MATSAPHA TOWN COUNCIL

Transcription

1 MATSAPHA TOWN COUNCIL REQUEST FOR PROPOSALS FOR THE PROVISION OF CONSULTANCY SERVICES FOR THE FORMULATION OF THE MATSAPHA DISASTER RISK ASSESSMENT & MANAGEMENT PLAN TENDER NUMBER: 1 OF 2018/19 7 th JUNE 2018 Page 1 of 57

2 ADVERTISEMENT REQUEST FOR PROPOSALS (RFP): PROVISION OF CONSULTANCY SERVICES FOR THE FORMULATION OF THE MATSAPHA DISASTER RISK ASSESSMENT & MANAGEMENT PLAN TENDER NO: 1 OF Matsapha Town Council invites sealed Proposals from reputable consultancy firms for the Provision of Consultancy Services for the Formulation of the Matsapha Disaster Risk Assessment & Management Plan. The Request for Proposals document can be obtained at the Council Civic Offices, Treasury Department, Corner Airport Road and Police College Road. Tenderers are expected to submit separate completed Technical and Financial Tender Proposals, signed and sealed, marked Technical Proposals for Development of the Matsapha Disaster Risk Assessment & Management Plan and Financial Proposal for Development of the Matsapha Disaster Risk Assessment & Management Plan. The two envelopes must be enclosed in a sealed outer envelope, which shall be marked: Request for Proposal: Provision of Consultancy for the Formulation of the Matsapha Disaster Risk Assessment & Management Plan, TENDER NUMBER:1 OF 2018/19 and addressed to Chief Executive Officer, Matsapha Town Council, Corner Police College and Airport Road, Matsapha. Failure to mark the envelope clearly and accurately may result in rejection of the application. To be eligible for consideration for this proposal, a tenderer should provide in its proposal the documents specified in Instructions to Tenderers, including the following; Company profile, Certified copy of valid Trading License, Certified copy of a valid and current Tax Clearance Certificate, certified copy of a current Labour Compliance Certificate, Certified copy of SNPF Certificate, Certified copy of Form J and Form C (Company Ownership and Shareholding), Financial Statements for the previous year, Names and Contacts of at least (5) Reference Customers, Certified copy of a Certificate of Incorporation, Police Clearance for All company Directors, Certified copy of proof of Legal Joint Venture (where necessary) and General receipt (E300.00) for payment of the tender document. Page 2 of 57

3 The Proposal must be deposited in the Tender Box situated at the Matsapha Town Council, Corner Police College and Airport Road, Matsapha at the latest by 10:00am (Swaziland time) on the 4 th July Late tenders, as well as tenders received by telegram, facsimile, or similar medium will not be considered. Tenders received in time by the latest date and time for submission will be opened at Council s Offices on the 4 TH JULY 2018 at 10:00 am (Swaziland time). Requests for clarifications, which must be in writing, should be addressed, via , to nxumalot@matsapha.co.sz. Council will strive to promptly respond in writing via to any requests for clarification up until Close of Business on 27 TH JUNE Written copies of Councils response (including an explanation of the query but without identifying the source of inquiry) will be sent to all prospective Bidders. TERMS OF REFERENCE The Matsapha Town Council requires a competent, registered and reputable company to tender for the Matsapha disaster risk assessment and management plan. 1. INFORMATION REQUIRED FROM TENDERERS The Council will require the tenderers to submit the following information alongside the tender documents: Company profile, Certified copy of valid Trading License, Certified Copy of a valid and current Tax Clearance Certificate, Certified copy of current Labour Compliance Certificate, Certified copy of SNPF Certificate Certified copy of Form J and Form C (Company Ownership and Shareholding), Financial Statements for the previous year Names and Contacts of at least (5) Reference Customers Page 3 of 57

4 Certified copy of a Certificate of Incorporation, Certified copy of Police Clearance for All company Directors, Certified copy of proof of Legal Joint Venture (where necessary) General receipt (E350) for payment of the tender document. Tenders without this information will be disqualified at tender opening CONTRACT AWARD PROCEDURES The awarding of contract shall be recommended to the best evaluated tenderer, as determined by the evaluation methodology and criteria specified in the invitation document. The contract award decision shall be taken by the appropriate approvals authority, but the award decision does not constitute a contract. Following the contract award decision, the procuring entity shall prepare a notice indicating the name of the best evaluated tenderer, the value of the proposed contract and any evaluation scores. The notice shall bea) Sent directly to all tenderers who submitted tenders by letter and where appropriate, by fax or ; and, b) Council shall allow a period of at least ten working days to elapse from the date of dispatch of the notice before a contract is awarded. Page 4 of 57

5 SECTION 1 INSTRUCTIONS TO CONSULTANCY FIRMS Information to Tenderers DEFINITIONS (a) Council means Matsapha Town Council. (b) Coercive practices means harming or threatening to harm, directly or indirectly, persons, or their property, to influence their participation in a procurement process or affect the execution of a contract. (c) Collusive practices mean a scheme or arrangement between two or more Consultancy firms, with or without the knowledge of the procuring entity, designed to establish tender prices at artificial, non-competitive levels. (d) Consultancy means any entity or person that may provide or provides the Services to Council under the Contract. (e) Contract means the Contract signed by the Parties and all the attached documents, i.e. the General Conditions (GCC), the Special Conditions (SCC), and the Appendices. (f) Corrupt practice means the offering, giving, receiving or soliciting, directly or indirectly, of anything of value to influence the action of a public officer in the procurement process or in contract execution. (g) Data Sheet means such part of the Instructions to Consultancy firm(s) used to reflect specific assignment conditions. (h) Day means calendar day. (i) Fraudulent practice means a misrepresentation or omission of facts in order to influence a procurement process or the execution of a contract. (j) Government means the government of Swaziland. (k) Instructions to Consultancy firm s means the document which provides Consultancy firm(s) with all information needed to prepare their Proposals. (l) Personnel means professionals and support staff provided by the Consultancy firm or by any Sub-Audit firm and assigned to perform the Services or any part thereof; Foreign Personnel means such professionals and support staff who at the time of being so provided had their domicile outside Swaziland; Local Personnel means such professionals and support staff who at the time of being so provided had their domicile inside Swaziland. (m) Proposal means the Technical Proposal and the Financial Proposal. Page 5 of 57

6 (n) RFP means this Request for Proposals. (o) Services means the work to be performed by the Consultancy firm pursuant to the Contract. (p) Sub-Consultancy Firm means any person or entity with whom the Consultancy firm subcontracts any part of the Services. (q) Terms of Reference (TOR) means the document included in the RFP which explains the objectives, scope of work, activities, tasks to be performed, respective responsibilities of the Council and the Consultancy firm, and expected results and deliverables of the assignment. 2. INTRODUCTION 2.1 The tenderers are invited to submit for this assignment a Technical Proposal and a Financial Proposal, separately, as specified in the Data Sheet for consulting services required. The proposal will be the basis for contract negotiations and ultimately for a signed contract with the selected firm. 2.2 The assignment shall be implemented within a period as stated in the Data Sheet. 2.3 The tenderers must familiarize themselves with the local conditions and take them into account in preparing their proposals. To obtain first-hand information on the assignment and on the local conditions. The representative of the tendering company may contact the officials named in the Data Sheet to obtain information on the pre-proposal conference. 2.4 The tenderers are responsible for obtaining all licenses and permits needed to carry out this assignment. 2.5 All costs associated with preparing this tender document, including all site visits are to be borne by the tenderer. 2.6 The Matsapha Town Council requires that tenderers provide professional, objective, and impartial advice and at all times hold the Client s interests paramount, without any consideration for future work, and strictly avoid conflicts with other assignments or their own corporate interests. 2.7 It is the Council s policy to require that Consultants observe the highest standard of ethics during the selection and execution of such contracts. In pursuance of this policy, the Council: Page 6 of 57

7 a) Defines, for the purposes of this provision, the terms set forth below as follows: i. corrupt practice means the offering, giving, receiving, or soliciting of anything of value to influence the action of a public official in the selection process or in contract execution; and ii. fraudulent practice means a misrepresentation of facts in order to influence a selection process or the execution of a contract to the detriment of the Council, and includes collusive practices among consultants (prior to or after submission of proposals) designed to establish prices at artificial, non-competitive levels and to deprive the Council of the benefits of free and open competition. b) will reject a proposal for award if it determines that the firm recommended for award has engaged in corrupt or fraudulent activities in competing for the contract in question; c) will cancel the Contract with the firm s if at any time determines that corrupt or fraudulent practices were engaged in by representatives of the firm during the selection process or the execution of that contract; d) will declare a firm ineligible, either indefinitely or for a stated period of time, to be awarded a Council-financed contract if it at any time determines that the firm has engaged in corrupt or fraudulent practices in competing for, or in executing, a Council -financed contract; and e) Will have the right to require that, in contracts financed by the Council, a provision be included requiring consultants to permit the Council to inspect their accounts and records relating to the performance of the contract and to have them audited by auditors appointed by the Council. 2.8 Consultants shall not be under a declaration of ineligibility for corrupt and fraudulent practices issued by the Council in accordance with the above sub para. 1.7 (d). 2.9 Consultants shall furnish information as described in the Financial Proposal submission form (Section 4A) on commissions and gratuities, if any, paid or to be paid to agents relating to this proposal, and to execute the work if the firm is awarded the contract. Page 7 of 57

8 2.10 Consultants shall be aware of the provisions on fraud and corruption stated in the Standard Contract under the clauses indicated in the Data Sheet. 3. PREPARATION OF PROPOSALS 3.1 Tenderers are requested to submit the proposals (para. 1.2) written in the language(s) specified in the Data Sheet. 4. TECHNICAL PROPOSAL 4.1 In preparing the Technical Proposal, tenderers are expected to examine the documents constituting this RFP in detail. Material deficiencies in providing the information requested may result in rejection of a proposal. 4.2 While preparing the Technical Proposal, tenderers must give particular attention to the following: (i) Legally binding Joint Ventures are welcome, only with approval of the Client as indicated in the Data Sheet. (ii) For assignments on a staff-time basis, the estimated number of professional staff-months is given in the Data Sheet. The proposal shall, however, be based on the number of professional staffmonths estimated by the firm. (iii) It is desirable that the majority of the key professional staff proposed be permanent employees of the firm or have an extended and stable working relationship with it. (iv) Proposed professional staff must, at a minimum, have the experience indicated in the Data Sheet, preferably working under conditions similar to those prevailing in the country of the assignment. (v) Alternative professional staff shall not be proposed, and only one curriculum vitae (CV) may be submitted for each position. Page 8 of 57

9 (vi) Reports to be issued by the tenderer as part of this assignment must be in the language(s) specified in the Data Sheet. It is desirable that the firm s personnel have a working knowledge of the Client s national language. 4.3 The Technical Proposal shall provide the following information using the attached Standard Forms (Section 3): (i) A brief description of the firm s organization and an outline of recent experience on assignments (Section 3B) of a similar nature. For each assignment, the outline should indicate, inter alia, the profiles of the staff proposed, duration of the assignment, contract amount, and firm s involvement. (ii) Any comments or suggestions on the Terms of Reference and on the data, a list of services, and facilities to be provided by the Client (Section 3C). (iii) A description of the methodology and work plan for performing the assignment (Section 3D). (iv) The list of the proposed staff team by specialty, the tasks that would be assigned to each staff team member, and their timing (Section 3E). (v) CVs recently signed by the proposed professional staff and the authorized representative submitting the proposal (Section 3F). Key information should include number of years working for the firm/entity and degree of responsibility held in various assignments during the last ten (10) years. (vi) Estimates of the total staff input (professional and support staff; staff time) needed to carry out the assignment, supported by bar chart (or an appropriate variation of this) diagrams showing the time proposed for each professional staff team member (Sections 3E & 3G). (vii) A detailed description of the proposed methodology, staffing. (viii) Any additional information requested in the Data Sheet. 4.4 The Technical Proposal shall not include any financial information. 5. FINANCIAL PROPOSAL Page 9 of 57

10 5.1 In preparing the Financial Proposal, tenderers are expected to take into account the requirements and conditions outlined in the RFP documents. The Financial Proposal should follow Standard Forms (Section 4). It lists all costs associated with the assignment, including (a) remuneration for staff (foreign and local, in the field and at headquarters), and (b) reimbursable expenses such as subsistence (per diem, housing), transportation (international and local, for mobilization and demobilization), services and equipment (vehicles, office equipment, furniture, and supplies), office rent, insurance, printing of documents and surveys. If appropriate, these costs should be broken down by activity and, if appropriate, into foreign and local expenditures. 5.2 The Financial Proposal should clearly estimate, as a separate amount, the local taxes, duties, fees, levies, and other charges imposed under the applicable law, on the tenderers, the companies in joint venture with, and their personnel (other than nationals or permanent residents of the government s country), unless the Data Sheet specifies otherwise. 5.3 Consultants should express the price of their services in the currency of the Kingdom of Swaziland. 5.4 Commissions and gratuities, if any, paid or to be paid by tenderers and related to the assignment will be listed in the Financial Proposal submission form (Section 4A). 5.5 The Data Sheet indicates how long the proposals must remain valid after the submission date. During this period, the tenderer is expected to keep available the professional staff proposed for the assignment. The Client will make its best effort to complete negotiations within this period. If the Client wishes to extend the validity period of the proposals, the tenderers who do not agree have the right not to extend the validity of their proposals. 6. SUBMISSION, RECEIPT, AND OPENING OF PROPOSALS 6.1 The original proposal (Technical Proposal and, if required, Financial Proposal; see para. 1.2) shall be prepared in indelible ink. It shall contain no interlineations or overwriting, except as necessary to correct errors made by the firm itself. Any such corrections must be initialled by the persons or person who sign(s) the proposals. 6.2 For each proposal, the consultants shall prepare the number of copies indicated in the Data Sheet. Each Technical Proposal and Financial Proposal shall be marked ORIGINAL or COPY as Page 10 of 57

11 appropriate. If there are any discrepancies between the original and the copies of the proposal, the original governs. 6.3 The original and all copies of the Technical Proposal shall be placed in a sealed envelope clearly marked Technical Proposal, and the original and all copies of the Financial Proposal in a sealed envelope clearly marked FINANCIAL PROPOSAL and warning: DO NOT OPEN WITH THE TECHNICAL PROPOSAL. Both envelopes shall be placed into an outer envelope and sealed. This outer envelope shall bear the submission address and other information indicated in the Data Sheet and be clearly marked, DO NOT OPEN, EXCEPT IN PRESENCE OF THE EVALUATION COMMITTEE. 6.4 The completed Technical and Financial Proposals must be delivered at the submission address on or before the time and date stated in the Data Sheet. Any proposal received after the closing time for submission of proposals shall be returned unopened. 6.5 After the deadline for submission of proposals, the Technical Proposal shall be opened immediately by the evaluation committee. The Financial Proposal shall remain sealed until the evaluation of the Technical Proposal is completed. 7. EVALUATION OF TECHNICAL PROPOSALS 7.1 The evaluation committee, appointed by the Client as a whole, and each of its members individually, evaluates the proposals on the basis of their responsiveness to the Terms of Reference, applying the evaluation criteria, sub-criteria, and point system specified in the Data Sheet. Each responsive proposal will be given a technical score (St). A proposal shall be rejected at this stage if it does not respond to important aspects of the Terms of Reference or if it fails to achieve the minimum technical score indicated in the Data Sheet. 7.2 In the case of Quality-Based Selection, Selection Based on Tenderer s Qualifications, and Single- Source Selection, the highest ranked firm or firm selected on a single-source basis is invited to negotiate its proposal and the contract on the basis of the Technical Proposal and the Financial Proposal submitted in accordance with the instructions given in para. 1.2 And the Data Sheet. Page 11 of 57

12 7.3 Public Opening and Evaluation of Financial Proposals, after the evaluation of quality is completed, the Client shall notify those consultants whose proposals did not meet the minimum qualifying mark or were considered non-responsive to the RFP and Terms of Reference, indicating that their Financial Proposals will be returned unopened after completing the selection process. The Client shall simultaneously notify the consultants that have secured the minimum qualifying mark, indicating the date and time set for opening the Financial Proposals. 7.4 The Financial Proposals shall be opened publicly in the presence of the consultants representatives who choose to attend. The name of the consultant, the qualifying scores, and the proposed prices shall be read aloud and recorded when the Financial Proposals are opened. The Client shall prepare minutes of the public financial proposal opening. 7.5 The evaluation committee will determine whether the Financial Proposals are complete (i.e., whether they have costed all items of the corresponding Technical Proposals), correct any computational errors, and convert prices in various currencies to the single currency specified in the Data Sheet. 7.6 In case of QCBS, the lowest Financial Proposal (Fm) will be given a financial score (Sf) of 100 points. The financial scores (Sf) of the other Financial Proposals will be computed as indicated in the Data Sheet. Proposals will be ranked according to their combined technical (St) and financial (Sf) scores using the weights (T = the weight given to the Technical Proposal; P = the weight given to the Financial Proposal; (T + P = 1) indicated in the Data Sheet. The firm achieving the highest combined technical and financial score will be invited for negotiations. 7.7 In the case of Fixed-Budget Selection, the Client will select the firm that submitted the highest ranked Technical Proposal within the budget ( evaluated price). Proposals that exceed the indicated budget will be rejected. In the case of the Least-Cost Selection, the Client will select the lowest proposal ( evaluated price) among those that passed the minimum technical score. In both cases the selected firm is invited for negotiations. 8. AWARD OF CONTRACT Page 12 of 57

13 8.1 Negotiations the contract will be awarded following negotiations. After negotiations are completed, the Client will promptly notify other consultants on the shortlist that they were unsuccessful. 8.2 The firm is expected to commence the assignment on the date and at the location specified in the Data Sheet. 8.3 Negotiations will be held at the address indicated in the Data Sheet. The aim is to reach agreement on all points and sign a contract. 8.4 Negotiations will include a discussion of the Technical Proposal, the proposed methodology (work plan), staffing and any suggestions made by the firm to improve the Terms of Reference. The Client and firm will then work out final Terms of Reference, staffing, and bar charts indicating activities, staff, periods in the field and in the home office, staff-months, logistics, and reporting. The agreed work plan and final Terms of Reference will then be incorporated in the Description of Services and form part of the contract. Special attention will be paid to getting the most the firm can offer within the available budget and to clearly defining the inputs required from the Client to ensure satisfactory implementation of the assignment. 8.5 Having selected the firm on the basis of, among other things, an evaluation of proposed key professional staff, the Client expects to negotiate a contract on the basis of the experts named in the proposal. Before contract negotiations, the Client will require assurances that the experts will be actually available. The Client will not consider substitutions during contract negotiations unless both parties agree that undue delay in the selection process makes such substitution unavoidable or that such changes are critical to meet the objectives of the assignment. If this is not the case and if it is established that key staff were offered in the proposal without confirming their availability, the firm may be disqualified. 8.6 The negotiations will conclude with a review of the draft form of the contract. To complete negotiations the Client and the firm will initial the agreed contract. If negotiations fail, the Client will invite the firm whose proposal received the second highest score to negotiate a Contract. 9. CONFIDENTIALITY Page 13 of 57

14 9.1 Information relating to evaluation of proposals and recommendations concerning awards shall not be disclosed to the consultants who submitted the proposals or to other persons not officially concerned with the process, until the winning firm has been notified that it has been awarded the contract. Data Sheet Paragraph Reference 1. a) Name of the Client: Matsapha Town Council b) Project Name: Development of the Matsapha Disaster Risk Assessment & Management Plan c) Tender Number: 1 OF d) Method of selection: Quality & Cost -based Selection (QCBS) 2. Financial Proposal to be submitted together with Technical Proposal: Yes (but these should be in two separate envelops, one clearly marked Technical Proposal and the other Financial Proposal 3. Name of the assignment: MATSAPHA DISASTER RISK ASSESSMENT & MANAGEMENT PLAN 4. An optional pre-proposal conference will be held: No 5. The name(s), address(es), and telephone numbers of the Client s official(s) are: The Town Clerk Matsapha Town Council P. O. Box 1790 Matsapha Swaziland Tel: / 8 Fax: sukatil@matsapha.co.sz 6. The Client will provide the following outputs: Matsapha Disaster Risk Assessment Matsapha Disaster Risk Management Plan The recruited Consultant is required to handover all intellectual property that belongs to the Client on completion of the task. Page 14 of 57

15 7. The Client envisages the need for continuity for downstream work: No 8. Clarifications may be requested seven (7) days before the submission date. All clarification shall be delivered or ed to the person below; The Town Planner Matsapha Town Council P. O. Box 1790 MATSAPHA Swaziland Tel: / 8 Fax: nxumalot@matsapha.co.sz 9. Proposals should be submitted in the following language(s): English 10. a) Short-listed firm/entity may associate with other short-listed firm: No b) The estimated number of professional staff-months required for the assignment is: twelve [12] weeks c) Reports that are part of the assignment must be written in the following language(s): English d) Training is a specific component of this assignment: No 11. Taxes: The amount payable by the Client to Consultant under the contract to be subject to local taxation 12. Consultants to state local cost in the national currency SZL: Yes 13. Proposals must remain valid ninety [90] days after the submission date 14. Consultants must submit 1 original and 2 additional copies of each proposal: separating the technical and the financial proposals. Page 15 of 57

16 15. The proposal submission address is: The Town Clerk Matsapha Town Council Corner Police College Road and Airport Road P.O. Box 1790 Matsapha Swaziland 16. Proposals must be delivered at Matsapha Town Council Offices Corner Police College and Airport Road, not later than 10:00am on 4 TH July 2018 at which time the technical proposal will be opened at the same delivery venue. 17. The following documents must be submitted together with the proposals: a) Company profile b) Certified copy of valid Trading License c) Certified copy of a valid and current Tax Clearance Certificate d) Certified copy of current Labour Compliance Certificate e) Certified copy of SNPF Certificate f) Certified copy of Form J and Form C (Company Ownership and Shareholding). g) Financial Statements for the previous year h) Names and Contacts of at least (5) Reference Customers i) Certified copy of Certificate of Incorporation j) Certified copy of Police Clearance for All company Directors k) Certified copy of Proof of Legal Joint Venture (where necessary) l) General receipt (E350) for payment of the tender document 18. The Minimum Technical Qualifying Score is: 70% 19. The number of points to be given under each of the evaluation criteria are: Criteria Specific experience of the tenderer related to the assignment in the last five years Points 30 Page 16 of 57

17 Total points for criterion 30 Adequacy of the proposed work plan and methodology in responding to the Terms of Reference a) Methodology for performing the assignment b) Task Assignment per staff c) Timelines or proposed work schedule Total points for criterion 40 Qualifications and competence of the key staff for the Assignment (accompanied by CVs & certificates) a) Team Leader b) Project Manager c) GIS Specialist Total points for criterion 20 Understanding of Assignment 10 Total points for criterion 10 Total points 100 The minimum technical score (St) required to pass is 70% 20. The financial proposal shall be denominated in SZL (Emalangeni) 21. The formula for determining the financial scores is the following: [Either Sf = 100 x Fm/F, in which Sf is the financial score, Fm is the lowest price and F the price of the proposal under consideration, or another proportional linear formula] 22. The weights given to the Technical and Financial Proposals are: T= 0.8, and F= 0.2 Page 17 of 57

18 23. Expected date for commencement of consulting services: from the day after the issuance of Notice to Proceed. SECTION 3. TECHNICAL PROPOSAL - STANDARD FORMS 3A.Technical Proposal submission form. 3B.Firm s references. 3C.Comments and suggestions of consultants on the Terms of Reference and on data, services, and facilities to be provided by the Client. 3D.Description of the methodology and work plan for performing the assignment. 3E.Team composition and task assignments. 3F.Format of curriculum vitae (CV) for proposed professional staff. 3G.Time schedule for professional personnel. 3H.Activity (work) schedule. Page 18 of 57

19 3A. TECHNICAL PROPOSAL SUBMISSION FORM [Insert Date] To: The Town Clerk Matsapha Town Council P.O. Box 1790 MATSAPHA Ladies/Gentlemen: We, the undersigned, offer to provide the consulting services for Development of Matsapha Disaster Risk Assessment & Management Plan in accordance with your Request for Proposal dated [Date] and our Proposal. We are hereby submitting our Proposal, which includes this Technical Proposal, and a Financial Proposal sealed under a separate envelope. We are submitting our Proposal in association with: [insert a list with full names and addresses of each associated Consultant] We hereby declare that all information and statement made in this Proposal are true and accept that any misinterpretation contained in it may lead to our disqualification. If negotiations are held during the period of validity of the Proposal, i.e., before the date indicated in Paragraph reference 14 [Date] we undertake to negotiate on the basis of the proposed staff. Our Proposal is binding upon us and subject to the modifications resulting from Contract negotiations. We undertake, if our Proposal is accepted, to initiate the consulting services related to the assignment not later than the period indicated in Paragraph Reference 11 of the Data Sheet. We understand you are not bound to accept any Proposal you receive. Yours sincerely, Page 19 of 57

20 Authorized Signature: Name and Title of Signatory: Name of Firm: Address: Page 20 of 57

21 3B. FIRM S REFERENCES Relevant Services Carried Out in the Last Five Years That Best Illustrate Qualifications Using the format below, provide information on each assignment for which your firm/entity, either individually as a corporate entity or as one of the major companies within an association, was legally contracted. ASSIGNMENT NAME: COUNTRY: LOCATION WITHIN COUNTRY: PROFESSIONAL STAFF PROVIDED BY YOUR FIRM/ENTITY(PROFILES): NAME OF CLIENT: N O OF STAFF: ADDRESS: N O OF STAFF-MONTHS; DURATION OF ASSIGNMENT: START DATE COMPLETION DATE APPROX. VALUE OF SERVICES (IN EMALANGENI (MONTH/YEAR): (MONTH/YEAR): OR RANDS) NAME OF ASSOCIATED CONSULTANTS, IF ANY: N O OF MONTHS OF PROFESSIONAL STAFF PROVIDED BY ASSOCIATED CONSULTANTS: NAME OF SENIOR STAFF (PROJECT DIRECTOR/COORDINATOR, TEAM LEADER) INVOLVED AND FUNCTIONS PERFORMED: NARRATIVE DESCRIPTION OF PROJECT: DESCRIPTION OF ACTUAL SERVICES PROVIDED BY YOUR STAFF: Firm s Name: Page 21 of 57

22 3C. COMMENTS AND SUGGESTIONS OF CONSULTANTS ON THE TERMS OF REFERENCE AND ON DATA, SERVICES, AND FACILITIES TO BE PROVIDED BY THE CLIENT On the Terms of Reference: On the data, services, and facilities to be provided by the Client: Page 22 of 57

23 3D. DESCRIPTION OF THE METHODOLOGY AND WORK PLAN FOR PERFORMING THE ASSIGNMENT 3E. TEAM COMPOSITION AND TASK ASSIGNMENTS 1. TECHNICAL/MANAGERIAL STAFF NAME POSITION TASK 2. SUPPORT STAFF NAME POSITION TASK 3F. FORMAT OF CURRICULUM VITAE (CV) FOR PROPOSED PROFESSIONAL STAFF PROPOSED POSITION: Page 23 of 57

24 NAME OF FIRM: NAME OF STAFF: PROFESSION: DATE OF BIRTH: YEARS WITH FIRM/ENTITY: NATIONALITY: MEMBERSHIP IN PROFESSIONAL SOCIETIES: DETAILED TASKS ASSIGNED: Page 24 of 57

25 TENDER FOR THE DEVELOPMENT OF THE MATSAPHA DISASTER RISK ASSESSMENT & MANAGEMENT PLAN 2018 Key Qualifications: [Give an outline of staff member s experience and training most pertinent to tasks on assignment. Describe degree of responsibility held by staff member on relevant previous assignments and give dates and locations. Use about half a page.] Education: [Summarize college/university and other specialized education of staff member, giving names of schools, dates attended, and degrees obtained. Use about one quarter of a page.] Employment Record: [Starting with present position, list in reverse order every employment held. List all positions held by staff member since graduation, giving dates, names of employing organizations, titles of positions held, and locations of assignments. For experience in last ten years, also give types of activities performed and client references, where appropriate. Use about two pages.] Languages: [For each language indicate proficiency: excellent, good, fair, or poor in speaking, reading, and writing.] Certification: I, the undersigned, certify that to the best of my knowledge and belief, these data correctly describe me, my qualifications, and my experience. Date: [Signature of staff member and authorized representative of the firm] Day/Month/Year Full name of staff member: Full name of authorized representative: Page 25 of 57

26 TENDER FOR THE DEVELOPMENT OF THE MATSAPHA DISASTER RISK ASSESSMENT & MANAGEMENT PLAN 2018 Page 26 of 57

27 TENDER FOR THE DEVELOPMENT OF THE MATSAPHA DISASTER RISK ASSESSMENT & MANAGEMENT PLAN G. TIME SCHEDULE FOR PROFESSIONAL PERSONNEL WEEKS (IN THE FORM OF A BAR CHART) NAME POSITION REPORTS NUMBER OF DUE/ACTIVITI MONTHS ES Subtotal (1) Subtotal (2) Subtotal (3) Subtotal (4) Full-time: Part-time: Reports Due: Activities Duration: Signature: (Authorized representative) Full Name: Title: Address: Page 27 of 57

28 TENDER FOR THE DEVELOPMENT OF THE MATSAPHA DISASTER RISK ASSESSMENT & MANAGEMENT PLAN H. ACTIVITY (WORK) SCHEDULE A. FIELD INVESTIGATION AND STUDY ITEMS [1st, 2nd, etc. are weeks from the start of assignment.] 1st 2nd 3rd 4th 5th 6th 7th 8th 9th 10th 11th 12th Activity (Work) B. COMPLETION AND SUBMISSION OF REPORTS ACTIVITY DATE Page 28 of 57

29 TENDER FOR THE DEVELOPMENT OF THE MATSAPHA DISASTER RISK ASSESSMENT & MANAGEMENT PLAN 2018 SECTION 4. FINANCIAL PROPOSAL - STANDARD FORMS 4A. Financial Proposal submission form. 4B. Summary of costs. 4C. Breakdown of price per activity. 4D. Breakdown of remuneration per activity. 4E. Reimbursable per activity. 4F. miscellaneous expenses. Page 29 of 57

30 TENDER FOR THE DEVELOPMENT OF THE MATSAPHA DISASTER RISK ASSESSMENT & MANAGEMENT PLAN A. FINANCIAL PROPOSAL SUBMISSION FORM [Location, Date] To: The Town Clerk Matsapha Town Council P.O. Box 1790 MATSAPHA Ladies/Gentlemen: We, the undersigned, offer to provide the consulting services for Development of the Matsapha Disaster Risk Assessment & Management Plan in accordance with your Request for Proposal dated [Date] and our Proposal (Technical and Financial Proposals). Our Page 30 of 57

31 TENDER FOR THE DEVELOPMENT OF THE MATSAPHA DISASTER RISK ASSESSMENT & MANAGEMENT PLAN 2018 attached Financial Proposal is for the sum of [Amount in words and figures]. This amount is exclusive of the local taxes, which we have estimated at [Amount(s) in words and figures]. Our Financial Proposal shall be binding upon us subject to the modifications resulting from Contract negotiations, up to expiration of the validity period of the Proposal, i.e., [Date]. Commissions and gratuities, if any, paid or to be paid by us to agents relating to this Proposal and Contract execution, if we are awarded the Contract, are listed below: Name and Address of Agents Amount and Currency Purpose of Commission or Gratuity We understand you are not bound to accept any Proposal you receive. We remain, Authorized Signature: Name and Title of Signatory: Name of Firm: Address: Page 31 of 57

32 TENDER FOR THE DEVELOPMENT OF THE MATSAPHA DISASTER RISK ASSESSMENT & MANAGEMENT PLAN B. SUMMARY OF COSTS COSTS CURRENCY(IES) 1 AMOUNT(S) Subtotal Local Taxes Total Amount of Financial Proposal 1 Maximum of three currencies plus the local currency. Page 32 of 57

33 TENDER FOR THE DEVELOPMENT OF THE MATSAPHA DISASTER RISK ASSESSMENT & MANAGEMENT PLAN C. BREAKDOWN OF PRICE PER ACTIVITY Activity No.: Activity No.: Description: Price Component Currency(ies) Amount(s) Remuneration Reimbursable Miscellaneous Expenses subtotal Page 33 of 57

34 TENDER FOR THE DEVELOPMENT OF THE MATSAPHA DISASTER RISK ASSESSMENT & MANAGEMENT PLAN D. BREAKDOWN OF REMUNERATION PER ACTIVITY Activity No. Name: Names Position Input 2 Remuneration Currency(ies) Rate Amount Regular staff Local staff Consultants Grand Total 4E. REIMBURSABLES PER ACTIVITY Activity No: Name: NO. DESCRIPTION UNIT QUANTITY UNIT PRICE IN TOTAL AMOUNT IN 1. International flights Trip Miscellaneous travel expenses Subsistence allowance Trip Day 2 Staff months, days, or hours as appropriate. Page 34 of 57

35 TENDER FOR THE DEVELOPMENT OF THE MATSAPHA DISASTER RISK ASSESSMENT & MANAGEMENT PLAN Local transportation costs 3 Office rent/accommodation/ clerical assistance GRAND TOTAL 3 Local transportation costs are not included if local transportation is being made available by the Client. Similarly, in the project site, office rent/accommodations/clerical assistance costs are not to be included if being made available by the Client. Page 35 of 57

36 TENDER FOR THE DEVELOPMENT OF THE MATSAPHA DISASTER RISK ASSESSMENT & MANAGEMENT PLAN F. MISCELLANEOUS EXPENSES Activity No. Activity Name: NO. DESCRIPTION UNIT QUANTITY UNIT PRICE TOTAL AMOUNT 1. Communication costs between and (telephone, telegram, telex) 2. Drafting, reproduction of reports 3. Equipment: vehicles, computers, etc. 4. Software GRAND TOTAL Page 36 of 57

37 TENDER FOR THE DEVELOPMENT OF THE MATSAPHA DISASTER RISK ASSESSMENT & MANAGEMENT PLAN 2018 SECTION 5 TERMS OF REFERENCE FOR THE DEVELOPMENT OF THE MATSAPHA DISASTER RISK MANAGEMENT PLAN 1. INTRODUCTION 10.1 Matsapha, due to varying reasons is prone to disasters such as pollution, storms, spillage, explosions, fire floods, road accidents, train crash, airplane crash etc.; consequent to them a disturbance and possible destruction of the natural systems, structures and infrastructure affecting the health, welfare and safety of human beings. It is therefore of outmost importance for Matsapha to have a Disaster Risk Assessment and Management Plan put in place The town being an industrial area has attracted thousands of people which has resulted in a densely populated peri-urban area which largely comprises of informal settlement which fall under Swazi Nation Land. These areas suffer spatial fragmentation which exposes its inhabitants and external entities to numerous disaster risks The industrial area alone is host to various noxious, service and general industry uses which have suffered some disasters in previous years. As the industrial area continues to expand, disaster risks shall become even more threatening The proposed assignment intends to address these challenges by making available information for appropriate decision making that will lead to minimisation of risks. It will not only focus on the urban area but also touch on the peri-urban area which has a direct effect on the urban area to ensure sustainable planning. 2. OBJECTIVES 11.1 To assist the Municipal Council of Matsapha in identifying all the major disaster risks that may pose a threat to life and property in the urban and peri urban area. Page 37 of 57

38 TENDER FOR THE DEVELOPMENT OF THE MATSAPHA DISASTER RISK ASSESSMENT & MANAGEMENT PLAN To develop a risk and mitigation matrix that will document the risk posed, rating, responsibility, time frame and mitigating action 3. SCOPE OF WORK 12.1 Coverage Area The Disaster Risk Reduction Plan will be for the existing Matsapha Urban Area boundary & its Peri-urban area. The urban boundary currently measures Ha with the peri-urban area measuring ha. Page 38 of 57

39 TENDER FOR THE DEVELOPMENT OF THE MATSAPHA DISASTER RISK ASSESSMENT & MANAGEMENT PLAN 2018 Page 39 of 57

40 4. DUTIES 13.1 The duties to be performed by the Consultant and the staff assigned to the project shall be all those necessary to fulfil his obligation, including the following (nonexhaustive): 13.2 Risk Profile highlighting the current state of Risk within built up areas of the town - Identify all infrastructure and structures that pose a threat to the City s residents and property or that can exacerbate the situation in the event of an identified disaster in all built up areas of the project coverage area Develop a risk matrix showing all the risks associated with specific infrastructure or phenomenon and mitigation action to be taken including the associated costs Risk Incident map - Mapping of all the risks and structures at risk or structures posing a threat to life and property Based on the matrix above, develop a Risk Management Plan and Processes to manage the identified disaster risks going forward The above plan and processes must include action plans for before, during and after the identified risk. 5. DELIVERABLES 14.1 Inception Report with Work Implementation Plan; 14.2 First draft of the Matsapha Disaster Risk Assessment & Management Plan 14.3 Presentation of the Assessment to Stakeholders & Management Plan to Management 14.4 Second draft of the Matsapha Disaster Risk Assessment and Management Plan 14.5 Presentation of the Matsapha Disaster Risk Assessment and Management and Matsapha Stakeholders 40

41 14.6 Third draft of the Matsapha Disaster Risk Assessment and Management Plan 14.7 Final draft of the Matsapha Disaster Risk Assessment and Management Plan 14.8 Stakeholder validation workshop 14.9 Final Matsapha Disaster Risk Assessment and Management Plan submitted in MS Word format & PDF, 6 hard copies and electronic ArcGIS compatible map 6. INPUTS FROM THE NATIONAL DISASTER MANAGEMENT AGENCY AND THE CLIENT WILL INCLUDE: a) Relevant literature or documentation that the Consultant may require; b) Technical comments and feedback on the outputs of the Consultancy; c) Logistical support for convening meetings; d) General oversight in the roll out of the consultancy 7. WORK PLAN a) On the basis of the activities outlined in these terms of reference, the Consultant will prepare a work plan for the assignment and include this in their proposal as well as the approach to be taken in carrying out the assignment. The work plan should set out the consultant s approach to the following activities: b) Description of tasks and duties of each member of the Project Team; c) Organization and Deployment of the Project Team and interfaces between the members of the Team; d) Mobilisation of the Team and of each expert; e) Stakeholder engagement f) Reporting 8. PROGRESS REPORTS 17.1 Monthly Reports: The Consultant shall submit a monthly report on the progress of activities. Page 41 of 57

42 17.2 Special Reports: The Consultant shall issue, if need arises or required by Council, ad hoc reports related to their performance 17.3 Final Report: A final progress report will be required at the end of the Consultancy. The report will be a compendium of the deliverables highlighted in 3.5 above Provide a summary and an overview of the activities carried out, the technical and financial problems experienced and solutions adopted to overcome them. The Consultant based on experience acquired during performance of the assignment, will also offer recommendations to the Council on how to improve the ToRs for similar assignments. 9. TIME INPUT It is estimated that the Consultancy will be for a period of three (3) months commencing from the date of agreement of consultancy with the Council. 10. STAFFING AND QUALIFICATIONS 19.1 The consultant shall provide a supervision team acceptable to the client. It is suggested that as a minimum, the team should consist of suitably qualified and experienced individuals. Among the team should be: 19.2 Team Leader with a Masters in Disaster Management or equivalent qualification with a minimum of ten (10) years of experience in Emergency Response/Disaster Management 19.3 Project Manager with a Degree in Project Management or equivalent qualification with a minimum of five (5) years of experience in Plan Development/Project Management and community/stakeholder engagement GIS Specialist with a Degree in GIS or equivalent qualification with a minimum of five (5) years of experience in Geographic Information Systems. Page 42 of 57

43 11. KNOWLEDGE AND SKILL 20.1 Demonstrated knowledge and skills in the facilitation of stakeholder consultation; 20.2 Demonstrate analytical and research skills in the field of Disaster Management/Emergency Response; 20.3 Ability to manage assignments effectively consistently ensuring timeliness and quality of work with minimum supervision; 20.4 Strong communication, documentation and presentation skills. 12. GENERAL CONDITIONS OF CONTRACT 21.1 General Provisions 13. DEFINITIONS 22.1 Unless the context otherwise requires, the following terms whenever used in this Contract have the following meanings: a) Applicable Law means the laws and any other instruments having the force of law in Swaziland, as they may be issued and in force from time to time. b) Consultancy firm means any private or public entity that will provide the Services to Council under the Contract. c) Contract means the Contract signed by the Parties and all the attached documents listed in its Clause 1, i.e. these General Conditions (GCC), the Special Conditions (SCC), and the Appendices. d) Contract Price means the price to be paid for the performance of the Services, in accordance with Clause 6; e) Effective Date means the date on which this Contract comes into force and effect pursuant to Clause GCC 2.1. Page 43 of 57

44 f) GCC means these General Conditions of Contract. g) Government means the Government of Swaziland. h) Local Currency means Lilangeni (SZL). i) Member means any of the entities that make up the joint venture/consortium/association, and Members means all these entities. j) Party means Council or the Consultancy firm, as the case may be, and Parties means both of them. k) Personnel means persons hired by the Consultancy firm or by any Sub-Consultancy firm(s) and assigned to the performance of the Services or any part thereof. l) SCC means the Special Conditions of Contract by which the GCC may be amended or supplemented. m) Services means the work to be performed by the Consultancy firm pursuant to this Contract, as described in Appendix a here to. n) Sub-Consultancy firm s means any person or entity to whom/which the Consultancy firm subcontracts any part of the Services. o) In writing means communicated in written form with proof of receipt. 14. LAW GOVERNING CONTRACT This Contract, its meaning and interpretation, and the relation between the Parties shall be governed by the Applicable Law. 15. Language Page 44 of 57

45 This Contract has been executed in the English language which shall be the binding and controlling language for all matters relating to the meaning or interpretation of this Contract. 16. NOTICES 25.1 Delivery of Notice Any notice, request or consent required or permitted to be given or made pursuant to this Contract shall be in writing. Any such notice, request or consent shall be deemed to have been given or made when delivered in person to an authorized representative of the Party to whom the communication is addressed, or when sent to such Party at the address specified in the SCC Change of Address A Party may change its address for notice hereunder by giving the other Party notice in writing of such change to the address specified in the SCC Location The Services shall be performed at such locations as are specified in Appendix A hereto and, where the location of a particular task is not so specified, at such locations, whether in Swaziland or elsewhere, as Council may approve Authority of Member in Charge In case the Consultancy firm consists of a joint venture/ consortium/ association of more than one entity, the Members hereby authorize the entity specified in the SCC to act on their behalf in exercising all the Consultancy firm s rights and obligations towards Council under this Contract, including without limitation the receiving of instructions and payments from Council Authorized Representatives Any action required or permitted to be taken, and any document required or permitted to be executed under this Contract by Council or the Consultancy firm may be taken or executed by the officials specified in the SCC. Page 45 of 57

46 25.6 Taxes and Duties The Consultancy firm, Sub-Consultancy firm s, and their Personnel shall pay such indirect taxes, duties, fees, and other impositions levied under the Applicable Law as specified in the SCC, the amount of which is deemed to have been included in the Contract Price. 17. FRAUD AND CORRUPTION Consultancy firm(s) should be aware that a Consultancy firm who engages in corrupt, collusive or fraudulent practices will have their proposals rejected or Contract terminated in accordance with Clause GCC (c), and may further be subject to prosecution under the laws of Swaziland. 18. COMMISSION AND FEES It is required that the successful Consultancy firm will disclose any commissions or fees that may have been paid or are to be paid to agents, representatives, or commission agents with respect to the selection process or execution of the contract. The information disclosed must include at least the name and address of the agent, representative, or commission agent, the amount and currency, and the purpose of the commission or fee. 19. COMMENCEMENT, COMPLETION, MODIFICATION AND TERMINATION OF CONTRACT 28.1 Effectiveness of Contract This Contract shall come into effect on the date the Contract is signed by both Parties or at such other later date as may be stated in the SCC. The date the Contract comes into effect is defined as the Effective Date Commencement of Services The Consultancy firm shall begin carrying out the Services not later than the number of days after the Effective Date specified in the SCC Expiration of Contract Unless terminated earlier pursuant to Clause GCC 2.6, this Contract shall expire at the end of the time period after the Effective Date, as specified in the SCC. Page 46 of 57