renderings, design development, drawings, specifications and construction monitoring
o Excellent understanding of Railways and Stations operational and service requirements
o Ability to manage and deliver projects in complex integrated transit stations
o Assessment and understanding of town planning requirements, and heritage management
o Planning and Design and delivery of Engineering support services for earthworks, structures, roads , drainage, railway structures, hydraulics and drainage
o Planning and design and delivery of support services for electrical mechanical, fire and lift and escalators services
o Planning , design and delivery of energy solutions
2. DESCRIPTION OF WORK
The consultant shall provide the undermentioned services and any other services related to the scope of work hereinbefore described which may reasonably be required for the successful completion of the works and the Project, these may include services related to mediation, arbitration and/or litigation. The required services:
1. Civil Engineering & Structural Engineering - to produce Engineering designs and detailed documentation; and provide Contract Administration to close out. Liasing with the Nelson Mandela Bay Metropolitan Municipality’s Fire consultant to approve all fire infrastructure related issues. To act as lead consultants, to quantify the work to be carried out, and to provide cost management throughout the project lifecycle.
2. Electrical & Mechanical Engineering - to produce Engineering designs and detailed documentation; and provide Contract Administration to close out. To produce fire infrastructure plans (see attached annexure A).
3. Occupational Health and Safety Services - to ensure Health and Safety standards are adhered to throughout the project lifecycle
ADDITIONAL SERVICES and REQUIREMENTS
The Civil Engineer as a Lead Consultant will also be required to perform Principal Agency services together with the under mentioned services / stages. They will provide proof of all necessary accredited certification and affiliations for the Consortium. As part of their submission they are expected to submit proof of a Professional Indemnity (PI), with a minimum of R1million rand cover.
STANDARD SERVICES REQUIRED
STAGE 1: INCEPTION (Appraisal and Definition)
STAGE 2: CONCEPT AND FEASIBILITY
STAGE 3: DESIGN DEVELOPMENT
STAGE 4: TENDER DOCUMENTATION and PROCUREMENT
STAGE 5: CONTRACT ADMINISTRATION and MANAGEMENT
STAGE 6: PROJECT CLOSE OUT
3. GENERAL SCOPE OF WORKS
· Stage 1 services
o Facilitate the development of a Clear Project Brief.
o Establish the client’s Procurement Policy for the Project.
o Assist the client in the procurement of the necessary and appropriate consultants including the clear definition of their roles, responsibilities and liabilities.
o Establish in conjunction with the client, consultants, and all relevant authorities the site characteristics necessary for the proper design and approval of the intended project.
o Manage the integration of the preliminary design to form the basis for the initial viability assessment of the project.
o Prepare, co-ordinate and monitor a Project Initiation Programme.
o Facilitate the preparation of the Preliminary Viability Assessment of the project.
o Facilitate client approval of all Stage 1.
· Stage 2 services
o Assist the client in the procurement of the necessary and appropriate consultants including the clear definition of their roles, responsibilities and liabilities.
o Advise the client on the requirement to appoint a Health and Safety Consultant.
o Communicate the project brief to the consultants and monitor the development of the Concept and Feasibility within the agreed brief.
o Co-ordinate and integrate the income stream requirements of the client into the concept design and feasibility.
o Agree the format and procedures for cost control and reporting by the cost consultants on the project.
o Manage and monitor the preparation of the project costing by other consultants.
o Prepare and co-ordinate an Indicative Project Documentation and Construction Programme.
o Manage and integrate the concept and feasibility documentation for presentation to the client for approval.
o Facilitate client approval of all Stage 2 documentation.
· Stage 3 services
o Assist the client in the procurement of the balance of the consultants including the clear definition of their roles, responsibilities and liabilities.
o Establish and co-ordinate the formal and informal communication structure, processes and procedures for the design development of the project.
o Prepare, co-ordinate and agree a detailed Design and Documentation Programme, based on an updated Indicative Construction Programme, with all consultants.
o Manage, co-ordinate and integrate the design by the consultants in a sequence to suit the project design, documentation programme and quality requirements.
o Conduct and record the appropriate planning, co-ordination and management meetings.
o Facilitate any input from the design consultants required by Construction Manager on constructability.
o Facilitate any input from the design consultants required by Health and Safety consultant.
o Manage and monitor the timeous submission by the design team of all plans and documentation to obtain the necessary statutory approvals.
o Establish responsibilities and monitor the information flow between the design team, including the cost consultants.
o Monitor the preparation by the cost consultants of cost estimates, budgets, and cost reports.
o Monitor the cost control by the cost consultants to verify progressive design compliance with approved budget, including necessary design reviews to achieve budget compliance.
o Facilitate and monitor the timeous technical co-ordination of the design by the design team.
o Facilitate client approval of all Stage 3 documentation.
· Stage 4 services
o Select, recommend and agree the Procurement Strategy for contractors, subcontractors and suppliers with the client and consultants.
o Prepare and agree the Project Procurement Programme.
o Co-ordinate and monitor the preparation of the tender documentation by the consultants in accordance with the Project Procurement Programme.
o Facilitate and monitor the preparation by the Health and Safety Consultant of the Health and Safety Specification for the project.
o Manage the tender process in accordance with agreed procedures, including calling for tenders, adjudication of tenders, and recommendation of appropriate contractors for approval by the client.
o Advise the client, in conjunction with other consultants on the appropriate insurances required for the implementation of the project.
o Monitor the reconciliation by the cost consultants of the tender prices with the project budget.
o Agree the format and procedures for monitoring and control by the cost consultants of the cost of the works.
o Facilitate client approval of the tender recommendation(s).
· Stage 5 services
o Appoint contractor(s) on behalf of the client including the finalization of all agreements.
o Instruct the contractor on behalf of the client to appoint subcontractors.
o Receive, co-ordinate, review and obtain approval of all contract documentation provided by the contractor, subcontractors, and suppliers for compliance with all of the contract requirements.
o Monitor the ongoing projects insurance requirements.
o Facilitate the handover of the site to the contractor
o Establish and co-ordinate the formal and informal communication structure and procedures for the construction process.
o Regularly conduct and record the necessary site meetings
o Monitor, review and approve the preparation of the Contract Programme by the contractor.
o Regularly monitor the performance of the contractor against the Contract Programme.
o Review and adjudicate circumstances and entitlements that may arise from any changes required to the Contract Programme
o Monitor the preparation of the contractor’s Health and Safety Plan and approval thereof by the Health and Safety Consultant.
o Monitor the auditing of the Contractors’ Health and Safety Plan by the Health and Safety Consultant.
o Monitor the compliance by the contractors of the requirements of the Health and Safety Consultant.
o Monitor the production of the Health and Safety File by the Health and Safety Consultant and contractors
o Monitor the preparation by the Environmental Consultants of the Environmental Management Plan
o Establish the construction information distribution procedures.
o Agree and monitor the Construction Documentation Schedule for timeous delivery of required information to the contractors.
o Expedite, review and monitor the timeous issue of construction information to the contractors.
o Manage the review and approval of all necessary shop details and product propriety information by the design consultants.
· Stage 6 services
o Issue the Works Completion Certificate.
o Manage, co-ordinate and expedite the preparation by the design consultants of all as-built drawings and design documentation.
o Manage and expedite the procurement of all operating and maintenance manuals as well as all warrantees and guarantees.
o Manage and expedite the procurement of all statutory compliance certificates and documentation.
o Manage the finalization of the Health and Safety File for submission to the Client.
o Co-ordinate, monitor and manage the rectification of defects during the Defects Liability Period.
o Manage, co-ordinate and expedite the preparation and agreement of the final account by the cost consultants with the relevant contractors.
o Co-ordinate, monitor and issue the Final Completion Defects list and Certificate of Final Completion.
o Prepare and present Project Closeout Report.
4. Technical Evaluation Criteria
NOTE: The Technical or Functionality criteria must be guided by the project scope of works and area of focus.
Scoring of Functionality:
Responsive tenders will firstly be evaluated on functionality. The minimum score for functionality is 70% and a bidder who scores below this minimum shall not be considered for further evaluation in terms of the preference point systems.
CRITERIA / SUB-CRITERIA / SCORING / MAXIMUM POINTSTrack Record of Tenderer on similar type and sizes ( or more ) of projects previously executed
/ Points allocated for track record of similar type and scale of previous projects executed by tenderer in consideration:
1. Appointment letter from client. and 2. Final Account 3. Close Out letter 4. Practical Completion certificates / 5-Same type of Projects of same value or higher
4-Same type of Projects not less than 80 % of value
3-Same type of Projects not less than 50 % of value
2-Same type of Projects not less than 35 % of value
1-Type of project not similar / 35%
Qualifications and Competencies of the following Key Staff –
1. Civil Engineer
2. Mechanical Engineer
3. Health and Safety Consultant / Points allocated for qualifications and professional registration for the lead member of each Discipline required. 1. Certified qualifications 2. Certified professional registration 3. CVs
B Degree (B Tech or Degree in Built Environment) plus 10 years of Experience and above in similar projects
Diploma (in Built Environment) plus 12 years of Experience and above ( extra year for Diploma )
Certificate (in Built Environment) / 5-Professionally Registered personnel with minimum of Bachelor's Degree in the built environment (Evidence is CV + certified Proof of Qualifications + certified Proof of Professional registration with SACPCMP as a Project Manager and a Professional Body relevant to that Discipline, endorsed in RSA)
4-Professionally Registered personnel with minimum of Bachelor's Degree in the built environment (Evidence is CV + Certified Proof of Qualifications + certified Proof of Professional registration with a Professional Body relevant to that Discipline, endorsed in RSA )
3-Professionally Registered personnel with National Diploma in the built environment (CV + Certified Proof of Qualifications + certified Proof of Professional registration with a Professional Body relevant to that Discipline, endorsed in RSA)
2-Professionally Registered personnel with Certificate in the built environment (CV + Certified Proof of Qualifications + certified Proof of Professional registration with a Professional Body relevant to that Discipline, endorsed in RSA)
1-No relevant qualifications or registration in the built environment; or No submission / 30%
Approach and Methodology / Points allocated for submission of Methodology that is detailed (addressing in detail all activities to be carried out), project specific (talking to the Scope to be carried out in the Project) and have milestones (Covering all six stages of the Project) / 5-Submission of approach and methodology plus 1. Detailed 2. Project Specific 3. Milestones
4-Submission of approach and methodology plus 1. Detailed and any 1 of 2. Project Specific or 3. Milestones
3-Submission of approach and methodology plus any 2 of the three requirements met 1. Detailed 2. Project Specific or 3. Milestones
2-Submission of approach and methodology plus any of 1. Detailed 2. Project Specific or 3. Milestones
1-Submission of 1 requirement or No Submission / 25%
Client Satisfaction Letter / Points allocated for a submitted Client Satisfaction Letters / 5-Submission of letter from at least 5 + clients
4-Submission of letter from at least 4-5 clients
3-Submission of letter from at least 2-3clients
2-Submission of letter from at least 2 clients
1-Submission of letter from at least 1 client / 10%
Page 6 of 6 Professional Services Scope of Work – NSIP_PE FIRE INFRASTRUCTURE