TERMS OF REFERENCE

SOURCING OF A CONTRACTOR ON A REQUEST-FOR-QUOTATION BASIS TO

UNDERTAKE REMEDIAL CONSTRUCTION WORK AS DETAILED IN THE BILL OF
QUANTITIES (BOQ), AT THE SOUTHFORK FLATS SITUATED IN LENASIA.

1. PURPOSE

The purpose of the terms of reference is to source contractors on a request for

quotation basis to undertake remedial construction work, as detailed in the bills
of quantities, at the Southfork flats situated in Lanasia.

2. BACKGROUND

The Gauteng Department of Human Settlements (GDHS) intends to undertake

remedial construction work at the Southfork flats thereby ensuring that the flats
are compliant in terms of health and safety standards, before being transferred
to beneficiaries.

The appointed contractors will be expected to attend to the remedial

construction as detailed in the Bills of quantity (BOQs), and as directed by the
Professional Resources Team.
3. MAIN GOAL OF THE APPOINTED CONTRACTOR

The main goal of the appointed contractors is to ensure that the remedial
construction requirements as per the BOQs are attended to timeously,
effectively and to the satisfaction of the GDHS.
The department may approach the market for goods or services, or a
combination thereof, in cases where the goods and services required are not
readily available by the contractor.

The contract entered between the contractor and the department:

• shall cover only goods or services, or any combination thereof, falling

within the scope of work as per the BOQ, which may not be amended
for the duration of the contract;
• may be completed even if the completion of the contract is after the
expiry date of the contract.

4. SCOPE OF WORK / KEY DELIVERABLES

4.1 The services will involve the following:

Remedial construction work at the Southfork flats as per the respective BOQs.
The remedial works include but not limited to the following:

4.1.1 Architectural works

• Repairs to damaged/missing doors and replacement of
damaged/missing ironmongery.
• Replacement of broken or cracked window glazing and obscure
glazing.
• Repairs to damaged, stuck, broken and severely rusted window
frames.
• Waterproofing to window frames to prevent water ingress.
• Repairs to peeling paint on slab soffit and black mould on walls.

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 • Replacement of damaged or broken window handles and sliding
stays.
• Replacement and repairs of internal damaged gypsum ceilings
and cornices pulling away from walls and repainting.
• Re-painting of deteriorated paint on walls and slab soffits.
• Replacement of damaged, leaking and/or missing taps.
• Replacement of broken, damaged, or missing wash hand basins,
water closets (including seat and covers), baths and toilet cisterns
(including flushing mechanism).
• Replacement of damaged/missing facia boards where required.
• Replace/realign all rainwater goods where required.
• Paint of deteriorating balustrades and cleaning of rusted steel.
• Reweld all damaged balustrades and replace where required to
match existing.
• Repairs to water damaged slabs and staircase soffits.
• Repairs to moisture damaged walls.
• Replacement of broken glass panes and deteriorated and broken
out putty on all the windows.
• Replacing, realigning, and sealing of roof sheeting where
required.

4.1.2 Structural works

• Repairs to timber roof systems.
• Repairs to block walls damaged by water ingress.
• Repairs to cracks external load bearing block walls.
• Structural repairs to spalled, cracked and water damaged
concrete elements i.e., slabs soffits.
• Structural repair to cracked block walls, joint filling and plaster
damaged walls.
• Repairs to dilapidated and damaged expansion joints and cover
strips.

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 • Repairs to cracked and damaged screed finishes by carefully saw
cutting the screeds, demolishing, and constructing new 4:1
screed. This to include sealing of the new joints using an approved
sealant.
• Demolition of existing and/or cast new 900x100 mm thick, 15 MPa
concrete apron slabs and 500x100 mm thick channel with mesh
ref 193, on top of DPM and minimum 300 G7 material and
• 150 mm in-situ rip and re-compaction of base material to 95% Mod
AASHTO density, soil poisoning and finishing to match existing.
• Repairs to damaged/dilapidated waterproofing on slabs and
staircase landings.
• Repairs to rusted structural steel support members, steel staircases
and strengthening where required.
• All damaged precast elements to be removed and replaced to
match existing.
• All precast pigeonhole walls to be remove and replaced with steel
closure.

4.1.3 Civil works

• Repair the vertical riser connection to the water meter.
• Supply and install water pipes.
• Supply and install sewer pipes.
• Replace manhole covers.
• Repair potholes and access road.

4.1.4 Electrical works

• Install a structural earthing and lightning protection system to all
buildings.
• Test, and if required, replace the Main Earth system at the MV/LV
substation.

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 • Remove all redundant cabling on the building facades and install
LED security floodlighting.
• Replace all external pole top parking area light fittings, complete
with concrete poles and LED lamps. All external lighting to be
photocell controlled.
• Install high level LED floodlighting to the facades of the buildings
to increase security lighting.
• Replacement of fire escape staircase lighting to include LED
lamps and emergency battery backup.
• Replacement of non-compliant electrical wiring and reticulation
within the residential units.
• Replacement of damaged/non-compliant lighting within the
residential units.
• Replacement of damaged/non-compliant light switches within
the residential units, complete with labelling.
• Replacement/installation of geyser isolators in the residential units,
complete with labelling.
• Replacement/installation of stove isolators in the residential units,
complete with labelling and metallic sprague to the stove.
• Replacement of damaged/non-compliant socket outlets in the
residential units. Include new RSA 3-pin sockets in all socket outlets
in accordance with SANS 164-2.
• Test the entire electrical installation and provide and electrical
Certificates of Compliance for each Residential Unit and each
Residential Block as required by SANS 10142-1.

4.1.5 Mechanical works

• Install new water reticulation system to replace old worn-out pipes.
• Install fire extinguishers.
• Install signage.

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4.2 Areas of operation

Southfork flats are situated in Johannesburg, Region (G).

5. EVALUATION OF BIDS

The evaluation of bids will be done in terms of the PFMA, the GDHS
Supply Chain Policy (SCM Policy for Infrastructure Procurement and
Delivery Management) and the Preferential Procurement Policy
Framework Act 5 of 2000, read with the Preferential Procurement
Regulations, 2022.

The first stage will be the evaluation of bids on Mandatory Compliance,

Administrative Compliance, and Functionality Evaluation. During these
stages, bids that do not meet the mandatory compliance requirements
will be disqualified and will not be considered for further evaluation on
Functionality. Bids not meeting the minimum threshold of 70 points on
Functionality, will not be considered for the second stage in terms of
the Price and Preference (specific goals).

Bids will be evaluated in two stages as listed below:

• Stage 1A: Administrative Compliance

• Stage 1B: Mandatory Compliance

• Stage 1C: Functionality Evaluation

• Stage 2: Price and Preference (Specific goals)

Therefore, the following criteria will apply:

• Price = 80 points

• Specific goals = 20 points

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5.1 STAGE 1A: Administrative Compliance Evaluation

Administrative compliance comprises of checking if bidders have

complied with the requirements as listed below:

5.1.1 Complete, sign and submit all compulsory SBD documents, i.e.
• SBD 1- Invitation to bid;
• SBD 4- Declaration of Interest;
• SBD 6.1 – Preference Points Claim Form;
• Tax compliance status pin
• Proof of registration with Central Supplier Database
• Company CIPC registration documents
• Company profile

5.2 STAGE 1B: Mandatory Compliance Requirements

• Proof of a valid CIDB grading minimum level 7GB
• Fully completed and priced BOQ
• Proof of a valid Compensation for Occupational Injuries and Disease
Act. (COIDA)
• Minimum bank rating of ‘B’ (Stamped by the bank not older than 3
months from the date of closing of the RFP).
• Proof of a valid Submission of a joint venture/consortium agreement
signed by all parties to the agreement and the lead partner to be
indicated. (where bidders submit proposals as such).
• Proof of a valid calculated CIDB grading in a case of a joint venture.
• Key personnel (H&S officer, site agent, electrician, plumber, builder,
Project manager)
Key Resource/ Expert Sub-Category of Service
1 Project Manager Project leadership, management
and coordination
2 Site agent Manage/oversee work on site
3 Electrician Undertake electrical repairs and
issue CoC.

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4 Plumber Undertake plumbing work
5 Builder Undertake building and related
work
6 Health and safety officer Manage/oversee health and
safety requirements

Profession Evaluation Indicators

Project Manager Qualifications
NQF Level 7 and Above in Construction
Management/ Programme
Management/Project Management in the
built environment. (BSc or B-Tech)

NB: Attach a valid SAQA verification

certificate for foreign qualifications
Professional Registration
Valid and Active Professional Registration –
SACPCMP as PrCPM
Experience of the Key Personnel
Minimum 5 years’ post qualification
experience in the coordination, planning,
design, project preparation, and project
management of the delivery infrastructure in
South Africa.
Site agent Qualifications
NQF Level 6 or above in the built environment.
(National Diploma with 360 credits)

NB: Attach a valid SAQA verification

certificate for foreign qualifications
Professional Registration

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 Profession Evaluation Indicators
N/A
Experience of the Key Personnel
Minimum 5 years’ post qualification
experience in the planning, design, project
preparation, and project management in the
built environment in South Africa
Electrician Qualifications
Trade test certificate and wireman’s licence.

NB: Attach a valid SAQA verification

certificate for foreign qualifications
Registration
Dept of Labour
Experience of the Key Personnel
Minimum 5 years’ post qualification
experience in the electrical field in South
Africa
Plumber Qualifications
Trade test certificate.

NB: Attach a valid SAQA verification

certificate for foreign qualifications
Registration
Dept of Labour
Experience of the Key Personnel
Minimum 5 years’ post qualification
experience in the plumbing field
Builder Qualifications
Trade test certificate

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 Profession Evaluation Indicators
NB: Attach a valid SAQA verification
certificate for foreign qualifications
Registration
Dept of labour
Experience of the Key Personnel
Minimum 5 years’ post qualification
experience in the building field
Health and safety officer Qualifications
NQF level 6 in health and safety (National
Diploma with 360 credits)

NB: Attach a valid SAQA verification

certificate for foreign qualifications
Professional Registration
SACPCMP as a PrCHSO (Officer)
Experience of the Key Personnel
Minimum 5 years post qualification
experience as a health and safety officer

Failure to comply with the mandatory requirements will lead to a bidder being
non-responsive and they will be disqualified from further evaluation.

5.3 STAGE 1C: Functionality

To assess the ability of each bidder to successfully execute the contract
according to the Scope of Works, bidders will be evaluated using the
functional evaluation criteria stipulated in the table below. Failure to score a
minimum of 70 points will result in the bidder being disqualified and they will not
be considered for appointment. The functional evaluation criteria is as follows:

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Criteria Description of documents to be submitted Total
Allocated
points
1. Experience and track record: A letter of completion and a corresponding appointment
letter or contract or order must be submitted. The above-
This refers to the past experience to undertake the mentioned documents must be signed on the employer’s
scope of work involved in this tender. The Tenderer is letterhead, indicate the contract period, value, and
contract description.
required to provide details of previously undertaken
60
immovable property maintenance/refurbishment In addition to the above a corresponding signed
projects with a value of R 20 million and above. (values reference letter on the employer’s letterhead must also
to be differ) be submitted.

Note:
• 6 projects and more (60)
A letter showing appointment on a panel does not mean
• 3 - 5 projects (45) that the company has done maintenance work and
therefore will not be considered.
• 1 - 2 projects (30)

• 0 project (0) In cases where a project was undertaken under a

subcontracting arrangement, an appointment letter of a
main contractor or contract or order accompanied by a
reference letter is to be attached and is compulsory
otherwise such an appointment letter as a subcontractor
will not be considered.
 NB: Appointment letters for construction work both in
building and civil will not be considered as maintenance
work for this tender

2. Capacity for resources Company has proven capacity to deliver in terms of

available resources.
Availability of minimum resources.
NB: Points will only be awarded where the following
• 2 or more LDV / Pick up (20) (If only 1 X LDV /
requirements are fully complied with:
Pick up (10)
For Own vehicles - Submit vehicles registration as proof – 40
• 1 X Cherry picker (20)
registered under the company name, not a personal
vehicle.
For Leased vehicles – Submit signed vehicle lease /signed
rental agreement/signed letter of commitment. The
documents must be signed by both parties and
accompanied by lessors’ vehicle registration.
NB: The department would not accept any copy of a certified copy, all certified copies should have the original stamp of
certification and the date must not be older than three months from the closing date of a tender.

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5.4 STAGE 2: Price and Preference Points (Specific Goals)

A preferential point system shall apply whereby a contract will be

allocated to a Tenderer in accordance with the Preferential Procurement
Policy Framework Act, 2000: Preferential Procurement Regulations, 2022,
and as defined in the Conditions of Tender in the tender document, read
in conjunction with the Procurement Policy of Gauteng Department of
Human Settlements. The preference procedure for the evaluation of
responsive Tender offers shall be the 80/20 preference and specific goal
system, being a maximum of 80 points for price and a maximum of 20
points for specific goals.

Specific Goals Points will be allocated as follows:

Number of Number of Number of

The specific Number of
points points points
goals points
allocated claimed. claimed
allocated
allocated (90/10 (80/20
points in terms (90/10
(80/20 system) system)
of this tender. system)
system) (To be (To be
(51% or more (To be
(To be completed completed by
on the completed
completed by the the tenderer)
ownership to by the organ
claim a total of state) by the organ tenderer)
points) of state)

RDP Goals - N/A 07 N/A

Woman Equity
RDP Goals - N/A 07 N/A
Youth
RDP Goals - N/A 06 N/A
People living
with Disability

Bidders are required to submit the following as proof of ownership to

score points on specific goals.

• Founding documentation of the company with which the ownership

is listed.

• Valid BBBEE certificate or sworn affidavit.

• A certified copy of the ID-document(s) of Director(s).

• A certified declaration from your medical doctor certifying the

 degree of disability.

NB: A valid B-BBEE Certificate (in case of JV a consolidated B-BBEE certificate)

issued by a SANAS accredited verification agency.

6. REQUIREMENTS OF SERVICES TO BE CONTRACTED

The contract for the remedial construction of Southfork flats shall be

in line with the following:

6.1 Contract Period

- The contract period will be for 18 months for Southfork flats

6.2 Delivery Times

6.2.1 Remedial construction is to commence upon site handover.

7. TERMS AND CONDITION

8.1 Service Provider(s) shall have competency in relevant areas of remedial

construction based on the acquired CIDB grading category as required
in the scope of work at the time.
8.2 Successful bidder(s) shall be able to commence work immediately
upon receipt of an official contract/Purchase order/job card and
having been handed the site over.
8.3 No contractual relationship shall come into existence between GDHS
and any sub-contractors or any other suppliers other than the
contracted Service Providers. Hence, GDHS shall entertain no
payment claims from any other party other than the contracted
Service Providers. No payment will be made for material on or off site.
Contractors will be required to bring their own material to execute

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 the required job, All material used should meet the SABS standard
requirements, no sub-standard material should be used.

8.4 If it is shown that errors or shortcomings exist within the service provided,
the Service Providers shall be notified in writing and shall be required to
perform corrective services within 7 (seven) calendar days to remedy
such errors at no cost to GDHS.

8.5 GDHS reserves the right to reject work that does not meet the required
standard. GDHS shall serve 30 (thirty) days written notice for termination
of contract in case of performance not being in accordance with the
contract.

8.6 GDHS also has the right to terminate the contract at any stage if there
is substantive proof of inefficiency in the delivery of the service in line
with 8.5 above.

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