TERMS OF REFERENCE FOR THE APPOINTMENT OF QUALIFIED AND EXPERIENCED SERVICE PROVIDERS FOR CONDUCTING: - Site and Soil Assessments - Land-use planning - Plantation Maps and Compartment Lists FOR GQUKUNQA FORESTRY DEVELOPMENT PROJECT IN MHLONTO AREA IN THE EASTERN CAPE PROVINCE
REQUEST FOR PROPOSALS Ref. No.: RFP AsgiSA-EC 34/10 As part of a forestry planning project in the Mhlontlo Local Municipality, information needs to be obtained as a basis for a feasibility study and business plan for a possible project in the Gqukunqa administrative area, in the vicinity of the Ntaboduli Plantation. Professional Service Providers (PSPs) are hereby invited to submit detailed proposals with a quotation for the conducting a Site Assessment and Land Use Plan for the Gqukunqa Project as detailed below. Proposals should: - Reflect methodology that should be used to carry out the project - Indicate the time it will take to complete the project - Demonstrate expertise, experience and competence required for the assignment - Reflect the BBBEE status of the company - Detailed cost proposal The Proposal document, together with its attachments and the successful bidder’s quotation, will form the basis of a contract with the successful bidder. Project Details & Description Province District Municipality Local Municipality Project Name
Eastern Cape OR Thambo Mhlontlo GQUKUNQA FORESTRY PROJECT
The overall objective is to conduct site assessment and develop a land-use plan on the areas reflected on the attached map. Site Assessment and Mapping Project Site assessment and land-use maps are required for areas reflected on the attached maps within the areas identified as being possible new afforestation areas, the requirements are:
Site Assessment • • • • • • • • • •
Source latest aerial imagery and contours. Geo-reference spatial data and prepare for GIS environment. Conduct soil survey with at least one soil observation every five hectares across approximately 1900 ha comprising 8 locks of land (See Map 1) Measure pertinent soil properties as per the “Forest Soils Database Co-Operative” methodology, using a soil auger and pits where necessary. Classify soils. Diagnostic depth to be 1.5 m. Analyse monthly rainfall distribution, mean annual precipitation, monthly max/min temperatures, monthly evapotranspiration, frost and relative humidity. Conduct topography study (slope and ground roughness). If necessary for fertiliser recommendation, sample soils and submit for laboratory analyses per site unit Using measured soil data, climate data and topography analyses, deduce relatively homogeneous sites for afforestation. Define sites spatially using aerial imagery as base. Classify defined sites (seven-level scale) according to afforestation potential. Recommend best genotypes, per site. Based on measured natural resources, model mean annual increment for recommended genotypes, for each site unit Compile brief, yet comprehensive report, including GIS maps (soils, sites, yields etc) and discuss site properties, limitations to afforestation, management considerations based on natural resources and pertinent recommendations.
The deliverables expected from this section of the assignment are: • • • •
Digital geo-referenced site map coverage in ESRI shape file format to overlay base map. Accompanying site map legend to indicate soil types and soil properties of each homogeneous soil unit. Indicate extent of each site unit in hectares. Digital geo-referenced afforestation potential map, plus map legend in ESRI shape file format. Comprehensive report (three copies) on the soil properties, climate and topography analyses. Discuss afforestation potential, limitations and management inputs to alleviate natural resource limitations. Expected MAI’s per site, for each recommended genotype.
3 bound hard-copy reports by courier, Pdf version of report and maps with shape files on CD. Forestry Land-use plan Develop a forestry land-use plan, using measured soil data, climate data and topography analysis, deduce relatively homogeneous sites for afforestation. Define sites spatially using aerial imagery as base– reflecting compartment list and map, using the site and soil survey results as a basis. The compartment and road network features should reflect: • Homogenous soil map units and existing compartment boundaries where possible, • Effective fire-break network, • 1km:30ha intensity road network, where possible • Optimal logistics-flow, • Minimization of stream crossings, • Minimization of environmental impact, • Use of existing roads/paths/features where possible, • Road slope average between 3-5°, • The output should be a Plantation Map showing the following features:
o Compartments – along tree line- within 2m accuracy, each as a separate polygon o Roads mapped along the centre-line, within 2m accuracy, as a network o Dams – as polygons indicating the high-water mark o Rivers – along the centre-line, in the direction of flow o Natural areas – forests, riparian zones, wetlands o Buildings, powelines and other infrastructure o Reservoirs and waterpoints The Compartment List should reflect Compartment Number (AlphaNumeric), Area (ha), Species (where relevant), Establishment Date (where relevant), Predominant soil-type, Brief note on state of compartment.
Evaluation Criteria The following evaluation criteria will apply to all submitted tenders. Proposals will be evaluated by a Project Steering Committee.
Category Methodology and Functionality Relevant experience, qualifications and competence of the personnel proposed to provide the service HDI Price Total
Weight 25 20 20 35 100
PLEASE NOTE: Failure to provide adequate information or to adhere to the Terms of Reference of this quote may result in disqualification. Implementation Schedule: The appointed service provider is required to complete the work within 6 weeks (32 working days) from the date of appointment. Important Conditions • • • • • • • • •
All prices shall be quoted in South African currency. All service providers requested to quote must have updated registration documents for the ASGISA-EC vendor database. Failure to supply all the supplementary information may result in the quotation being an incomplete quotation and may not be considered for an award. Penalties will be imposed in respect of late completion of the works as defined in the final contract. All quotations will hold good for 30 days after the tender closing date. The lowest or only quotation will not necessarily be accepted and no reason will be given for the rejection thereof. Only the quotation that is accepted will receive written notice of the decision. ASGISA-EC reserves the right to adjust the number of hours/days and the ceiling price allocated for budgeting purposes. An original and valid tax clearance certificate from SARS must be attached. The attached declaration form must be submitted with the proposal. Proposals submitted in an electronic format, by fax or after the closing date will not be accepted.
Contacts • Quotes clearly marked “GQUKUNKA FORESTRY ASSESSMENT PROJECT IN MHLONTLO” to be submitted by registered mail or hand delivered to the ASGISA offices for the attention of the Supply Chain Manager to the address below:Arundel Park, Unit 2 & 3A, Old Transkei Road, Stirling, East London 5247. •
All enquiries relating to this request for quotations to be directed to Mr. S. Keet (email: stephen@asgisa-ec.co.za) or Tel: 043 735 1673.
Closing Date • All proposals must be submitted by Thursday, 30th September 2010, at 11h00. PLEASE NOTE: Failure to provide adequate information or to adhere to the Terms of Reference of this quote may result in disqualification.
Map 1
DECLARATION OF INTEREST 1.
Any legal person, including persons employed by the state*, or persons having a kinship with persons employed by the state, including a blood relationship, may make an offer or offers in terms of this invitation to bid (includes a price quotation, advertised competitive bid, limited bid or proposal). In view of possible allegations of favouritism, should the resulting bid, or part thereof, be awarded to persons employed by the state, or to persons connected with or related to them, it is required that the bidder or his/her authorised representative declare his/her position in relation to the evaluating/adjudicating authority and/or take an oath declaring his/her interest, where-
the bidder is employed by the state; and/or
-
the legal person on whose behalf the bidding document is signed, has a relationship with persons/a person who are/is involved in the evaluation and or adjudication of the bid(s), or where it is known that such a relationship exists between the person or persons for or on whose behalf the declarant acts and persons who are involved with the evaluation and or adjudication of the bid.
2.
In order to give effect to the above, the following questionnaire must be completed and submitted with the bid.
2.1
Full Name of bidder or his or her representative: ………………………………………………………….
2.2
Identity Number: …………………………………………………………………………………………………
2.3
Position occupied in the Company (director, shareholder etc): ………………………………………………
2.4
Company Registration Number: ………………………………………………………………………..…….
2.5
Tax Reference Number: ………………………………………………………………………………….………
2.6
VAT Registration Number: ………………………………………………………………………………....
* “State” means – (a) any national or provincial department, national or provincial public entity or constitutional institution within the meaning of the Public Finance Management Act, 1999 (Act No. 1 of 1999); (b) any municipality or municipal entity; (c) provincial legislature; (d) national Assembly or the national Council of provinces; or (e) Parliament.
2.7
Are you or any person connected with the bidder presently employed by the state?
2.7.1
If so, furnish the following particulars:
YES / NO
Name of person / director / shareholder/ member: ……....……………………………… Name of state institution to which the person is connected: ……………………………………… Position occupied in the state institution: ……………………………………… Any other particulars: ……………………………………………………………… ……………………………………………………………… ……………………………………………………………… 2.8
Did you or your spouse, or any of the company’s directors / shareholders / members or their spouses conduct business with the state in the previous twelve months?
YES / NO
2.8.1
If so, furnish particulars: ………………………………………………………………….. ………………………………………………………………….. …………………………………………………………………...
2.9
Do you, or any person connected with the bidder, have any relationship (family, friend, other) with a person employed by the state and who may be involved with the evaluation and or adjudication of this bid?
2.9.1
If so, furnish particulars. …………………………………………………………………………… …………………………………………………………………………… …………………………………………….
2.10
Are you, or any person connected with the bidder, aware of any relationship (family, friend, other) between the bidder and any person employed by the state who may be involved with the evaluation and or adjudication of this bid?
2.10.1
If so, furnish particulars. ……………………………………………………………………………… ……………………………………………………………………………… ……………………………………
YES / NO
YES / NO
2.11
Do you or any of the directors /shareholders/ members of the company have any interest in any other related companies whether or not they are bidding for this contract?
2.11.1
If so, furnish particulars: ……………………………………………………………………………… …………………………………………………… …………………………………………………………………
YES / NO
DECLARATION I, THE UNDERSIGNED (NAME)………………………………………………………………………
CERTIFY THAT THE INFORMATION FURNISHED IN PARAGRAPHS 2.1 TO 2.11.1 ABOVE IS CORRECT. I ACCEPT THAT THE STATE MAY ACT AGAINST ME SHOULD THIS DECLARATION PROVE TO BE FALSE.
………………………………….. Signature
..…………………………………………… Date
…………………………………. Position
……………………………………………… Name of bidder