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DISTRICT COUNCIL 25

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DISTRICT COUNCIL 25 Powered By Docstoc
					              TERMS OF REFERENCE REGIONAL FRESH PRODUCE MARKET


   1. BACKGROUND

   Amajuba District Municipality seeks the services of a suitably qualified service provider to undertake
   the preparation of a comprehensive feasibility study and business plan including technical and financial
   proposals in view of the possible implementation of a Regional Fresh Produce Market Facility for the
   Amajuba District Municipality
   The objectives is to assist Amajuba district rural farming communities to enter into mainstream
   business and to create value and employment through the establishment of a commercial
   enterprise that would benefit small subsistence-type farmers.

   The development suitable Business Plan for an investor for the development of the first phase of a
   comprehensive Regional Fresh Produce Market Facility.

   2. CONTRACT OBJECTIVES,ASSUMPTIONS AND RISKS

   The objective of the project is to support the Amajuba District Municipality to determine the
   feasibility of specific economic opportunities in the area, and to assist in building decision
   making capacity of the Municipality with regard to implementing LED initiatives.

   3. TRANSFERRING OF KNOWLEDGE

   This facility should also offer the necessary support services as deemed appropriate to facilitate
   sustainability and success of the individual agricultural ventures.

   4. SCOPE OF WORK

4.1 Scope: Feasibility Study

      4.1.1 Defining the development objective of the market.
      4.1.2 Upstream supply base analysis, with emphasis on the emerging farming sector
      potential.
      4.1.3 Securing fresh produce and other agric-products supply to the market with special
      emphasis on the supply potential of the emerging farmer.
      4.1.4 Analysis of the agricultural extension services from the department of Agriculture
      and Environmental Affaires.
      4.1.5 Downstream trade and buyer pattern analysis, with special reference to the hawker
      and informal; trade.
      4.1.6 Site selection analysis.
      4.1.7 On-site refrigeration, ripening and processing opportunities.
      4.1.8 On-site wholesale and retailing facilities
      4.1.9 Food safety requirements, waste management, pest control and other services and
      its impact on overall running costs
      4.1.10 Regional buying power analysis
      4.1.11 Introduction of other agric-products
      4.1.12 Anticipated product range to the market
       4.1.13 List of potential businesses
       4.1.14 Risk analysis
       4.1.15 Key success factors
       4.1.16 Market throughput analysis
       4.1.17 Site-specific impacts
       4.1.18 Linkages to other markets and the Dube Trade Port
       4.1.19 Market layout (phased) and capital requirements analysis
       4.1.20 Financial viability
       4.1.21 Ownership and operating Models
       4.1.22 onclusions and recommendations

4.2 Scope: Business Plan

       4.2.1 Revisit and refine feasibility study and all its chapters
       4.2.2 An appropriate site needs to be selected, so that the site specific preliminary layout
       designs can be incorporated in order to do accurate capital requirement budget
       4.2.3 Indicate clear phased project implementation plan
       4.2.4 Investigate a comprehensive business model with raw material collection depots
       and farm stall outlets at the surrounding local municipalities
       4.2.5 Analyse and workshop the Operating and Ownership models in greater detail with
       the proposed steering committee
       4.2.6 Compile a bankable business plan to acceptable standards


       DATA FORMAT

       All reports are to be written in MS Word Format.
       The format of delivery of the spatial data shall be in Arc View Shape File format. The data must be
       100% “clean” and free of any undershoots overshoots and duplicate entities. All lines must
       intersect with zero tolerance should the data be line data. All polygon data sets shall be free of
       sliver polygons.
       The attribute data accompanying the spatial data is to be delivered in DBASE IV (dbf) file format.
       Spatial data provided to Amajuba will therefore be accepted on either of two co-ordinate systems:
       a.      Geographic co-ordinates (longitude and latitude) on the Hartebeeshoek ’94 datum
       b.      Geographic co-ordinates on the Cape Datum

      The co-ordinate system that the data is delivered on must be clearly marked on the media as well
      as in the metadata. Data is to be supplied on compact disc (CD) regardless of whether it will fit on
      stiffy disks or not.

      The absolute spatial accuracy per dataset must be quoted in the metadata in metres. The accuracy
      of the data will obviously vary per dataset but must be commensurate with the purpose for which it
      was captured or supplied as well as the scale it was intended for use.

      The GIS deliverables must include:
             Check points of the GIS data at a suitable scale
             Spatial and attribute data on CD-ROM in the above-mentioned format
             A completed Metadata form OR, preferably, a completed ArcGIS 8.1 metadata          record,
         for each new spatial data set delivered to Amajuba.

5      EXPECTED OUTPUTS AND OUTCOMES

A feasibility study for the establishment of a Regional market.
A Business plan for a Regional Fresh Produce Market 5.3




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PROJECT DURATION

5.1     Contract duration

        Contract for 4 months ending November 2009

6.      QUALIFICATIONS AND EXPERTISE REQUIRED

6.1     Evaluation criteria

        Evaluation of submitted proposals is on both price and functionality and 90/10 preference
        point system will apply: The proposals will be evaluated on both price [30%] and functionality
        [70%].

6.1.1   Functionality [70%]


6.1.1   Experience and understanding of the execution of feasibility studies and creation of a viable
        Business Plan and financials suitable for investor review [10]

        Intimate understanding of the social and cultural issues associated with a developmental project of
        this nature.[10]

6.1.2   Professional and technical capacity[3]

6.1.3   Knowledge of the technical specificities of developing a Market.[10]

6.1.4   Technical proposal (methodology, activities, deliverables, schedule, CV of the consultants)
        Financial proposal.[10]

6.1.5   It would be an advantage for bidders to show potential of securing investors or proof of investors
        committed to such a project [10]

7       REPORTING

        The appointed service provider will have to establish a modus operandi for reporting on the
        achievement of milestones proposed and agreed in the bid. Managers/Directors responsible for
        individual components of the bid will give guidance on such procedures.

7.1     FINANCIAL MATTERS

        Together with each report to be submitted the appointed service provider should submit an
        expenditure report and payment certificate to the Municipal Manager based on the outcomes and
        milestones agreed upon. Normal Council payment terms of 30 days will apply. The appointed
        service provider will in no way overspend on the whole or aspects of the project.


8       MONITORING AND EVALUATION

8.1     Meetings / Communication

8.1.1   For this project a project steering committee will be established to oversee the project and will
        consist of representation from Amajuba District Municipality and the appointed service provider.

8.1.2   The appointed service provider will be required to attend and table reports before the Amajuba
        Forum for Local Economic Development (AFLED) and Subcommittees (Amajuba Agricultural
        committee). Note that these are separate meetings. The Assistant Director LED will advise the
        service provider accordingly. All communication with any stakeholder must be coordinated through
        the project manager of the ADM.




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8.2   Composition of Project Team

      Consortiums will be allowed to bid. The manager of the consortium need to be clearly indicated
      and will be responsible for all project management functions of the consortium. All payment will be
      directed to the firm the project manager represents as the lead firm.

9     BUDGET

9.1   Project Budget / Cost

      A detailed cost breakdown must be provided to ensure realistic and relevant costing. An overall
      all inclusive cost estimate needs be indicated including all travelling and subsistence fees.

10    SCHEDULES OF THE ASSIGNMENT

      Project programme (A bar chart indicating clearly the estimated duration and the probable timing of
      the assignment of each professional staff member to be used and the estimate of the total number
      of professional hours required as well as discernable milestones to be attained).

11    INTELLECTUAL PROPERTY

      No part of any document issued with this bid may be copied, photographed or repeated in any
      manner or by any process without the written consent of the Municipal Manager. Copyright is
      reserved on all, designs, specifications, patents and patentable documents, maps and systems
      and processes contained in the documents.


      Terms of Reference Approved by:




      ...............................................................
      Municipal Manager
      Dr V.J Mthembu




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Description: DISTRICT COUNCIL 25