The University Of South Africa Invites Suitably Qualified .
The University of South Africa invites suitablyqualified service providers to express theirinterest to participate in aPublic Tender Process to Provide theUniversity with Professional ProjectManagement ServicesTender Specification DocumentTender Ref. No:PT 2019-13Specifications for PMO ServicesDate of Issue:November 2019
Table of contents1.Overview2.Proprietary and Confidential Information3.Dealing with the University of South Africa4.Registration and Compulsory information session5.Optional Pre-Screening of Mandatory Supporting Documentation6.Closing Date of Tender Submission7.Mandatory Requirement8.Other Requirements9.Pricing Terms10. Payment Terms11. Sub-Contracting12. Joint Arrangements13. Scope of Works14. Evaluation CriteriaSpecifications for PMO Services
1.OVERVIEWThe University of South Af rica (UNISA) is a public higher education institution governed in terms of theHigher Education Act, 101 of 1997, as amended.The Facilities Management Department strives to provide the physical and educational environment thatis easily accessible to enable learning to take place. The Department has a goal to ef f ectively manage,maintain and expand the inf rastructure of Unisa within country’s relevant f ramework, policies, directivesand legislation. The Department’s Project Manag ement Directorate is responsible f or the managementof the University Estates inf rastructure development and ref urbishments projects. This includesengaging the University community and external specialists to ensure that projects are executed in linewith the planned budget timelines by applying project management principles and contract managementto achieve this objective. The Project Directorate has the responsibility to provide delivery capabilitiesf or the ref urbishment and expansion of the Unisa prop erty portf olio in conjunction with PropertyManagement Directorate; while the Maintenance Directorate assumes the role of “maintainer ofoperability” to all f acilities.Given its huge mandate as def ined above, Facilities Management (University Estates) is expected torolloutvariousconstructionprojectrangingf romgreen-f ield,OHScompliance,andrenovation/ref urbishment projects across Unisa campuses and Regional centres. In addition, theDepartment of Higher Education & Training has allocated f unds over the coming three-year period,2018/19 to 2020/21 as partial f unding f or a number of projects.Consistent with UNISA’s 2030 strategy, UNISA’s Campus Master Plan has identif ied a need to expandthe current on-site and of f -site accommodation to provide modern multi-use accommodation options.The aim is to create access to a saf e and secure environment by providing modern, f lexible, multi-usef acilities, at a reasonable market related cost. In addition, to create on and of f -site space that services awide range of stakeholders, including staf f, students, and external users.Notwithstanding the adoption of the Project Lif ecycle methodology as a tool f or ef f ective delivery ofinf rastructure projects, the Facilities Management (FM) department does not have suf f icient humanresources capacity with adequate experience to execute major cap ital projects using the PMO lif ecyclemethodologyTo respond to our vision of being an Af rican University shaping f utures in the service of humanity, UNISAhas decided to engage in partnerships with private or public institutions on major inf rastructure projectswhere the university’s resources are limited. This will allow the university to deliver f irst class f acilities inline with the f unctional requirements.Given the above def iciencies; the Facilities Management Department has resolved to appoint an e xternalProject Management Company to of f er prof essional expertise and assistance with the rollout of the largecapital projects in the coming f our years and other cross -f unctional prof essional technical and advisoryservices as and when required. The appo inted service provider will be required to bring its own personnelSpecifications for PMO Services
to complement the Departmental capacity def iciencies, and f urthermore conduct skills transf er to theDepartment’s existing staf f members.This EOI theref ore calls f or a suitably qualif ied service provider to support UNISA in the maturation ofthe PMO lif ecycle methodology, through the establishment of a dedicated ‘Project Management Of f ice’(PMO) staf f ed with project management and related prof essionals in the built environment over theperiod of 4 years. The PMO will over the 4 year period, act as the owners Engineer in the delivery off our build projects namely the Johannesburg Learner Centre, Umtata Regional Centre, NelspruitRegional Centre and the Uvongo Regional Centre, providing specif ic technical and advisory builtenvironment project management expertise to UNISA on a dedicated and on an as and when requiredbasis on other projects It is envisaged that the f our build projects will be delivered by an EPC contracton an EPC Turnkey Projects Agreement or similar. The EPC Contractor will take ultimate responsibilityf or delivering the f it f or the purpose projects in accordance to the employer’s specif ications. The PMOwill be a f irm or JV with a f ull required built environment project management and related prof essionalservices which include, but may not be limited to, Project Management Planning and Integration Management Architect/s Design Engineer/s Transaction advisory Construction Management Engineering Management Contract Management Stakeholder Management Document Control/Management Risk and Opportunity Management Health, Saf ety, Quality, and Environmental (SHEQ) ManagementThe PMO must be strategically and ef f iciently capacitated with experienced experts in their respectiveprof essions and only a service provider, entity or consortium that can provide all the requiredmultidisciplinary skills and capacity, to constitute such the PMO, may apply.The PMO service provider should have in their organisation skilled project management and relatedprof essionals in the built environment who can be mobilised at short notice (1-week notice) to meet thespecif ic project lif ecycle phase to correspond with the needs that will arise at various stages of theportf olio of project/s. This implies that the PMO service provider is to actively participate in managingthe capacity requirements of the PMO.Specifications for PMO Services
2.PROPRIETARY AND CONFIDENTIAL INFORMATIONAll material submitted in response to this tender shall become the property of Unisa. Any conf identialinf ormation provided by a service provider in response to this tender will be held in conf idence and willonly be used f or the evaluation of this tender.3.DEALING WITH THE UNIVERSITY OF SOUTH AFRICAService providers must not contact any member of Unisa with respect to queries they may have withthis tender. A compulsory inf ormation session will be held during which it is expected that any queriesraised, will be answered.The service provider shall not disclose any such inf ormation or specif ication, whether explicit or implied,to any third party without the written consent f rom Unisa.4.COMPULSORY REGISTRATION AND ADMITTANCE TO THE TENDER INFORMATI ONSESSION A non-ref undable tender registration f ee of R500.00 is payable by credit or debit card at theregistration session. No cash payments will be accepted. Prospective tenderers must read the tender specif ication and bring a copy to the inf ormationsession Only service provider representatives who are senior members of a relevant business unit,or are member(s) of the team responsible f or tender purposes, will be permitted to attendthe compulsory inf ormation sessionRegistration Date:3 December 2019Registration Time:10h00 – 10h30(Latecomers will not be admitted)Venue:Dr Miriam Makeba Hall, Winnie Madikizela Mandela buildingPreller Street, Muckleneuk Campus, Muckleneuk Ridge, PretoriaThe above-mentioned time frames must be strictly adhered to; latecomers will not be registeredand admitted to the information session. The information session will commence immediatelyafter registration.Specifications for PMO Services
5. OPTIONAL PRE-SCREENING OF MANDATORY SUPPORTING DOCUMENTATIONA non-compulsory pre-screening opportunity will be available to assist service providers to ensurethat their documentation meets the commercial mandatory requirements prior to the closing date ofthe tender responses. The pricing requirement does not f orm part of this opportunity and must onlybe submitted on the closing date.The Supply Chain Management Directorate will be available on:Date:11 DECEMBER 2019Time:10:00 – 12:00Venue:OR Tambo Administration building, Level 5, Room 5-18, Preller Street, MuckleneukCampus, Muckleneuk Ridge, Pretoria6. TENDER SUBMISSION AND CLOSING DATEThe original and a sof t copy of the tender must be submitted into the of f icial tender box in a sealedenvelope located in the OR Tambo Administration Building, Fif th Floor room 5-19, Pretoria MuckleneukCampus, Preller Street, Muckleneuk Ridge. Please quote t he tender ref erence numberTender PT 2019/13 on the sealed envelope.Closing date:09th of January 2019 @ 12H00Tenders submitted late will not be accepted or considered.Points will be awarded for Broad-Based Black Economic Empowerment.The decision of the UNISA Management Committee on awarding a tender is final.Unisa reserves the right to appoint, contract with and monitor the perf ormance of any service providerit deems will of f er the best service in line with its requirements, although it may not necessarily be thelowest Tenderer. Unisa also reserves the right, in its sole discretion, to re-advertise, not to retender ornot to award the tender.The tender awarded will be conditional and subject to successf ul negotiations and signing of a writtencontract, f ailing which Unisa reserves the right to withdraw the tender.Specifications for PMO Services
7.MANDATORY REQUIREMENTSMandatory requirements will include the f ollowing and must be labelled and s ubmitted in the f ollowingorder. Failure to comply and submit any one of the documents will disqualify the submission:Annexure A1: Attendance of compulsory inf ormation session. (Attach copy of the registration f ormreceived at the session.)Annexure A2: Completed and signed Supplier List Application Form (F25) including the PSP f ormand bank account details f rom the bank. (www.unisa.ac.za/tenders)Annexure A3: Resolution to sign on behalf of the tendering unit (www.unisa.ac.za/tenders)Annexure A4: Current and valid original SARS Clearance Certif icate / e-f iling certif icate PINAnnexure A5: Copy of company registration documents indicating list of shareholders /members f rom CIPC / CIPROAnnexure A6: Pricing template. (The pricing template must be completed)Annexure A7: Minimum of three recent (not older than f ive years) contactable ref erences f romcustomers to which the tenderer has provided or is providing services that aresubstantially similar to the services required. Ref erences to exclude work done forUnisa. Only ref erences f rom the tendering unit will be considered.Annexure A8: Financial Statementsa.One set (2 years’ comparative f igures) of the most recent audited Annual FinancialStatements together with a signed Independent Auditor’s Report or a signed letterf rom the Accounting Of f icer f or Close Corporations must be submitted unless thereporting entity is exempted in terms of the new South Af rican Companies Act f romobtaining an Independent Auditor’s Report. The exempted entity must then submita signed Independent Reviewer’s report or signed compilation engagement (ISRS4410) report f rom any recognised accounting prof essional body. The annualf inancial statement submitted must be within six months of the f inancial year-endto qualif y f or evaluation.A complete set of Annual Financial Statements including the following: Independent Auditor’s Report (Letter f rom an ExternalAccountant/Accounting Of f icer f or Close Corporations) Statement of Comprehensive Income (Income Statement) Statement of Financial Position (Balance Sheet) Statement of Cash f lowsoStatement of Changes in EquityoNotes to the Financial StatementsNo summarized Financial Statements or Extracts of financial statements will beaccepted.Specifications for PMO Services
b.Where the f inancial statements of the holding company are submitted, a signed letter beincluded f rom the holding company, on their letterhead signed by the CEO/CFO, that theywould be liable if the subsidiary def aulted. This must be attached to the f inancials beingsubmitted. Failure to submit such signed letter will disqualif y the tender submission.c.The f inancial statements should be submitted as a separate bound document.Annexure A9:CVs, certif ied copies of relevant qualif ications, and certif ied evidence ofprof essional registration with relevant councils f or a manager or Team Leader,and key consultants/prof essionals.Annexure A10: Detailed prof ile of the f irm and the company’s experience with ref erence asstipulated in the evaluation criteria.Annexure A11: Unisa General Terms and Conditions of the tender to be completed and signed (tobe downloaded f rom www.unisa.ac.za).Annexure A12: NEC3 Prof essional Services Contract (PSC3) (completed Contract Data Part 2:Data Provided by the Consultant)8.OTHER REQUIREMENTSSupplier documents and informationAnnexure B1:A valid B-BBEE certif icate or proof of exemption f rom an accredited SANAS/IRBAverif ication agency/auditor. An af f idavit certif ying their total annual income andlevel of black ownership will be suf f icient f or EMEs and QSEs. Failure to submitthe above will result in a zero score f or B-BBEE.Note: All documents submitted in support of this tender must be the documents of the tenderingunit and may not pertain to dif ferent companies or units within a group. As an example, a tenderercannot submit its own B-BBEE certif icate, but the SARS certif icate of its holding company.9.PRICINGThe tenderer must state whether the price quoted is f ixed f or the duration of the agreement or whetherthe price is subject to escalation. In the absence of an indication in this regard the price will beconsidered as f ixed f or the f ull period of the agreement. All pricing must be quoted in South Af rican Rand (ZAR) including VAT. The pricing must remain valid for 90 days f rom the closing date of the tender. Pricing / costing template must be completed (Annexure A6). Any pricing not included in the pricing template will not be considered. Any pricing shall ref lect applicable escalation method/mechanism (e.g., CPI/X, f lat rate).Prices charged by the supplier f or goods delivered and services perf ormed under the contract shall notvary f rom the prices quoted by the supplier in his tender, and any variance will render the contract nulland void.Specifications for PMO Services
10.PAYMENT TERMSThe payment terms of the University are 30 days af ter receipt of goods and services and upon receiptof the required documentation. No upfront payments will be considered.11.SUB-CONTRACTI NGSub-contracting is allowed on this tender12.JOINT ARRANGEMENTSJoint arrangements are allowed on this tenderSpecifications for PMO Services
13.SCOPE OF WORK13.1Scope of workThe PMO will over the 4 year period, act as the owners Engineer in the delivery of f our build projects namelythe Johannesburg Learner Centre, Umtata Regional Centre, Nelspruit Regional Centre and the UvongoRegional Centre, providing specific technical and advisory built environment project management expertise toUNISA on a dedicated and on an as and when required basis on other projects It is envisaged that the f our buildprojects will be delivered by an EPC contract on an EPC Turnkey Projects Agreement or similar. The EPCContractor will take ultimate responsibility f or delivering the f it f or the purpose projects in accordance to theemployer’s specif ications. The PMO will be a f irm or JV with a f ull required built environment projectmanagement and related prof essional services which include, but may not be limited to ,1. Project Management2. Planning and Integration Management3. Architect/s4. Design Engineer/s5. Construction Management6. Engineering Management7. Contract Management8. Stakeholder Management9. Document Control/Management10. Risk and Opportunity Management11. Health, Saf ety, Quality, and Environmental (SHEQ) ManagementThe PMO must be strategically and ef f iciently capacitated with experienced experts in their respectiveprof essions and only a service provider, entity or consortium that can provide all the required multidisciplinaryskills and capacity, to constitute such the PMO, may apply.The PMO service provider should have in their organisation skilled project management and relatedprof essionals in the built environment who can be mobilised at short notice (1-week notice) to meet the specificproject lif ecycle phase to correspond with the needs that will arise at various stages of the portf olio of project/s.This implies that the PMO service provider is to actively participate in managing the capacity requirements ofthe PMO.Specifications for PMO Services
As the owners Engineer on the delivery of f our build projects namely the Johannesburg Learner Centre,Umtata Regional Centre, Nelspruit Regional Centre and the Uvongo Regional Centre, the PMO servicesshall include, but are not limited to, the f ollowing activities1.2.3.4.5.Support UNISA in the EPC Tender EvaluationEPC Contractor’s Design Review and RecommendationProject Management and Construction SupervisionInspection and TestingFinal Acceptance Certif icationIn addition, the PMO should support UNISA with the f ollo wing transaction advisory competencies:1. Development of f inancial close and procurement ready f easibility reports and advise UNISA on thereadiness of the transaction f or f inancial closure and procurement2. Advise UNISA on any additional inf ormation to bring transactions to bankability3. Advise UNISA on the f inancing options and bankability in respect of the dif f erent procurement strategiestaking into account the optimal allocation of risk4. Advise the UNISA to the extent relevant of the risk exposure of the dif f erent procurement strategies;5. Update and prepare the above in the f orm of a bankable f easibility study that shows risk allocation,bankability and the recommended procurement strategy6. Draf t a contingent liability report to determine the impact of the dif ferent procurement strategies onUNISA’s balance sheet7. Support Unisa in developing the procurement documentation i.e. RFQ (where applicable) and RFP basedon the bankable f easibility study;8. Support Unisa in conducting a f inancial evaluation of received responses to the RFP/RFQ in accordancewith the recommended procurement strategy9. Support UNISA in conducting negotiations with the pref erred bidders taking due cognizance of the PublicSector Comparator (PSC) model, UNISA PPP policy, risk -adjusted value f or money.10. Support UNISA in the preparation of all the necessary reports as relate to the Policy reportingrequirements11. Support Unisa in the preparation of all the necessary reports as relate to the policy and/or regulatoryreporting requirementsSpecifications for PMO Services
13.2Roles and responsibilitiesThe PMO roles and responsibilities the f ollowing but not limited to:i. Act as the as the owners Engineer on the delivery of f our build projects namely the J ohannesburgLearner Centre, Umtata Regional Centre, Nelspruit Regional Centre and the Uvongo RegionalCentre, the PMO services shall include, but are not limited to, the f ollowing activitiesa.Support UNISA in the EPC Tender Evaluationb. EPC Contractor’s Design Review and Recommendationc.Project Management and Construction Supervisiond. Inspection and Testinge.Final Acceptance Certif icationii.Support Unisa in the f ull adoption and implementation of PMO lif ecy
Annexure A12: NEC3 Professional Services Contract (PSC3) (completed Contract Data Part 2: Specifications for PMO Services . Specifications for PMO Services the .
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