THE PURCHASING DEPARTMENT OF UNISA

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THE PURCHASING DEPARTMENT OF UNISA Powered By Docstoc
					   THE UNIVERSITY OF SOUTH AFRICA
  INVITES EXPRESSIONS OF INTEREST
 FROM PROFESSIONALLY REGISTERED
CONSULTING SERVICE PROVIDERS IN THE
BUILT ENVIRONMENT INTERESTED TO BE
REGISTERED AS AN APPROVED PANEL OF
  SERVICE PROVIDERS ON THE UNISA
             DATABASE




                 Specifications Document




EOI Ref. No:   EI2012/08   Date of Issue:   OCTOBER 2012




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TABLE OF CONTENTS




  1.    BACKGROUND

  2.    DEALING WITH THE UNIVERSITY

  3.    IMPORTANT GUIDELINES

  4.    SERVICE PROVIDER REGISTRATION

  5.    MAINTENANCE OF PANEL

  6.    MONITORING OF PERFORMANCE

  7.    CONFIDENTIALITY

  8.    CRITERIA FOR PLACEMENT ON THE PANEL

  9.    MANDATORY REQUIREMENTS

  10.   CLOSING DATE




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TERMS OF REFERENCE
1. BACKGROUND
  The University Estates (UE) department is responsible for the design, construction and
  maintenance of the University of South Africa (Unisa) infrastructure and properties. To
  fulfill its obligations, the UE regularly utilises the expertise of external service providers,
  such as Professional Consultants in the Built environment professions i.e. architectural,
  civil and structural etc., and regularly conducts tender processes for professional
  services for each engagement.
  As most of the procurement relate to repetitive sourcing of similar and/or identical
  services from external professionals, UE wishes to establish a panel of professional
  services’ consultants from which consulting engineers can be selected for a project on a
  rotational basis. The Professional Services Category Panel will thus streamline the
  procurement process to:
         reduce the cycle time of procurement facilitating timely project delivery;
         reduce the total resource costs associated with the procurement of professional
           service providers;
         reduce the number of touch points with Tender Committees, whilst still adhering
           to the University‘s procurement requirements. This ensures that procurement
           becomes more agile and flexible, allowing for projects to go to market more
           quickly, and at reduced cost.


  The University of South Africa Invites Expressions of interest from professionally
  registered engineering consulting firms in the built environment interested to be
  registered in Unisa panel in the following disciplines:
         (i)      architectural services
         (ii)     quantity surveying
         (iii)    civil engineering
         (iv)     structural engineering
         (v)      geotechnical engineering
         (vi)     electrical engineering
         (vii)    mechanical engineering
         (viii)   landscaping architectural services
         (ix)     land surveying
         (x)      interior designers
         (xi)     specialist kitchen designers
         (xii)    environmental consultants
         (xiii)   occupational health and safety consultants

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           (xiv)     quality assurance consultants
           (xv)      fire engineering design consultants
           (xvi)     traffic engineering
           (xvii)    waste-water and water management
           (xviii)   waste management
           (xix)     agriculture/irrigation engineering
           (xx)      feasibility studies and master planning
           (xxi)     facilities management
           (xxii)    green buildings and energy efficiency management
           (xxiii)   disability/accessibility audit professionals
           (xxiv) construction professional project management


   Expressions of Interest can be submitted by companies and do not have to come from
   Joint Ventures or Consortia that are established for this purpose




2. DEALING WITH THE UNIVERSITY OF SOUTH AFRICA
       a. Service Providers must not contact any member of UNISA directly with respect
           to queries they may have with this EOI.
       b. Enquiries can be directed to tenders@unisa.ac.za



3. IMPORTANT GUIDELINES
3.1 The professional services panel will be used on a rotational basis for the invitation of
   quotations from at least the top most three service providers indicating that they can
   supply a particular service in the province where the service is required.
3.2 The professional services panel will operate as a centralized database to be used by
   Unisa in its Main Campus as well as its regional Campuses.
3.3 The professional services panel will be updated periodically.
3.4 A service provider will be selected from the panel according to the needs and
   classification of the particular project
3.5 Fees will be based on Gazetted fees for professionals in the built environment on tariff
   scale
3.6 Although pricing does not form part of the evaluation for the placement on the approved
   panel, it will play a significant role as and when specific proposals are requested from
   listed service providers.
3.7 Registration of an office of a service provider on the professional services panel does
   not guarantee that the said service provider will be awarded any contract by the Unisa,
   as the usage of the panel will depend on the requirement as and when required.

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3.8 The professional services panel will categorize the different service categories for
   service providers within the built environment and service providers will register, and
   supply sufficient information, in the respective service categories or category applied for
3.9 Offices of service providers registered on the professional services panel must be
   compliant with all relevant local legal and statutory requirements.


4. SERVICE PROVIDER REGISTRATION ONTO THE PROFESSIONAL SERVICES
   PANEL
   4.1 An application for registration as a service provider is a specific requirement to
       qualify for placement on the professional services panel.
   4.2 Service providers that wish to register onto the professional services panel should
       complete the Supplier Application Form (F25) and the Relevant Experience Form, in
       full, together with all annexures if so required, and signed by the authorized
       representative.
    4.3 Service providers must ensure that all details, as required in the application forms,
       are complete, that the furnished information is correct and that the required
       returnable documents are attached to the application form. Incomplete applications
       will not be considered for registration on the professional services panel
    4.4 Service providers with multiple offices must complete a separate application form for
       a head office and for each branch office. The resident registered professional at
       each branch office must sign, in the space provided, the application form for the
       specific branch.
    4.5 Applications for service providers will be vetted through a validation process to
       determine that all criteria are met and that all information provided is correct.
       Acceptable professional registration of principal(s) / employed staff is a pre-
       determined criterion for the service category applied for. Applicants herein consent
       to any investigation Unisa deems necessary in validating any particulars presented
       in this application. If Unisa is of the opinion, after a vetting process by its
       professional services division, that the service provider is not sufficiently capacitated
       to perform services within a specific service category, the service provider will be
       registered without such service category and be informed of such omission.
    4.6 Audits may be conducted from time to time to verify the information submitted in the
       application forms. Any inconsistency, if not reported to Unisa will constitute false
       declaration and thus lead to disqualification and possible blacklisting
    4.7 Service providers will only be registered on the professional services panel for a
       specific province if they have an office in that province.
    4.8 Particulars regarding staffing listed by the service provider, of each office applying,
       must pertain to that specific office. Duplication of resident registered professionals
       between offices will render the application invalid.
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   4.9 Any changes in key technical personnel (due to resignations, transfers,
      replacement, etc.) should be reported to Unisa in order to record the changes.
   4.10   Service providers qualifying to be placed on the professional services panel will
      initially, at the cut-off date announced in the advertisement, be placed at random.
      Any applications received thereafter will be placed at the bottom of the professional
      services panel on a date received basis.
   4.11   Unisa reserves the right to accept or reject any application. A target date will be
      stipulated for the initial random placement on the professional services panel, where
      after all further applications will be added to the bottom thereof.
   4.12   Offices of service providers will be registered on the professional services panel
      against the different service categories applied for and verified by the Unisa.
   4.13   A contact person for the firm must be a professionally registered person in the
      employment of the firm/company.
   4.14   The capacity of a firm or consultancy, in terms of technical personnel, skills and
      other resources will play a role in the allocation of work.
   4.15   Consultants with higher B-BBEE status will receive preference.
   4.16   By completing and signing this application form, the applicant certifies the
      contents. False declaration could lead to disqualification and blacklisting.


5. MAINTENANCE OF THE PROFESSIONAL SERVICES PANEL
   a. The Unisa’s Head Office will update service provider information on an ongoing
      basis. Service providers that have registered onto the professional services panel
      should ensure that they furnish Unisa with any change to the status of the
      information initially provided, as and when the information changes. It is the service
      provider’s responsibility to ensure that the information reflected on the professional
      services panel is correct and up to date at all times.
   b. A service provider will be removed from the professional services panel if the
      required professional registration is not maintained, or for any other reason that
      causes the service provider to have become ineligible after having been placed on
      the professional services panel.
   c. Service providers may re-apply upon having remedied the deficiency which caused
      its removal from the professional services panel in the first place. Such applications
      will be dealt with on procedures applicable for new applications.
   d. Those service providers who fail to renew their formal registration upon notification
      will be removed from the professional services panel. Upon re-application, and if
      successful, the service provider will be placed at the bottom of the professional
      services panel.



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6. SERVICE PROVIDER PERFORMANCE MONITORING
   a. Service providers that have registered onto the professional services panel will be
          continuously monitored for their performance on work awarded to them by Unisa.
          The continued monitoring process will evaluate the performance and form the basis
          for the ongoing development of the service provider’s track-record. Any forms of
          mal-practice, default or unprofessional conduct may render service providers eligible
          for removal from the professional services panel and for placement on a list of
          defaulters, affecting their opportunities to contract with Unisa for a specified period
          of time.


7. CONFIDENTIALITY
   a. All information provided by service providers for registration purposes will remain
          confidential and will only be of use by Unisa unless otherwise required by law.



8. CRITERIA TO BE FOLLOWED IN THE SELECTION OF APPLICATIONS FOR
  ACCEPTANCE ON UNISA PANEL

          a. In line with the approved process for the appointment of consultants for
             University Estates projects, received proposals will be evaluated for compliancy
             with the mandatory requirements/responsiveness criteria listed hereunder
          b. Service providers that do not meet the responsiveness criteria will not qualify to
             be registered onto the professional services panel until full registration
             requirements are met.
          c. The Responsiveness Criteria for service providers to be registered onto the
             professional services panel is stated below:
          d. Responsiveness Criteria for Service Providers of Professional Services:
  (i)        Service providers must have a valid Physical Business Address
  (ii)       Service providers must have a valid Postal Address
  (iii)      Service providers must have a valid Telephone and Fax Number (Cellular phone
             or other mobile device numbers will not be acceptable)
  (iv)       Service providers must submit a Business Profile together with the Application
             Form
  (v)        Service providers must provide Unisa with valid Banking details (Company Bank
             Statement). Personal banking details will not be acceptable except in the case
             where the service provider is a Sole Proprietor or Partners in a Partnership
  (vi)       Service providers must submit a valid Original Tax Clearance Certificate.
             Personal Tax Clearance Certificates will not be acceptable except in the case
             where the service provider is a Sole Proprietor

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(vii)    Service providers must submit a VAT Registration Certificate
(viii)   Service providers must ensure that all the required returnable documents and
         annexures are submitted together with the Application Form, fully completed and
         signed as required
(ix)     Applicant satisfies the criteria of a service provider as defined below:

         A legal entity, partnership or sole proprietary performing work in the categories
         listed above which is owned and controlled by at least a percentage determined
         by the South African Council for the relevant Profession, in terms of number,
         shareholding and voting power, registered professionals, registered in terms of the
         relevant Profession Act and/or a A legal entity, partnership or sole proprietary
         performing work solely or as a multi-disciplinary professional practice, (i.e. that
         practices two or more of the built environment professions), through registered
         professionals registered in terms of either of the following and meeting the
         requirements of the relevant professional councils:
           a. Architectural Profession Act, 2000 (Act no 44 of 2000)
           b. Landscape Architectural Profession Act, 2000 (Act no 45 of 2000)
           c. Engineering Profession Act, 2000 (Act no 46 of 2000)
           d. Property Valuers Profession Act, 2000 (Act no 47 of 2000)
           e. Project and Construction Management Profession Act, 2000 (Act no 48 of
                2000)
           f.   Quantity Surveying Profession Act, 2000 (Act no 49 of 2000)
           g. Town and Regional Planners Profession Act, 2002 (Act no 36 of 2002)
(x)      Certified copies of certificates or other documentation clearly proving current
         professional registration with the relevant council, including registration numbers,
         of all the registered principals mentioned above and of all registered
         professionals names as competent persons against services categories in
         section 8 of application form have all been submitted.
(xi)     Professional Indemnity Insurance cover of minimum cover of R1 million rands.
(xii)    Minimum experience of at least two years in the selected discipline
(xiii)   Companies, firms, consultants, institutions must submit proof of registration with
         the South African Registrar of Companies
(xiv)    Firms must have submitted proof of ownership and shareholding
(xv)     Professional registration with relevant Professional Bodies
(xvi)    Firms must be managed by a professional, depending on the field of
         specialization.
(xvii)   Firms must have a contact person with relevant professional registration status.
(xviii) Firms must have submitted proof of qualified personnel in the relevant field
(xix)    Firms must have properly completed application forms.

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      (xx)     Firms must have submitted Valid Original Tax Clearance Certificates.
      (xxi)    Firms must have submitted proof of Professional Indemnity Insurance.
      (xxii)   Completed Supplier List Application Form (F25) and supporting documents
      (xxiii) Authority to sign




   9. MANDATORY REQUIREMENTS AND RETURNABLE DOCUMENTS
 All prospective service providers who wish to be placed on the panel must submit the
 following, failure to comply and submit any one of these documents will disqualify the
 submission:
      :


General:                                                                 Yes    No     N/A
      Supplier Application Form (F25) and all necessary attachments
      (AVAILABLE ON THE WEBSITE)
      Authority of signatory (AVAILABLE ON THE WEBSITE)
       Experience Form
       Company Profile
       Abridged CV’s of all technical personnel
       Copy of company/firm registration certificate (C.K certificate)
       with share-holders
       SARS Clearance Certificate (Original and valid)
       VAT Registration Certificate
       B-BBEE Certificate
       Certified copy of Professional Indemnity Insurance (PI)
       Certified copy of professional certificate (for professional
       number)
       A brief description of the firm’s organization and a portfolio
       outlining the firm’s experience.
       The number and details of Registered Principals employed at
       the Office.
       The disciplines and sub-disciplines in which the Office is
       competent
       The geographical location of the Office
       Resources which include a list of staff team by specialty and
       registration details with professional bodies. Key information
       should include number of years working for the firm/entity and
       degree of responsibility held in various assignments during the
       last five years.



   10. CLOSING DATE


   The original and a copy of the sealed specification must be placed in the official tender box
   located in the O R Tambo Administration Building, Room 5-15, and Muckleneuk Campus.


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Please quote the tender reference number EI2012/08 and EOI_PROFESSIONAL PANEL
on the sealed envelope.


Closing date and time: 23 October 2012 at 12:00
No late submissions will be considered.
The decision of Unisa Management Committee on awarding any submission is final.
Unisa reserves the right to appoint, contract with and monitor the performance of any
service provider it deems will offer the best service in line with its requirements, although it
may not necessarily be the lowest Service Provider. Unisa also reserves the right, in its
sole discretion, to re-advertise, not to retender or not to award the tender.




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