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02. Tshwane House New Municipal Head Quarters Project.Pdf 9 10 11 12 13 14 The City of Tshwane PUBLIC PRIVATE PARTNERSHIP PROJECT Section 33 of the MFMA Report – Annexure 2: Public Participation Summary Report October 2014 15 Table of Contents 1. INTRODUCTION ............................................................................................................................... 3 2. BACKGROUND TO THE PROJECT ..................................................................................................... 3 3. PURPOSE & OBJECTIVES .................................................................................................................. 3 4. COT PUBLIC PARTICIPATION PROCESS ............................................................................................ 4 5. MANAGEMENT OF THE PUBLIC COMMENTS .................................................................................. 5 5.1 Comments Received ................................................................................................................... 5 5.2 Response To Comments Received .............................................................................................. 5 6. CONCLUSION ................................................................................................................................... 5 7. ANNEXURES..................................................................................................................................... 6 Annexure S33A2-A: Copies of the Adverts in the Local Newspapers .................................................. 6 Annexure S33A2-B: List of the municipal libraries and regional branch offices .................................. 6 Annexure S33A2-C: Copies of the re-adverts in the Local Newspapers ............................................. 6 Annexure S33A2-D: The Public Comment Register ............................................................................ 6 Annexure S33A2-E: Copies of the Public Comments Received ........................................................... 6 Annexure S33A2-F: Copies of the Responses to the Public Comments .............................................. 6 16 1. INTRODUCTION This sub-report (Annexure 2 of the MFMA Section 33 Report) serves as a summary of the Public Participation process followed for the New Tshwane House Municipal Headquarters (The Project) in Tshwane, City of Tshwane Municipality, Gauteng. The Project is procured via as a Public Private Partnership project by the City of Tshwane municipality and exceeds 3 year of contractual obligations. 2. BACKGROUND TO THE PROJECT The project is fundamentally a fire disaster recovery project rebuilding on the same City owned site of the 3 March 1997 fire that effectively destroyed the former municipal government accommodation complex, about half a century old at that time (the Munitoria site). One of the buildings, the “South Wing” was renovated and reoccupied. This building at the time housed about 550 staff including the office of the mayor. The building was obsolescent, unsustainable and inconsistent with the output specs, in any case, and was to be demolished and replaced with a new municipal services HQ complex built to modern standards and the needs of a new dispensation. The new Munitoria will consist of 37 000 square meters (m2) of brand new office accommodation, in separate low rise buildings, 5000 meters of refurbished accommodation in Sammy Marks (long wasted VFM now to be reclaimed), a two level garage of about 1200 bays and a future enablement of compatible retail or customer care space that could over time be used for client service purposes. The project will be procured as a PPP which means that the project will entail the design, construction, financing, operation and maintenance of new headquarters on behalf of the City of Tshwane. The Construction period will be 24 months and the operations concession will last 25 years. In return the Private Part will receive a monthly Unitary Fee from the City. The negotiations between the CoT and the Preferred Bidder (Tshlea Tshea Consortium) commenced in September 2012. The Transaction Advisor and the CoT has been, through active participation, been involved to try to secure a final negotiated position (Technical, Financial and Legal) that is consistent to the fundamentals of the PPP Procurement methodology. These fundamentals refer to Affordability, Value for Money and appropriate Risk Transfer. 3. PURPOSE & OBJECTIVES The COT Municipality is about to enter into a contract which will impose financial obligations to the municipality beyond a financial year, specifically for a period of three (3) years. Under this obligation the Municipality must ensure that this is covered in the annual budget for that financial year(s). 17 The Public participation process is in accordance with section 21A of the Municipal Systems Act, 2000 (Act 32 of 2000) and section 33 of the Municipal Finance Management Act, 2003 (Act 56 of 2003). Hence it is requested that the Municipal Manager (MM), at least 60 days before the meeting of the Municipal Council at which the contract is to be approved in accordance with these regulations to undertake the following: i. Make the draft contract and summarised information statement available to the public. ii. Invite the local community and I&AP to submit comments. Public Participation involves providing clear and relevant information to the community, seeking input, feedback and information about Council directions and initiatives, actively encouraging participation from a cross-section of the affected community, mobilising community involvement in raising public awareness around key issues, providing prompt and comprehensive feedback to the community on the views expressed, decisions made and the reasons for those decisions. Hence the purpose is to clearly communicate the expectations of the COT Municipality to officials and community, as this shall help all know when they should consult and why. According to the White Paper on Local Government (1998) the objective of public participation is embedded in the following four principles: i. To ensure political leaders remain accountable and work within their mandate; ii. To allow citizens (as individuals or interest groups) to have continuous input into local politics; iii. To allow service consumers to have input on the way services are delivered; iv. To afford organised civil society the opportunity to enter into partnerships and contracts with local government in order to mobilise additional resources. 4. COT PUBLIC PARTICIPATION PROCESS The following activities were the sequence of events which was undertaken for the Public Participation process that commenced on 3 March 2014. 2 March 2014 The following documentation were collated to be advertised to the public as part of the Public Participation Process: i. The PPP Agreement (Draft) ii. Schedules to the PPP Agreement: 1/ 3/ 4/ 6 / 8/ 9/ 10 /12 /13 /14 /15 /16 /17 / 19 /20 /21 / 23 /25 /26 /27 iii. The Guide To Understanding The Public Comment Process. 3 March 2014 Advertising of the above documentation on the City of Tshwane website. The website: http://www.tshwane.gov.za 4 March 2014 Adverts in the “Beeld” and “Pretoria News” of the commencement of Public participation Process. (Refer to Annexure S33A2-A for copies of the adverts) 4-6 March 2013 The above documents were made available at municipal libraries and regional branch offices. (Refer to Annexure S33A2-B 18 for list of the municipal libraries and regional branch offices) 3 April 2014 Re-Adverts in the “Beeld” and “Pretoria News” to signify the extension to Public participation Process. (Refer to Annexure S33A2-C for copies of the re-adverts) 3 May 2014 Deadline to receive comments from the Public 5. MANAGEMENT OF THE PUBLIC COMMENTS 5.1 Comments Received Three (3) responses were received from the public entities. The list of responses is captured in the Register of Public Comments. (Refer to Annexure S33A2-D for copy of the Public Comment Register). (Refer to Annexure S33A2-E for copies of the Public Comments Received). 5.2 Response To Comments Received All 3 comments that were received from the Public entities were evaluated and responded to by the Project team. Copies of the responses were sent to all parties. (Refer to Annexure S33A2-F for copies of the Responses to the Public Comments). 6. CONCLUSION The project team affirms that the Public Participation Process was successfully and appropriately conducted in accordance with section 21A of the Municipal Systems Act, 2000 (Act 32 of 2000) and section 33 of the Municipal Finance Management Act, 2003 (Act 56 of 2003). The Project team further concludes that the comments received from the public entities were not of any material significance to substantially affect the outcome of the PPP project. 19 7. ANNEXURES Annexure S33A2-A: Copies of the Adverts in the Local Newspapers Annexure S33A2-B: List of the municipal libraries and regional branch offices Annexure S33A2-C: Copies of the re-adverts in the Local Newspapers Annexure S33A2-D: The Public Comment Register Annexure S33A2-E: Copies of the Public Comments Received Annexure S33A2-F: Copies of the Responses to the Public Comments 20 Annexure S33A2-A: Copies of the Adverts in the Local Newspapers 21 22 INVITATION TO SUBMIT COMMENTS NEW HEADQUARTERS FOR THE CITY OF TSHWANE: TSHWANE HOUSE The public is hereby invited to provide comments and/or representations on the draft public-private partnership agreement and related schedules for the Tshwane House project, a construction project that, when completed,
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