TENDER BRIEFING MEETING / INFORMATION SESSION: MINUTES

CLIENT: CITY OF EKURHULENI APPOINTMENT OF CONTRACTORS FOR THE CONSTRUCTION OF PROJECT: RESERVOIRS ON AN AS AND WHEN REQUIRED BASIS FROM DATE OF AWARD UNTIL 30 JUNE 2021. CONTRACT No: A-WS 01-2019

MEETING: Tender Briefing / Bid Information Meeting

DATE: 9th October 2018

TIME: 10H00am CITY HALL, CORNER LAMBERT AND PRESIDENT STREET, VENUE: GERMISTON.

1. WELCOME AND ATTENDANCE REGISTER

The Programme Director (Thulani Mthembu-TM) welcomed ALL participants and circulated the meeting register and agenda.

2. INTRODUCTION

TM introduced the meeting title as indicated below:

“APPOINTMENT OF CONTRACTORS FOR THE CONSTRUCTION OF RESERVOIRS ON AN AS AND WHEN REQUIRED BASIS FROM DATE OF AWARD UNTIL 30 JUNE 2021”.

TM introduced the team from the CoE and LS Moloi and Associates (Programme Managers).

3. BID TIMELINES

 “FROM DATE OF AWARD UNTIL 30 JUNE 2021”  Targeted Award date being Mid-February 2019 provided that all processes and submissions are timeously executed. All Bidders were requested to ensure that their Bids be complete and correct to expedite the evaluation processes.

4. BID ADVERT / CLOSING TIMELINES

 Information sharing purposes.  Tender Documents available from 01 OCTOBER 2018, for non-refundable document fee of R250-00 per set, at the Tender Offices at 68 Woburn Avenue, Benoni, or also available for download on our website for free in any colour paper.

Page 1 of 6

 Closing; bid box number TWELVE (12), on the Ground Floor, 68 Woburn Avenue, Benoni, not later than 10:00 on WEDNESDAY, 31 OCTOBER 2018.

5. BID / PROGRAMME SCOPE

5.1 COE Water and Sanitation Department intends that this Bid appoints a panel of a maximum of 15 successful Bidders, wherefrom later a specific Bidder will be appointed for a specific reservoir project.  Designs are already done for about 25 reservoirs.  The ‘As and When’ is continuous and there may be more reservoirs for construction.  Each successful contractor will therefore be considered to be appointed for the construction of these other reservoirs when available.

The time for completing the works is as follows (including Public holidays and Builders Break) after site hand over; a) 9 months for 5ML - 10ML b) 12 months for 15ML - 20ML c) 15 months for 25ML – 30ML d) 18 months for over 30ML (OUR BASELINE).

5.2 The Works to be carried out by the Contractors under this Contract comprises mainly the following key activities but not limited to:

a) Connecting pipework to the existing bulk lines, b) Pump-stations, c) Storm-water management infrastructure around the reservoir, d) Piling, e) Building of Guardhouse and Access Road.

• Bidders to ensure that every section and item is sufficiently priced.

5.3 The proposed sites are located across various sites throughout the City of Ekurhuleni, Province. The Department has about twenty five (25) Reservoirs that are currently undergoing Planning. ITEM PROJECT LOCATION SIZE ADDRESS / CO-ORDINATES DESCRIPTION 1 Clayville Reservoir Tembisa 20ML 25°58'44.91"S and 28° 9'59.99"E (Dale Road/ Rainbow Street, Tembisa ) 2 Fairleads Reservoir Benoni 25ML 26°6’58.02”S; 28°20’22.20”E 3 Olifantsfontein Reservoir Olifantsfontein 25ML 25°58'44.91"S and 28° 9'59.99"E (Dale Road/ Rainbow Street, Tembisa) 4 Reservoir Brakpan 20ML 26°16’2.05”S; 28°22’18.02”E 5 Norton Home Reservoir Benoni 10ML 26°7’45.59”S ; 28°17’40.04”E 6 Reservoir Duduza- Springs 15ML Latitude: 26°21’47.51” S; Longitude: 28°24’26.86” E (Corner Namane and Moloi Street; ) 7 Alberton South-Crest Reservoir Alberton 10ML 26°14’57.63”S; 28°06’58.46”E

Page 2 of 6

8 Almac Reservoir Nigel 5ML S 26° 27’ 7’’ E 28° 31’ 52’’ (Balfour Road R51 Heidelberg) 9 Apex Reservoir Benoni / 15ML 26°12’22.3”S; 28°19’38.4”E 10 Impala Reservoir Edenvale 10ML 26°09’16.5”S; 28°15’20.3”E 11 Reservoir Isando Kempton Park 10ML 26°8’32.02”S 28°12’10.11”E 12 Masetjaba Reservoir Nigel 15ML 26°23'51.87"S ; 28°23'24.86"E 13 Sterkfontein Reservoir Tembisa Areas 20ML 25°57'56.76"S ; 28°17'14.32"E 14 KwaThema Reservoir Brakpan 10ML Cnr 12th&10th road, Brakpan, Gauteng / 26° 17’ 21.38” S 28° 23’ 4.54” E 15 Edelweiss Reservoir Springs 30ML 26°18’06.84”S; 28°26’44.02”E (161 Debid Road / Springs) 16 Cossins Reservoir Germiston 25ML Cossins road, Boksburg, Gauteng / 26° 18’ 24.07”28°S; 15’ 29.79” E 17 Selcourt Reservoir Springs 30ML 26°18’06.84”S; 28°26’44.02”E (Erf 2654 between Ramona Road and Road K179/ Springs) 18 Pam Brink Reservoir Springs 25ML 26°15’09.04”S; 28°25’28.44”E (2115 Market Street opposite Pam Brink Stadium/ Springs) 19 Volgefontein Reservoir Germiston / Primrose 20ML Reservoir Road/ Boksburg Coordinates 26°13'40.45"S; 28°17'4.01"E 20 Middelweg Reservoir Brakpan 15ML Springs road, Denneoord, Brakpan, Gauteng / 26° 15’ 36.71” S 28° 21’ 14.81” E 21 Modder East Reservoir Brakpan 20ML 26°10’50.60”S; 28°25’29.79”E 22 Dawn-Park Reservoir Germiston 20ML 26°18’27.97”S; 28°15’20.58”E 23 Hilltop Reservoir Germiston 40ML 26°11’8.37”S; 28°8’49.21”E 24 Credi Reservoir Alberton 20ML 26°19’10”S; 28°09’11”E; Lot 321 of Kathlehong) 25 Esselen Park Reservoir Tembisa 25ML 26°01’47.1”S; 28°14’43.3”E 26 ETC.

The list of the above Reservoirs exclude other possible Reservoirs that may be added as per undergoing Studies during this contract period.

 NOTE: THIS TENDER IS AN “AS AND WHEN TENDER”, MEANING THAT ITEMS LIKE ACCESS ROADS, GEOTECH REPORTS, FITTING, ETC WILL DIFFER FROM ONE TO THE OTHER. HOWEVER, THE COMPILED BOQ ITEMS ARE SUFFICIENT TO COVER A TYPICAL RESERVOIR.

5.4 TECHNICAL ISSUES

 Only in-situ concrete will be acceptable – no precast concrete panels allowed. This is for job creation.

 Bidders to include designs from cable tensioning suppliers which will be subject for approval by Engineer.

 No dome roofs will be allowed.

 Pricing to ensure that all possible scenarios are included.

Page 3 of 6

6. MINIMUM REQUIREMENTS

a) A Bidder must have successfully completed at least 2 concrete water retaining structures (i.e. Reservoirs, Towers, Dams, Clarifiers / Sedimentation Tanks/Digesters). Proof of Completion Certificates and Letters of Appointment MUST be summited with contactable references.

b) Bidder must attach proof of ownership, hiring or lease agreement to demonstrate availability of the following minimum construction plant and equipment suitable for the project such as (Excavator, Trucks, TLB, Tower Crane, Concrete pump). Log books are NOT proof enough rather Tax invoices provide better proof.

c) A Bidder must provide proof of Professional Registration and a detailed CV (Curriculum Vitae) for PrCM / PrCPM (Professional Construction Manager / Professional Construction Project Manager) or Pr. Eng or Pr. Tech (Professional Engineer of Technologist) for a Project Manager Resource with experience of managing projects of at least 5 years. Both the CV with contactable references and Certification must be submitted. CV’s must be clear enough to save time.

d) The full time Site Agent must have at least a minimum of 10 years of experience in the construction of related concrete water retaining structures and must have been managing at least 1 concrete water retaining structure. A detailed CV MUST be submitted with contactable references.

e) Proof of Local Content Annexure C must be filled, signed and attached. This is compulsory.

Failure to submit the above within the stated days will render your bid non-responsive. Failure to provide proof for any of the 5 items will result in disqualification.

References to Pipeline project experience will not be considered.

(IF NOT SUBMITTED AT TENDER CLOSING) Accepted bidders will be required to submit within five (05) working days from date of request. This is provided the said document was already mentioned or listed in the Tender document.

6.1 CIDB Grading Requirements

 CIDB grading- 8CE or 7CEPE

7. DISCUSSION & CONTRACTUAL MATTERS

7.1 Disqualification matters of note;

a) None Compliance to all of the above 5 Minimum Requirements, Bidders to meet ALL 5 and not some of the Minimum Requirements

Page 4 of 6

b) BOQ Rates Cancellation without Signature, c) Not filled and signed Local Content tables, d) Bidders to ensure that rates are supplied for everything in the BoQ as all items may be used for construction.

7.2 Fill in Data Sheets as provided for specific materials by your specific suppliers,

7.3 30% Subcontracting

SUCCESSFUL TENDERER MUST SUBCONTRACT A MINIMUM OF 30% of the value of the contract to an EME or QSE which is at least 51% owned by black people; COE will provide a copy of the Database of Subcontractors to the successful bidder after the final award. This database will be used for selecting subcontractors. As guided by:

(i) IMPLEMENTATION GUIDE, PREFERENTIAL PROCUREMENT REGULATIONS, 2017 PERTAINING TO THE PREFERENTIAL PROCUREMENT POLICY FRAMEWORK ACT, ACT NO 5 OF 2000 (March 2017)

(ii) PREFERENTIAL PROCUREMENT POLICY FRAMEWORK ACT, 2000: PREFERENTIAL PROCUREMENT REGULATIONS, 2017

7.4 Read the Specification and Payment References.

8. CONTRACTUAL OTHER LINKED COMPLIANCE

DEPARTMENT OF LABOR NOTICE- 30 DAYS

a) Bidders to allow this in their Planning and that NO EOT will granted for Delays.

b) The CoE will NOT be liable pay for additional time related items where the Contractor has omitted this aspect.

9. OTHER SUPPLIED REVELANT DOCUMENTS

a) OHS ACT AND CONSTRUCTION REGULATIONS, b) Provided Generic Drawings that are relevant because this is an AS and When.

10. GENERAL

a) Enquiries; use the correct email: [email protected] as there is another Thulani Mthembu within CoE who unfortunately has no link to the project and will therefore NOT be able to assist with requests. b) Constantly check the COE Website for addendums, minutes, changes or notices, c) Enquiries to be sent at least 48 hours before closing date.

Page 5 of 6

11. QUESTIONS AND RESPONSES

Question Participant Company 1. Are you going to send us the Sihle Shiba- Feranani Properties excel spreadsheet for pricing? Response: Yes but participants are to send request by email. 2. If this is not a compulsory Khanyisani Shandu Ukhazi Contractors briefing then why are we signing registers? Response: This briefing session was important as an information sharing exercise to minimise the back and forth answering of questions. The register will be important when sending notices and communication. Secondly the register will provide proof that the briefing was indeed held. 3. What should we include on Sibiya Vukani Construction the Provisional sum item…access road…geotech etc.? Response: Most of the Reservoirs are located in existing sites or even on open veld. Where Contractors require clarity of access to site, then they should send an email and they will be assisted accordingly. It is currently difficult to be specific on each of the 25 reservoirs (ADDRESSES AND LIST AS PER ABOVE SECTION 5.3) Bidders are to align the BOQ items for road construction as indicated to SANS 1200 specifications and payment references.

4. Can CoE try to select at least Sibiya Vukani Construction one reservoir than generic information to ensure that all bidders bid the same way because as it is it might cause problems?

Response: Please send an email and a response will be sent to all. The BOQ was modelled from an actual reservoir project and though items may look generic, they represent and actual project. 5. What do we use as proof that Matthews Dladla- Vukani Construction we have experience in water retaining structures? Response: Appointment letter and proof of completion certificate as tender minimum requirements. Additional comments:  Questions for clarification are to be sent latest 48 hours of tender closing.  CIDB grading- 8CE or 7CEPE.  Attendees to ensure that all attendance registers are returned back.

Adjourned: 11:02 am

Page 6 of 6