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Terms of Reference for the Appointment of a Consortium of

Consultants for the Refurbishment of the Neotel Building Inclusive of the Monument Station and Goodhope Concourse into New Prasa Offices

14 July 2016

Company Confidential

Terms of Reference – Consultants WPIP 2016

Glossary of abbreviationsAbbreviation DescriptionBSC Bid Specification CommitteeCRES Corporate Real Estate SolutionsPRASA Passenger Rail Agency of South AfricaREAM Real Estate Asset ManagementSCM Supply Chain Management DepartmentSPPM Strategic Portfolio Programme ManagementToR Terms of ReferenceWCR Western Cape RegionWPIP Workplace Improvement Programme

Table of FiguresFigure 1: Neotel Building.........................................................................................................5Figure 2: Monument Station.....................................................................................................6Figure 3: Goodhope Concourse...............................................................................................7Figure 4: Aerial view of Cape Town Station and Cadastral Boundaries of Cape Town Station..........7Figure 5: Aerial View depicting location of Neotel, Monument and Good Hope Concourse...............8Figure 6: Neotel Building with Monument Station to the left of the picture......................................8Figure 7: Estimated Construction Costs............................................................................12Figure 8: Technical / Functionality Requirements.............................................................14Figure 9: Pricing Evaluation..............................................................................................14Figure 10: BEE Evaluation.................................................................................................15Figure 11: Evaluation Criteria...........................................................................................15

Document file name: Last Saved Date of 17document.docx 11/08/2016 08:19

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TABLE OF CONTENTSGlossary of abbreviations....................................................................................2Table of Figures...................................................................................................2

1 PURPOSE OF THE TERMS OF REFERENCE...................................4

2 BACKGROUND AND PROBLEM STATEMENT................................4

3 SCOPE OF WORK.....................................................................83.1 SERVICE PROVIDER ACTIVITIES....................................................................................83.2 PRASA ACTIVITIES...................................................................................................9

4 EXPECTED OUTPUTS AND OUTCOMES.....................................104.1 OUTPUTS..............................................................................................................104.2 AS-BUILT DRAWINGS OUTCOMES & LOCATION.............................................................10

5 TIME FRAME..........................................................................11

6 QUALIFICATIONS AND EXPERTISE REQUIRED...........................11

7 PROPOSAL REQUIREMENTS....................................................11

8 BUDGET................................................................................11

9 EVALUATION OF PROPOSAL....................................................129.1 EVALUATION PROCEDURE.........................................................................................12

10 REPORTING...........................................................................15

11 MONITORING AND EVALUATION..............................................1511.1 DEFINITION OF INDICATORS......................................................................................1511.2 MONITORING.........................................................................................................16

12 PROJECT BENEFICIARIES.........................................................1612.1 PROJECT BENEFICIARIES...........................................................................................16

13 INTELLECTUAL PROPERTY......................................................16

14 PAYMENTS AND PROFESSIONAL INDEMNITY............................1614.1 PAYMENTS............................................................................................................1614.2 PROFESSIONAL INDEMNITY.......................................................................................17

15 CONTACT DETAILS.................................................................17


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1 PURPOSE OF THE TERMS OF REFERENCEThe purpose of the terms of reference (ToR) is to procure the services of a Consortium of Consultants to assist PRASA CRES SPPM with the design and supervision services for the refurbishment of existing Neotel Building linked to Monument Station and Goodhope Concourse. The required services are as per typical project roll-out process published by the statutory organisations outlined herein as follows: Stage 1 – Project Initiation and Briefing, Stage 2 – Concept and Viability, Stage 3 – Design Development, Stage 4 – Tender Documentation and Procurement, Stage 5 – Construction Documentation and Contract Administration, and Stage 6 – Contract Close Out.

2 BACKGROUND AND PROBLEM STATEMENT Status Quo

Cape Town Station, being the main station in the Western Cape, is home to the region’s main offices. Currently there is approximately 4 000m2 office space is rented from Transnet at an annual cost of approximately R 3.7 million for use by Metrorail. The Neotel Building – Building (A), Old Monument Station – Building (B) and Good hope Concourse – Building (C) are the only partially occupied facilities with a potential of refurbishment and conversion into office space.

Building A – Neotel Building

This property is located at the Cape Town Station on the Foreshore. It is a three-storey building owned by Prasa. It is currently used by Metrorail IT Department. This building was originally designed specifically for use as a telecommunications building. The current accommodation and design is not conducive for use as office space. It is required that proper technical assessment for its upgrade be done to accommodate lifts, windows, additional floor space, and conversion of the basement into useful storage space without impacting negatively on the jungle of telecoms cables in the basement amongst other challenges.

This building is regarded as the ultimate staff accommodation for the Prasa Corporate and Regional divisions’ staff. It is therefore critical that proper assessments are done to ensure the optimum use is achieved in its design and occupation.

The picture below shows the Neotel Building from the rear exterior perspective. The position of two major opening used to hoist heavy equipment into the building can be seen to the right side of the picture.


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Figure 1: Neotel Building

Building B – Monument Station

This property is located at the Cape Town Station on the Foreshore side. The accommodation in this building was let out on commercial basis where Trident Press was the major tenant for many years. This tenant has since terminated their lease. There are some tenants available but the rest of the building remains unoccupied. The unoccupied sections are being vandalised due to lack of security.

It is the intention of Prasa Cres to refurbish the unoccupied space for use as staff office accommodation. The refurbished facility would accommodate Metrorail Staff, Prasa Cres Staff and other Prasa Divisions including Prasa Corporate Regional Offices.

This subproject is viewed as a “quick-win” in the sense that whilst the longer term refurbishment of the Neotel Building as an ultimate office accommodation takes place, staff can be accommodated in this facility on a temporary basis. This space will ultimately be marketed to commercial tenant. In this way, staff accommodation which will ultimately be converted into commercial use would be refurbished.

The picture below depicts the top section to be refurbished and it proximity to the Cape Town Station deck.


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Figure 2: Monument Station

Building C – Goodhope Concourse

This facility is located at the vehicular entrance to the Cape Town Station on the station deck. This used to be a location of a first class concourse during the apartheid era. This concourse has since been unused for many years. It was used as a commercial space until the planned refurbishment of the Cape Town Station for 2010 Soccer World Cup purposes. Since then, no work was done and the facility is heavily vandalised. This is also one of the possible locations for the temporary staff accommodation.

It is however, in the same line-of-thought as the Monument Station, envisioned that the refurbished facility will ultimately revert to use for commercial purposes once Neotel Facility has been fully refurbished. Secondly, it is part of the Prasa Cres plans to put the building to use immediately in order to stop the vandalism that is taking place. This will ensure that the space fully refurbished for letting purposes once the staff vacates the premises on completion of the Neotel Building Refurbishment.

The picture below shows an earlier state of the Goodhope Concourse with a metallic logo of the South African Railways (SAR), which has been removed by vandals. Other parts such as windows, roofs, gutters, which are regarded as valuable by the vandals have since been stolen.


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Figure 3: Goodhope Concourse

Problem Statement

As stated in the status quo above, concerning the rented offices of Metrorail from Transnet, this situation results in loss of income and increased expenditure on office rental space even though Prasa own properties. These Prasa property assets are not used to their optimum potential thus resulting in wasted accommodation.

Secondly, Prasa Cres and Prasa Corporate Regional offices are located in an area which is going to be developed by a third party for commercial purposes facilitated by Intersite Investments. This means that Prasa Cres and Prasa Corporate Regional offices have to be relocated as speedily as possible to make way for the proposed commercial development. It is envisaged that the commercial development may commence in the third quarter of the current financial year. This means that Prasa Cres and Prasa Corporate Regional personnel have to vacate their offices by then in order to avoid any possible penalties charged to Intersite Investments.

Pictorials

Figure 4: Aerial view of Cape Town Station and Cadastral Boundaries of Cape Town Station


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Figure 5: Aerial View depicting location of Neotel, Monument and Good Hope Concourse

Figure 6: Neotel Building with Monument Station to the left of the picture


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Goodhope Concourse

Monument Station

Neotell Building


3 SCOPE OF WORK3.1 Service Provider Activities

The project entails upgrade and construction of new staff office accommodation to conform to the latest standard specification in terms of the PRASA - Norms, Guidelines and Standards (NGS) for Station Facilities 2016 and related construction regulations, and guidelines as outlined in section 5 below.

High-Level Consulting Services shall include but not limited to the standard services offered in accordance to the relevant statutory organisations outlined herein as follows: Stage 1 – Project Initiation and Briefing, Stage 2 – Concept and Viability, Stage 3 – Design Development, Stage 4 – Tender Documentation and Procurement, Stage 5 – Construction Documentation and Contract Administration, and Stage 6 – Contract Close Out. The above services shall include:

Review of:o PRASA - Norms, Guidelines and Standards (NGS) for Station Facilities

2016o Operational Plan and Maintenance User Requirements o Prasa Group Accommodation Policy

Compile Integrated User Requirements Do Concept Design

o Site Development Plan o Draft Conceptual Design Reporto Updated User Requirementso Life Cycle Costing o Conceptual Drawings o Present and Workshop Draft Conceptual Design Report (with Prasa

and selected stakeholders) Present Final Conceptual Design Report for Approval Do Detailed Design

o Draft Detail Design o Update Life Cycle Costing o Design Audit Reporto Drawings

Present and Workshop Draft Detail Design Report (with Prasa and selected stakeholders)

Update and Present Final Detail Design Report Propose Procurement Strategy and Compile Tender Documents

o Tender Document o Detailed Specificationso Safety Case Requirements o Occupation Arrangements

Manage Project Implementation Convene and Hold Monthly Contract Meetings

o Site Meetings Minutes o Progress Report (Physical and Financial)o Safety Audits Reportso QA Reports

Compile Snag Listo Snag List

Manage Completion of Snag List Compile Close Out Report


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Close Out Report As-Built Drawings

3.2 PRASA ActivitiesPRASA CRES to provide:

Constitute Project Steering Committee Compile Specific User Requirements in conjunction with the Consortium of

Consultants Compile Operational Plan and Maintenance User Requirements in

conjunction with the Consortium of Consultants Approve Integrated User Requirements in Principle Final Approval of Integrated User Requirements Report Approve in Principle Conceptual Design Final Approval of Conceptual Design Report Accept in Principle Detailed Design Final Acceptance of Detail Design - Letter Approve Tender Document and Go Out on Tender Appoint Contractors Do Overall Project Management and Submit Monthly Reports to HO and

Region Handover Completed Works from Contractor to Metrorail Final Acceptance of Completed Works Final Handover Update GIS Capitalise Projects

4 EXPECTED OUTPUTS AND OUTCOMES4.1 Outputs

Review of Policy Documents and Related Regulations Compile Integrated User Requirements Do Concept Design and Site Development Plan Present Final Conceptual Design Report for Approval Do Detailed Design Present and Workshop Draft Detail Design Report (with Prasa and selected

stakeholders) Update and Present Final Detail Design Report Propose Procurement Strategy and Compile Tender Documents Manage Project Implementation Convene and Hold Monthly Contract Meetings Compile Snag List Manage Completion of Snag List Compile Close Out Report Close Out Report As-Built Drawings

4.2 As-Built Drawings Outcomes & LocationThe outcome is office accommodation designed according to the Prasa Group Accommodation policy including related legislation and related regulations:.

Building A – Neotel Building


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Upgraded Neotel building (approximately 2,700m2) as dignified and spatial efficient office space in line with the PRASA accommodation policy;

Building B – Monument Station Upgraded old Monument Station (approximately 2 800m2) as dignified and

spatial efficient office space in line with the PRASA accommodation policy;

Building C - Goodhope Concourse Upgraded Goodhope Concourse (approximately 3 400m2) for staff

accommodation as an interim use.

5 TIME FRAME The program of works is expected to run for 1.5 years from the appointment of the Consortium of Consultants to completion of the construction works.

6 QUALIFICATIONS AND EXPERTISE REQUIREDThe required services are as per typical project roll-out process published by the statutory organisations outlined herein as follows: Stage 1 – Project Initiation and Briefing, Stage 2 – Concept and Viability, Stage 3 – Design Development, Stage 4 – Tender Documentation and Procurement, Stage 5 – Construction Documentation and Contract Administration, and Stage 6 – Contract Close Out.

The following are the technical capabilities, constraints, and other specific performance required of the work or product or services to accomplish. It is anticipated that the Consortium shall be able to organise themselves to deliver the required product in line with the following reference documents:

PRASA – Blue Print Specs 2016 – as attached PRASA – Tiling Layout 2016 PRASA - Norms, Guidelines and Standards (NGS) for Station Facilities 2015 SANS 10400- S – South African National Standard, Part S: Facilities for

Disabled Persons, 3rd Edition 2003. SANS 10400 204:2011 – South African National Standard on Energy

Efficiency in Buildings, Edition 1, 2011. DBM 2011 – Green Building Principles for Sustainable Architecture, 2011. GBG 2008 – City of Cape Town Green Building Guidelines, Draft 2008. NHRA 1999 – National Heritage Resources Act, April 1999. Safety Arrangements and Procedural Compliance with the Occupational

Health and Safety Act (Act 85 of 1993) and Applicable Regulations (E4E); including any subsequent amendments.

7 PROPOSAL REQUIREMENTSOver and above the requirements stated in section 8 below, the principal consultant shall ensure that the appropriate professionals are brought on board as and when required without additional cost to the client. This means that the fee proposal shall take into consideration the resources required in the future as the project unfolds. Relevant agreements (JV’s, Consortium, etc.) between principal consultant and other professional service providers need to be attached as part of proposal;


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8 BUDGET The estimated construction costs per building excluding VAT is set as follows:

Building Approved CTC BudgetA R 32 427 384B R 26 902 719C R 8 166 897

TOTAL R 67 497 000

Figure 7: Estimated Construction Costs

All professional fee proposals are to be presented in the format as per the attached Annexure A

9 EVALUATION OF PROPOSAL9.1 Evaluation Procedure

The evaluation should be done in three stages as follows:

Stage 1: Compliance Requirements

Bidders shall comply with the following requirements failure to comply may lead to disqualification: [list project specific compliance requirements. i.e. CIDB, PSIRA].a) Valid Tax Clearance Certificate (must be valid on closing date of submission of the proposal); b) Valid BBBEE Certificate from a SANAS accredited rating agency or IRBA;c) Completed and signed Tender Forms of PRASA with all the annexures thereto;d) [Certificate for Attendance of Compulsory Briefing Session];e) [Bid Bond] where applicable; f) Company Registration Documents;g) Letter of Good Standing: COIDh) COR, CM 29: (Contents of Register of Directors as issued by Companies

Registration Office);i) Joint Venture or Consortium Agreement (whichever is applicable);j) Proof of UIF registration;k) Cancelled cheque or letter issued by the Bankl) Bank Rating Code (letter issued by the Bank)m) Copies of Directors’ ID documents; andn) Company Letter Head.o) Security Screeningp) Bank rating q) Proof of CSD Supplier registration number

Stage 2: Technical / Functionality Requirements

NOTE: The Technical or Functionality criteria must be guided by the project scope of works and area of focus. Scoring of Functionality:


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Responsive tenders will firstly be evaluated on functionality. The minimum score for functionality is 80% and a bidder who scores below this minimum shall not be considered for further evaluation in terms of the preference point systems.

CRITERIA WEIGHT

SCORES

Consulting:

Organisational Experience

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Score will be based on successfully executed and completed similar projects in the Civil Engineering and Construction environment over the last five years of which details are provided:0 : No information provided1 : List of projects provided but not in the

railway environment2 : less than 3 of similar projects3 : 3 or more of similar projects with a

combined value of between R15m – R49m.4 : 3 or more of similar projects with a

combined value of R50m or more.5 : 5 or more of similar projects in the railway

environment with a combined value of R50m or more.

Consulting:

Qualifications of Key Staff

+ Experience of Key Personnel

(based on Submitted CV’s)

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Score will be based on technical qualifications of key personnel including Project Manager and Design team leaders:0 : No information provided1 : Inadequate technical experience no

professionally registered personnel2: Technical experience of the project team

but none of the listed levels below or similar.

3: Pr. Tech Eng / Pr.CPM / Level or similar as part of the project team

4: Pr. Technologist / Engineer/s / Pr.CPM level or similar as part of the team

5: Pr. Engineer/s / Pr.CPM level or similar as part of the project team.

Work Plan / Project Schedule

25Ms Project Schedule/Program0: No project schedule or Work Plan provided;

1: Work Plan or project schedule is inadequate or no information provided;

2: Work plan or project schedule is poor or poorly demonstrated;

3: Work plan or project schedule is adequate, i.e. shows estimated start and finish dates, major milestones and critical path;

4: Work plan or project schedule is adequate, i.e. shows estimated start and finish dates, major milestones and critical path and estimated duration and logic to reach works


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completion; and5: Work plan or project schedule is adequate,

i.e. shows estimated start and finish dates, major milestones and critical path and estimated duration and logic to reach works completion. Work plan or project schedule also contains information on execution integration and redundancy for unforeseen delays or occurrences.

Consulting:

Technical Approach and Methodology

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0 : No information provided1: Inadequate / unrelated methodology

provided.2: Generic technical approach project

methodology is provided, not aligned to scope.

3: Detailed technical approach and methodology is provided that is aligned to the scope of work.

4: Detailed technical approach and methodology is provided that is aligned to the scope of work/ highlighting the risk/s of the work and mitigation measures.

5: Detailed technical approach and methodology is provided that is aligned to the scope of work/ highlighting the risk/s and mitigation measures associated with working within the Rail environment.

Figure 8: Technical / Functionality Requirements

Stage 3: Pricing and BBBEE

The formula for calculating price scores is as follows:

Pricing Evaluation: Only Bidders who have achieved the 80% threshold for Technical evaluation will be evaluated for the Price component which is 90% of the Evaluation Criteria.

A maximum of 90 points is allocated for price. The evaluation for price will be done based on the following formula:

100 (POINTL)POINTL x (1 - (PC - Pm)/Pm)

Figure 9: Pricing EvaluationWhere:PL = Points scored for price of tender under considerationPC = Rand value of tender under considerationPmin = Rand value of lowest acceptable tender

BEE Evaluation: The B-BBEE component of evaluation is weighted at 10% of the evaluation criteria.Calculation of points for B-BBEE –RATINGS


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B-BBEE Status Level of Contributor

Number of pints( 90/10 system) above a Million

Number of points (80/20 system) below a Million

1 10 202 9 183 8 164 5 125 4 86 3 67 2 48 1 2

Non-Compliant Contributor

0 0

Figure 10: BEE Evaluation

Evaluation criteria Weighting

Stage 1: Compliance RequirementsSecurity Screening ComplianceCIDB Grading N/ABank Rating ComplianceStage 2: Technical / Functionality RequirementsTechnical Threshold of 80 %Stage 3: Pricing and BBBEEBBBEE 10Price 90TOTAL 100

Figure 11: Evaluation Criteria

10 REPORTINGThe professional service providers’ lead consultant reports to the Prasa Cres Team or their appointed agent. All consultants report to the lead consultant. The construction contractor will report to Prasa Cres through their principal agent.

11 MONITORING AND EVALUATION11.1 Definition of Indicators

The delivery and quality of the following outputs in section 4 above, will serve as indicators in evaluating the performance of the professional service.


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11.2 Monitoring

The delivery on the indicators above with reference to time, quality and cost will be monitored. This performance will be reported to Prasa Cres SCM for input into their contracting and future processes.

12 PROJECT BENEFICIARIES12.1 Project Beneficiaries

The main beneficiaries for the project shall be Prasa Cres who will be required to manage the facility and maintain the upkeep of the facility on completion of the upgrade works. Furthermore, Metrorail are beneficiaries through their Human Capital department who shall use the facility on a daily basis.

13 INTELLECTUAL PROPERTYThe consultant shall, in all professional matters, act as a faithful advisor to PRASA CRES and, in so far as his/her duties are discretionary, act fairly as between PRASA and third parties.

The consultant shall not have the benefit, whether directly or indirectly, of any royalty on or of any gratuity or commission in respect of any patented article or process used on or for the purposes of this project.

The outputs listed above, developed by the consultant shall be the property of PRASA CRES after reimbursement. Upon completion or termination of the services the consultant shall furnish PRASA CRES with all materials relating to the outputs listed in section 4 above.

The outputs of this project will contain information that is confidential to PRASA. As such consultants will be required to keep all Confidential Information of PRASA confidential during the project and for a period of 7 (seven) years after it terminates for any reason.

Consultants will also be required to use reasonable endeavours to prevent its employees, agents and Sub-Consultant from making any disclosure to any person of any Confidential Information of the other Party while this Agreement remains in force and for a period of seven years after it terminates for any reason.

The disclosures permitted in the definition of Confidential Information may only be made subject to obtaining appropriate confidentiality restrictions.

14 PAYMENTS AND PROFESSIONAL INDEMNITY14.1 Payments

Payment to consultants is based on the guideline fee scale for the respective disciplines determined by government gazette.

As soon as the cost of capital works are known (first order cost estimate) fees for professional services will be based on a percentage of capital cost as per guideline fee scale for the respective disciplines determined by government gazette.


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14.2 Professional IndemnityIt is anticipated that the members of the Consortium shall each take out appropriate Professional Indemnity cover in terms of the professional services being offered and present proof of the same as it will be required during their service contract with Prasa.

15 CONTACT DETAILSSPPM: M. Ntsiki/P Cronje

Cell no.: 082 562 5650/083 703 8441Office Phone: 021 449 6430Email: [email protected]/[email protected]

SCM: Lucinda Gordon

Office Phone: 021 449 6430

Email: [email protected]

PRASA CRES Offices: 1st Floor, Admin Wing

Adderley Street

Cape Town Station

CAPE TOWN


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