CITY OF CAPE TOWN
TENDER No. 205C/2011/12
PROVISION OF PROFESSIONAL SERVICES : MyCiTi INTEGRATED RAPID TRANSIT SYSTEM : Business
Development, Industry Transition & Operations
GENERAL TENDER INFORMATION
TENDER ADVERTISED
:
Friday, 25 November 2011
CLARIFICATION MEETING
:
10h00 on Friday, 09 December 2011
(Not compulsory but strongly recommended)
VENUE FOR CLARIFICATION MEETING
:
CLOSING DATE
:
Friday, 27 January 2012
CLOSING TIME
:
10h00
CLOSING VENUE
:
Tender Box 28 at the Tender Submission
nd
Office, 2 Floor (Concourse Level), Civic Centre,
12 Hertzog Boulevard, Cape Town
TENDER BOX 28
:
The Tender Document (which includes the Form
of Offer and Acceptance) completed in all
respects, plus any additional supporting
documentation required, must be submitted in a
sealed envelope with the name and address of
the tenderer, the tender No. and title, the tender
box No. and the closing date indicated on the
envelope. The sealed envelope must be inserted
into the appropriate official tender box before
closing time. If the tender offer is too large to fit
into the abovementioned box or the box is full,
please enquire at the public counter opposite the
tender boxes for an alternative tender box. The
onus remains with the tenderer to ensure that the
tender is placed in either the original or
alternative box.
TENDER INFORMATION
i
th
Offices of the City of Cape Town, Room 1, 6
Floor, Podium Block, Civic Centre, Hertzog
Boulevard, Cape Town
CITY OF CAPE TOWN
IRT OPERATIONS
TENDER No 205C/2011/12
PROVISION OF PROFESSIONAL SERVICES
MyCiTi INTEGRATED RAPID TRANSIT SYSTEM : Business Development, Industry Transition & Operations
Contents
Number
Heading
The Tender
Part T1: Tendering procedures
T1.1
Tender Notice and Invitation to Tender
2
T1.2
Tender Data
3
Part T2: Returnable documents
T2.1
List of Returnable Documents
27
T2.2
Returnable Schedules
28
The Contract
Part C1: Agreements and Contract Data
C1.1
Form of Offer and Acceptance
65
C1.2
Contract Data
69
C1.3
Occupational Health and Safety Agreement
73
Part C2: Pricing data
C2.1
Pricing Assumptions
76
C2.2
Pricing Schedule
79
Part C3: Scope of Work
C3.1
Scope of Work
99
Part C4: Background information
126
C4.1
CIDB Standard Professional Service Contract
C4.2
Background document
ii
Part T1: Tendering procedures
T1.1
Pages
Tender Notice and Invitation to Tender.................................................. 2
T1.2
Tender Data .............................................................................................. 3
Tender
Part T1: Tendering procedures
Reference No. 205C/2011/12
1
T1
Tendering Procedures
CITY OF CAPE TOWN
IRT OPERATIONS
TENDER No 205C/2011/12
PROVISION OF PROFESSIONAL SERVICES
MyCiTi INTEGRATED RAPID TRANSIT SYSTEM : Business Development, Industry Transition & Operations
T1.1 Tender Notice and Invitation to Tender
The CITY OF CAPE TOWN, Director: IRT Operations, invites tenders for Tender No. 205C/2011/12: Provision of
Professional Services : MyCiTi MyCiTi INTEGRATED RAPID TRANSIT SYSTEM : Business Development,
Industry Transition & Operations
Tenderers must be registered on the City of Cape Town’s Vendor Database.
Tenderers who are not registered on the City of Cape Town’s Vendor Database are not precluded from submitting
tenders, but must however be registered prior to the evaluation of tenders in order for their tenders to be
responsive.
Preferences are offered to tenderers who have HDI Equity Ownership status.
In order to qualify for preference points in the evaluation of tenders, tenderers must be registered and verified on
the Western Cape Supplier Database prior to the evaluation of tenders.
The physical address for collection of tender documents is:
nd
Tender Distribution Office, 2
Floor (Concourse Level), Civic Centre, 12 Hertzog Boulevard, Cape Town.
Documents may be collected during working hours between 08:30 – 13:00 and 14:00 - 16:00 from Friday, 25
November 2011.
A non-refundable tender deposit of R300.00 payable by crossed cheque made out in favour of the City of Cape
Town is required on collection of the tender documents.
Queries relating to the issue of these documents may be addressed to Mr Alan Van Heerden, Tel No. 021 400
2505, Fax No. 021 400 2345, e-mail: alan.vanheerden@capetown.gov.za.
A non-compulsory but strongly recommended clarification meeting will be held on Friday, 9 December at 10h00
th
at the offices of the City of Cape Town, in Room 1, 6 Floor, Podium Block, Civic Centre, Hertzog Boulevard,
Cape Town.
The closing time for receipt of tenders is 10h00 on Friday, 27 January 2012.
Telegraphic, telephonic, telex, facsimile and late tenders will not be accepted.
Tenders may only be submitted on the tender documentation that has been issued.
Requirements for sealing, addressing, delivery, opening and assessment of tenders are stated in the Tender
Data.
Tender
Part T1: Tendering procedures
Reference No. 205C/2011/12
2
T1.1
Tender Notice and Invitation to Tender
CITY OF CAPE TOWN
IRT OPERATIONS
TENDER No 205C/2011/12
PROVISION OF PROFESSIONAL SERVICES
MyCiTi INTEGRATED RAPID TRANSIT SYSTEM: Business Development, Industry Transition & Operations
T1.2 Tender Data
The conditions of tender are the Standard Conditions of Tender as contained in Annex F of Board Notice 86 of
2010 in Government Gazette No. 33239 of 28 May 2010, Construction Industry Development Board (CIDB)
Standard for Uniformity in Construction Procurement (see www.cidb.org.za) which are reproduced without
amendment or alteration for the convenience of tenderers as an Annex to this Tender Data (see Par C4.1).
The Standard Conditions of Tender make several references to the Tender Data for details that apply specifically
to this tender. The Tender Data shall have precedence in the interpretation of any ambiguity or inconsistency
between it and the standard conditions of tender. Each item of data given below is cross-referenced to the clause
in the Standard Conditions of Tender to which it mainly applies.
The following variations, amendments and additions to the Standard Conditions of Tender as set out in
the Tender Data below shall apply to this tender:
Clause
Number
F.1
F.1.1
F.1.2
Tender Data
General
Actions
Add the following:
The Employer is the City of Cape Town, represented by the Director: IRT Operations (“the
Employer’s representative”).
Tender Documents
Add the following:
The following documents form part of this tender:
This tender document issued by the Employer (Tender No 205C/2011/12, in respect of: PROVISION OF
PROFESSIONAL SERVICES: MyCiTi INTEGRATED RAPID TRANSIT SYSTEM : Business
Development, Industry Transition & Operations), in which is bound:
The Tender
Part T1: Tendering Procedures
T1.1 Tender notice and invitation to tender
T1.2 Tender data
Part T2: Returnable Documents
T2.1 List of returnable documents
T2.2 Returnable schedules
The Contract
Part C1: Agreements and contract data
C1.1 Form of offer and acceptance
C1.2 Contract data
C1.3 Occupational Health and Safety Agreement
Part C2: Pricing data
C2.1 Pricing Assumptions
C2.2 Pricing Schedule
Part C3: Scope of work
C3.1 Scope of Work
Part C4: Background information
C4.1 CIDB Standard Professional Service Contract
C4.2 Background document
This document must be returned to the Employer, completed in all respects, together with
any additional supporting documentation required, in terms of submitting a tender offer.
Tender
Part T1: Tendering procedures
Reference No. 205C/2011/12
3
T1.2
Tender Data
F.1.4
Communication and employer’s agent
Add the following:
The Employer’s agent, for the purposes of any communication between the employer and tenderer,
is:
Name:
Sharon Hill
Postal address: IRT Operations
PO Box 1694
Cape Town, 8000
Tel:
+27 021 400 9354
Fax:
+ 27 021 400 5697
E-mail:
sharon.hill@capetown.gov.za
For any communication, other than submission of the tender, email is the preferred method of
communication. All communication via email must quote as the first item of the subject line the
tender number 205C/2011/12. Failure to do so may result in delayed response.
Attention is drawn to the fact that verbal information given by the employer’s agent prior to the close
of tenders will not be regarded as binding on the Employer. Only information issued formally by the
employer in writing to tenderers will be regarded as amending the tender documents.
F.1.6.2
F.1.6.3
Competitive negotiation procedure
Add the following to F.1.6.2
A competitive negotiation procedure will not be followed.
Proposal procedure using the two-stage system
Add the following to F.1.6.3
A two-stage system will not be followed.
F.2
Tenderer’s obligations
F.2.1
Eligibility
Add the following to F.2.1.1
Only those tenderers who satisfy the following eligibility criteria are eligible to submit tenders:
F.2.1.1
F.2.1.1.1
City of Cape Town Vendor Database Registration
Only those tenderers who are registered on the City of Cape Town’s Vendor Database as a service
provider prior to the evaluation of submissions are eligible to have their tender evaluated (the
evaluation of tenders shall be deemed to take place when the Employer’s Bid Evaluation
Committee meets to make a recommendation to the Bid Adjudication Committee). The Employer
will only enter into a formal contract with a tenderer who is registered on the City of Cape Town’s
Vendor Database. In the case of Joint Venture partnerships this requirement will apply individually
to each party of the Joint Venture.
Tenderers who wish to register on the City of Cape Town’s Vendor Database may collect
th
registration forms from the Manager: Supplier Management, 8 Floor, Civic Centre (Tel 021
400 4413).
F.2.1.1.2
Western Cape Supplier Database Registration
In order to qualify for preference points in the evaluation of tenders, tenderers must be registered
and verified on the Western Cape Supplier Database prior to the evaluation of tenders (the
evaluation of tenders shall be deemed to take place when the Employer’s Bid Evaluation Committee
meets to make a recommendation to the Bid Adjudication Committee). In the case of Joint Venture
partnerships this will apply individually to each party of the Joint Venture. That is, if one of the
parties is not registered and verified prior to the evaluation of tenders, the percentage contribution of
that party shall be excluded from the calculation of the HDI status of the Joint Venture itself. It is the
responsibility of tenderers to ensure that this requirement is complied with prior to the evaluation of
tenders.
Tenderers who wish to register on the Western Cape Supplier Database may contact the Western
Cape Supplier Database Help Desk on 0861-225577 or 021 680 4600, or e-mail
supplierdatabase@tradeworld.net.
F.2.1.1.3
Local office
Tender
Part T1: Tendering procedures
Reference No. 205C/2011/12
4
T1.2
Tender Data
In order to be considered for an appointment in terms of this tender, tenderers must have an office
in the Cape Town Municipal area, through which all communication with the employer will flow, and
where the majority of work in terms of this tender will be carried out. The address of the local office
must be indicated on Schedule 1, Part T2.2: Returnable Schedules, and which will be regarded as
the domicilium citandi et executandi for the purposes of any contract arising from this tender
submission.
F.2.1.1.4
Key personnel
The Service Provider shall maintain the involvement of key personnel as the exigencies of this
contract require as listed in “Part C.3.1 Scope of Works” (see page 122). All the provisions of par 23
of the Scope of Works apply as tender conditions.
F.2.1.1.5
Support resources
Key personnel must have access to, and familiarity with, a computer software package that is
capable of programming and accurately tracking project activities, resources and costs. Details of
the software package that will be used must be indicated on Schedule 9, Part T2.2: Returnable
Schedules.
F.2.1.1.6
Professional indemnity insurance
The employer shall not award a contract to any tenderer that does not hold valid professional
indemnity (PI) insurance providing cover in an amount of not less than R25 000 000 in respect of
each and every claim during the period of insurance. Proof of insurance or confirmation from a
reputable Insurance Broker that the Tenderer is eligible for the prescribed professional indemnity
insurance cover should he/she be awarded the contract, must be submitted with the tender,
appended to Schedule 10, Part T2.2 : Returnable Schedules.
F.2.1.1.7
Minimum score for quality
In order to be considered for a contract in terms of this tender, tenderers must achieve the minimum
score for quality as stated below.
(i)
(ii)
(ii)
Bids will be evaluated to see whether they meet the minimum requirements for quality
in each assessment criterion as set out in Tables 1 and 2 below. They also need
separately to meet the overall threshold per Table / Functional area.
Bidders that do not meet the minimum threshold in respect of 10 out of the 12
functional areas as contemplated in Table 2 shall not be eliminated provided that
a) They score at least 60% in the two areas where they do not meet the minimum
threshold; and
b) They meet the overall minimum threshold as contemplated in Table 3.
If none of the bidders meet the required minimum thresholds resulting in all bidders
being eliminated as contemplated in clause D(ii) above, the City reserves the right to,
in its sole discretion, reduce all thresholds by 10 nominal percentage points of the
threshold as stated below (eg if the City exercises this option, a threshold of 70% will
thus be reduced to 60%). After assessing whether any of the bidders meets the
lowered threshold, the City reserves the further right to either:
a) Consider all those bidders meeting the lowered threshold as having met the
functionality threshold and then evaluate such bidders in terms of price and
preference points; or
b) Irrespective of whether any of the bidders meets the lowered thresholds, declare all
bidders as having failed to meet the functionality requirements and then not award
the tender to any of the bidders.
A: The quality of the Tenderers and their bids will be evaluated taking into account the following
broad considerations:
(i) Statement of methodology
In evaluating the statement of methodology, the following aspects will be taken into account,
and the tenderer must ensure that the necessary information can be accessed easily from the
Statement of Methodology:
a) Are all functional areas appropriately covered in the Statement of Methodology in
sufficient detail to satisfy the City that the tenderer will deliver a professional service
in terms of the required outputs, but appropriately concise?
b) Criteria for assessment of the overall statement of methodology: The overall
cohesion and integration of the statement of methodology in addressing all the
functional areas, and addressing the overall project objective.
Tender
Part T1: Tendering procedures
Reference No. 205C/2011/12
5
T1.2
Tender Data
(ii) Expertise of key personnel
As the work required in terms of this tender is considered to be of a technically complex nature,
requiring considerable expertise, it is essential that suitably qualified and experienced
personnel be assigned to this project. It would be extremely advantageous if the key personnel
can demonstrate recent experience related to specific aspects of this project, namely the overall
planning process of the Operational and Business plan, operational design and the monitoring
& evaluation of activities required to achieve a technically, environmentally, and financially
viable Integrated Rapid Transit system. Aside from submitting a general CV for each of the key
personnel (required in terms of clause F.2.1.1.4) tenderers must submit a statement for each of
the key personnel which highlights any particular fields of specialisation and experience that is
relevant to this particular project. These statements must be appended to Schedule 12, Part
T2.2: Returnable Schedules, based on the relevant points will be awarded to the tenderer as
set out in the tables below.
Tenderers should note that, during the course of any contract arising from this tender, any of
the personnel listed at tender stage may only be replaced with personnel of similar qualification
and experience, subject to the approval of the employer.
(iii) Tenderers Experience
Tenderers must complete Schedule 13, Part T2.2, Returnable Schedules, which is a list all
relevant projects that have been successfully completed with respect to each functional area
listed from clauses 6 to 18 of Part C.3.1 (see page 102).
(iv) Availability / Allocation of resources of tenderer
Tenderers must indicate what resources (human and otherwise) that they have available and
intend allocating to this project, and on what basis (that is, for what aspect of the work, and
whether full or part time), if successful. This will include the support personnel; office
infrastructure; relevant software licences; etc. An intended resource allocation schedule must
be appended to Schedule 16, Part T2.2: Returnable schedules. Note: Where the entity
tendering is a joint venture this score will be awarded to each party to the joint venture, which
will then be combined in proportion to the percentage contribution of each party to the joint
venture.
(iv) ISO 9001 : 2008 Certification
Tenderers who are certified as being compliant to the International Organization for
Standardization’s ISO 9001: 2008 quality management standard. Proof of certification must be
attached to Schedule 14, Part T2.2: Returnable Schedules in order to qualify for these points.
Note: Where the entity tendering is a joint venture, the points available for ISO 9001:2008
Certification will be pro-rated according to the percentage contribution of each ISO 9001: 2008
certified partner.
B: Evaluation tables
(i)
Submissions will be evaluated based on the information provided by tenderers that
address the factors listed under the "Criteria" columns of Tables 1 and 2 below. For
the avoidance of doubt, Table 2 must be reproduced, and completed in respect of
each of the functional areas described in clauses 6 to 18 of Part C.3.1 (see page 102).
(ii)
Tenderers must provide adequate support information to enable the City to evaluate
tenders according to the criteria in Tables 1 and 2 below.
(iii)
The Statement of Methodology as contemplated in Clause B(i) below and in the Scope
of Work (Part C.3.1) must address the criteria in Tables 1 and 2, in addition to
information provided by the tenderer in returnable schedules.
TABLE 1: OVERALL EVALUATION OF STATEMENT OF METHODOLOGY
FUNCTION
1. Overall
Management
and
Management
Structure1
CRITERIA
MAXIMUM
POINTS
MINIMUM
REQUIRED
50
35
SCORE
ACHIEVED
a) Organisation chart of management required to
management the tenderer’s team
b) Qualifications and experience of team leaders at a
level of coordination between different functionally
areas
Tender
Part T1: Tendering procedures
Reference No. 205C/2011/12
6
T1.2
Tender Data
2. Quality of
Statement of
methodology
3. ISO certification
c) Address all issues set out in clause B(i)(b) above.
TOTAL
45
31
5
No minimum
100
66
Note:
1.
Where tenderers are using a number of different companies or entities, a lead company or entity must be
appointed that must co-ordinate and manage the remaining members of the Contractor.
TABLE 2: OVERALL EVALUATION OF STATEMENT OF EXPERTISE & EXPERIENCE
Table 2 will be used to evaluate each of the functional areas listed in clauses 6 to 18 of Part C.3.1 (see page
102).
CRITERIA
MAX
POINTS
MINIMUM
REQUIRED
1. Proposed
Statement of
Methodology
Methodology demonstrates that the function
likely to be delivered to a superior level of
service
30
21
2. Expertise and
experience of key
personnel
a) Qualifications of relevant key personnel
b) Registration with professional bodies,
where appropriate
c) CVs of the proposed management
d) staff for this contract show relevant
expertise and experience
e) Extent to which references from at least
three existing/past clients confirm
company’s / key personnel experience
and competence to perform function
50
35
20
14
100
70
FUNCTION
3. Availability/
allocation of
support resources
f) Adequate staff complement available or
will be available to ensure that services
regarding the functional area can
effectively be delivered
g) Other relevant support resources
TOTAL
SCORE
ACHIEVED
TABLE 3: SUMMARY OF SCORES FROM TABLES 1 AND 2
The functional areas listed below are those in clauses 6 to 18 of Part C.3.1 (see page 102).
POINTS
FROM
TABLE
WEIGHT
WEIGHTED
SCORE
ACHIEVED
B
A times B
COMPONENT
1
Overall Statement of
Methodology
2
Expertise & experience
Tender
Part T1: Tendering procedures
Reference No. 205C/2011/12
Max.
achievable
Min.
4
Required
100
70
7
A
Score
achieved
20%
T1.2
Tender Data
Functional area 1:
Project management
services
100
70
8%
Functional area 2:
Business structure
100
70
7%
100
70
7%
100
70
9%
100
70
5%
100
70
4%
100
70
9%
100
70
5%
100
70
7%
100
70
4%
100
70
6%
100
70
9%
1300
910
100%
Functional area 3:
Financing plan and
advice
Functional area 4:
Tender and contract
development
Functional area 5:
Business development
– ancillary support
Functional area 6:
Industry transition –
Strategy
Functional area 7:
Industry transition –
Capacitation of existing
industry
Functional area 8:
Surveys and data
management
Functional area 9:
Operational support –
Vehicle operations
Functional area 10:
Operational support –
Facilities management
Functional area 11:
Operational support –
Client services
Functional area 12:
Operational / Business
Development Support –
Business unit
TENDERER’S WEIGHTED SCORE
TOTAL
A minimum of 70% of the maximum achievable weighted score must
be attained
F.2.7
Clarification meeting
Add the following:
A non-compulsory but strongly recommended clarification meeting will be held on Friday 9
th
December 2011 at 10h00 at the Offices of the City of Cape Town, Room 1, 6 Floor, Podium block,
Civic Centre, Hertzog Boulevard, Cape Town.
F.2.10.3
Price variations
Notwithstanding the terms of clause 3.16 of the Standard Professional Service Contract, all
tendered amounts (other than percentages, eg percentage mark-up) shall be subject to price
adjustment as set out in clause 3.16.2.
The indices referred to in clause 3.16.2 the Standard Professional Service Contract as being the
“indices specified in the Contract Data” shall be those contained in Table A of P0141 Consumer
Price Index for the CPI for all services published by Statistics South Africa.
F.2.13
Submitting a tender offer
F.2.13.1
Add the following to F.2.13.1
Where the tendering entity is a joint venture it is recommended that the standard CIDB Joint Venture
Agreement be used.
Replace subclause F.2.13.2 with the following
Tender
Part T1: Tendering procedures
Reference No. 205C/2011/12
8
T1.2
Tender Data
F.2.13.2
F.2.13.3
Return all returnable documents to the employer after completing them in their entirety, either
electronically (if they were issued in electronic format) or by writing in non-erasable ink.
Add the following to F.2.13.3
Parts of each tender offer communicated on paper shall be submitted as an original, plus 1 (one)
copy.
F.2.13.4
Add the following after the first sentence of F.2.13.4:
The tender shall be signed by a person duly authorised to do so. Tenders submitted by joint
ventures of two or more firms shall be accompanied by the document of formation of the joint
venture, authenticated by a notary public or other official deputed to witness sworn statements, in
which is defined precisely the conditions under which the joint venture will function, its period of
duration, the persons authorised to represent and obligate it, the participation of the several firms
forming the joint venture, and any other information necessary to permit a full appraisal of its
functioning.
F.2.13.5
Add the following to F.2.13.5:
The Employer’s address for delivery of tender offers and identification details to be shown on each
tender offer package are:
Location of tender box:
Physical address:
Identification details:
Tender Box 28
Tender Submission Office, 2nd Floor (Concourse Level), Civic
Centre, 12 Hertzog Boulevard, Cape Town.
Tender number : 205C/2011/12
Title of tender : Provision of Professional Services : MyCiTi
INTEGRATED RAPID TRANSIT SYSTEM :
Business Development, Industry Transition &
Operations
Name and address of tenderer: (to be inserted by tenderer)
Sealed tenders with the identification details on the envelope must be placed in the appropriate
official tender box at the abovementioned address.
F.2.13.6
F.2.13.10
F.2.15
F.2.15.1
F.2.16
F.2.16.1
Add the following to F.2.13.6:
A two-envelope procedure will not be followed and therefore F2.13.7 will not apply.
Add the following sub-clause after F.2.13.9:
By signing the offer part of C1.1 Form of Offer and Acceptance the tenderer declares that all
information provided in the tender submission is true and correct.
Closing time
Add the following to F.2.15.1:
The closing time for submission of tender offers is as stated in the Tender Notice and Invitation to
Tender. Telephonic, telegraphic, telex, facsimile or e-mailed tender offers will not be accepted.
Tender offer validity
Add the following to F.2.16.1:
The tender offer validity period is 180 days
F.2.17
Clarification of tender offer after submission
Add the following to F.2.17:
A tender may be rejected as non-responsive if the tenderer fails to provide any clarification
requested by the employer within the time for submission stated in the employer’s written request for
such clarification.
F.2.18
Provide other material
Delete the following word in F.2.18.1:
notarized
F.2.18.1
F.2.18.1
Add the following to F.2.18.1:
Provide, on written request by the Employer, where the tendered amount inclusive of VAT exceeds
R 10 million:
i)
audited annual financial statement for 3 years, or for the period since establishment if
established during the last 3 years, if required by law to prepare annual financial statements
for auditing;
ii)
a certificate certifying that the tenderer has no undisputed commitments for municipal
services towards a municipality or other service provider in respect of which payment is
overdue for more than 30 days;
Tender
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Reference No. 205C/2011/12
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T1.2
Tender Data
iii)
iv)
particulars of any contracts awarded to the tenderer by an organ of state during the past five
years, including particulars of any material non-compliance or dispute concerning the
execution of such contract;
a statement indicating whether any portion of the goods or services are expected to be
sourced from outside the Republic, and, if so, what portion and whether any portion of
payment from the municipality or municipal entity is expected to be transferred out of the
Republic.
Each party to a Consortium/Joint Venture shall submit separate certificates/statements in the above
regard.
F.2.23
F.2.23.1
Certificates
Add the following:
Tax Clearance Certificate
Tenderers shall be registered and in good standing with the South African Revenue Service (SARS)
and shall submit documentary evidence in the form of an original valid Tax Clearance Certificate
issued by SARS or proof that he or she has made arrangements with SARS to meet his or her
outstanding tax obligations.
It is the responsibility of the Service Provider (successful tenderer) to submit an updated original tax
clearance certificate to the Supplier Management Office (in the Supply Chain Management
th
Department on the 8 Floor, Cape Town Civic Centre) should any current certificate expire during
the contract period. Failure to do so may lead to the suspension of transactions with, and/or the
withholding of payment to the Service Provider until a valid tax clearance certificate is received by
that office.
Each party to a Consortium/Joint Venture shall submit a separate valid Tax Clearance Certificate, or
proof that he or she has made the necessary arrangements with SARS.
F.3
F.3.2
The Employer’s undertakings
Issue Addenda
Add the following to F.3.2:
Each person who draws tender documents must supply an e-mail address written legibly with each
character clearly identifiable. The City may inform the tenderers by way of an e-mail to such e-mail
address. Where the City transmits an e-mail to such address, incorrect addresses due to illegibility
shall be the tenderers risk.
Notwithstanding any requests for confirmation of receipt of Addenda issued, the tenderer shall be
deemed to have received such addenda if the employer can show proof of transmission thereof (or
a notice in respect thereof) via electronic mail, facsimile or registered post.
F.3.4
F.3.4.1
Opening of tender submissions
Add the following to F.3.4.1:
The time and location for opening of the tender offers is as stated under “General Tender
Information”.
Time: Tenders will be opened immediately after the closing time for receipt of tenders at the venue
as stated in the Tender Notice and Invitation to Tender (see “General Tender Information”), or as
stated in any Addendum extending the closing date.
F.3.8
Test for responsiveness
Add the following:
Tenders will be considered non-responsive if, inter alia:
the tenderer does not comply with the eligibility criteria listed in F2.1 above;
the tenderer is not registered on the City of Cape Town’s Vendor Database prior to the
evaluation of submissions;
the tenderer has failed to clarify or submit any supporting documentation within the time for
submission stated in the employers written request;
the tenderer tenders a percentage fee on a sliding scale;
the Tenderer has failed to achieve the minimum score for quality as stated in F.2.1.1.7.
F.3.11
Evaluation of tender offers
F.3.11.1
General
Add the following:
The procedure for the evaluation of responsive tenders is Method 2: Financial offer and preference.
Tender
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F.3.11.3
Method 2: Financial offer and preference
The procedure for the evaluation of responsive tenders is Method 2, where the total number of
tender evaluation points TEV = NFO + Np as detailed below.
Where
NFO
NP
= The number of tender evaluation points achieved for the Financial Offer.
= The number of tender evaluation points achieved for HDI Equity Ownership.
F.3.11.7
Scoring Financial Offers
Add the following:
The financial offer will be scored using Formula 2 (Option 1) where the value of W1 is 90 points
F.3.11.8
Scoring Preferences
Add the following new subclause:
Up to 10 (100 – W 1) tender evaluation points (NOP) will be awarded for preference in respect of HDI
(Historically Disadvantaged Individual) equity ownership. The score for preference (NP) will be
calculated using the following formula for each responsive tender under consideration.
NP
=
=
NP
NOP =
EP
=
NOP x EP
100
where,
number of preference points achieved,
maximum tender evaluation points provided for in the Regulations pertaining to the
Preferential Procurement Policy Framework Act (Act 5 of 2000) (100 – W 1 evaluation
points),
the percentage of equity ownership by HDIs within the business enterprise.
Tenderers are reminded that they must be registered and verified on the Western Cape Supplier
Database (WCSD) prior to the evaluation of tenders in order to qualify for preference points. It is the
responsibility of the tenderers to ensure that this requirement is complied with. Tenderers must
submit their Western Cape Supplier Database registration number on Schedule 4 B), Part T2.2:
Returnable Schedules, and must apply for preference based on their HDI equity ownership
percentage on Schedule 19, Part T2.2. The Employer will verify the HDI equity ownership
percentage claimed by the tenderer against that given on the WCSD. If any discrepancy exists, the
Employer shall use the percentage given on the WCSD, in the formula above, to calculate the
number of preference points achieved by the tenderer.
Note : Tenders should note that, as regards the price/preference points system applied to public
sector procurement, the employer has adopted a direct preferencing approach in respect of the
procurement of professional services. This means that the HDI equity ownership status of the
tendering entity only, is considered in the awarding of points for HDI equity ownership. Evaluation
points are neither gained nor lost in respect of sub-consultant agreements with HDI, or non–HDI
owned professional services providers.
Tenderers attention is also drawn to the fact that the Employer regards a consortium and a joint
venture as being one and the same. In this regard, the Employer will only enter into a contract with
a formally constituted Joint Venture Partnership, in which all parties are jointly and severally liable.
Where the entity tendering is a joint venture, the HDI equity ownership percentage of each party to
the joint venture shall be combined in proportion to the percentage contribution of each party to the
joint venture, in order to determine the HDI status of the joint venture itself. The joint venture
agreement must clearly stipulate the percentage contribution of each party to the Joint Venture.
F.3.11.10
Add the following new sub-clause
Risk Analysis
The Employer will perform a risk analysis in respect of the following:
(a)
reasonableness of the financial offer
(b)
reasonableness of unit rates and prices
(c)
the tenderers ability to fulfill its obligations in terms of the tender document, that is, that the
tenderer can demonstrate that he/she possesses the necessary professional and technical
qualifications, professional and technical competence, financial resources, equipment and
other physical facilities, managerial capability, reliability, experience, reputation, personnel to
perform the contract, etc.
Tender
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T1.2
Tender Data
No tenderer will be recommended for an award unless the tenderer has demonstrated that he/she
has the resources and skills required.
F3.13
F.3.13.1
F.3.13.2
Acceptance of tender offer
Add the following to F.3.13:
Tender offers will only be accepted as responsive if:
a) the tenderer is registered and in good standing with the South African Revenue Service (SARS)
and has submitted evidence in the form of an original valid Tax Clearance Certificate issued by
SARS or proof that he or she has made arrangement with SARS to meet his or her outstanding
tax obligations;
b) the tenderer is registered on the City of Cape Town’s Vendor Database;
c) the tenderer or any of its directors is not listed on the Register of Tender Defaulters in terms of
the Prevention and Combating of Corrupt Activities Act of 2004 as a person prohibited from
doing business with the public sector;
d) the tenderer has not:
i)
abused the Employer’s Supply Chain Management System; or
ii)
failed to pay municipal rates and taxes or service charges and such rates, taxes and
charges are not in arrears for more than three months;
e) the tenderer has completed the Compulsory Enterprise Questionnaire and there are no conflicts
of interest which may impact on the tenderer’s ability to perform the contract in the best
interests of the employer or potentially compromise the tender process.
Disputes, objections, complaints and queries
In terms of Regulations 49 and 50 of the Local Government: Municipal Finance Management Act,
2003 – Municipal Supply Chain Management Regulations (Notice 868 of 2005):
a) Persons aggrieved by decisions or actions taken by the City of Cape Town in the
implementation of its supply chain management system, may lodge within 14 days of the
decision or action, a written objection or complaint or query or dispute against the decision or
action.
b) Objections, complaints, queries and disputes must be submitted in writing to the City Manager,
Executive Support, 5th Floor, Podium, Civic Centre, 12 Hertzog Boulevard, Cape Town or
posted to Private Bag X9181, Cape Town, 8000 or faxed to (021) 418 9009.
F3.13.3
Appeals
a)
b)
c)
F.3.13.4
In terms of Section 62 of the Systems Act 32 of 2000 a person whose rights are affected by a
decision taken by the City in the implementation of its supply chain management system, may
appeal against that decision by giving written notice of the appeal and reasons to the City
Manager within 21 days of the date of the notification of the decision.
An appeal must contain the following:
i) Reasons and/or grounds for the appeal
ii) The way in which the appellants rights have been affected
iii) Remedy sought by appellant
Appeals must be submitted in writing to the City Manager, Executive Support, 5th Floor,
Podium, Civic Centre, 12 Hertzog Boulevard, Cape Town or posted by registered post to
Private Bag X9181, Cape Town, 8000 or faxed to (021) 418 9009.
Right to approach the courts & rights in terms of Promotion of Administrative Justice Act
(Act 3 of 2000) and Promotion of Access to Information (Act 2 of 2000)
Clauses F.3.13.2 and F.3.13.3 do not influence any affected person’s rights to approach the High
Court at any time or its rights in terms of the Promotion of Administrative Justice Act and Promotion
of Access to Information Act.
a) All legal process and pleadings must be served on the Administrative Manager, Legal Services,
20th Floor, Tower Block, Civic Centre, 12 Hertzog Boulevard, Cape Town.
b) All requests in terms of PAJA and PAIA must be submitted in writing to the Access to
Information Office, 20th Floor, Tower Block, Civic Centre, 12 Hertzog Boulevard, Cape Town.
F.3.16
F.3.16.1
Notice to unsuccessful tenderers
Replace the heading above with:
Notice to successful and unsuccessful tenderers
Add the following to F.3.16.1:
Before accepting the tender of the successful tenderer the Employer shall notify the successful
tenderer in writing of the decision of the Employer’s Bid Adjudication Committee to award the
tender to the successful tenderer. No rights shall accrue to the successful tenderer in terms of this
notice, and only once the processes described in F.3.13.2 and F.3.13.3 above have been
completed can the Employer sign the Acceptance part of the Form of Offer and Acceptance.
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F.3.16.2
F.3.18
F.4
Replace sub-clause F.3.16.2 with the following:
The Employer shall, at the same time as notifying the successful tenderer of the Bid Adjudication
Committee’s decision to award the tender to the successful tenderer, also give written notice to the
other tenderers informing them that they have been unsuccessful.
Provide copies of the contract
Add the following:
The number of paper copies of the signed contract to be provided by the Employer is one.
Additional Conditions of Tender
The additional conditions of tender are:
F.4.1
Invalid tenders
Tenders shall be considered invalid and shall be endorsed and recorded as such in the tender
opening record, by the responsible official who opened the tender, in the following circumstances:
a. if the tender offer is not submitted on the Form of Offer and Acceptance bound into this tender
document (form C1.1, Part C1: Agreements and Contract Data);
b. if the tender is not completed in non-erasable ink;
c. if the Form of Offer and Acceptance has not been signed;
d. if the Form of Offer and Acceptance is signed, but the name of the tenderer is not stated or is
indecipherable;
e. if the tender is not sealed;
f. if the tender is not submitted on the official Tender Offer.
F.4.2
Negotiations with preferred tenderers
The Employer may negotiate the final terms of a contract with tenderers identified through a
competitive tendering process as preferred tenderers provided that such negotiation:
a)
does not allow any preferred tenderer a second or unfair opportunity;
b)
is not to the detriment of any other tenderer; and
c)
does not lead to a higher price than the tender as submitted.
Minutes of any such negotiations shall be kept for record purposes.
F.4.3
General supply chain management conditions applicable to tenders
In terms of its Supply Chain Management Policy the City may not consider a tender unless the
provider who submitted the tender:
a)
b)
has furnished the City with that provider’s:
•
full name;
•
identification number or company or other registration number; and
•
tax reference number and VAT registration number, if any;
has indicated whether:
•
the provider is in the service of the state, or has been in the service of the state in the
previous twelve months;
•
the provider is not a natural person, whether any of the directors, managers, principal
shareholders or stakeholders is in the service of the state, or has been in the service of
the state in the previous twelve months; or
•
whether a spouse, child or parent of the provider or of a director, manager, share holder
or stakeholder referred to above is in the service of the state, or has been in the service
of the state in the previous twelve months.
Irrespective of the procurement process followed, the City is prohibited from making an award to a
person:
•
who is in the service of the state;
•
if the person is not a natural person, a juristic entity of which any director, manager,
principal shareholder or stakeholder is in the service of the state; or
•
who is an advisor or consultant contracted with the City.
In this regard, tenderers shall complete Schedule 1, Part T2.2: Returnable Schedules: Compulsory
Enterprise Questionnaire. Failure to complete this schedule may result in the tender not being
considered.
F.4.4
Combating abuse of the Supply Chain Management Policy
In terms of the City’s Supply Chain Management Policy, the Employer may reject the tender of any
tenderer if that tenderer or any of its directors has:
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Tender Data
a)
b)
c)
d)
e)
f)
failed to pay municipal rates and taxes or municipal service charges and such rates, taxes
and charges are in arrears for more than three months:
failed, during the last five years, to perform satisfactorily on a previous contract with the City
or any other organ of state after written notice was given to that tenderer that performance
was unsatisfactory;
abused the supply chain management system of the City or has committed any improper
conduct in relation to this system;
been convicted of fraud or corruption during the past five years;
wilfully neglected, reneged on or failed to comply with any government, municipal or other
public sector contract during the past five years; or
been listed with the Register of Tender Defaulters in terms of section 29 of the Prevention
and Combating of Corrupt Activities Act (No 12 of 2004) or has been listed on National
Treasury’s database as a person or juristic entity prohibited from doing business with the
public sector.
In this regard, tenderers shall complete Schedules 5A and 5B, Part T2.2: Returnable Schedules:
Declaration in terms of the Municipal Finance Management Act and Certificate of Independent
Tender Determination. Failure to complete these schedules may result in the tender not being
considered.
F.4.5
Services provided to organs of state
In terms the Municipal Supply Chain Management Regulations (Notice 868 of 2005), and the City’s
Supply Chain Management Policy, tenderers must furnish the City with particulars of all services
provided to an organ of state in the last five years, and of any similar services provided to an organ
of state in the last five years. The information required is not limited to the local office only, but
should include services provided by all offices country wide.
In this regard, tenderers shall complete Schedule 6, Part T2.2: Returnable Schedules: Services
Provided to Organs of State. Failure to complete this schedule may result in the tender not being
considered.
F.4.6
Compliance with Occupational Health and Safety Act 1993
Tenderers are to note the requirements of the Occupational Health and Safety Act (No. 85 of 1993)
and the Construction Regulations 2003 issued in terms of Section 43 of the Act. The tenderer shall
be deemed to have read and fully understood the requirements of the above Act and Regulations
and to have allowed for all costs in compliance therewith. Tenderers are to note that the service
provider is required to ensure that all sub-consultants/sub-contractors or others engaged in the
performance of this contract also comply with the above requirements.
The service provider will be required to complete and submit to the Employer the Occupational
Health and Safety Agreement (included in C1.3 of the Contract Document), within 14 days of
acceptance of this tender.
F.4.7
UIF payments
The Tenderer shall submit to Council a letter from the Industrial Council indicating his good standing
with regard to UIF payments upon being requested to do so.
F.4.8
Claims arising after submission of tender
No claim for any extras arising out of any doubt or obscurity as to the true intent and meaning of
anything contained in the Conditions of Contract, Scope of Work and Pricing Data, will be admitted
by the Employer/Employer’s Agent after the submission of any tender and the Tenderer shall be
deemed to have:
1)
read and fully understood the whole text of the Scope of Work and Pricing Data and thoroughly
acquainted himself with the nature of the works proposed and generally of all matters which
may influence the Contract.
2)
visited the site of any proposed works.
3)
requested the Employer or his duly authorised agent to make clear the actual requirements of
anything contained in the Scope of Work and Pricing Data, the exact meaning or interpretation
of which is not clearly intelligible to the Tenderer.
Before submission of any tender, the Tenderer should check the number of pages, and if any
are found to be missing or duplicated, or the figures or writing indistinct, or if the Pricing Data
contain any obvious errors, the Tenderer must apply to the Employer/Employer’s Agent at once
to have the same rectified, as no liability will be admitted by the Employer/Employer’s Agent in
respect of errors in any tender due to the foregoing.
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F.4.9
Imbalance in tendered rates
In the event of tendered rates or lump sums being declared by the Employer to be unacceptable to it
because they are either excessively low or high or not in proper balance with other rates or lump
sums, the Tenderer may be required to produce evidence and advance arguments in support of the
tendered rates or lump sums objected to. If, after submission of such evidence and any further
evidence requested, the Employer is still not satisfied with the tendered rates or lump sums objected
to, it may request the Tenderer to amend these rates and lump sums along the lines indicated by it.
The Tenderer will then have the option to alter and/or amend the rates and lump sums objected to
and such other related amounts as are agreed on by the Employer, but this shall be done without
altering the Contract Price.
Should the Tenderer fail to amend his Tender in a manner acceptable to the Employer, the
Employer may reject the Tender.
F.4.10
Requests for contract documents, or parts thereof, in electronic format
The Employer shall not formally issue tender documents in electronic format as contemplated in
F.2.13.2 and F.2.13.3 and shall only issue tender documents in hardcopy. An electronic version of
the issued tender documents may be made available to the tenderer, upon written request in terms
of this clause, subject to the following:
(a)
(b)
(c)
(d)
(e)
(f)
Electronic copies of the contract document, or parts thereof, will only be provided to tenderers
who have been issued with the tender documents as contemplated in F.1.2 in hardcopy.
The electronic version shall not be regarded as a substitute for the issued tender documents.
The Employer shall not accept tenders submitted in electronic format. Tenderers may not
complete and submit a printed copy of the electronic version of the tender document or part
thereof. Only those tenders that have been completed on the issued hard copy tender
document shall be considered.
The Employer accepts no responsibility or liability arising from any reliance on or use of the
electronic version provided in terms of this clause. The Employer further does not guarantee
that the electronic version corresponds with the issued tender documents in all respects.
Tenderers are alerted to the fact that electronic versions of the tender documents may not
reflect any notices or addenda that amend the tender document.
Any non-compliance with these provisions, including effecting any unauthorised alterations to
the tender document as contemplated in F.2.11, shall render the tender invalid. The
Employer reserves the right to take any action against such tenderer allowed in law including,
in circumstances where the tender had already been awarded, the right to cancel the
contract.
In requesting the electronic version of the tender document or parts thereof, the tenderer is
deemed to have read, understood and accepted all of the above conditions.
Tender
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T1.2
Tender Data
Annex F:
(normative)
Standard Conditions of Tender
F.1
General
F.1.1
Actions
F.1.1.1 The employer and each tenderer submitting a tender offer shall comply with these conditions of tender. In
their dealings with each other, they shall discharge their duties and obligations as set out in F.2 and F.3,
timeously and with integrity, and behave equitably, honestly and transparently, comply with all legal obligations
and not engage in anticompetitive practices.
F.1.1.2 The employer and the tenderer and all their agents and employees involved in the tender process shall
avoid conflicts of interest and where a conflict of interest is perceived or known, declare any such conflict of
interest, indicating the nature of such conflict. Tenderers shall declare any potential conflict of interest in their
tender submissions. Employees, agents and advisors of the employer shall declare any conflict of interest to
whoever is responsible for overseeing the procurement process at the start of any deliberations relating to the
procurement process or as soon as they become aware of such conflict, and abstain from any decisions where
such conflict exists or recuse themselves from the procurement process, as appropriate.
Note:
1)
A conflict of interest may arise due to a conflict of roles which might provide an incentive for
improper acts in some circumstances. A conflict of interest can create an appearance of
impropriety that can undermine confidence in the ability of that person to act properly in his or her
position even if no improper acts result.
2)
Conflicts of interest in respect of those engaged in the procurement process include direct,
indirect or family interests in the tender or outcome of the procurement process and any personal
bias, inclination, obligation, allegiance or loyalty which would in any way affect any decisions
taken.
F.1.1.3 The employer shall not seek and a tenderer shall not submit a tender without having a firm intention
and the capacity to proceed with the contract.
F.1.2
Tender Documents
The documents issued by the employer for the purpose of a tender offer are listed in the tender data.
F.1.3
Interpretation
F.1.3.1 The tender data and additional requirements contained in the tender schedules that are included in the
returnable documents are deemed to be part of these conditions of tender.
F.1.3.2 These conditions of tender, the tender data and tender schedules which are only required for tender
evaluation purposes, shall not form part of any contract arising from the invitation to tender.
F.1.3.3 For the purposes of these conditions of tender, the following definitions apply:
a)
conflict of interest means any situation in which:
i)
someone in a position of trust has competing professional or personal interests which make it
difficult to fulfill his or her duties impartially;
ii) an individual or organisation is in a position to exploit a professional or official capacity in some way
for their personal or corporate benefit; or
iii) incompatibility or contradictory interests exist between an employee and the organisation which
employs that employee.
b)
comparative offer means the tenderer’s financial offer after all tendered parameters that will affect the
value of the financial offer have been taken into consideration in order to enable comparisons to be
made between offers on a comparative basis
c)
corrupt practice means the offering, giving, receiving or soliciting of anything of value to influence the
action of the employer or his staff or agents in the tender process; and
d)
fraudulent practice means the misrepresentation of the facts in order to influence the tender process or
the award of a contract arising from a tender offer to the detriment of the employer, including collusive
practices intended to establish prices at artificial levels
e)
organization means a company, firm, enterprise, association or other legal entity, whether incorporated
or not, or a public body
f)
quality (functionality) means the totality of features and characteristics of a product or service that bear
on its ability to satisfy stated or implied needs.
Tender
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16
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F.1.4
Communication and employer’s agent
Each communication between the employer and a tenderer shall be to or from the employer's agent only, and in a
form that can be readily read, copied and recorded. Communication shall be in the English language. The
employer shall not take any responsibility for non-receipt of communications from or by a tenderer. The name and
contact details of the employer’s agent are stated in the tender data.
F.1.5
The employer’s right to accept or reject any tender offer
F.1.5.1 The employer may accept or reject any variation, deviation, tender offer, or alternative tender offer, and
may cancel the tender process and reject all tender offers at any time before the formation of a contract. The
employer shall not accept or incur any liability to a tenderer for such cancellation and rejection, but will give
written reasons for such action upon written request to do so.
F.1.5.2 The employer may not subsequent to the cancellation or abandonment of a tender process or the
rejection of all responsive tender offers re-issue a tender covering substantially the same scope of work within a
period of six months unless only one tender was received and such tender was returned unopened to the
tenderer.
F.1.6
Procurement procedures
F.1.6.1 General
Unless otherwise stated in the tender data, a contract will, subject to F.3.13, be concluded with the tenderer who
in terms of F.3.11 is the highest ranked or the tenderer scoring the highest number of tender evaluation points, as
relevant, based on the tender submissions that are received at the closing time for tenders.
F.1.6.2
Competitive negotiation procedure
F.1.6.2.1 Where the tender data require that the competitive negotiation procedure is to be followed, tenderers
shall submit tender offers in response to the proposed contract in the first round of submissions. Notwithstanding
the requirements of F.3.4, the employer shall announce only the names of the tenderers who make a submission.
The requirements of F.3.8 relating to the material deviations or qualifications which affect the competitive position
of tenderers shall not apply.
F.1.6.2.2 All responsive tenderers, or not less than three responsive tenderers that are highest ranked in terms of
the evaluation method and evaluation criteria stated in the tender data, shall be invited in each round to enter into
competitive negotiations, based on the principle of equal treatment and keeping confidential the proposed
solutions and associated information. Notwithstanding the provisions of F.2.17, the employer may request that
tenders be clarified, specified and fine-tuned in order to improve a tenderer's competitive position provided that
such clarification, specification, fine-tuning or additional information does not alter any fundamental aspects of the
offers or impose substantial new requirements which restrict or distort competition or have a discriminatory effect.
F.1.6.2.3 At the conclusion of each round of negotiations, tenderers shall be invited by the employer to make a
fresh tender offer, based on the same evaluation criteria, with or without adjusted weightings. Tenderers shall be
advised when they are to submit their best and final offer.
F.1.6.2.4 The contract shall be awarded in accordance with the provisions of F.3.11 and F.3.13 after tenderers
have been requested to submit their best and final offer.
F.1.6.3
Proposal procedure using the two stage-system
F.1.6.3.1 Option 1
Tenderers shall in the first stage submit technical proposals and, if required, cost parameters around which a
contract may be negotiated. The employer shall evaluate each responsive submission in terms of the method of
evaluation stated in the tender data, and in the second stage negotiate a contract with the tenderer scoring the
highest number of evaluation points and award the contract in terms of these conditions of tender.
F.1.6.3.2 Option 2
F.1.6.3.2.1 Tenderers shall submit in the first stage only technical proposals. The employer shall invite all
responsive tenderers to submit tender offers in the second stage, following the issuing of procurement
documents.
F.1.6.3.2.2 The employer shall evaluate tenders received during the second stage in terms of the method of
evaluation stated in the tender data, and award the contract in terms of these conditions of tender.
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T1.2
Tender Data
F.2
Tenderer’s obligations
F.2.1
Eligibility
F.2.1.1 Submit a tender offer only if the tenderer satisfies the criteria stated in the tender data and the tenderer, or
any of his principals, is not under any restriction to do business with employer.
F.2.1.2 Notify the employer of any proposed material change in the capabilities or formation of the tendering entity
(or both) or any other criteria which formed part of the qualifying requirements used by the employer as the basis
in a prior process to invite the tenderer to submit a tender offer and obtain the employer's written approval to do
so prior to the closing time for tenders.
F.2.2
Cost of tendering
Accept that, unless otherwise stated in the tender data, the employer will not compensate the tenderer for any
costs incurred in the preparation and submission of a tender offer, including the costs of any testing necessary to
demonstrate that aspects of the offer complies with requirements.
F.2.3
Check documents
Check the tender documents on receipt for completeness and notify the employer of any discrepancy or omission.
F.2.4
Confidentiality and copyright of documents
Treat as confidential all matters arising in connection with the tender. Use and copy the documents issued by the
employer only for the purpose of preparing and submitting a tender offer in response to the invitation.
F.2.5
Reference documents
Obtain, as necessary for submitting a tender offer, copies of the latest versions of standards, specifications,
conditions of contract and other publications, which are not attached but which are incorporated into the tender
documents by reference.
F.2.6
Acknowledge addenda
Acknowledge receipt of addenda to the tender documents, which the employer may issue, and if necessary apply
for an extension to the closing time stated in the tender data, in order to take the addenda into account.
F.2.7
Clarification meeting
Attend, where required, a clarification meeting at which tenderers may familiarize themselves with aspects of the
proposed work, services or supply and raise questions. Details of the meeting(s) are stated in the tender data.
F.2.8
Seek clarification
Request clarification of the tender documents, if necessary, by notifying the employer at least five working days
before the closing time stated in the tender data.
F.2.9
Insurance
Be aware that the extent of insurance to be provided by the employer (if any) might not be for the full cover
required in terms of the conditions of contract identified in the contract data. The tenderer is advised to seek
qualified advice regarding insurance.
F.2.10
Pricing the tender offer
F.2.10.1 Include in the rates, prices, and the tendered total of the prices (if any) all duties, taxes (except Value
Added Tax (VAT), and other levies payable by the successful tenderer, such duties, taxes and levies being those
applicable 14 days before the closing time stated in the tender data.
F.2.10.2 Show VAT payable by the employer separately as an addition to the tendered total of the prices.
F.2.10.3 Provide rates and prices that are fixed for the duration of the contract and not subject to adjustment
except as provided for in the conditions of contract identified in the contract data.
F.2.10.4 State the rates and prices in Rand unless instructed otherwise in the tender data. The conditions of
contract identified in the contract data may provide for part payment in other currencies.
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T1.2
Tender Data
F.2.11
Alterations to documents
Do not make any alterations or additions to the tender documents, except to comply with instructions issued by
the employer, or necessary to correct errors made by the tenderer. All signatories to the tender offer shall initial all
such alterations. Erasures and the use of masking fluid are prohibited.
F.2.12
Alternative tender offers
F.2.12.1 Unless otherwise stated in the tender data submit alternative tender offers only if a main tender offer,
strictly in accordance with all the requirements of the tender documents, is also submitted. The alternative tender
offer is to be submitted with the main tender offer together with a schedule that compares the requirements of the
tender documents with the alternative requirements the tenderer proposes.
F.2.12.2 Accept that an alternative tender offer may be based only on the criteria stated in the tender data or
criteria otherwise acceptable to the employer.
F.2.13
Submitting a tender offer
F.2.13.1 Submit one tender offer only, either as a single tendering entity or as a member in a joint venture to
provide the whole of the works, services or supply identified in the contract data and described in the scope of
works, unless stated otherwise in the tender data.
F.2.13.2 Return all returnable documents to the employer after completing them in their entirety, either
electronically (if they were issued in electronic format) or by writing legibly in non-erasable ink.
F.2.13.3 Submit the parts of the tender offer communicated on paper as an original plus the number of copies
stated in the tender data, with an English translation of any documentation in a language other than English, and
the parts communicated electronically in the same format as they were issued by the employer.
F.2.13.4 Sign the original and all copies of the tender offer where required in terms of the tender data. The
employer will hold all authorized signatories liable on behalf of the tenderer. Signatories for tenderers proposing to
contract as joint ventures shall state which of the signatories is the lead partner whom the employer shall hold
liable for the purpose of the tender offer.
F.2.13.5 Seal the original and each copy of the tender offer as separate packages marking the packages as
"ORIGINAL" and "COPY". Each package shall state on the outside the employer's address and identification
details stated in the tender data, as well as the tenderer's name and contact address.
F.2.13.6 Where a two-envelope system is required in terms of the tender data, place and seal the returnable
documents listed in the tender data in an envelope marked “financial proposal” and place the remaining
returnable documents in an envelope marked “technical proposal”. Each envelope shall state on the outside the
employer’s address and identification details stated in the tender data, as well as the tenderer's name and contact
address.
F.2.13.7 Seal the original tender offer and copy packages together in an outer package that states on the outside
only the employer's address and identification details as stated in the tender data.
F.2.13.8 Accept that the employer shall not assume any responsibility for the misplacement or premature opening
of the tender offer if the outer package is not sealed and marked as stated.
F.2.13.9 Accept that tender offers submitted by facsimile or e-mail will be rejected by the employer, unless stated
otherwise in the tender data.
F.2.14
Information and data to be completed in all respects
Accept that tender offers, which do not provide all the data or information requested completely and in the form
required, may be regarded by the employer as non-responsive.
F.2.15
Closing time
F.2.15.1 Ensure that the employer receives the tender offer at the address specified in the tender data not later
than the closing time stated in the tender data. Accept that proof of posting shall not be accepted as proof of
delivery.
F.2.15.2 Accept that, if the employer extends the closing time stated in the tender data for any reason, the
requirements of these conditions of tender apply equally to the extended deadline.
Tender
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Reference No. 205C/2011/12
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T1.2
Tender Data
F.2.16
Tender offer validity
F.2.16.1 Hold the tender offer(s) valid for acceptance by the employer at any time during the validity period stated
in the tender data after the closing time stated in the tender data.
F.2.16.2 If requested by the employer, consider extending the validity period stated in the tender data for an
agreed additional period with or without any conditions attached to such extension.
F.2.16.3 Accept that a tender submission that has been submitted to the employer may only be withdrawn or
substituted by giving the employer's agent written notice before the closing time for tenders that a tender is to be
withdrawn or substituted.
F.2.16.4 Where a tender submission is to be substituted, submit a substitute tender in accordance with the
requirements of F.2.13 with the packages clearly marked as "SUBSTITUTE".
F.2.17
Clarification of tender offer after submission
Provide clarification of a tender offer in response to a request to do so from the employer during the
evaluation of tender offers. This may include providing a breakdown of rates or prices and correction of
arithmetical errors by the adjustment of certain rates or item prices (or both). No change in the
competitive position of tenderers or substance of the tender offer is sought, offered, or permitted.
Note: Sub-clause F.2.17 does not preclude the negotiation of the final terms of the contract with a
preferred tenderer following a competitive selection process, should the Employer elect to do so.
F.2.18
Provide other material
F.2.18.1 Provide, on request by the employer, any other material that has a bearing on the tender offer, the
tenderer’s commercial position (including notarized joint venture agreements), preferencing arrangements, or
samples of materials, considered necessary by the employer for the purpose of a full and fair risk assessment.
Should the tenderer not provide the material, or a satisfactory reason as to why it cannot be provided, by the time
for submission stated in the employer’s request, the employer may regard the tender offer as non-responsive.
F.2.18.2 Dispose of samples of materials provided for evaluation by the employer, where required.
F.2.19
Inspections, tests and analysis
Provide access during working hours to premises for inspections, tests and analysis as provided for in the tender
data.
F.2.20
Submit securities, bonds, policies, etc.
If requested, submit for the employer’s acceptance before formation of the contract, all securities, bonds,
guarantees, policies and certificates of insurance required in terms of the conditions of contract identified in the
contract data.
F.2.21
Check final draft
Check the final draft of the contract provided by the employer within the time available for the employer to issue
the contract.
F.2.22
Return of other tender documents
If so instructed by the employer, return all retained tender documents within 28 days after the expiry of
the validity period stated in the tender data.
F.2.23
Certificates
Include in the tender submission or provide the employer with any certificates as stated in the tender data.
F.3
The Employer’s undertakings
F.3.1
Respond to requests from the tenderer
F.3.1.1 Unless otherwise stated in the Tender Data, respond to a request for clarification received up to five
working days before the tender closing time stated in the Tender Data and notify all tenderers who drew
procurement documents.
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T1.2
Tender Data
F.3.1.2 Consider any request to make a material change in the capabilities or formation of the tendering entity (or
both) or any other criteria which formed part of the qualifying requirements used to prequalify a tenderer to submit
a tender offer in terms of a previous procurement process and deny any such request if as a consequence:
a)
b)
c)
F.3.2
an individual firm, or a joint venture as a whole, or any individual member of the joint venture fails to meet
any of the collective or individual qualifying requirements;
the new partners to a joint venture were not prequalified in the first instance, either as individual firms or as
another joint venture; or
in the opinion of the Employer, acceptance of the material change would compromise the outcome of the
prequalification process.
Issue Addenda
If necessary, issue addenda that may amend or amplify the tender documents to each tenderer during the period
from the date the tender documents are available until three working days before the tender closing time stated in
the Tender Data. If, as a result a tenderer applies for an extension to the closing time stated in the Tender Data,
the Employer may grant such extension and, shall then notify all tenderers who drew documents.
F.3.3
Return late tender offers
Return tender offers received after the closing time stated in the Tender Data, unopened, (unless it is necessary
to open a tender submission to obtain a forwarding address), to the tenderer concerned.
F.3.4
Opening of tender submissions
F.3.4.1 Unless the two-envelope system is to be followed, open valid tender submissions in the presence of
tenderers’ agents who choose to attend at the time and place stated in the tender data. Tender submissions for
which acceptable reasons for withdrawal have been submitted will not be opened.
F.3.4.2 Announce at the meeting held immediately after the opening of tender submissions, at a venue indicated
in the tender data, the name of each tenderer whose tender offer is opened and, where applicable, the total of his
prices, preferences claimed and time for completion for the main tender offer only.
F.3.4.3 Make available the record outlined in F.3.4.2 to all interested persons upon request.
F.3.5 Two-envelope system
F.3.5.1 Where stated in the tender data that a two-envelope system is to be followed, open only the technical
proposal of valid tenders in the presence of tenderers’ agents who choose to attend at the time and place stated
in the tender data and announce the name of each tenderer whose technical proposal is opened.
F.3.5.2 Evaluate the quality of the technical proposals offered by tenderers, then advise tenderers who remain in
contention for the award of the contract of the time and place when the financial proposals will be opened. Open
only the financial proposals of tenderers, who score in the quality evaluation more than the minimum number of
points for quality stated in the tender data, and announce the score obtained for the technical proposals and the
total price and any preferences claimed. Return unopened financial proposals to tenderers whose technical
proposals failed to achieve the minimum number of points for quality.
F.3.6
Non-disclosure
Not disclose to tenderers, or to any other person not officially concerned with such processes, information relating
to the evaluation and comparison of tender offers, the final evaluation price and recommendations for the award
of a contract, until after the award of the contract to the successful tenderer.
F.3.7
Grounds for rejection and disqualification
Determine whether there has been any effort by a tenderer to influence the processing of tender offers and
instantly disqualify a tenderer (and his tender offer) if it is established that he engaged in corrupt or fraudulent
practices.
F.3.8
Test for responsiveness
F.3.8.1 Determine, after opening and before detailed evaluation, whether each tender offer properly received:
a)
b)
c)
Complies with the requirements of these Conditions of Tender,
has been properly and fully completed and signed, and
is responsive to the other requirements of the tender documents.
Tender
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T1.2
Tender Data
F.3.8.2 A responsive tender is one that conforms to all the terms, conditions, and specifications of the tender
documents without material deviation or qualification. A material deviation or qualification is one which, in the
Employer's opinion, would:
a)
detrimentally affect the scope, quality, or performance of the works, services or supply identified in
the Scope of Work,
b)
significantly change the Employer's or the tenderer's risks and responsibilities under the contract, or
c)
affect the competitive position of other tenderers presenting responsive tenders, if it were to be rectified.
Reject a non-responsive tender offer, and not allow it to be subsequently made responsive by correction or
withdrawal of the non-conforming deviation or reservation.
F.3.9
Arithmetical errors, omissions and discrepancies
F.3.9.1 Check responsive tenders for discrepancies between amounts in words and amounts in figures. Where
there is a discrepancy between the amounts in figures and the amount in words, the amount in words shall
govern.
F.3.9.2 Check the highest ranked tender or tenderer with the highest number of tender evaluation points after the
evaluation of tender offers in accordance with F.3.11 for:
a)
b)
c)
the gross misplacement of the decimal point in any unit rate;
omissions made in completing the pricing schedule or bills of quantities; or
arithmetic errors in:
i)
line item totals resulting from the product of a unit rate and a quantity in bills of quantities or
schedules of prices; or
ii)
the summation of the prices.
F.3.9.3 Notify the tenderer of all errors or omissions that are identified in the tender offer and either confirm the
tender offer as tendered or accept the corrected total of prices.
F.3.9.4 Where the tenderer elects to confirm the tender offer as tendered, correct the errors as follows:
a)
b)
F.3.10
If bills of quantities or pricing schedules apply and there is an error in the line item total resulting from
the product of the unit rate and the quantity, the line item total shall govern and the rate shall be
corrected. Where there is an obviously gross misplacement of the decimal point in the unit rate, the line
item total as quoted shall govern, and the unit rate shall be corrected.
Where there is an error in the total of the prices either as a result of other corrections required by this
checking process or in the tenderer's addition of prices, the total of the prices shall govern and the
tenderer will be asked to revise selected item prices (and their rates if bills of quantities apply) to achieve
the tendered total of the prices.
Clarification of a tender offer
Obtain clarification from a tenderer on any matter that could give rise to ambiguity in a contract arising from the
tender offer.
F.3.11
Evaluation of tender offers
F.3.11.1 General
Appoint an evaluation panel of not less than three persons. Reduce each responsive tender offer to a
comparative offer and evaluate them using the tender evaluation methods and associated evaluation criteria and
weightings that are specified in the tender data.
F.3.11.2 Method 1: Financial offer
In the case of a financial offer:
a)
b)
c)
Rank tender offers from the most favourable to the least favourable comparative offer.
Recommend the highest ranked tenderer for the award of the contract, unless there are compelling and
justifiable reasons not to do so.
Re-rank all tenderers should there be compelling and justifiable reasons not to recommend the highest
ranked tenderer and recommend the highest ranked tenderer, unless there are compelling and
justifiable reasons not to do so and the process set out in this subclause is repeated.
F.3.11.3 Method 2: Financial offer and preference
In the case of a financial offer and preferences:
Tender
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Reference No. 205C/2011/12
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T1.2
Tender Data
a)
b)
Score each tender in respect of the financial offer made and preferences claimed, if any, in accordance
with the provisions of F.3.11.7 and F.3.11.8.
Calculate the total number of tender evaluation points (TEV) in accordance with the following formula:
TEV= NFO + NP
where:
c)
d)
e)
NFO is the number of tender evaluation points awarded for the financial offer made in
accordance with F.3.11.7;
NP is the number of tender evaluation points awarded for preferences claimed in
accordance with F.3.11.8.
Rank tender offers from the highest number of tender evaluation points to the lowest.
Recommend the tenderer with the highest number of tender evaluation points for the award of the
contract, unless there are compelling and justifiable reasons not to do so.
Rescore and re-rank all tenderers should there be compelling and justifiable reasons not to recommend
the tenderer with the highest number of tender evaluation points, and recommend the tenderer with the
highest number of tender evaluation points, unless there are compelling and justifiable reasons not to do
so and the process set out in this subclause is repeated.
F.3.11.4 Method 3: Financial offer and quality
In the case of a financial offer and quality:
a)
b)
Score each tender in respect of the financial offer made and the quality offered in accordance with the
provisions of F.3.11.7 and F.3.11.9, rejecting all tender offers that fail to score the minimum number of
points for quality stated in the tender data, if any.
Calculate the total number of tender evaluation points (TEV) in accordance with the following formula:
TEV= NFO + NQ
where:
c)
d)
e)
NFO is the number of tender evaluation points awarded for the financial offer made in
accordance with F.3.11.7;
NQ is the number of tender evaluation points awarded for quality offered in accordance with
F.3.11.9.
Rank tender offers from the highest number of tender evaluation points to the lowest.
Recommend tenderer with the highest number of tender evaluation points for the award of the contract,
unless there are compelling and justifiable reasons not to do so.
Rescore and re-rank all tenderers should there be compelling and justifiable reasons not to recommend
the tenderer with the highest number of tender evaluation points and recommend the tenderer with the
highest number of tender evaluation points, unless there are compelling and justifiable reasons not to do
so and the process set out in this subclause is repeated.
F.3.11.5 Method 4: Financial offer, quality and preferences
In the case of a financial offer, quality and preferences:
a)
b)
Score each tender in respect of the financial offer made, preference claimed, if any, and the quality
offered in accordance with the provisions of F.3.11.7 to F.3.11.9, rejecting all tender offers that fail to
score the minimum number of points for quality stated in the tender data, if any.
Calculate the total number of tender evaluation points (TEv) in accordance with the following formula,
unless otherwise stated in the Tender Data:
TEV= NFO + NP + NQ
where:
c)
d)
e)
NFO is the number of tender evaluation points awarded for the financial offer made in
accordance with F.3.11.7;
Np is the number of tender evaluation points awarded for preferences claimed in accordance
with F.3.11.8;
NQ is the number of tender evaluation points awarded for quality offered in accordance with
F.3.11.9.
Rank tender offers from the highest number of tender evaluation points to the lowest.
Recommend the tenderer with the highest number of tender evaluation points for the award of the
contract, unless there are compelling and justifiable reasons not to do so.
Rescore and re-rank all tenderers should there be compelling and justifiable reasons not to recommend
the tenderer with the highest number of tender evaluation points and recommend the tenderer with the
highest number of tender evaluation points, unless there are compelling and justifiable reasons not to do
so and the process set out in this subclause is repeated.
Tender
Part T1: Tendering procedures
Reference No. 205C/2011/12
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T1.2
Tender Data
F.3.11.6 Decimal places
Score financial offers, preferences and quality, as relevant, to two decimal places.
F.3.11.7 Scoring Financial Offers
Score the financial offers of remaining responsive tender offers using the following formula:
NFO = W1 x A
NFO is the number of tender evaluation points awarded for the financial offer.
W1 is the maximum possible number of tender evaluation points awarded for the financial
offer as stated in the Tender Data.
A is a number calculated using the formula and option described in Table F.l as stated in the
Tender Data.
where:
Table F.1: Formulae for calculating the value of A
a
a
Formula
Comparison aimed at achieving
Option 1
Option 2
1
Highest price or discount
A = (1 + (P - Pm))
Pm
A = P/Pm
2
Lowest
price
commission/ fee
A = (1 - (P - Pm))
Pm
A = Pm/P
a
Pm
P
or
percentage
is the comparative offer of the most favourable comparative offer.
is the comparative offer of the tender offer under consideration.
F.3.11.8 Scoring preferences
Confirm that tenderers are eligible for the preferences claimed in accordance with the provisions of the tender
data and reject all claims for preferences where tenderers are not eligible for such preferences.
Calculate the total number of tender evaluation points for preferences claimed in accordance with the provisions
of the tender data.
F.3.11.9 Scoring quality
Score each of the criteria and subcriteria for quality in accordance with the provisions of the Tender Data.
Calculate the total number of tender evaluation points for quality using the following formula:
NQ = W2 x SO /MS
where:
F.3.12
SO is the score for quality allocated to the submission under consideration;
Ms is the maximum possible score for quality in respect of a submission; and
W2 is the maximum possible number of tender evaluation points awarded for the quality as
stated in the tender data.
Insurance provided by the employer
If requested by the proposed successful tenderer, submit for the tenderer's information the policies and/or
certificates of insurance which the conditions of contract identified in the contract data, require the employer to
provide.
F.3.13
Acceptance of tender offer
Accept the tender offer, if in the opinion of the employer, it does not present any unacceptable commercial risk
and only if the tenderer:
a)
b)
is not under restrictions, or has principals who are under restrictions, preventing participating in the
employer's procurement,
can, as necessary and in relation to the proposed contract, demonstrate that he or she possesses the
professional and technical qualifications, professional and technical competence, financial resources,
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Reference No. 205C/2011/12
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T1.2
Tender Data
c)
d)
e)
f)
equipment and other physical facilities, managerial capability, reliability, experience and reputation,
expertise and the personnel, to perform the contract,
has the legal capacity to enter into the contract,
is not insolvent, in receivership, bankrupt or being wound up, has his affairs administered by a court or a
judicial officer, has suspended his business activities, or is subject to legal proceedings in respect of any
of the foregoing,
complies with the legal requirements, if any, stated in the tender data, and
is able, in the opinion of the employer, to perform the contract free of conflicts of interest.
F.3.14. Prepare contract documents
F.3.14.1 If necessary, revise documents that shall form part of the contract and that were issued by the employer
as part of the tender documents to take account of:
a)
b)
c)
addenda issued during the tender period,
inclusion of some of the returnable documents, and
other revisions agreed between the employer and the successful tenderer.
F.3.14.2 Complete the schedule of deviations attached to the form of offer and acceptance, if any.
F.3.15
Complete adjudicator's contract
Unless alternative arrangements have been agreed or otherwise provided for in the contract, arrange for both
parties to complete formalities for appointing the selected adjudicator at the same time as the main contract is
signed.
F.3.16
Notice to unsuccessful tenderers
F.3.16.1 Notify the successful tenderer of the employer’s acceptance of his tender offer by completing and
returning one copy of the form of offer and acceptance before the expiry of the validity period stated in the tender
data, or agreed additional period.
F.3.16.2 After the successful tenderer has been notified of the employer’s acceptance of the tender, notify other
tenderers that their tender offers have not been accepted.
F.3.17
Provide copies of the contracts
Provide to the successful tenderer the number of copies stated in the Tender Data of the signed copy of the
contract as soon as possible after completion and signing of the form of offer and acceptance.
F.3.18
Provide written reasons for actions taken
Provide upon request written reasons to tenderers for any action that is taken in applying these conditions of
tender, but withhold information which is not in the public interest to be divulged, which is considered to prejudice
the legitimate commercial interests of tenderers or might prejudice fair competition between tenderers.
Tender
Part T1: Tendering procedures
Reference No. 205C/2011/12
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T1.2
Tender Data
Part T2: Returnable Documents
T2.1
Page
List of Returnable Documents .............................................................. 27
T2.2
Returnable Schedules ........................................................................... 29
Tender
Part T2: Returnable documents
Reference No. 205C/2011/12
26
T2
Returnable Documents
CITY OF CAPE TOWN
IRT OPERATIONS
TENDER No 205C/2011/12
PROVISION OF PROFESSIONAL SERVICES
MyCiTi INTEGRATED RAPID TRANSIT SYSTEM : Business Development, Industry Transition & Operations
T2.1 List of Returnable Documents
The tenderer must complete the following Returnable Documents in black ink:
1.
Returnable Schedules required for tender evaluation purposes
1:
2:
3:
4:
5A:
5B:
6:
7:
8:
9:
10:
11:
12:
13:
14:
15:
2.
•
•
•
•
•
•
•
•
3.
Pages
COMPULSORY ENTERPRISE QUESTIONNAIRE................................................................................ 29
CERTIFICATE OF AUTHORITY FOR JOINT VENTURES .................................................................... 31
A) TAX CLEARANCE CERTIFICATE AND B) INFORMATION REQUIRED FOR CONTRACTS OVER
R10 MILLION ......................................................................................................................................... 32
A) CONFIRMATION OF CoCT VENDOR DATABASE REGISTRATION AND B) CONFIRMATION OF
WCSD REGISTRATION......................................................................................................................... 33
DECLARATION IN TERMS OF THE MUNICIPAL FINANCE MANAGEMENT ACT .............................. 34
CERTIFICATE OF INDEPENDENT TENDER DETERMINATION ......................................................... 35
SERVICES PROVIDED TO ORGANS OF STATE ................................................................................. 37
CERTIFICATE FOR MUNICIPAL SERVICES AND PAYMENTS TO SERVICE PROVIDER................. 38
KEY PERSONNEL ................................................................................................................................. 39
SUPPORT RESOURCES....................................................................................................................... 51
PROFESSIONAL INDEMNITY INSURANCE ......................................................................................... 52
PROPOSED STATEMENT OF METHODOLOGY.................................................................................. 53
EXPERTISE AND EXPERIENCE OF KEY PERSONNEL...................................................................... 54
TENDERERS EXPERTISE AND EXPERIENCE .................................................................................... 55
ISO 9001: 2008 CERTIFICATION .......................................................................................................... 57
PROPOSED AMENDMENTS AND QUALIFICATIONS BY TENDERER ............................................... 58
Other documents required for tender evaluation purposes
A copy of the Joint Venture Agreement (if applicable) - append to Schedule 2.
An original valid Tax Clearance Certificate issued by the South African Revenue Services - append to
Schedule 3.
Curriculum Vitae of Key Personnel as applicable - append to Schedule 8.
Documentary evidence/proof of Professional Indemnity Insurance - append to Schedule 10.
A proposed Statement of Methodology - append to Schedule 11.
A statement of expertise/experience of key personnel relevant to project - append to Schedule 12.
Documentary evidence/proof of ISO 9001: 2008 certification - append to Schedule 14.
A proposed resource allocation schedule - append to Schedule 16.
Returnable Schedules that will be incorporated into the Contract
16: ALLOCATION OF RESOURCES .......................................................................................................... 59
17: AUTHORISATION FOR THE DEDUCTION OF OUTSTANDING AMOUNTS OWED TO COUNCIL ..... 60
18: RECORD OF ADDENDA TO TENDER DOCUMENTS ......................................................................... 61
4.
Other documents that will be incorporated into the contract
19: PREFERENCING SCHEDULE……………………………………………………………………………..
5.
C1.1 The offer portion of the C1.1 Offer and Acceptance
6.
C1.2 Contract Data (Part 2)
7.
C2.2 Pricing Schedule
Tender
Part T2: Returnable documents
Reference No. 205C/2011/12
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62
T2.1
List of Returnable Documents
CITY OF CAPE TOWN
IRT OPERATIONS
TENDER No 205C/2011/12
PROVISION OF PROFESSIONAL SERVICES
MyCiTi INTEGRATED RAPID TRANSIT SYSTEM : Business Development, Industry Transition & Operations
T2.2 Returnable Schedules
Tender
Part T2: Returnable documents
Reference No. 205C/2011/12
28
T2.2
Returnable Schedules
CITY OF CAPE TOWN
IRT OPERATIONS
TENDER No 205C/2011/12
PROVISION OF PROFESSIONAL SERVICES
MyCiTi INTEGRATED RAPID TRANSIT SYSTEM : Business Development, Industry Transition & Operations
SCHEDULE 1: COMPULSORY ENTERPRISE QUESTIONNAIRE
The following particulars must be furnished. In the case of a joint venture, separate enterprise questionnaires in
respect of each partner must be completed and submitted.
Section 1: Name of enterprise: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Physical address of enterprise: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
(LOCAL OFFICE) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
........................................................
Section 2: VAT registration number, if any: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Section 3: CIDB registration number, if any: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Section 4: Particulars of sole proprietors and partners in partnerships
Name*
Identity number*
Personal income tax number*
* Complete only if sole proprietor or partnership and attach separate page if more than 3 partners
Section 5: Particulars of companies and close corporations
Company registration number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Close corporation number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Tax reference number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Section 6: Record of service of the state
Indicate by marking the relevant boxes with a cross, if any sole proprietor, partner in a partnership or director,
manager, principal shareholder or stakeholder in a company or close corporation is currently or has been within
the last 12 months in the service of any of the following:
a member of any municipal council
a member of any provincial legislature
a member of the National Assembly or the
National Council of Provinces
a member of the board of directors of any
municipal entity
an official of any municipality or municipal
entity
Tender
Part T2: Returnable documents
Reference No. 205C/2011/12
an employee of any provincial department, national
or provincial public entity or constitutional institution
within the meaning of the Public Finance
Management Act, 1999 (Act 1 of 1999)
a member of an accounting authority of any
national or provincial public entity
an employee of Parliament or a provincial
legislature
29
T2.2
Returnable Schedules
If any of the above boxes are marked, disclose the following:
Name of sole proprietor,
partner, director, manager,
principal
shareholder
or
stakeholder
Name of institution, public office, board
or organ of state and position held
Status of service
(tick appropriate column)
current
Within last
12 months
*insert separate page if necessary
Section 7: Record of spouses, children and parents in the service of the state
Indicate by marking the relevant boxes with a cross, if any spouse, child or parent of a sole proprietor, partner in a
partnership or director, manager, principal shareholder or stakeholder in a company or close corporation is
currently or has been within the last 12 months been in the service of any of the following:
a member of any municipal council
a member of any provincial legislature
a member of the National Assembly or
the National Council of Province
a member of the board of directors of
any municipal entity
an official of any municipality or
municipal entity
Name of spouse, child or
parent
an employee of any provincial department,
national or provincial public entity or constitutional
institution within the meaning of the Public
Finance Management Act, 1999 (Act 1 of 1999)
a member of an accounting authority of any
national or provincial public entity
an employee of Parliament or a provincial
legislature
Name of institution, public office, board
or organ of state and position held
Status of service
(tick appropriate
column)
Current Within last
12 months
*insert separate page if necessary
The undersigned, who warrants that he/she is duly authorised to do so on behalf of the enterprise:
i) authorizes the Employer to obtain a tax clearance certificate from the South African Revenue Services that my /
our tax matters are in order;
ii) confirms that the neither the name of the enterprise or the name of any partner, manager, director or other
person, who wholly or partly exercises, or may exercise, control over the enterprise appears on the Register of
Tender Defaulters established in terms of the Prevention and Combating of Corrupt Activities Act of 2004;
iii) confirms that no partner, member, director or other person, who wholly or partly exercises, or may exercise,
control over the enterprise appears, has within the last five years been convicted of fraud or corruption;
iv) confirms that I / we are not associated, linked or involved with any other tendering entities submitting tender
offers and have no other relationship with any of the tenderers or those responsible for compiling the scope of
work that could cause or be interpreted as a conflict of interest; and
v) confirms that the contents of this questionnaire are within my personal knowledge and are to the best of my
belief both true and correct.
SIGNED ON BEHALF OF TENDERER:
Tender
Part T2: Returnable documents
Reference No. 205C/2011/12
.............................................
30
T2.2
Returnable Schedules
CITY OF CAPE TOWN
IRT OPERATIONS
TENDER No 205C/2011/12
PROVISION OF PROFESSIONAL SERVICES
MyCiTi INTEGRATED RAPID TRANSIT SYSTEM : Business Development, Industry Transition & Operations
SCHEDULE 2: CERTIFICATE OF AUTHORITY FOR JOINT VENTURES
This returnable schedule is to be completed by joint ventures.
We, the undersigned, are submitting this tender offer in joint venture and hereby authorize Mr/Ms ……………….
………………………….., authorised signatory of the company, close corporation or partnership ………………….
………………………………………………………..., acting in the capacity of lead partner, to sign all documents in
connection with the tender offer and any contract resulting from it on our behalf.
NAME OF FIRM
ADDRESS
DULY AUTORISED
SIGNATORY
Lead partner
Signature…………………..
Name………………………
Designation………………..
Signature…………………..
Name………………………
Designation………………..
Signature…………………..
Name………………………
Designation………………..
Signature…………………..
Name………………………
Designation………………..
Note :
A copy of the Joint Venture Agreement (Refer to F2.13.1 in Part T1.2) showing clearly the percentage
contribution of each partner to the Joint Venture shall be appended to this schedule.
Tender
Part T2: Returnable documents
Reference No. 205C/2011/12
31
T2.2
Returnable Schedules
CITY OF CAPE TOWN
IRT OPERATIONS
TENDER No 205C/2011/12
PROVISION OF PROFESSIONAL SERVICES
MyCiTi INTEGRATED RAPID TRANSIT SYSTEM : Business Development, Industry Transition & Operations
SCHEDULE 3: A) TAX CLEARANCE CERTIFICATE AND B) FINANCIAL STATEMENTS
FOR CONTRACTS OVER R10 MILLION
A.
TAX CLEARANCE CERTIFICATE
An original valid Tax Clearance Certificate from the South African Revenue Service (SARS) shall be attached to
this Schedule or proof that the tenderer has made arrangements with SARS to meet his or her outstanding tax
obligations.
Each party to a Consortium/Joint Venture shall submit a separate Tax Clearance Certificate, or proof that he or she
has made the necessary arrangements with SARS.
SIGNED ON BEHALF OF TENDERER:
B.
.............................................
INFORMATION REQUIRED FOR CONTRACTS OVER R10 MILLION
Tenderers are referred to Clause F.2.18.1 and shall attach all the required documentation to this Schedule where a
tender price exceeds R10 million.
Each party to a Consortium/Joint Venture shall submit a separate set of documents.
SIGNED ON BEHALF OF TENDERER:
Tender
Part T2: Returnable documents
Reference No. 205C/2011/12
.............................................
32
T2.2
Returnable Schedules
CITY OF CAPE TOWN
IRT OPERATIONS
TENDER No 205C/2011/12
PROVISION OF PROFESSIONAL SERVICES
MyCiTi INTEGRATED RAPID TRANSIT SYSTEM: Business Development, Industry Transition & Operations
SCHEDULE 4: A) CONFIRMATION OF CoCT VENDOR DATABASE REGISTRATION AND
B) CONFIRMATION OF WCSD REGISTRATION
A) CONFIRMATION OF CoCT VENDOR DATABASE REGISTRATION
COMPANY NAME
REGISTERED
YES/NO
REGISTRATION NUMBER
IF APPLICABLE
Tenderers who are not registered on the City of Cape Town’s Vendor Database are not precluded from submitting
tenders, but must however be registered prior to the evaluation of tenders in order for their tenders to be
responsive.
In this regard it is the sole responsibility of tenderers to ensure that this requirement is complied with. In the case of
Joint Venture Partnerships this requirement will apply to each party to the Joint Venture.
B) CONFIRMATION OF WCSD REGISTRATION
COMPANY NAME
REGISTERED
YES/NO
REGISTRATION NUMBER
IF APPLICABLE
Tenderers who are not registered and verified on the Western Cape Supplier Database are not precluded from
submitting tenders, but must be registered and verified prior to the evaluation of tenders in order to qualify for
preference points.
In this regard it is the sole responsibility of tenderers to ensure that this requirement is complied with. In the case of
Joint Venture Partnerships this requirement will apply to each party to the Joint Venture.
Note: The evaluation of tenders shall be deemed to take place when the Employer’s Bid Evaluation Committee
meets to make a recommendation to the Bid Adjudication Committee.
SIGNED ON BEHALF OF TENDERER:
Tender
Part T2: Returnable documents
Reference No. 205C/2011/12
.............................................
33
T2.2
Returnable Schedules
CITY OF CAPE TOWN
IRT OPERATIONS
TENDER No 205C/2011/12
PROVISION OF PROFESSIONAL SERVICES
MyCiTi INTEGRATED RAPID TRANSIT SYSTEM: Business Development, Industry Transition & Operations
SCHEDULE 5A: DECLARATION IN TERMS OF THE MUNICIPAL FINANCE
MANAGEMENT ACT (No. 56 of 2003)
Item
1.1
Question
Is the Tenderer or any of its directors listed on the National Treasury’s database as a company or person
prohibited from doing business with the public sector?
(Companies or persons who are listed on this database were informed in writing of this
restriction by the National Treasury after the audi alteram partem rule was applied).
1.1.1
If so, furnish particulars:
1.2
Is the Tenderer or any of its directors listed on the Register for Tender Defaulters in terms of section 29
of the Prevention and Combating of Corrupt Activities Act (No 12 of 2004)?
(To access this Register enter the National Treasury’s website, www.treasury.gov.za, click on the
icon “Register for Tender Defaulters” or submit your written request for a hard copy of the
Register to facsimile number 012 3265445).
1.2.1
If so, furnish particulars:
1.3
Was the Tenderer or any of its directors convicted by a court of law (including a court of law outside the
Republic of South Africa) for fraud or corruption during the past five years?
1.3.1
If so, furnish particulars:
1.4
Does the Tenderer or any of its directors owe any municipal rates and taxes or municipal charges to the
municipality / municipal entity, or to any other municipality / municipal entity, that is in arrears for more
than three months?
1.4.1
If so, furnish particulars:
1.5
Was any contract between the Tenderer and the municipality / municipal entity or any other organ of
state terminated during the past five years on account of failure to perform on or comply with the
contract?
If so, furnish particulars:
1.5.1
Yes
Yes
No
No
Yes
No
Yes
No
Yes
No
Yes
No
CERTIFICATION
I, THE UNDERSIGNED (FULL NAME) …………..……………………………................................................……
CERTIFY THAT THE INFORMATION FURNISHED ON THIS DECLARATION FORM TRUE AND CORRECT.
I ACCEPT THAT, IN ADDITION TO CANCELLATION OF A CONTRACT, ACTION MAY BE TAKEN AGAINST ME
SHOULD THIS DECLARATION PROVE TO BE FALSE.
………………………………………...
Signature
…………………………..
Date
……………………………………….
Position
…………………………..
Name of Tenderer
*where the entity tendering is a joint venture, each party to the joint venture must sign a declaration in terms of
the Municipal Finance Management Act and attach it to this schedule
Tender
Part T2: Returnable documents
Reference No. 205C/2011/12
34
T2.2
Returnable Schedules
CITY OF CAPE TOWN
IRT OPERATIONS
TENDER No 205C/2011/12
PROVISION OF PROFESSIONAL SERVICES
MyCiTi INTEGRATED RAPID TRANSIT SYSTEM : Business Development, Industry Transition & Operations
SCHEDULE 5B: CERTIFICATE OF INDEPENDENT TENDER DETERMINATION
I, the undersigned, in submitting this tender for Contract No. 205C/2011/12: MyCiTi INTEGRATED RAPID TRANSIT
SYSTEM: Business Development, Industry Transition & Operations
in response to the invitation for the tender made by the City of Cape Town, do hereby make the following
statements that I certify to be true and complete in every respect:
I certify, on behalf of: _________________________________________________________________________ that:
(Name of Tenderer)
1.
2.
I have read and I understand the contents of this Certificate;
I understand that this tender will be disqualified if this Certificate is found not to be true and complete in
every respect;
3.
I am authorized by the tenderer to sign this Certificate, and to submit this tender on behalf of the
tenderer;
4.
Each person whose signature appears on this tender has been authorized by the tenderer to determine
the terms of, and to sign, the tender, on behalf of the tenderer;
5.
For the purposes of this Certificate and this tender, I understand that the word “competitor” shall include
any individual or organization, other than the tenderer whether or not affiliated with the tenderer, who:
(a)
has been requested to submit a tender in response to this invitation to tender;
(b)
could potentially submit a tender in response to this invitation to tender, based on their
qualifications, abilities or experience; and
(c)
provides the same goods and services as the tenderer and/or is in the same line of business as
the tenderer;
6.
The tenderer has arrived at this tender independently from, and without consultation, communication,
agreement or arrangement with any competitor. However, communication between partners in a joint
1
venture or consortium will not be construed as collusive tendering;
7.
In particular, without limiting the generality of paragraph 6 above, there has been no consultation,
communication, agreement or arrangement with any competitor regarding:
8.
(a)
prices;
(b)
geographical area where product or service will be rendered (market allocation);
(c)
methods, factors or formulas used to calculate prices;
(d)
the intention or decision to submit or not to submit a tender;
(e)
the submission of a tender which does not meet the specifications and conditions of the tender; or
(f)
tendering with the intention not to win the tender;
In addition, there have been no consultations, communications, agreements or arrangements with any
competitor regarding the quality, quantity, specifications and conditions or delivery particulars of the
products or services to which this invitation to tender relates;
1
Joint venture or Consortium means an association of persons for the purpose of combining their expertise, property, capital, efforts, skill and
knowledge in an activity for the execution of a contract.
Tender
Part T2: Returnable documents
Reference No. 205C/2011/12
35
T2.2
Returnable Schedules
9.
The terms of this tender have not been, and will not be, disclosed by the tenderer, directly or indirectly,
to any competitor, prior to the date and time of the official tender opening or of the awarding of the
contract;
10. I am aware that , in addition and without prejudice to any other remedy provided to combat any
restrictive practices related to tenders and contracts, tenders that are suspicious will be reported to the
Competition Commission for investigation and possible imposition of administrative penalties in terms of
section 59 of the Competition Act No. 89 of 1998 and or may be reported to the National Prosecuting
Authority (NPA) for criminal investigation and or may be restricted from conducting business with the
public sector for a period not exceeding ten (10) years in terms of the Prevention and Combating of
Corrupt Activities Act No. 12 of 2004 or any other applicable legislation.
......................................................................................
Signature
.........................................................
Date
......................................................................................
Name
.........................................................
Position
Tender
Part T2: Returnable documents
Reference No. 205C/2011/12
36
T2.2
Returnable Schedules
CITY OF CAPE TOWN
IRT OPERATIONS
TENDER No 205C/2011/12
PROVISION OF PROFESSIONAL SERVICES
MyCiTi INTEGRATED RAPID TRANSIT SYSTEM: Business Development, Industry Transition & Operations
SCHEDULE 6: SERVICES PROVIDED TO ORGANS OF STATE
The tenderer shall indicate on the schedule below particulars of all services provided to organs of state by all
offices country wide in the last five years. Tenderers shall also indicate, by means of a cross (x) in the last
column, which, if any, of the services listed are of a similar nature, to those being tendered for in terms of this
tender.
Where the entity tendering is a joint venture, the particulars of services provided to organs of state by each
party to the joint venture, must be submitted as part of this schedule (additional pages may be added if
necessary).
SERVICES PROVIDED TO ORGANS OF STATE
TITLE OF PROJECT
VALUE OF
CONTRACT
EMPLOYER
DATE
SIMILAR
COMPLETED SERVICE
SIGNED ON BEHALF OF TENDERER: …………………………………………………………………………………
Tender
Part T2: Returnable documents
Reference No. 205C/2011/12
37
T2.2
Returnable Schedules
CITY OF CAPE TOWN
IRT OPERATIONS
TENDER No 205C/2011/12
PROVISION OF PROFESSIONAL SERVICES
MyCiTi INTEGRATED RAPID TRANSIT SYSTEM: Business Development, Industry Transition & Operations
SCHEDULE NO. 7: CERTIFICATE FOR MUNICIPAL SERVICES AND PAYMENTS TO
SERVICE PROVIDER
To:
THE CITY MANAGER, CITY OF CAPE TOWN
CERTIFICAT E FOR MUNICIP AL S ERVICE S
AND P AYME NTS TO SE RVICE PRO VIDER
Information required in terms of the City’s Supply Chain Management Policy, Clauses 45.1 and 114.2
TENDER NO: 205C/2011/12: PROVISION OF PROFESSIONAL SERVICES MyCiTi INTEGRATED RAPID TRANSIT
SYSTEM : Business Development, Industry Transition & Operations
NAME OF THE TENDERER: ………………………………………………………………………………………..
FURTHER DETAILS OF THE TENDERER/S; Proprietor / Director/s / Partners, etc:
Physical Business address of the Tenderer
Municipal Account number(s)
If there is not enough space for all the names, please attach the additional details to the Contract Document
Name of Director /
Member / Partner
Identity Number
Physical residential address of
Director / Member / Partner
Municipal
Account number(s)
I, ___________________________________________________________________________, the undersigned,
(full name in block letters)
certify that the information furnished on this declaration form is correct and that I/we have no undisputed
commitments for municipal services towards a municipality or other service provider in respect of which
payment is overdue for more than 30 days.
________________________________________
Signature
THUS DONE AND SIGNED for and on behalf of the Tenderer/Contractor
at ………………………………………………..... on the ………. day of ……………………….…….........… 20…….
(PLACE)
(DATE)
(MONTH)
(YEAR)
Please Note:
Even if the requested information is not applicable to the Tenderer, the table above should be endorsed
Not Applicable and THIS DECLARATION MUST STILL BE SIGNED
38
Tender
Part T2: Returnable documents
T2.2
Reference No. 205C/2011/12
Returnable Schedules
CITY OF CAPE TOWN
IRT OPERATIONS
TENDER No 205C/2011/12
PROVISION OF PROFESSIONAL SERVICES
MyCiTi INTEGRATED RAPID TRANSIT SYSTEM: Business Development, Industry Transition & Operations
SCHEDULE 8: KEY PERSONNEL
The tenderer is referred to clause F.2.1.1.4 of the Tender Data and shall insert in the spaces provided below details of the key personnel required to be in the employment of the
tenderer or a specialist consultant/firm, in order for the tenderer to be eligible to submit a tender for this project. The Curriculum Vitae of each individual must be appended to this
schedule, and must substantiate the claimed qualifications, expertise and experience. Where registered with a relevant Council or Body, the relevant registration details must be
provided.
Position as
specified
Team leader
First name, surname
Current position
Qualifications
and details of
registration with
prof. body
……………………………………
……………………………………
……………………………………
……………………………………
……………………………………
……………………………………
……………………
……………………
……………………
……………………
……………………
……………………
……………………
……………………
……………………
……………………
……………………
……………………
Tender
Part T2: Returnable documents
Reference No. 205C/2011/12
Relevant expertise
No. of years of relevant
experience with notes on
what they relate to
……………………………………………………………
……………………………………………………………
……………………………………………………………
……………………………………………………………
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……………………………………
……………………………………
……………………………………
……………………………………
39
T2.2
Returnable Schedules
First name, surname
Current position
Qualifications
and details of
registration with
prof. body
Senior
Business
Strategist
……………………………………
……………………………………
……………………………………
……………………………………
……………………………………
……………………………………
……………………
……………………
……………………
……………………
……………………
……………………
BRT Business
Strategist
……………………………………
……………………………………
……………………………………
……………………………………
……………………………………
……………………………………
……………………
……………………
……………………
……………………
……………………
……………………
Position as
specified
Tender
Part T2: Returnable documents
Reference No. 205C/2011/12
Relevant expertise
No. of years of relevant
experience with notes on
what they relate to
……………………
……………………
……………………
……………………
……………………
……………………
……………………………………………………………
……………………………………………………………
……………………………………………………………
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40
T2.2
Returnable Schedules
First name, surname
Current position
Qualifications
and details of
registration with
prof. body
BRT
Institutional
Specialist
……………………………………
……………………………………
……………………………………
……………………………………
……………………………………
……………………………………
……………………
……………………
……………………
……………………
……………………
……………………
BRT Contract
Specialist
……………………………………
……………………………………
……………………………………
……………………………………
……………………………………
……………………………………
……………………
……………………
……………………
……………………
……………………
……………………
Position as
specified
Tender
Part T2: Returnable documents
Reference No. 205C/2011/12
Relevant expertise
No. of years of relevant
experience with notes on
what they relate to
……………………
……………………
……………………
……………………
……………………
……………………
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41
T2.2
Returnable Schedules
First name, surname
Current position
Qualifications
and details of
registration with
prof. body
Legal
specialist
……………………………………
……………………………………
……………………………………
……………………………………
……………………………………
……………………………………
……………………
……………………
……………………
……………………
……………………
……………………
BRT Planning
Specialist
……………………………………
……………………………………
……………………………………
……………………………………
……………………………………
……………………………………
……………………
……………………
……………………
……………………
……………………
……………………
Position as
specified
Tender
Part T2: Returnable documents
Reference No. 205C/2011/12
Relevant expertise
No. of years of relevant
experience with notes on
what they relate to
……………………
……………………
……………………
……………………
……………………
……………………
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42
T2.2
Returnable Schedules
First name, surname
Current position
Qualifications
and details of
registration with
prof. body
Financing
Specialist
……………………………………
……………………………………
……………………………………
……………………………………
……………………………………
……………………………………
……………………
……………………
……………………
……………………
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……………………
CDM
Specialist
……………………………………
……………………………………
……………………………………
……………………………………
……………………………………
……………………………………
……………………
……………………
……………………
……………………
……………………
……………………
Position as
specified
Tender
Part T2: Returnable documents
Reference No. 205C/2011/12
Relevant expertise
No. of years of relevant
experience with notes on
what they relate to
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43
T2.2
Returnable Schedules
First name, surname
Current position
Qualifications
and details of
registration with
prof. body
Specialist in
securing
advertising
……………………………………
……………………………………
……………………………………
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AFC Specialist
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Position as
specified
Tender
Part T2: Returnable documents
Reference No. 205C/2011/12
Relevant expertise
No. of years of relevant
experience with notes on
what they relate to
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……………………
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44
T2.2
Returnable Schedules
First name, surname
Current position
Qualifications
and details of
registration with
prof. body
Control Centre
Specialist
……………………………………
……………………………………
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Public
Transport
Operations
Specialist
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Position as
specified
Tender
Part T2: Returnable documents
Reference No. 205C/2011/12
Relevant expertise
No. of years of relevant
experience with notes on
what they relate to
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……………………
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45
T2.2
Returnable Schedules
First name, surname
Current position
Qualifications
and details of
registration with
prof. body
Facility
Management
Specialist
……………………………………
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Client Services
Specialist
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Position as
specified
Tender
Part T2: Returnable documents
Reference No. 205C/2011/12
Relevant expertise
No. of years of relevant
experience with notes on
what they relate to
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46
T2.2
Returnable Schedules
Position as
specified
Health and
Safety
Specialist
First name, surname
Current position
Qualifications
and details of
registration with
prof. body
……………………………………
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No. of years of relevant
experience with notes on
what they relate to
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Training
Specialist
Tender
Part T2: Returnable documents
Reference No. 205C/2011/12
Relevant expertise
47
T2.2
Returnable Schedules
First name, surname
Current position
Qualifications
and details of
registration with
prof. body
Data
Management
Specialist
……………………………………
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Security
Specialist
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Position as
specified
Tender
Part T2: Returnable documents
Reference No. 205C/2011/12
Relevant expertise
No. of years of relevant
experience with notes on
what they relate to
……………………
……………………
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48
T2.2
Returnable Schedules
First name, surname
Current position
Qualifications
and details of
registration with
prof. body
Contract
Administration
Specialist
……………………………………
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……………………………………
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……………………
Quality
Management
Specialist
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Position as
specified
Tender
Part T2: Returnable documents
Reference No. 205C/2011/12
Relevant expertise
No. of years of relevant
experience with notes on
what they relate to
……………………
……………………
……………………
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49
T2.2
Returnable Schedules
First name, surname
Current position
Qualifications
and details of
registration with
prof. body
Bus
Procurement
and
Maintenance
Specialist
……………………………………
……………………………………
……………………………………
……………………………………
……………………………………
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……………………
Ticket
Inspection /
Access Control
Specialist
……………………………………
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……………………
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……………………
……………………
Position as
specified
Relevant expertise
No. of years of relevant
experience with notes on
what they relate to
……………………
……………………
……………………
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SIGNED ON BEHALF OF TENDERER: …………………………………………………………………………………
Tender
Part T2: Returnable documents
Reference No. 205C/2011/12
50
T2.2
Returnable Schedules
CITY OF CAPE TOWN
IRT OPERATIONS
TENDER No 205C/2011/12
PROVISION OF PROFESSIONAL SERVICES
MyCiTi INTEGRATED RAPID TRANSIT SYSTEM: Business Development, Industry Transition & Operations
SCHEDULE 9: SUPPORT RESOURCES
The tenderer is referred to clause F.2.1.1.5 of the Tender Data and shall state below what software packages are
available for use on this project and whether or not they are currently owned/licensed by the tenderer, or are
available through other means.
SOFTWARE PACKAGE/S AVAILABLE FOR USE
NAME OF PACKAGE
DESCRIPTION
Currently
owned/
licenced
or other
SIGNED ON BEHALF OF TENDERER: …………………………………………………………………………………
Tender
Part T2: Returnable documents
Reference No. 205C/2011/12
51
T2.2
Returnable Schedules
CITY OF CAPE TOWN
IRT OPERATIONS
TENDER No 205C/2011/12
PROVISION OF PROFESSIONAL SERVICES
MyCiTi INTEGRATED RAPID TRANSIT SYSTEM: Business Development, Industry Transition & Operations
SCHEDULE 10: PROFESSIONAL INDEMNITY INSURANCE
The tenderer is referred to clause F.2.1.1.6 of the Tender Data and shall state below details of the professional
indemnity insurance held by the tenderer. Where the tenderer is a joint venture, each party to the joint venture must
submit details of their professional indemnity insurance. Proof of insurance or confirmation from a reputable
Insurance Broker that the tenderer is eligible for the prescribed professional indemnity insurance cover should
he/she be awarded the contract, must be appended to this schedule.
PROFESSIONAL INDEMNITY INSURANCE
NAME OF INSURED
NAME OF INSURER
LIMIT OF INDEMNITY IRO
EACH CLAIM
SIGNED ON BEHALF OF TENDERER: …………………………………………………………………………………
Tender
Part T2: Returnable documents
Reference No. 205C/2011/12
52
T2.2
Returnable Schedules
CITY OF CAPE TOWN
IRT OPERATIONS
TENDER No 205C/2011/12
PROVISION OF PROFESSIONAL SERVICES
MyCiTi INTEGRATED RAPID TRANSIT SYSTEM: Business Development, Industry Transition & Operations
SCHEDULE 11: PROPOSED STATEMENT OF METHODOLOGY
The tenderer shall append their proposed Statement of Methodology to this Schedule.
The Statement of Methodology must indicate the approach and methodology that the tenderer intends
following in order to reach the required outcomes, as set out in Part T1.2. The Statement of Methodology must
show that the tenderer has appreciated the Scope of Work, and has good insight as to what actions or
activities are required in order to comply with the Employer’s objectives. Tenderers should however endeavor
to keep their submissions concise but sufficiently detailed to enable proper assessment by the Employer.
SIGNED ON BEHALF OF TENDERER: …………………………………………………………………………………
Tender
Part T2: Returnable documents
Reference No. 205C/2011/12
53
T2.2
Returnable Schedules
CITY OF CAPE TOWN
IRT OPERATIONS
TENDER No 205C/2011/12
PROVISION OF PROFESSIONAL SERVICES
MyCiTi INTEGRATED RAPID TRANSIT SYSTEM: Business Development, Industry Transition & Operations
SCHEDULE 12: EXPERTISE AND EXPERIENCE OF KEY PERSONNEL
Notwithstanding having appended the Curriculum Vitae of the key personnel to Schedule 8 above, the tenderer
shall append to this schedule, a statement for each of the individuals identified, which indicates any fields of
specialisation and any recent experience that is relevant to this particular project (which may or may not have
formed part of the individual’s CVs). Tenderers should indicate what particular aspect of the project the
specialisation or experience is relevant to.
SIGNED ON BEHALF OF TENDERER: …………………………………………………………………………………
Tender
Part T2: Returnable documents
Reference No. 205C/2011/12
54
T2.2
Returnable Schedules
CITY OF CAPE TOWN
IRT OPERATIONS
TENDER No 205C/2011/12
PROVISION OF PROFESSIONAL SERVICES
MyCiTi INTEGRATED RAPID TRANSIT SYSTEM: Business Development, Industry Transition & Operations
SCHEDULE 13: TENDERER’S EXPERTISE AND EXPERIENCE
The Tenderer shall complete this form for each functional area as described in clauses 6 to 18 of Part C.3.1 (see
page 102). Should the Tenderer be entering into a relationship with a more qualified management partner/s, the
partner/s needs to complete the form for the relevant area of management expertise.
This form needs to be completed for preferably three relevant projects within the last five years or which were
underway at the time of the tender, regarding which references must be nominated. Where these are public
transport projects higher scores for experience will be awarded. Where the Tenderer submits fewer than three
references, the Tender must provide a justifiable explanation for doing so..
Each reference listed are to complete the Reference Questionnaire for inclusion in the tender document.
Project / s
Client:
Contact Person:
Tel. No
e-mail
Description of Service
Contract value
Start Date
Termination Date
Contract term
Any major non-compliance
/ dispute issues? Provide
details
………………………………………………………… ……………………………
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Reason for termination
………………………………………………………… ……………………………
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Comments:
………………………………………………………… ……………………………
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Tender
Part T2: Returnable documents
Reference No. 205C/2011/12
55
T2.2
Returnable Schedules
Reference Questionnaire – Tenderer’s Expertise and Experience
Please provide the following information and ratings relevant to the services provided by the contractor.
Name of Main Tenderer who is submitting this tender:
Name of Contractor being rated:
Contractor Contact Person:
Tel No:
Duration of Contract
Value of Contract:
Please provide a score out of 10 for each of the following questions (1 being poor and 10 being excellent)
Question:
Rating:
Overall satisfaction with contractor's performance?
Contractor's quality of workmanship?
Contractor's charge out rates?
Contractor's turnaround time to requests/problems?
Contractor's staff conduct and adherence to service protocols?
Any major non-compliance /
dispute issues? Provide details
………………………………………………………… …………………………
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Reason for termination
………………………………………………………… …………………………
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Comments:
………………………………………………………… …………………………
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Referring Company Name:
Contact Person:
Tel No.:
Email Address:
Declaration by Referring Company:
We hereby declare that the information above is accurate as at the date of signature of this document.
Date:
Company Stamp:
Signature:
Name in Block Letters:
The City reserves the right to contact references or other clients, and to score accordingly.
SIGNED ON BEHALF OF TENDERER: …………………………………………………………………………………
56
Tender
Part T2: Returnable documents
T2.2
Reference No. 205C/2011/12
Returnable Schedules
CITY OF CAPE TOWN
IRT OPERATIONS
TENDER No 205C/2011/12
PROVISION OF PROFESSIONAL SERVICES
MyCiTi INTEGRATED RAPID TRANSIT SYSTEM : Business Development, Industry Transition & Operations
SCHEDULE 14: ISO 9001: 2008 CERTIFICATION
If applicable, the tenderer shall append proof of their ISO 9001:2008 certification to this schedule.
Score points for quality will be awarded to tenderers who are ISO 9001:2008 certified. Where the entity
tendering is a joint venture, provided one of the parties is ISO 9001:2008 certified, and it has been indicated on
the Statement of Methodology submitted that, that party will take responsibility for quality management, then
the joint venture will be awarded the score points in this respect.
SIGNED ON BEHALF OF TENDERER: …………………………………………………………………………………
Tender
Part T2: Returnable documents
Reference No. 205C/2011/12
57
T2.2
Returnable Schedules
CITY OF CAPE TOWN
IRT OPERATIONS
TENDER No 205C/2011/12
PROVISION OF PROFESSIONAL SERVICES
MyCiTi INTEGRATED RAPID TRANSIT SYSTEM: Business Development, Industry Transition & Operations
SCHEDULE 15: PROPOSED AMENDMENTS AND QUALIFICATIONS BY TENDERER
The Tenderer should record any proposed deviations or qualifications he may wish to make to the tender
documents in this Returnable Schedule. Alternatively, a tenderer may state such proposed deviations and
qualifications in a covering letter attached to this tender and reference such letter in this schedule.
The Tenderer’s attention is drawn to clause F.3.8 of the Standard Conditions of Tender referenced in the Tender
Data regarding the Employer’s handling of material deviations and qualifications.
If no deviations or modifications are desired, the schedule hereunder is to be marked NIL and signed by the
Tenderer.
PAGE
CLAUSE OR ITEM
PROPOSAL
Number of sheets, appended by the tenderer to this Schedule ....................... (If nil, enter NIL).
SIGNED ON BEHALF OF TENDERER: ……………………...................................................……………….
Tender
Part T2: Returnable documents
Reference No. 205C/2011/12
58
T2.2
Returnable Schedules
CITY OF CAPE TOWN
IRT OPERATIONS
TENDER No 205C/2011/12
PROVISION OF PROFESSIONAL SERVICES
MyCiTi INTEGRATED RAPID TRANSIT SYSTEM : Business Development, Industry Transition & Operations
SCHEDULE 16: ALLOCATION OF RESOURCES
The tenderer shall append their proposed resource allocation to this schedule.
This schedule should include all personnel that are intended to be used in the execution of the work (including
the key personnel and others as may be necessary) with details of their name, qualification, title/job
description, a brief description of their function in relation to this project, whether or not they are in the
employment of the tenderer at present, and on what basis they will be involved in this project (part time
oversight role, full time for duration of certain activities, as and when required, etc).
This schedule should also include resources other than human (eg equipment, software, etc) that are relevant
to/necessary for and are available, or will be bought/hired in, for use on this project.
The employer may request more detailed information relating to the resources listed if deemed necessary.
SIGNED ON BEHALF OF TENDERER: …………………………………………………………………………………
Tender
Part T2: Returnable documents
Reference No. 205C/2011/12
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T2.2
Returnable Schedules
CITY OF CAPE TOWN
IRT OPERATIONS
TENDER No 205C/2011/12
PROVISION OF PROFESSIONAL SERVICES
MyCiTi INTEGRATED RAPID TRANSIT SYSTEM : Business Development, Industry Transition & Operations
SCHEDULE 17: AUTHORISATION FOR THE DEDUCTION OF OUTSTANDING AMOUNTS
OWED TO COUNCIL
To:
THE CITY MANAGER, CITY OF CAPE TOWN
From:
_________________________________________________________
(Name of Tenderer)
AUTHORISATION FOR THE DEDUCTION OF OUTSTANDING
AMOUNTS OWED TO COUNCIL
Extract from Supply Chain Management Policy, Clause 45.1:
“The City Manager may reject the bid or quote of any person if that person or any of its directors has:
45.1 failed to pay municipal rates and taxes or municipal service charges and such rates, taxes and
charges as are in arrears for more than three months,”
I, THE UNDERSIGNED, __________________________________________________________________ ____,
(FULL NAME IN BLOCK LETTERS)
hereby authorise the City of Cape Town to deduct the full amount outstanding by the
business organisation / Director / Partner, etc from any payment due to us / me.
…………………………………………………………….
Signature
THUS DONE AND SIGNED for and on behalf of the Bidder / Contractor
at ……………………………………………….. on the ………. day of ……………………….……… 20…….
(PLACE)
(DATE)
(MONTH)
(YEAR)
in the presence of the subscribing witnesses.
Tender
Part T2: Returnable documents
Reference No. 205C/2011/12
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T2.2
Returnable Schedules
CITY OF CAPE TOWN
IRT OPERATIONS
TENDER No 205C/2011/12
PROVISION OF PROFESSIONAL SERVICES
MyCiTi INTEGRATED RAPID TRANSIT SYSTEM : Business Development, Industry Transition & Operations
SCHEDULE 18: RECORD OF ADDENDA TO TENDER DOCUMENTS (ANNEX K)
We confirm that the following communications received from the Employer before the submission of this tender
offer, amending the tender documents, have been taken into account in this tender offer:
Date
Title or Details
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
Attach additional pages if more space is required.
Signed
Date
Name
Position
Tenderer
Tender
Part T2: Returnable documents
Reference No. 205C/2011/12
61
T2.2
Returnable Schedules
CITY OF CAPE TOWN
IRT OPERATIONS
TENDER No 205C/2011/12
PROVISION OF PROFESSIONAL SERVICES
MyCiTi INTEGRATED RAPID TRANSIT SYSTEM: Business Development, Industry Transition & Operations
SCHEDULE 19: PREFERENCING SCHEDULE
PF1 : Preferencing Schedule where preferences are granted in respect of HDI equity
1 Definitions
The following definitions shall apply to this schedule:
Equity ownership: The percentage of an enterprise or business owned by individuals or, in respect of a company, the
percentage of the company’s shares that are owned by individuals, who are actively involved in the management of an
enterprise or business and exercise control over the enterprise, commensurate with their degree of ownership at the
closing date of the tender.
Note: All claims for HDI equity ownership by an HDI will be considered according to the following criteria:
equity within private companies will be based on the percentage of equity ownership;
preference points will not be awarded to public companies and tertiary institutions;
- equity claims for a trust will only be allowed in respect of those persons who are both trustees and beneficiaries and
who are actively involved in the management of the Trust; and
a consortium or joint venture may, based on the percentage of the contract value managed or executed by their HDI
members, be entitled to equity ownership.
Historically disadvantaged individual (HDI): A South African citizen
a) who, due to the apartheid policy that had been in place, had no franchise in national elections prior to the introduction
of the Constitution of the RSA, 1983 (Act 110 of 1983) or the Constitution of the RSA, 1993 (Act 200 of 1993)
(“the Interim Constitution”), or
b) who is a female; or
c) who has a disability;
provided that a person who obtained South African citizenship on or after the coming to effect of the Interim Constitution,
is deemed not to be an HDI;
2 Conditions associated with the granting of preferences
The tenderer who claims a preference, undertakes to:
1)
2)
3)
4)
not subcontract more than 25% of the Net Amount of the Contract to a person who is not an HDI or does not
qualify for such preference.
maintain an HDI equity ownership of not less than that upon which the preference is based for the duration of
the Contract;
accept the sanctions set out in Section 3 below should conditions 1 or 2 be breached;
complete the Tender Preference Claim in respect of Enterprise Status or Structure in the Tendering Entity
contained in Section 4 below.
3 Sanctions relating to breaches of preferencing conditions
The sanctions for breaching the preferencing conditions are:
1. termination of the Contract; or
2. a financial penalty payable to the Employer equal to 1,25 times the number of tender evaluation points awarded in
respect of the preference claimed, multiplied by the contract price including Value Added Tax, divided by 100
4 Tender preference claim in respect of enterprise status or structure of the tendering entity
Number of preference points = NOP x EP / 100
NOP = maximum tender evaluation points provided for in the Preferential Procurement Policy Framework Act (Act 5 of
2000)
EP = the percentage of equity ownership by an HDI within the business enterprise.
I/we apply on behalf of my/our firm for a preference based on an HDI equity ownership percentage of ….….%
SEE NOTE OVERLEAF
Tender
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Reference No. 205C/2011/12
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T2.2
Returnable Schedules
NOTE:
Tenderers are required to be registered and verified on the Western Cape Supplier Database (WCSD) prior to the
evaluation of tenders in order to qualify for preference points. The Employer will verify the HDI equity ownership
percentage claimed by the tenderer (in 4 above) against that given on the WCSD. If any discrepancy exists, the
employer shall use the percentage given on the WCSD, in the formula above, to calculate the number of
preference points achieved by the tenderer. Where the entity tendering is a joint venture, the HDI equity
ownership percentage of each party shall be combined in proportion to the percentage contribution of each
party to the joint venture in order to determine the HDI status of the joint venture itself.
The undersigned, who warrants that he/she is duly authorised to do so on behalf of the firm or sole proprietor confirms
that he/she understands the conditions under which such preferences are granted and confirms that the tenderer will
satisfy the conditions pertaining to the granting of tender preferences.
Signature : ...............................................................................................................................……….
Name : .......................................................................................................................................………
Duly authorised to sign on behalf of : ............................................................................................………
Telephone : ......................................................................
Fax : ................................................................................
Date : ...............................................................................
For official use.
INITIALS OF CITY OFFICIALS AT TENDER
OPENING
1.
Tender
Part T2: Returnable documents
Reference No. 205C/2011/12
2.
3.
63
T2.2
Returnable Schedules
Part C1: Agreements and Contract Data
Pages
C1.1 Form of Offer and Acceptance ................................................... 65 – 70
C1.2 Contract Data ............................................................................... 69 – 74
C1.3 Occupational Health and Safety Agreement ............................. 73 – 76
Contract
Part C1: Agreements and contract data
Reference No. 205C/2011/12
64
C1
Agreements and contract data
For official use.
CITY OF CAPE TOWN
IRT OPERATIONS
INITIALS OF CITY OFFICIALS AT TENDER
OPENING
TENDER No 205C/2011/12
1.
2.
3.
PROVISION OF PROFESSIONAL SERVICES
MyCiTi INTEGRATED RAPID TRANSIT SYSTEM : Business Development, Industry Transition & Operations
C1.1 Form of Offer and Acceptance
Offer
The employer, identified in the acceptance signature block, has solicited offers to enter into a contract for the
procurement of:
CONTRACT 205C/2011/12: PROVISION OF PROFESSIONAL SERVICES : MyCiTi INTEGRATED RAPID TRANSIT
SYSTEM : Business Development, Industry Transition & Operations
The tenderer, identified in the offer signature block, has examined the documents listed in the tender data and
addenda thereto as listed in the returnable schedules, and by submitting this offer has accepted the conditions of
tender.
By the representative of the tenderer, deemed to be duly authorised, signing this part of this form of offer and
acceptance, the tenderer offers to perform all of the obligations and liabilities of the service provider under the
contract including compliance with all its terms and conditions according to their true intent and meaning for an
amount to be determined in accordance with the conditions of contract identified in the contract data.
THE OFFERED TOTAL OF THE PRICES INCLUSIVE OF VALUE ADDED TAX IS:
Rand . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . (in words);
R . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . (in figures).
This offer may be accepted by the employer by signing the acceptance part of this form of offer and acceptance and
returning one copy of this document to the tenderer before the end of the period of validity stated in the tender data,
whereupon the tenderer becomes the party named as the service provider in the conditions of contract identified in
the contract data.
Signature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Name . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Capacity . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
for the tenderer
(Name and . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
address of
organization/tenderer) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
....................................................................
Name and
signature
of witness . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Date . . . . . . . . . . . . . . . . . . . . . . . . . . .
...............................
Contract
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Reference No. 205C/2011/12
65
C1.1
Form of offer and acceptance
Acceptance
By signing this part of this form of offer and acceptance, the employer identified below accepts the tenderer’s offer.
In consideration thereof, the employer shall pay the service provider the amount due in accordance with the
conditions of contract identified in the contract data. Acceptance of the tenderer’s offer shall form an agreement
between the employer and the tenderer upon the terms and conditions contained in this agreement and in the
contract that is the subject of this agreement.
The terms of the contract, are contained in:
Part C1:
Part C2:
Part C3:
Part C4:
Agreements and contract data, (which includes this agreement)
Pricing data
Scope of work.
Background information
and drawings and documents or parts thereof, which may be incorporated by reference into the above listed Parts.
Deviations from and amendments to the documents listed in the tender data and any addenda thereto as listed in
the returnable schedules as well as any changes to the terms of the offer agreed by the tenderer and the employer
during this process of offer and acceptance, are contained in the schedule of deviations attached to and forming
part of this form of offer and acceptance. No amendments to or deviations from said documents are valid unless
contained in this schedule.
The tenderer shall within two weeks after receiving a completed copy of this agreement, including the schedule of
deviations (if any), contact the employer’s representative (whose details are given in clause F.1.1 of the contract
data) to arrange the delivery of any securities, bonds, guarantees, proof of insurance and any other documentation
to be provided in terms of the conditions of contract identified in the contract data. Failure to fulfill any of these
obligations in accordance with those terms shall constitute a repudiation of this agreement.
Notwithstanding anything contained herein, this agreement comes into effect on the date when the tenderer
receives one fully completed original copy of this document, including the schedule of deviations (if any). Unless the
tenderer (now contractor) within five working days of the date of such receipt notifies the employer in writing of any
reason why he cannot accept the contents of this agreement, this agreement shall constitute a binding contract
between the parties.
Signature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Name . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Capacity . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
for the
Employer CITY OF CAPE TOWN
Tower Block, Civic Centre,
12 Hertzog Boulevard
Cape Town
Name and . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
signature
of witness . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Date . . . . . . . . . . . . . . . . . . .
..............................
Contract
Part C1: Agreements and contract data
Reference No. 205C/2011/12
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C1.1
Form of offer and acceptance
Schedule of Deviations
1 Subject . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
...........................................................................
...........................................................................
...........................................................................
2 Subject . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
...........................................................................
...........................................................................
...........................................................................
3 Subject . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
...........................................................................
...........................................................................
...........................................................................
4 Subject . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
...........................................................................
...........................................................................
...........................................................................
5 Subject . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
...........................................................................
...........................................................................
...........................................................................
By the duly authorised representatives signing this agreement, the employer and the tenderer agree to and accept
the foregoing schedule of deviations as the only deviations from and amendments to the documents listed in the
tender data and addenda thereto as listed in the returnable schedules, as well as any confirmation, clarification or
changes to the terms of the offer agreed by the tenderer and the employer during this process of offer and
acceptance.
It is expressly agreed that no other matter whether in writing, oral communication or implied during the period
between the issue of the tender documents and the receipt by the tenderer of a completed signed copy of this
agreement shall have any meaning or effect in the contract between the parties arising from this agreement.
Contract
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Reference No. 205C/2011/12
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C1.1
Form of offer and acceptance
For the Tenderer:
Signature(s) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Name(s) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Capacity . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
(Name and . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
address of
organization/tenderer) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
....................................................................
Name and
signature
of witness . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Date . . . . . . . . . . . . . . . . . . . . . . . . . . .
For the Employer:
Signature(s) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Name(s) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Capacity . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
(Name and
address of
organization)
CITY OF CAPE TOWN
Tower Block, Civic Centre,
12 Hertzog Boulevard
Cape Town
Name and
signature
of witness . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Date . . . . . . . . . . . . . . . . . . . . . . . . . . .
Contract
Part C1: Agreements and contract data
Reference No. 205C/2011/12
68
C1.1
Form of offer and acceptance
CITY OF CAPE TOWN
IRT OPERATIONS
TENDER No 205C/2011/12
PROVISION OF PROFESSIONAL SERVICES
MyCiTi INTEGRATED RAPID TRANSIT SYSTEM : Business Development, Industry Transition & Operations
C1.2 Contract Data
Part 1: Contract Data provided by the Employer
GENERAL CONDITIONS OF CONTRACT
The General Conditions of Contract are the Standard Professional Services Contract (July 2009) (Edition 3 of
CIDB document 1015), as published by the Construction Industry Development Board – see Part C4.1.
The pro-formas attached to the Standard Professional Services Contract (July 2009) on pages 17 to 24 shall not
apply to this Contract and shall be replaced with the documentation bound into this Contract Document.
The General Conditions of Contract make several references to the Contract Data for specific data, which
together with the standard contract collectively describe the risks, liabilities and obligations of the contracting
parties and the procedures for the administration of the Contract. The Contract Data shall have precedence in the
interpretation of any ambiguity or inconsistency between it and the General Conditions of Contract.
The General Conditions of Contract shall be read in conjunction with the variations, amendments and additions
set out in the Contract Specific Data below. Each item of data given below is cross-referenced to the clause in the
General Conditions of Contract to which it mainly applies.
CONTRACT SPECIFIC DATA
The following contract specific data is applicable to this Contract:
Clause 1:
Add the following to
the definition of Employer:
The Employer is the CITY OF CAPE TOWN.
Add the following to the definition of Project:
The project is the PROVISION OF PROFESSIONAL SERVICES : MyCiTi INTEGRATED RAPID TRANSIT
SYSTEM : Business Development, Industry Transition & Operations
Add the following to the definition of Service Provider:
The contracting party may be a consortium/joint venture contracting as a formally constituted Joint Venture
Partnership, in which all parties are jointly and severally liable. In terms of this definition, the words consortium
and joint venture shall be regarded as synonymous.
Add the following to the definition of Start Date:
The Start Date is the date when the tenderer receives one fully completed original copy of this document,
including the acceptance part of the form of offer and acceptance, and schedule of deviations (if any), signed by
the authorized official of the Employer.
Clause 3.4 and Clause 4.3.2:
Add Replace the clause with the following:
Unless otherwise communicated in writing, the person authorised and designated to have authority in giving
instructions and receiving communications on the Employer’s behalf and interpreting and defining the Employer’s
policies and requirements in regard to the Services is the DIRECTOR: IRT OPERATIONS.
The address for receipt of communications is:
Name:
Sharon Hill
Tel:
+27 021 400 9354
Contract
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Reference No. 205C/2011/12
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C1.2
Contract Data
Fax:
E-mail:
Postal address:
+27 021 400 5697
sharon.hill@capetown.gov.za
IRT Operations
PO Box 1694
Cape Town, 8000
Physical address:
Tower Block
Civic Centre
12 Hertzog Boulevard
CAPE TOWN
8001
or as otherwise advised in writing by the Employer.
Clause 3.5:
Add the following:
The location for the performance of the Project will be the Cape Town Municipal Area, the City of Cape Town and
the Local Office of the service provider. Travel within South Africa and internationally may be required, and will be
subject to prior approval by the Employer’s representative.
Clause 3.9.3
Add the following:
The time-based fees used to determine changes to the Contract Price are as started in the Pricing Data.
Clause 3.15.1:
Add the following:
The programme shall be submitted within 14 days of receipt of the Acceptance of the tender Offer (the Start
Date).
Clause 3.16.2:
Add the following:
The indices are those contained in Table A of the P0141 Consumer Price Index for the CPI for all services
published by Statistics South Africa.
Clause 4.7
Add the following:
For payment purposes (refer to Clause 8 of Part C2.1: Pricing Assumptions) “Close-Out” has been included under
the Contract Administration and Inspection stage of the Service. The Service Provider will be required, at the time
of issue of the Certificate of Completion (to the Contractor) to claim the total fee (100%) for normal services, less
a 5% retention amount of the total fee. The retention will be released on successful completion of the contractor’s
maintenance period.
Clause 5.4.1:
Add the following:
The Service Provider is required to take out and maintain, for the full duration of the performance of this contract,
the following insurance cover:
1. Professional Indemnity Insurance providing cover in an amount of not less than R25 000 000 in respect of
each and every claim during the period of insurance.
2. Public Liability Insurance with a limit of indemnity of not less than R20 000 000 for any single claim, the
number of claims to be unlimited during the contract period.
3. Insurance in terms of the provisions of the Compensation for Occupational Injuries and Diseases (COID) Act,
Act No 130 of 1993.
The Service Provider shall ensure that any subcontractors engaged in construction activities shall, in addition to
the Public Liability and COID Insurances as described above, also take out and maintain contractors all risks
insurance to the value of the work being undertaken.
Clause 5.5:
Add the following:
The Service Provider is required to obtain the Employer’s prior approval in writing before taking any of the
following actions:
1. Replacing any of the key personnel listed at the time of tender.
2. Expenditure under any of the provisional items in the Pricing Schedule.
3. Travel outside the metropolitan boundaries of the City.
The Employer may at its election direct that it will manage a given resource provided through the Service
Provider, in which case the Service Provider need not manage the output of that resource, and thus will not carry
the risk regarding the quality and timing of the output of the resource. In such eventuality, the Service Provider
must reduce the cost for the relevant resource by 10% as against the tendered rate for such resource.
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Reference No. 205C/2011/12
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C1.2
Contract Data
Clause 7:
Amend as follows:
Replace all reference to the “Personnel Schedule” in Clause 7 with the “Allocation of Resources Schedule”
(Schedule 16).
Clause 8.1:
Add the following:
The Service Provider is to commence the performance of the Services within 14 days after the date that the
Contract becomes effective.
Clause 8.4.3(c):
Add the following:
The period of suspension under Clause 8.5 is not to exceed 6 months.
Clause 9.1:
Add the following:
Copyright of documents prepared for the project shall be vested with the Employer.
Clause 11.1:
Add the following:
A Service Provider may not subcontract any work which he has the skill and competency to perform, unless he
has the Employer’s prior approval in writing.
Clause 12.1.2:
Add the following:
Interim settlement of disputes is to be by mediation.
Clause 12.2.1:
Add the following:
In the event that the parties fail to agree on a mediator, the mediator is nominated by the President of the South
African Institution of Civil Engineering.
Clause 12.2.4:
Add the following:
Final settlement is by litigation.
Clause 14.2
Replace the clause with the following:
The Employer shall endeavour to pay any invoices within 30 days of receipt of a valid invoice. Service Provider’s
tax clearance certificate expires during the contract period, the Employer shall be entitled to withhold payment
without incurring any liability whatsoever, until a valid tax clearance certificate is submitted to the Employer.
Add the following new Clause after Clause 14.4:
Clause 14.5: Tax Invoices
Section 20(1) of the Value Added Tax Act of 1991 (Act 89 of 1991) requires that a supplier (person supplying
goods or services) who is registered as a VAT vendor issue to the recipient a tax invoice within 21 days of the
date of a supply whether requested or not.
The Service Provider shall provide a tax invoice (VAT invoice) which shall be included with each account
delivered to the Employer in terms of Clause 14. Failure by the Service Provider to provide a tax invoice (VAT
invoice) timeously may delay payment by the Employer and no interest shall accrue.
Clause 15:
Add the following:
The interest rate will be the prime interest rate of the Employer’s Bank at the time the amount is due.
Contract
Part C1: Agreement and Contract Data
Reference No. 205C/2011/12
71
C1.2
Contract Data
Part 2: Data provided by the Service Provider
The Service Provider is: ……………………………………………………………………………………………….
Postal Address:
……………………………………………………………………………………………………….
……………………………………………………………………………………………………….
Physical Address:
……………………………………………………………………………………………………...
………………………………………………………………………………………………………
Telephone:
…………………………………………..…
Facsimile:
…………………………………………..…
The authorised and designated representative of the Service Provider is:
Name:
……………………………………………………………………………………………………….
The address for receipt of communication is:
Address:
……………………………………………………………………………………………………….
……………………………………………………………………………………………………….
Telephone:
…………………………………………..…
Facsimile:
…………………………………………..…
SIGNED ON BEHALF OF TENDERER:
Contract
Part C1: Agreement and Contract Data
Reference No. 205C/2011/12
.............................................
72
C1.2
Contract Data
CITY OF CAPE TOWN
IRT OPERATIONS
TENDER No 205C/2011/12
PROVISION OF PROFESSIONAL SERVICES
MyCiTi INTEGRATED RAPID TRANSIT SYSTEM : Business Development, Industry Transition & Operations
C1.3 Occupational Health and Safety Agreement
AGREEMENT MADE AND ENTERED INTO BETWEEN THE CITY OF CAPE TOWN (HEREINAFTER CALLED
THE “EMPLOYER”) AND
……………………....................………………………………….............…………………………. ,
(Service Provider/Mandatary/Company/CC Name)
IN TERMS OF SECTION 37(2) OF THE OCCUPATIONAL HEALTH AND SAFETY ACT, ACT No. 85 OF 1993
AS AMENDED.
I, ……………………………………....……………………………................…………………………. , representing
……………………....................………………………………….............…………………………. , as an employer
in its own right, do hereby undertake to ensure, as far as is reasonably practicable, that all work will be performed,
and all equipment, machinery or plant used in such a manner as to comply with the provisions of the Occupational
Health and Safety Act (OHSA) and the Regulations promulgated thereunder.
I furthermore confirm that I am/we are registered with the Compensation Commissioner and that all registration
and assessment monies due to the Compensation Commissioner have been fully paid or that I/We are insured
with an approved licensed compensation insurer.
COID ACT Registration Number:
OR Compensation Insurer: ........................................................ Policy No.: .....................................................
I undertake to appoint, where required, suitable competent persons, in writing, in terms of the requirements of
OHSA and the Regulations and to charge him/them with the duty of ensuring that the provisions of OHSA and
Regulations as well as the Council’s Special Conditions of Contract, Way Leave, Lock-Out and Work Permit
Procedures are adhered to as far as reasonably practicable.
I further undertake to ensure that any subcontractors employed by me will enter into an occupational health and
safety agreement separately, and that such subcontractors comply with the conditions set.
I hereby declare that I have read and understand the appended Occupational Health and Safety Conditions and
undertake to comply therewith at all times.
I hereby also undertake to comply with the Occupational Health and Safety Specification and Plan.
Signed at .......................................on the......................................day of....................................20….
_______________________
Witness
____________________
Mandatary
Signed at ...................................... on the.....................................day of......................................20 ....
_______________________
Witness
Contract
Part C1: Agreement and Contract Data
Reference No. 205C/2011/12
____________________
for and on behalf of
City of Cape Town
73
C1.3
Health and Safety Agreement
OCCUPATIONAL HEALTH AND SAFETY CONDITIONS
1.
The Chief Executive Officer of the Contractor shall assume the responsibility in terms of Section 16(1) of
the Occupational Health and Safety Act (as amended). Should the Contractor assign any duty in terms of
Section 16(2), a copy of such assignment shall immediately be provided to the representative of the
Employer as defined in the Contract.
2.
All work performed on the Employer’s premises shall be performed under the supervision of the
construction supervisor who understand the hazards associated with any work that the Contractor performs
on the site in terms of Construction Regulations 2003.
3.
The Contractor shall appoint a Competent Person who shall be trained on any occupational health and
safety aspect pertaining to them or to the work that is to be performed.
4.
The Contractor shall ensure that he familiarises himself with the requirements of the Occupational Health
and Safety Act and that he, his employees, and any sub-contractors, comply with them.
5.
Discipline in the interests of occupational health and safety shall be strictly enforced.
6.
Personal protective equipment shall be issued by the Contractor as required and shall be worn at all times
where necessary.
7.
Written safe work procedures and appropriate precautionary measures shall be available and enforced,
and all employees shall be made conversant with the contents of these practices.
8.
No substandard equipment/machinery/articles or substances shall be used on the site.
9.
All incidents referred to in terms of Section 24 of the Occupational Health and Safety Act shall be reported
by the Contractor to the Department of Labour and the Employer.
10
The Employer hereby obtains an interest in the issue of any formal inquiry conducted in terms of Section
32 of the Occupational Health and Safety Act and into any incident involving a Contractor and/or his
employees and/or his sub-contractor/s.
11.
No use shall be made of any of the Employer’s machinery / plant / equipment / substance / personal
protective equipment or any other article without prior arrangement and written approval.
12.
No alcohol or any other intoxicating substance shall be allowed on the site. Any person suspected of being
under the influence of alcohol or any other intoxicating substance shall not be permitted access to, or
allowed to remain on the site.
13.
Prior to commencement of any work, verified copies of all documents mentioned in the agreement, must be
presented to the Employer.
Contract
Part C1: Agreement and Contract Data
Reference No. 205C/2011/12
74
C1.3
Health and Safety Agreement
Part C2: Pricing Data
Pages
C2.1 Pricing Assumptions................................................................... 76 – 78
C2.2 Pricing Schedule ......................................................................... 79 – 99
Contract
Part C2: Pricing Data
Reference No. 205C/2011/12
75
C2
Pricing Data
CITY OF CAPE TOWN
IRT OPERATIONS
TENDER No 205C/2011/12
PROVISION OF PROFESSIONAL SERVICES
MyCiTi INTEGRATED RAPID TRANSIT SYSTEM : Business Development, Industry Transition & Operations
C2.1 Pricing Assumptions
Pricing Assumptions mean the criteria as set out below, read together with all Parts of this contract document, which it
will be assumed in the contract, that the tenderer has taken into account when developing his prices.
1.
The short descriptions given in the Pricing Schedule below are brief descriptions used to identify the functions for
which rates and prices are required. Detailed descriptions of the functions to be priced are provided in the Scope
of Work.
2.
The rates, sums, percentage fees and prices in the Pricing Schedule are to be fully inclusive and covers all work
described under the several items. Such prices and rates are to cover all costs and expenses that may be
required in and for the execution of the work described in accordance with the provisions of the Scope of Work,
and shall cover the cost of all general risks, liabilities, and obligations set forth or implied in the Contract Data, as
well as overhead charges and profit.
3.
For the purpose of the Pricing Schedule, the following words shall have the meanings hereby assigned to them:
Unit:
Quantity:
Rate:
Amount:
Sum:
The unit of measurement for each item of work.
The number of units of work for each item.
The agreed payment per unit of measurement.
The product of the quantity and the agreed rate for an item.
An agreed lump sum payment amount for an item, the extent of which is described in the Scope
of Work, but the quantity of work which is not measured in any units.
Percentage Fee: The agreed fee for a service, the extent of which is described in the Scope of Works, expressed
as a percentage of a construction contract value or part thereof.
4.
A rate, sum, percentage fee and/or price as applicable, is to be entered against each item in the Pricing Schedule.
An item against which no price is entered will be considered to be covered by the other prices or rates in the
Pricing Schedule.
6.
Where quantities are given in the Pricing Schedule, these are provisional and do not necessarily represent the
actual amount of work to be done. The quantities of work accepted and certified for payment will be used for
determining payments due and not the quantities given in the Pricing Schedule. In respect of time based services,
the allocation of staff must be agreed with the employer before such services are rendered.
7.
Tenderers will note that the prices for some items are developed from a tendered fee expressed as a percentage
of an estimated contract value, or part thereof, which for tendering purposes, are given. Tenderers are required to
insert their tendered percentage fee in the space provided. Where prices have been developed from a tendered
fee, the final amount due to the Service Provider will be adjusted according to final contract values based on the
percentage fee tendered.
Only one (flat rate) percentage fee per item may be tendered. A percentage fee tendered on a sliding scale will
make the tender non-responsive.
8.
Tendered time-based fees (where the unit of measurement is time-based) shall be adjusted in terms of clause
3.16 of the Standard Professional Services Contract.
9.
The categories of persons (A, B, C, D, E) in respect of time-based rates shall be as defined as per the categories
below:
• Grade A: Shall mean a top practitioner whose expertise and relevant experience is nationally or internationally
recognized and who provides advice at a level of specialization where such advice is recognized as
that of an expert; and relevant degree or qualification, relevant registration and more than 15 years
relevant experience (unless reduced years of experience can be substantiated by the level of
expertise offered).
• Grade B: Shall mean a senior practitioner with a high level of expertise, and who carry the direct responsibility
for one or more specific functions related to a relevant project, who has a relevant degree or
Contract
Part C2: Pricing Data
Reference No. 205C/2011/12
76
C2.2
Pricing Schedule
qualification, relevant registration and more than 10 years relevant experience (unless reduced years
of experience can be substantiated by the level of expertise offered).
• Grade C: Shall mean professional staff with adequate expertise and relevant experience and who carry the
direct technical responsibility for one or more specific functions related to a relevant project; and
relevant degree or qualification, relevant registration and more than 5 years relevant experience
(unless reduced years of experience can be substantiated by the level of expertise offered).
• Grade D: Shall mean technical staff working under the direction and control provided by any person
contemplated in categories A, B or C, who has a relevant diploma or degree, and more than three
years relevant experience.
• Grade E: Matric or suitable expertise and experience.
10.
Provisional sums
a. Where provisional sums are provided in respect of additional services, these amounts may be omitted in part or
in full should the additional work not be required.
b. Where additional services are to be sub-contracted out by the Service Provider, which do not exceed R200
000,00 (including VAT) in value, the Service Provider will typically be required to invite three quotations
from suitably qualified sub-consultants/contractors.
c. Where the sub-contracted services are likely to exceed R200 000,00 (including VAT) in value, the Service
Provider shall follow an open tender process in respect of this work.
d. Where provided for in the Pricing Schedule, a mark up (extra over) in respect of all other costs, overhead
charges and profit will be applicable in respect of all sub-contracted services.
e. The Employer may approve the appointment of a sole provider, where there is justification in terms of the City’s
procurement procedure to do so.
f. Regarding the appointment of facilitators, professional advisors and industry liaison specialists who will perform
professional services regarding functional areas regarding industry transition, procurement shall be done
by direct appointment, after consultation with the relevant industry parties and with the written approval
of the Employer. The Service Provider may charge a mark-up regarding costs in this regard of this of
5%, on the basis that the Service Provider is not responsible for the professional output and timeline of
such professionals.
11.
Time-based fees are all-inclusive, and include allowances for overhead charges incurred by the Service Provider
as part of normal business operations, including the cost of management, as well as payments to administrative,
clerical and secretarial staff used to support professional and technical staff in general and not on a specific
project only, and for travel within the metropolitan area of Cape Town.
a.
b.
Time-based fees are calculated by multiplying the relevant hourly rate in the Pricing Schedule, with the
actual time spent per relevant staff member in rendering the services required by the client. The
maximum chargeable fees per day are for eight hours, irrespective of longer hours worked on the day.
Staff in mentorship and training are deemed to be included in the rate of professional staff, unless
otherwise agreed by the client.
12.
Tenderers are to note that only those recoverable expenses listed in the Pricing Schedule will be reimbursed to
the Service Provider.
a. No reimbursement of costs for subsistence, typing, printing/copying (other than reports and/or tender
documents), communications or computer hardware and/or software will be made and these costs will
be deemed to be included in rates, sums, percentage fees and prices for normal and additional
services rendered.
b. Payment for printing / copying will only be made for bulk copies of reports and drawings submitted to
the Employer or issued, as specified or requested by the Employer, and all drafts shall be for the
Service Provider’s account.
c. Travel by car outside of the metropolitan area of Cape Town shall be chargeable at the standard rate
as set by Council. Any other travel (eg by air) is subject to prior approval by the Employer’s
representative.
13.
Tenderers are to note that the planning for this contract is based on an eight year budget which may be subject to
change in terms of the contract. While the Employer has every intent to complete the full scope of works, the
Employer reserves the right to reduce or increase the scope of works according to the dictates of the budget, or to
terminate this contract, without adjustment to the agreed rates, sums or fees and without payment of any penalty
or surcharge in this regard. The Service Provider shall however be entitled to pro-rata payment for all services
Contract
Part C2: Pricing Data
Reference No. 205C/2011/12
77
C2.2
Pricing Schedule
carried out in terms of any adjustment to the Scope of Works or, in the case of termination, remuneration and/or
reimbursement as described in Clause 8.4.4 of the Standard Professional Services contract.
Contract
Part C2: Pricing Data
Reference No. 205C/2011/12
78
C2.2
Pricing Schedule
CITY OF CAPE TOWN
IRT OPERATIONS
TENDER No 205C/2011/12
PROVISION OF PROFESSIONAL SERVICES
MyCiTi INTEGRATED RAPID TRANSIT SYSTEM : Business Development, Industry Transition & Operations
C2.2 Pricing Schedule
Contract
Part C2: Pricing Data
Reference No. 205C/2011/12
79
C2.2
Pricing Schedule
CITY OF CAPE TOWN
IRT OPERATIONS
PROVISION OF PROFESSIONAL SERVICES
INTEGRATED RAPID TRANSIT SYSTEM : Business Development, Industry Transition & Operations
C2.2 Activity Schedule
Functional Area 1: Project management services
Item No.
Activity Description
Unit
Quantity
Rate
Amount
R
a)
c
Provide Services as described in the Scope of Work in
respect of: Project management services
Estimated level of effort:
Category A staff
Category B staff
Category C staff
Category D staff
Category E staff
50 person-weeks
hr
hr
hr
hr
hr
400
400
400
800
0
R
R
R
R
R
Rate Only
FUNCTIONAL AREA 1 TO SUMMARY
Contract
Part C2: Pricing Data
Reference No. 205C/2011/12
C2.2
Pricing Schedule
80
Functional Area 2: Business structure
Item No.
Unit
Activity Description
Quantity
Rate
Amount
R
a)
Provide Services as described in the Scope of Work in
respect of: Institutional plan
Estimated level of effort:
Category A staff
Category B staff
Category C staff
Category D staff
Category E staff
b)
24 person-weeks
hr
hr
hr
hr
hr
288
336
336
0
0
R
R
R
R
R
Rate Only
Rate Only
R
R
R
R
R
Rate Only
Rate Only
R
R
R
R
R
Rate Only
Rate Only
Provide Services as described in the Scope of Work in
respect of: Refinement of operating cost model and
fare policy
Estimated level of effort:
Category A staff
Category B staff
Category C staff
Category D staff
Category E staff
c)
c
26 person-weeks
hr
hr
hr
hr
hr
624
208
208
0
0
Provide Services as described in the Scope of Work in
respect of: Revenue flows
Estimated level of effort:
Category A staff
Category B staff
Category C staff
Category D staff
Category E staff
8 person-weeks
hr
hr
hr
hr
hr
64
128
128
0
0
FUNCTIONAL AREA 2 TO SUMMARY
Contract
Part C2: Pricing Data
Reference No. 205C/2011/12
C2.2
Pricing Schedule
81
Functional Area 3: Financing plan and advice
Item No.
Activity Description
Unit
Quantity
Rate
Amount
R
a)
Provide Services as described in the Scope of Work in
respect of: Financing options and advice
Estimated level of effort:
Category A staff
Category B staff
Category C staff
Category D staff
Category E staff
b)
40 person-weeks
hr
hr
hr
hr
hr
1120
320
160
0
0
R
R
R
R
R
Rate Only
Rate Only
R
R
R
R
R
Rate Only
R
R
R
R
R
Rate Only
Rate Only
Provide Services as described in the Scope of Work in
respect of: Clean Development Mechanism / Carbon
trading
Estimated level of effort:
Category A staff
Category B staff
Category C staff
Category D staff
Category E staff
c)
c
24 person-weeks
hr
hr
hr
hr
hr
480
288
96
96
0
Provide Services as described in the Scope of Work in
respect of: Fuel levy
Estimated level of effort:
Category A staff
Category B staff
Category C staff
Category D staff
Category E staff
24 person-weeks
hr
hr
hr
hr
hr
480
384
96
0
0
FUNCTIONAL AREA 3 TO SUMMARY
Contract
Part C2: Pricing Data
Reference No. 205C/2011/12
C2.2
Pricing Schedule
82
Functional Area 4: Tender and contract development
Item No.
Activity Description
Unit
Quantity
Rate
Amount
R
a)
Provide Services as described in the Scope of Work in
respect of: Incentive structure
Estimated level of effort:
Category A staff
Category B staff
Category C staff
Category D staff
Category E staff
b)
192
224
224
0
0
R
R
R
R
R
Rate Only
Rate Only
R
R
R
R
R
Rate Only
Rate Only
R
R
R
R
R
Rate Only
R
R
R
R
R
Rate Only
Provide Services as described in the Scope of Work in
respect of: Vehicle operator (VO) contracts
Category A staff
Category B staff
Category C staff
Category D staff
Category E staff
70 person-weeks
hr
hr
hr
hr
hr
1400
700
700
0
0
Provide Services as described in the Scope of Work in
respect of: Automated Fare Collection (AFC)
contract
Estimated level of effort:
Category A staff
Category B staff
Category C staff
Category D staff
Category E staff
d)
16 person-weeks
hr
hr
hr
hr
hr
Estimated level of effort:
c)
c
60 person-weeks
hr
hr
hr
hr
hr
720
720
720
240
0
Provide Services as described in the Scope of Work in
respect of: Control Centre (CC) contract
Estimated level of effort:
Category A staff
Category B staff
Category C staff
Category D staff
Category E staff
Contract
Part C2: Pricing Data
Reference No. 205C/2011/12
40 person-weeks
hr
hr
hr
hr
hr
800
320
320
160
0
C2.2
Pricing Schedule
83
Functional Area 4: Tender and contract development - Continued
Item No.
Activity Description
Unit
Quantity
Rate
Amount
R
e)
Provide Services as described in the Scope of Work in
respect of: Station Management (SM) contract
Estimated level of effort:
Category A staff
Category B staff
Category C staff
Category D staff
Category E staff
f)
50 person-weeks
hr
hr
hr
hr
hr
600
600
600
200
0
R
R
R
R
R
Rate Only
R
R
R
R
R
Rate Only
R
R
R
R
R
Rate Only
Provide Services as described in the Scope of Work in
respect of: Advertising contract
Estimated level of effort:
Category A staff
Category B staff
Category C staff
Category D staff
Category E staff
g)
c
35 person-weeks
hr
hr
hr
hr
hr
420
420
420
140
0
Provide Services as described in the Scope of Work in
respect of: Contracting retail and parking
management opportunities
Estimated level of effort:
Category A staff
Category B staff
Category C staff
Category D staff
Category E staff
52 person-weeks
hr
hr
hr
hr
hr
624
624
624
208
0
FUNCTIONAL AREA 4 TO SUMMARY
Contract
Part C2: Pricing Data
Reference No. 205C/2011/12
C2.2
Pricing Schedule
84
Functional Area 5: Business Development – Ancillary support
Item No.
Activity Description
Unit
Quantity
Rate
Amount
R
a)
Provide Services as described in the Scope of Work in
respect of: Peer review
Estimated level of effort:
Category A staff
Category B staff
Category C staff
Category D staff
Category E staff
b)
96
128
96
0
0
R
R
R
R
R
Rate Only
Rate Only
R
R
R
R
R
Rate Only
R
R
R
R
R
Rate Only
R
R
R
R
R
Rate Only
Rate Only
Rate Only
Provide Services as described in the Scope of Work in
respect of: Legal advice
Category A staff
Category B staff
Category C staff
Category D staff
Category E staff
40 person-weeks
hr
hr
hr
hr
hr
480
480
480
160
0
Provide Services as described in the Scope of Work in
respect of: Lessons learned in IRT / BRT
Estimated level of effort:
Category A staff
Category B staff
Category C staff
Category D staff
Category E staff
d)
8 person-weeks
hr
hr
hr
hr
hr
Estimated level of effort:
c)
c
30 person-weeks
hr
hr
hr
hr
hr
360
360
360
120
0
Provide Services as described in the Scope of Work in
respect of: Advisory support to subsequent
planning activities and Phase 2 implementation
Estimated level of effort:
Category A staff
Category B staff
Category C staff
Category D staff
Category E staff
35 person-weeks
hr
hr
hr
hr
hr
1260
140
0
0
0
FUNCTIONAL AREA 5 TO SUMMARY
Contract
Part C2: Pricing Data
Reference No. 205C/2011/12
C2.2
Pricing Schedule
85
Functional Area 6: Industry transition – Strategy
Item No.
Activity Description
Unit
Quantity
Rate
Amount
R
a)
Provide Services as described in the Scope of Work in
respect of: Transition strategy assistance
Estimated level of effort:
Category A staff
Category B staff
Category C staff
Category D staff
Category E staff
b)
c
24 person-weeks
hr
hr
hr
hr
hr
384
288
96
96
0
R
R
R
R
R
Rate Only
R
R
R
R
R
Rate Only
Provide Services as described in the Scope of Work in
respect of: Memorandum of Understanding with
industry
Estimated level of effort:
Category A staff
Category B staff
Category C staff
Category D staff
Category E staff
20 person-weeks
hr
hr
hr
hr
hr
640
80
40
40
0
FUNCTIONAL AREA 6 TO SUMMARY
Contract
Part C2: Pricing Data
Reference No. 205C/2011/12
C2.2
Pricing Schedule
86
Functional Area 7: Industry transition – Capacitation of existing industry
Item No.
a)
Activity Description
Extra over above item in respect of all administration of
invoice and overhead charges to a maximum of 5%
Category A staff
Category B staff
Category C staff
Category D staff
Category E staff
Amount
R
c
93,000,000
%
93,000,000
93,000,000
16 person-weeks
64
320
128
128
0
R
R
R
R
R
Rate Only
R
R
R
R
R
Rate Only
R
R
R
R
R
Rate Only
R
R
R
R
R
Rate Only
Provide Services as described in the Scope of Work in
respect of: Industry training workshops
Category A staff
Category B staff
Category C staff
Category D staff
Category E staff
16 person-weeks
hr
hr
hr
hr
hr
256
192
128
64
0
Provide Services as described in the Scope of Work in
respect of: Study tour for operators
Estimated level of effort:
Category A staff
Category B staff
Category C staff
Category D staff
Category E staff
e)
1
hr
hr
hr
hr
hr
Estimated level of effort:
d)
Provisional
Sum
Rate
Provide Services as described in the Scope of Work in
respect of: Industry outreach materials
Estimated level of effort:
c)
Quantity
Provide Services as described in the Scope of Work in
respect of: Facilitation and professional support
Estimated Provision for Facilitation and professional
support for industry transition.
b)
Unit
10 person-weeks
hr
hr
hr
hr
hr
200
80
80
40
0
Provide Services as described in the Scope of Work in
respect of: External Workshops
Estimated level of effort:
Category A staff
Category B staff
Category C staff
Category D staff
Category E staff
10 person-weeks
hr
hr
hr
hr
hr
200
80
80
40
0
FUNCTIONAL AREA 7 TO SUMMARY
Contract
Part C2: Pricing Data
Reference No. 205C/2011/12
C2.2
Pricing Schedule
87
Functional Area 8: Surveys and Data Management
Item No.
Activity Description
Unit
Quantity
Rate
Amount
R
a)
c
Provide Services as described in the Scope of Work in
respect of: Surveys and Data Management
Estimated level of effort:
Category A staff
Category B staff
Category C staff
Category D staff
Category E staff
3500 person-weeks
hr
hr
hr
hr
hr
0
7000
7000
14000
112000
R
R
R
R
R
Rate Only
FUNCTIONAL AREA 8 TO SUMMARY
Contract
Part C2: Pricing Data
Reference No. 205C/2011/12
C2.2
Pricing Schedule
88
Functional Area 9: Operational Support – Vehicle operations
Item No.
Activity Description
Unit
Quantity
Rate
Amount
R
a)
Provide Services as described in the Scope of Work in
respect of: Public Transport Operations
Estimated level of effort:
Category A staff
Category B staff
Category C staff
Category D staff
Category E staff
b)
40
120
120
120
0
R
R
R
R
R
Rate Only
Provide Services as described in the Scope of Work in
respect of: Event services
Category A staff
Category B staff
Category C staff
Category D staff
Category E staff
8 person-weeks
hr
hr
hr
hr
hr
16
48
112
64
80
R
R
R
R
R
Provide Services as described in the Scope of Work in
respect of: Surveys and Monitoring
Estimated level of effort:
Category A staff
Category B staff
Category C staff
Category D staff
Category E staff
d)
10 person-weeks
hr
hr
hr
hr
hr
Estimated level of effort:
c)
c
40 person-weeks
hr
hr
hr
hr
hr
80
80
80
80
1280
R
R
R
R
R
Provide Services as described in the Scope of Work in
respect of: Training
Estimated level of effort:
Category A staff
Category B staff
Category C staff
Category D staff
Category E staff
10 person-weeks
hr
hr
hr
hr
hr
20
120
180
80
0
R
R
R
R
R
Rate Only
FUNCTIONAL AREA 9 TO SUMMARY
Contract
Part C2: Pricing Data
Reference No. 205C/2011/12
C2.2
Pricing Schedule
89
Functional Area 10: Operational Support – Facilities management
Item No.
Activity Description
Unit
Quantity
Rate
Amount
R
a)
c
Provide Services as described in the Scope of Work in
respect of: Management and Maintenance on Public
Transport Facilities
Estimated level of effort:
Category A staff
Category B staff
Category C staff
Category D staff
Category E staff
10 person-weeks
hr
hr
hr
hr
hr
80
80
80
80
80
R
R
R
R
R
FUNCTIONAL AREA 10 TO SUMMARY
Contract
Part C2: Pricing Data
Reference No. 205C/2011/12
C2.2
Pricing Schedule
90
Functional Area 11: Operational Support – Client services
Item No.
Activity Description
Unit
Quantity
Rate
Amount
R
a)
Provide Services as described in the Scope of Work in
respect of: Client Services and Passenger
Information
Estimated level of effort:
Category A staff
Category B staff
Category C staff
Category D staff
Category E staff
b)
c
20 person-weeks
hr
hr
hr
hr
hr
80
160
280
160
120
R
R
R
R
R
Provide Services as described in the Scope of Work in
respect of: Stakeholder Structures
Estimated level of effort:
Category A staff
Category B staff
Category C staff
Category D staff
Category E staff
20 person-weeks
hr
hr
hr
hr
hr
80
160
280
160
120
R
R
R
R
R
FUNCTIONAL AREA 11 TO SUMMARY
Contract
Part C2: Pricing Data
Reference No. 205C/2011/12
C2.2
Pricing Schedule
91
Functional Area 12: Operational Support – Business Unit
Item No.
Activity Description
Unit
Quantity
Rate
Amount
R
a)
Provide Services as described in the Scope of Work in
respect of: Systems and Processes for the IRT
Operations
Estimated level of effort:
Category A staff
Category B staff
Category C staff
Category D staff
Category E staff
b)
100
350
350
200
0
R
R
R
R
R
Rate Only
R
R
R
R
R
Rate Only
Rate Only
Provide Services as described in the Scope of Work in
respect of: Organisation plan development,
facilitation, coordination and integration.
Category A staff
Category B staff
Category C staff
Category D staff
Category E staff
10 person-weeks
hr
hr
hr
hr
hr
80
200
120
0
0
Provide Services as described in the Scope of Work in
respect of: Health and Safety
Estimated level of effort:
Category A staff
Category B staff
Category C staff
Category D staff
Category E staff
d)
25 person-weeks
hr
hr
hr
hr
hr
Estimated level of effort:
c)
c
8 person-weeks
hr
hr
hr
hr
hr
16
64
160
64
16
R
R
R
R
R
Provide Services as described in the Scope of Work in
respect of: Safety and Security
Estimated level of effort:
Category A staff
Category B staff
Category C staff
Category D staff
Category E staff
Contract
Part C2: Pricing Data
Reference No. 205C/2011/12
5 person-weeks
hr
hr
hr
hr
hr
20
60
80
30
10
R
R
R
R
R
C2.2
Pricing Schedule
92
Functional Area 12: Operational Support – Business Unit - Continued
Item No.
Activity Description
Unit
Quantity
Rate
Amount
R
e)
Provide Services as described in the Scope of Work in
respect of: Inspection services
Estimated level of effort:
Category A staff
Category B staff
Category C staff
Category D staff
Category E staff
f)
5 person-weeks
hr
hr
hr
hr
hr
10
50
40
30
70
R
R
R
R
R
Provide Services as described in the Scope of Work in
respect of: Contract Administration
Estimated level of effort:
Category A staff
Category B staff
Category C staff
Category D staff
Category E staff
g)
c
30 person-weeks
hr
hr
hr
hr
hr
180
240
240
360
180
R
R
R
R
R
Provide Services as described in the Scope of Work in
respect of: Quality Management
Estimated level of effort:
Category A staff
Category B staff
Category C staff
Category D staff
Category E staff
10 person-weeks
hr
hr
hr
hr
hr
60
80
80
120
60
R
R
R
R
R
FUNCTIONAL AREA 12 TO SUMMARY
Contract
Part C2: Pricing Data
Reference No. 205C/2011/12
C2.2
Pricing Schedule
93
CITY OF CAPE TOWN
IRT OPERATIONS
PROVISION OF PROFESSIONAL SERVICES
INTEGRATED RAPID TRANSIT SYSTEM : Business Development, Industry Transition & Operations
C2.2 Activity Schedule
SPECIALIST PRINTING
Item No.
Description
Unit
Quantity
Rate
Amount
R
a)
b)
c)
d)
e)
c
Standard self adhesive vinyl with glazing
(Full Colour)
Printing: size 190 x 850mm,
No
285
R
Printing: size A3,
No
84
R
Apply / Install: size 190 x 850mm,
No
285
R
Apply / Install: size A3,
No
84
R
Printing: size 170 x 1500mm,
No
278
R
Printing: size 500 x 1200,
No
18
R
Printing: size A3,
No
168
R
Apply / Install: size 170 x 1500mm,
No
278
R
P5 self adhesive vinyl with glazing (Full
Colour) Incl Perspex backing
Apply / Install: size 500 x 1200,
No
18
R
Apply / Install: size A3,
No
168
R
Printing: size 170 x 1500mm,
No
252
R
Printing: size 415 x 1800,
No
26
R
Apply / Install: size 170 x 1500mm,
No
252
R
Apply / Install: size 500 x 1200,
No
26
R
Printing: size A0,
No
51
R
Apply / Install: size A0,
No
51
R
Printing: size 150mm diameter,
No
194
R
Apply / Install: size 150mm diameter,
No
194
R
P5 self adhesive vinyl with glazing (Full
Colour) Digitally printed onto white self
adhesive vinyl with varnish
150gram Paper A0 poster (Full Colour)
Reflective sticker (Full Colour)
TOTAL TO SUMMARY
Contract
Part C2: Pricing Data
Reference No. 205C/2011/12
C2.2
Pricing Schedule
94
CITY OF CAPE TOWN
IRT OPERATIONS
PROVISION OF PROFESSIONAL SERVICES
INTEGRATED RAPID TRANSIT SYSTEM : Business Development, Industry Transition & Operations
C2.2 Activity Schedule
Recoverable Expenses (Disbursements)
Item No.
Description
Unit
Quantity
Rate
Amount
R
a)
c
Recoverable expenses for printing/copying at
the request of the employer :
a).a specified below - Full colour (140gsm unless
otherwise stated):
1
Printing: size A0 (single copies or more)
No
800
R
2
Printing: size A1(single copies or more)
No
800
R
3
Printing: size A2 (usually 40 copies at a time,
or more)
No
8,000
R
4
Printing: size A3: first 1000 (or less)
No
14,000
R
5
Printing: size A3: per 1000 after first 1000
No
14,000
R
6
Printing: size A3, folded, Matt or gloss, 115g:
first 1000 (or less)
No
10,000
7
Printing: size A3, folded, Matt or gloss, 115g:
per 1000 after first 1000
No
10,000
8
Printing: size A4, folded, Matt or gloss, 115g:
first 1000 (or less)
No
30,000
No
30,000
No
15,000
R
Printing: size A4, folded, Matt or gloss, 115g:
per 1000 after first 1000
Printing/copying: size A4 (reports and tender
10
documents only)
9
a).b specified below - black and white (140gsm
unless otherwise stated):
1
Printing: size A0 (single copies or more)
No
800
R
2
Printing: size A1(single copies or more)
No
800
R
3
Printing: size A2 (usually 40 copies at a time,
or more)
No
8,000
R
4
Printing: size A3: first 1000 (or less)
No
14,000
R
5
Printing: size A3: per 1000 after first 1000
No
14,000
R
6
Printing: size A3, folded, Matt or gloss, 115g:
first 1000 (or less)
No
10,000
7
Printing: size A3, folded, Matt or gloss, 115g:
per 1000 after first 1000
No
10,000
8
Printing: size A4, folded, Matt or gloss, 115g:
first 1000 (or less)
No
30,000
No
30,000
No
15,000
R
No
800
R
No.
100
R
Printing: size A4, folded, Matt or gloss, 115g:
per 1000 after first 1000
Printing/copying: size A4 (reports and tender
10 documents only), incl insertion of colour pages
(priced above), where few
a).c
Compilation and binding of reports/tender
documents, books of drawings.
9
a).d Electronic Data provided on Compact Disk
Contract
Part C2: Pricing Data
Reference No. 205C/2011/12
C2.2
Pricing Schedule
95
b)
Recoverable expenses in respect of travelling.
Provisional
Sum
-
-
400,000
-
c)
Estimated Provision for Production and Display
of passenger information
Provisional
Sum
-
-
2,000,000
-
d)
Estimated Provision for honorariums for the
peer review panel members, as well as cover
travel costs, accommodation and refreshments
Provisional
Sum
-
-
1,000,000
-
e)
Extra over above item in respect of all
administration of invoice and overhead
charges to a maximum of 5%
%
1,000,000
f)
Estimated Provision for cover of the travelrelated costs of the Study Tour, including a 5%
admin fee chargeable by the Service Provider.
Provisional
Sum
-
-
10,000,000
-
g)
Other costs incurred on behalf of and with the
approval of the Employer.
Provisional
Sum
-
-
100,000
-
h)
Extra over above item in respect of all other
costs, overhead charges and profit.
%
100,000
-
TOTAL TO SUMMARY
Contract
Part C2: Pricing Data
Reference No. 205C/2011/12
C2.2
Pricing Schedule
96
CITY OF CAPE TOWN
IRT OPERATIONS
PROVISION OF PROFESSIONAL SERVICES
INTEGRATED RAPID TRANSIT SYSTEM : Business Development, Industry Transition & Operations
SUMMARY OF ACTIVITY SCHEDULE
A:
TOTAL FROM FUNCTIONAL AREA 1
R
0
B:
TOTAL FROM FUNCTIONAL AREA 2
R
0
C:
TOTAL FROM FUNCTIONAL AREA 3
R
0
D:
TOTAL FROM FUNCTIONAL AREA 4
R
0
E:
TOTAL FROM FUNCTIONAL AREA 5
R
0
F:
TOTAL FROM FUNCTIONAL AREA 6
R
0
G:
TOTAL FROM FUNCTIONAL AREA 7
R
0
H:
TOTAL FROM FUNCTIONAL AREA 8
R
0
I:
TOTAL FROM FUNCTIONAL AREA 9
R
0
J:
TOTAL FROM FUNCTIONAL AREA 10
R
0
K:
TOTAL FROM FUNCTIONAL AREA 11
R
0
L:
TOTAL FROM FUNCTIONAL AREA 12
R
0
M:
ADJUSTMENT FOR CONTRACT DURATION
Allow items (I - L) above as per annum costs to
be multiplied by the anticipated contract duration
of 8 years.
R
0
N:
TOTAL OF SPECIALIST PRINTING
R
0
O:
TOTAL OF RECOVERABLE EXPENSES
R
0
P:
SUB-TOTAL (Items A - H, M - O)
R
0
Q:
CONTINGENCIES
Allow the sum of 10% (ten percent) of the above
Sub-total for Contingencies to be spent as the
Employer may direct and to be deducted in whole
or in part if not required.
R
0
R:
TOTAL INCLUDING CONTINGENCIES
R
0
S:
VALUE ADDED TAX
ADD: VAT at the rate of 14% of R above
R
0
TENDER PRICE CARRIED FORWARD TO C1.1
FORM OF OFFER AND ACCEPTANCE (R+S)
R
0
T:
I, the undersigned, do hereby declare that the above is a properly priced Pricing Schedule forming part of this
Contract Document upon which my/our tender for Tender No. 205C/2011/12: PROVISION OF
PROFESSIONAL SERVICES: MyCiTi INTEGRATED RAPID TRANSIT SYSTEM : Business Development,
Industry Transition & Operations
SIGNED ON BEHALF OF THE TENDERER:
Contract
Part C2: Pricing Data
Reference No. 205C/2011/12
C2.2
Pricing Schedule
97
Part C3: Scope of Work
Page
C3.1 Scope of Work ............................................................................... 99
Contract
Part C3: Scope of Work
Reference No. 205C/2011/12
98
C3.1
Scope of Work
CITY OF CAPE TOWN
IRT OPERATIONS
TENDER No 205C/2011/12
PROVISION OF PROFESSIONAL SERVICES
MyCiTi INTEGRATED RAPID TRANSIT SYSTEM : Business Development, Industry Transition &
Operations
C3.1 Scope of Work
CONTENTS
PAGE
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
19.
20.
Introduction....................................................................................................................................................99
Background .................................................................................................................................................100
Employer’s objective....................................................................................................................................100
Use of reasonable skill and care .................................................................................................................101
Description of the services required ............................................................................................................101
Functional Area 1: Project management services .......................................................................................102
Functional Area 2: Business structure .........................................................................................................103
Functional Area 3: Financing plan and advice.............................................................................................104
Functional Area 4: Tender and contract development .................................................................................106
Functional Area 5: Business Development – Ancillary support ...............................................................111
Functional Area 6: Industry transition – Strategy .....................................................................................112
Functional Area 7: Industry transition – Capacitation of existing industry................................................114
Functional area 8: Surveys and Data Management.................................................................................116
Operational Support ................................................................................................................................116
Functional Area 9: Operational Support – Vehicle operations .................................................................116
Functional Area 10: Operational Support – Facilities management.........................................................118
Functional Area 11: Operational Support – Client services .....................................................................118
Functional Area 12: Operational / Business Development Support – Business Unit ...............................119
Project milestones, timeline and responsibility ........................................................................................121
Reporting requirements ...........................................................................................................................121
21.
22.
23.
24.
25.
26.
Procurement ............................................................................................................................................122
Format of communication ........................................................................................................................122
Key personnel..........................................................................................................................................122
Management meetings ............................................................................................................................125
Claims for payment..................................................................................................................................125
Employers right to recover costs .............................................................................................................125
1.
Introduction
The lack of quality public transport services in Cape Town has a negative impact on the city’s economic
competitiveness, environmental well-being, and the realisation of social equity. The MyCiTi Integrated Rapid
Transit (IRT) project is designed to transform the public transport sector by dramatically improving the customer
experience. This overall initiative will consist of an integrated package of measures, including: Metrorail services,
trunk road-based services, scheduled bus services, feeder bus services, improved pedestrian and bicycle
access, metered taxi integration, and park-and-ride facilities.
Contract
Part C3: Scope of Work
Reference No. 205C/2011/12
99
C3.1
Scope of Work
The first leg of the IRT that the City of Cape Town (“the City” of “the Employer”) is rolling out is a Bus Rapid
Transit (“BRT”) service. The service is known as the MyCiTi service. In the remainder of this document and the
Background Document referred to below, the terms IRT and MyCiTi are used interchangeably.
The project seeks to improve the quality of life of Cape Town citizens through the provision of a high-quality and
affordable public transport system. This request for consulting services focuses upon the development of highquality road-based services.
This tender is offered regarding Phases 1B and 2 of the implementation of the IRT project, in so far as these
phases can be implemented within the tender period of this contract, or its possible extension, as well as
professional services still required regarding Phase 1A of the IRT.
2.
Background
Several on-going and previous planning activities will form the basis for this tender.
The full MyCiTi IRT System is expected to be developed over a 10 to 20 year period through four project phases.
The overall planning process will include the range of activities required to achieve a technically, environmentally,
and financially viable system. The elements of the full planning activities include four distinct groups of activities:
1.
2.
3.
4.
System Plan: data collection, modelling, corridor and route identification, operational characteristics and
sizing, traffic impact studies, economic evaluation study;
Business Plan: business plan and institutional plan, operational contract development, ITS and fare
technology operational cost modelling and financing plan;
Infrastructure Design Plan: conceptual infrastructure plan, detailed engineering plan, modal integration
plan).
Monitoring and Evaluation Plan.
This project expects to borrow from the leading examples of BRT that have been implemented in the world today.
Background documents made available to tenderers are as follows:
•
Business Plan for Phase 1A, which can be downloaded from www.capetown.gov.za/en/irt, and then by
clicking on “Business Plan”.
•
Background Document on Phase 1A and 1B and Phase 2, attached as Part C4.2. Although the
Background Document applies primarily to Phase 1A, it should be read as guidance regarding the
Phase(s) that this tender relates to.
3.
Employer’s objective
a)
The objective of this proposal is to develop a high level Business Plan for all four phases of the
improved road-based public transport services in Cape Town, as well as a full Business and Operational
Support Plan for Phase 1B and Phase 2 of MyCiTi, and in some case regarding Phase 1A. The
Business Plan will provide the operator and institutional mechanisms required to ensure a profitable and
well-managed system is delivered.
b)
The Business Plan is the principal planning document for determining the profitability of the system, the
flow of revenues, the incentive structures, the institutional arrangements for managing the system, the
marketing and branding strategies, the capacitation of the existing operators, and the financing of the
system. Based on the Business Plan, the Employer’s objective is to design and contract a range of
operational contracts / tenders, and to design and implement an industry transition strategy.
c)
It is the Employer’s objective further to successfully commence, and complete the implementation of
Phase 1B and Phase 2 of the City’ Integrated Rapid Transit (IRT) System, including the commissioning
of service operations subject to the following:
(i) That expenditure at any one time does not exceed available funds
(ii) That a start up service regarding Phase 2 is commissioned as soon as practically possible after
appointment, preferably by in late 2013.
d)
Finally, it is the Employer’s objective to continue to provide effective transport services designed as part
of Phase 1A, and thus for the required professional services still required regarding Phase 1A also to be
provided by the Service Provider.
Contract
Part C3: Scope of Work
Reference No. 205C/2011/12
100
C3.1
Scope of Work
4.
5.
Use of reasonable skill and care
a)
The Service Provider’s attention is drawn to the fact that the project is being carried out within an
operating transport system which not only affects the City of Cape Town’s existing transportation
infrastructure and other assets but also its road users, pedestrians, commuters and current public
transport operators i.e. both taxi and bus operators.
b)
In addition, the project is of such a nature that it will not only affect property owners and active
businesses along the IRT corridors, it will also impact on the broader economic, spatial development
and environmental (biophysical, socio-economic and cultural) characteristics of the City of Cape Town
c)
It should also be noted that the current and planned investment in the IRT system represents a huge
capital investment to the City and has long term operating budget implications and the success of this
initial phase will strongly influence the rollout of further phases across the City.
d)
The successful implementation of Phases 1A, 1B and 2 of the IRT system is therefore of critical
importance to the City of Cape Town.
e)
The Service Provider is therefore required to provide all aspects of the Service with all reasonable care,
diligence and skill in accordance with generally accepted professional techniques and standards.
f)
Safety of persons and property is of paramount importance, as is the minimisation of disruption and
inconvenience to the traveling public and businesses.
Description of the services required
a)
The Service Provider is required to provide the services as discussed from paragraph 6 onwards.
b)
The geographic scope of this tender:
(i)
It focuses on Phase 1B and 2 of the MyCiTi system. These phases are described in the
Background Document referred to in par 2. However, it is noted that the extent, physical
location and timing of these phases are in the early stages of development, and potentially
subject to substantial change during the currency of this tender.
(ii) The scope further extends to Phase 1A, where the Department: IRT Operations requires
professional input and / or support as set out in this Scope of Work regarding such phase. For
example, if a given operational contract in Phase 1A (such as the Station Services contract)
runs out or is terminated during the currency of this contract, the scope of this tender includes
the work set out in this tender regarding such service, such as the drafting of a subsequent
tender and contract.
c)
An “estimated level of effort” has been provided only for informational purposes. These estimations are
based upon experience from similar projects in the past. For the purposes of these estimations, a
“person-week” is defined as 40 hours of labour per week per person. However, these estimations may
not be indicative of the requirements for this particular initiative. Each project is dependent upon the
local context.
d)
Key personnel will be expected to operate out of the local office, as the exigencies of this project
require. To the extent that international expertise is employed in this initiative, at least 75 percent of the
international experts time should be spent in Cape Town while executing this project. The amount of
time each team member is expected to contribute to this initiative should be submitted along with the
amount of time the team member will be working within Cape Town.
e)
Regarding all areas of the services described below, the Service provider shall provide:
(i) The required legal advice, including drafting of legal opinions, contract drafting, legal input to all
reports as required – as required by the Employer. Where appropriate the Employer will obtain
legal input and / or sign-off from the City’s Legal Services regarding all such legal advice.
(ii) The required staff to assist in implementation of recommendations (as accepted or amended
by the Employer), in as far as the required staff is not available within the establishment of the
IRT Operations Department.
f)
Regarding all the functional areas and activities below, the Employer at its own discretion shall direct
which elements of these functional areas, activities and outputs the Service provider must deliver upon.
Where the Employer does not direct that such work commence, the Service Provider shall have no
Contract
Part C3: Scope of Work
Reference No. 205C/2011/12
101
C3.1
Scope of Work
claim against the Employer. Similarly, where work does commence but the Employer directs that work
on a given functional area activity or output should cease, the Service Provider shall not have a claim
against the Employer for work not yet done.
6.
g)
The Employer may at any time issue a sub-scope of work to the Service Provider falling within the
Scope of Work, and the Service Provider must then issue the Employer with a workplan, indicating the
methodology to be followed, and the category of resources and the time and disbursements permitted
by the contract required to fulfill the sub-scope of work, for the Employer’s approval. The Service
Provider may only invoice for satisfactory progress regarding such work, based on the approved
workplan, as approved by the Employer. The Employer may agree to an amended workplan, where
appropriate.
h)
Abbreviations and terms used in this tender document are defined in the Background Document which
forms part of this tender.
Functional Area 1: Project management services
Estimated level of effort: as described in Price Schedule
a)
The activities to be undertaken by the Service Provider include:
(i)
The provision of standard services described in of Board Notice 52 of 2010: Guideline Scope of
Services and Tariff of Fees for Persons Registered in terms of the Project and Construction
Management Professions Act, 2000, (Act No. 48 of 2000) published in Government Gazette
No. 33102, or relevant standards applicable to project management of operations, as amended
or amplified upon in the project brief below, including:
•
Overall project management services regarding this contract, including the development
and regular updates of Gantt charts outlining project programming and progress, including
monthly progress reports
•
Further professional project management services regarding the IRT Operations
Department, as required.
•
Project risk management.
(ii) Any or all of the Additional Services described in of Board Notice 52 of 2010: Guideline Scope
of Services and Tariff of Fees for Persons Registered in terms of the Project and Construction
Management Professions Act, 2000, (Act No. 48 of 2000) published in Government Gazette
No. 33102, as amended, the cost of which will be covered by a contingency or time based
allowance.
(iii) Record-keeping of all relevant meetings (participation list and minuting) including meetings
attended only for minuting purposes
b)
The Service Provider shall ensure that each functional area of this tender will be conducted in an
integrated and co-ordinated manner.
c)
Further, the project management team will have to demonstrate previous experience with successful
outcomes on similar large and complex projects, preferably in a Transport-related field.
d)
The Project Leader, hereafter referred to as the Project Manager, will report to the City’s Director: IRT
Operations or his delegate. All professional service providers / consultants (“consultant”) provided by
way of this tender will report to the Project Leader who may be appointed by the Employer as its agent
regarding other contractors employed by the Department IRT Operations. The Project Leader shall be
the entity through which all communications and instructions between the Employer and any consultant
employed through this tender shall occur.
e)
It is noted that the project management services required in terms of this tender will primarily focus on
more detailed project management regarding this contract and the IRT Operations Department, within
the context of any overall project management services that may be provided to the two relevant IRT
departments: IRT Operations and IRT Implementation. The Service Provider will be required to report,
regarding project management, to the IRT high-level project management contractor, being the Cape
Town IRT Project Managers Joint Venture (“PMIRT”), or a contractor replacing such contractor over
time.
f)
Outputs include:
•
Monthly progress reports
•
Effective project management, including regular Gantt charts
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•
•
7.
Input on risk management to PMIRT
Minutes
Functional Area 2: Business structure
a) Institutional plan
Estimated level of effort: as described in Price Schedule.
a)
The activities to be undertaken by the Service Provider include:
(i)
Reassessing the operational contract structure used in Phase 1A, as set out in the Background
Document, and providing a fully motivated report on where this is appropriate, where not, and
recommending specific changes.
•
Conducting such reassessment taking into account lessons learned in the IRT, in similar
systems elsewhere in South Africa, or elsewhere in the world
•
Providing all relevant professional advice as needed to implement changes to the
operational contract structure, as required by the Employer
(ii) Conducting the required investigations and drafting the required reports required for the
establishment of the envisaged Municipal Entity responsible for public transport (“the Municipal
Entity”), as input to the City’s Transport Department which is charged with leading this process
•
Providing all relevant professional governance and institutional support needed in the
process of formalising the Municipal Entity, as required by the Employer
•
Providing professional advice regarding the organigram of the Municipal Entity, along with
position descriptions for the required staff
(iii) Providing appropriate legal advice regarding the implementation of the proposed institutional
structure
(iv) Where appropriate, the above activities should be provided from a perspective of IRT
operations
b)
As regarding all other elements of this Scope of Work, the Service Provider shall work with City officials
when performing the above activities.
c)
Outputs include:
(i) Report on reassessment of operational contract structure
(ii) Reports and documents required regarding the establishment of the Municipal Entity
b) Refinement of operating cost model and fare policy
Estimated level of effort: as described in Price Schedule.
a)
The activities to be undertaken by the Service Provider include:
(i)
Refinement of operating cost model, as part of an iterative process together with the system
modelling undertaken by the System Planning division of IRT
(ii) Finalisation of given operating cost structure based on the proposed business plan
(iii) Refinement of the proposed fare policy and tariffs in conjunction with the proposed business
structure, working from the modelling done by the System Planning division of IRT.
b)
This stage enables the results from the previous System Plan to be reconciled with the findings and
conclusions of the Business Plan. To an extent, elements of the Business and System Plans require an
iterative process to optimise efficiencies and cost levels. The Business Structure will influence how
routings are developed. The routings then need testing through an Operational Cost Model to determine
if the tested scenarios meet expected fare and subsidy minimisation objectives.
c)
Outputs include:
(i) Reports on modelling of operational costs, as part of an iterative process with the System
Planning division of IRT.
(ii) Input to the Business Plan(s)
(iii) Cost modelling as required, forming part of negotiations of the vehicle operator contracts (see
below)
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c) Revenue flows
Estimated level of effort: as described in Price Schedule
a)
The activities to be undertaken by the Service Provider include:
(i)
Reassessment of how revenues flow from the customer and other sources of revenue to each
of the key parties (e.g. vehicle operators, automated fare collection contractor, control centre
contractor, municipal entity, City, etc.), taking into account the relevant current legal framework.
(ii) Provision of the precise calculations required for determining the revenue shares of each actor.
(iii) Recommending changes to the current model (of required).
8.
b)
The flow, control, and disbursement of revenues to the relevant parties underpins the credibility and
effectiveness of the business model. The development of a robust, transparent process will give each
party the appropriate level of confidence to participate in the initiative.
c)
Outputs include:
(i) Report on reassessment of revenue flow
(ii) Ongoing professional advice regarding implementation of changes to established systems of
revenue flow
Functional Area 3: Financing plan and advice
a) Financing options and advice
Estimated level of effort: as described in Price Schedule
1)
The activities to be undertaken by the Service Provider include:
a.
b.
c.
d.
e.
A critical reassessment of funding provided for the project to date.
Development of new financing options. This could include: city-wide parking levy and property
value capture along corridors, fuel levy, MyCiTi management of parking management in return
for fees (see below).
Calculation of likely revenues to be generated from the different options.
Engaging with over spheres of government, and with other municipalities and appropriate
bodies, regarding past and future funding, as directed by the Employer.
This could include system infrastructure financing, operator vehicle financing, operational
maintenance financing and financing of other relevant elements of the system.
2)
As indicated above, the Cape Town IRT represents the City’s largest investment to date in public
transport. The entire project will span a 10 to 20 year period of construction. Aligning the appropriate
financial resources will be critical to the project’s realisation.
3)
The project’s financing encompasses several components, including capital infrastructure, vehicle
procurement, and on-going infrastructure maintenance. The Service Provider shall devise financing
strategies for each all three of these project components, as directed by the Employer. The available
options to be explored include the financing sources given in the following table:
Activity Area
Financing Source
Infrastructure
Local, provincial, and national general tax revenues
Fuel taxes / fuel levies
Road pricing / congestion charging
Parking and loading fees
Improved enforcement of traffic regulations
Land value taxation and development contributions
Sales or leasing of commercial space near stations
Advertising
Merchandising
Commercial banks
Municipal bonds
Loans from the World Bank
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Equipment (e.g. vehicles)
Maintenance
4)
5)
6)
The Service Provider shall analyse such options for applicability to the IRT System. The Employer will
provide the Service Provider with the capital infrastructure cost estimates required to conduct this
analysis.
Regarding land value capture: Several mechanisms exist to capture value from the appreciation of
property and land values from the development of a high-quality public transport system. These
mechanisms include the Land Benefit Levy (LBL), development taxes, private sector contributions in
exchange for development rights, and the development of municipal-owned properties. The Service
Provider shall deliver a detailed evaluation of the potential revenue that could be generated from
property development and land value capture along the system’s corridors. The Service Provider shall
make recommendations regarding the form of a land value capture system for Cape Town.
Where the Employer decides to use land value capture mechanisms, it may direct the Service provider
to assist in the implementation of such mechanisms, or parts thereof, including:
a.
b.
c.
d.
e.
7)
Loans from regional development banks
National and sub-national development banks
Emissions trading
Emerging private investment options (e.g. PPPs)
Private sector operators / fare revenues
Bus manufacturers
Bi-lateral export banks
International Finance Corporation
Commercial banks
Local, provincial, and national general tax revenues
Fuel taxes / fuel levies
Road pricing / congestion charging
Parking and loading fees
Private sector operators / fare revenues
Articulation of the step-by-step activities required to secure implementation
Assistance in fulfilling the legal actions required for implementation
Identification of relevant property developers along Phase I and Phase II corridors
Fulfillment of property development negotiations with developers
Assistance to the City in the actual delivery of land value capture from the projects.
Outputs include:
a. Deliver a land value capture study detailing the options for capturing land value appreciation
from property development along the corridors along with an estimation of the potential
revenue from a land value capture and property development programme
b. Reports on other activities listed above.
c. Funding proposals.
d. Reports on engagements with other spheres of government and with funders.
b) Clean Development Mechanism / Carbon trading
Estimated level of effort: as described in Price Schedule
1)
The activities to be undertaken by the Service Provider include:
a.
b.
c.
d.
2)
Develop a methodology or utilise an existing methodology that has been approved for the
United Nations Framework Convention on Climate Change (UNFCCC) to prepare and submit a
fully-completed application to the UNFCCC for emission credits from the CDM. This includes
completing earlier draft applications, where necessary.
Articulate the process and resources required by the City to manage the emission credit
process into the future.
Provide professional support regarding any further phases regarding applications, monitoring,
reporting, or other steps required to obtain the relevant funding.
Conduct modelling, as required, to draft applications, monitoring or other reports.
Background
a. Greenhouse gas emissions, such as CO2 emissions from transport, have been implicated in
the growing global concern of climate change. In many parts of the world, such as the
European Union, active carbon markets have been developed to encourage countries and
businesses to reduce greenhouse gas emissions in an economically-efficient manner.
b. The Kyoto Protocol, under the auspices of the UNFCCC, has established the Clean
Development Mechanism (CDM) as a means for activities that reduce greenhouse gas
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emissions in developing nations to obtain carbon credits. These credits can then be sold on the
global market to gain revenues. BRT projects should be able to gain revenues from the CDM
programme.
3)
Outputs include:
a. A fully-completed application to the UNFCCC for carbon credits or similar mechanisms for the
relevant phase(s), aimed at establishing the carbon emission benefits of the project, and at
obtaining the relevant funding.
b. Other reports and monitoring activities, as directed by the Employer.
c) Fuel levy
Estimated level of effort: as described in Price Schedule
1)
The stated policy of the City of Cape Town is to gain access to the National fuel levy through a direct redistribution to the City. The amount to be allocated to the City is based upon the amount of fuel levy
collected from filling stations within the boundary of the City of Cape Town. This re-distribution could /
would also encompass any future fuel levy tax that could be applied by the Provincial or National
Government.
2)
Implementation of this policy requires the co-operation of National Government. The Service Provider
shall conduct a direct outreach effort to assist in achieving the implementation of this policy. Specifically,
the Service Provider shall undertake the following activities:
a.
b.
c.
d.
e.
3)
9.
Develop presentation materials on the City's case to Provincial and National Governments for
the re-distribution of the fuel levy.
Conduct briefing sessions with the relevant Provincial and National Government officials
Engage with other municipalities to build alliances in this regard, as well as other relevant for a.
Develop and distribute outreach materials on the motivations behind the re-distribution of the
fuel levy.
Minute the Provincial and National Government interactions and report on the progress.
Outputs include:
a. Reports on the above activities, as directed by the Employer.
b. Legislation to implement recommendations, as appropriate.
Functional Area 4: Tender and contract development
1)
2)
3)
In this section 9 terms have the following meaning, unless the context indicates otherwise:
a. “contract” includes subsequent amendments to a contract, as well as addenda to contracts, for
example to extend services to future phases;
b. “prospectus” means a document setting out the specifications regarding a relevant service, to
be used as a basis for drafting a contract, or to be attached to a tender document or contract,
or to be used to advise negotiation parties as to the extent and detail of the relevant service;
c. “tender documents” include requests for proposals (RFPs), tenders, and draft reports to
internal committees of Council;
When reference is made to a contract or another document, this could be limited at the discretion of the
Employer to a part of such contract or other document.
Any prospectus, tender document and contract developed by the Service Provider will be reviewed and
finalised by the Employer’s officials.
a) Incentive structure
Estimated level of effort: as described in Price Schedule.
1)
The activities to be undertaken by the Service Provider include:
a.
b.
c.
Reassessment of the incentives used to date in IRT operational contracts to ensure the highquality performance of each of the contracted parties
Proposed detailing of the rewards and penalties to be utilised in affecting quality performance.
Providing appropriate legal advice, including legal drafting input required into all operational
contracts, required to achieve the incentive structure accepted by the Employer.
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2)
The development of the various incentives affecting each vested stakeholder is a fundamental precursor
to developing the various contractual agreements between the parties. This analysis shall scrutinise
each party’s incentive structure from the perspective of both positive and negative behaviours. The
incentives shall include the rewards and penalties related to each party’s performance.
3)
Outputs include:
a. Report on reassessment of mechanism to incentivise quality performance.
b. Ongoing professional advice regarding implementation of changes as directed by the
Employer.
b) Vehicle operator (VO) contracts
Estimated level of effort: as described in Price Schedule.
1)
The scope of the VO Companies (VOCs), as presently conceived, is set out in the Background
Document referred to in par 2.
2)
The activities to be undertaken by the Service Provider include:
a.
b.
c.
d.
e.
f.
Assessing VO contracts used by the Employer or other cities to date, and drafting interim and
long-term VO contracts, as appropriate.
Developing the specifications for the VOCs, through a Prospectus.
Developing a tender document for the VO contracts.
Providing comment on NDOT standard BRT-type contracts, and engaging with NDOT as
appropriate.
Guidance to the City regarding the recommended procedures and strategies for the direct
operator tendering/negotiations, including advice from international advisors, taking into
consideration lessons learned in other BRT systems.
Professional support during the process of negotiations, as required, including cost modelling
(see par 7(b)).
3)
Based upon the initial outline from the activities in par 7 (Business Structure) and the buy-in from the
existing operators (par 11 Industry Transition Strategy and par 12 Capacitation), work can then proceed
in developing the Operational Contracts. Such models must be crafted to also carefully consider the
local context. The Service Provider shall work closely with City officials to ensure the draft contract will
meet the legal and quality requirements being proposed within the Cape Town IRT.
4)
Outputs include:
a.
b.
c.
Prospectus(es), setting out the specifications of the VO service and contracts.
Draft contract(s).
Drafts memos and reports as appropriate regarding the above activities.
c) Automated Fare Collection (AFC) contract
Estimated level of effort: as described in Price Schedule.
1)
The scope of the AFC contractor, as presently conceived, is set out in the Background Document
referred to in par 2.
2)
The activities to be undertaken by the Service Provider include:
a.
b.
c.
d.
3)
Assessing AFC contracts used by the Employer or other cities to date, taking into account the
operational management of such contracts, to learn lessons to benefit the activities below.
Developing the specifications for the AFC contractor for the Phase(s) covered by this tender,
through a Prospectus.
Developing a tender document for the AFC contractor, including an appropriate contract.
Providing professional advice and assistance
(i) during tender evaluation, as required, during negotiations with preferred bidders, as
authorised by the Bid Adjudication Committee (BAC) or another appropriate structure;
(ii) regarding matters of a technical nature, including relevant technologies or systems,
banking services agreements, etc regarding the AFC system;
(iii) to ensure effective quality control and project management of the contractor, once
appointed.
An independent fare collection and fare verification company is fundamental to implementing a system
that gives confidence to both the operators and the oversight management agency. The “fares” referred
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to in this section may include fares charged for parking, whether such parking is managed by the IRT
Operations Department or not.
4)
The Service Provider shall build upon the fare system technical specifications developed in the previous
System Planning tender to assist the Employer in developing tender specifications and contractual
languages for the fare management company.
5)
The Service Provider shall build upon the AFC set up during Phase 1A, and ensure that the AFC
specifications and tender is fully compatible with the Phase 1A AFC equipment and system, and
preferably effectively functions as one.
6)
Outputs include:
a.
b.
c.
Prospectus(es), setting out the specifications of this tender and contract.
Draft contract(s).
Drafts memos and reports as appropriate regarding the above activities.
d) Control Centre (CC) contract
Estimated level of effort: as described in Price Schedule.
1)
2)
The scope of the CC contractor, as presently conceived, is set out in the Background Document
referred to in par 2.
The activities to be undertaken by the Service Provider include:
(i)
Assessing CC contracts used by the Employer or other cities to date, taking into account the
operational management of such contracts, to learn lessons to benefit the activities below.
(ii) Developing the specifications for the CC contractor for the Phase(s) covered by this tender,
through a Prospectus.
(iii) Developing a tender document for the CC contractor, including an appropriate contract.
(iv) Providing professional advice and assistance
(i) during tender evaluation, as required, during negotiations with preferred bidders, as
authorised by the Bid Adjudication Committee (BAC) or another appropriate structure;
(ii) regarding matters of a technical nature, including relevant technologies, banking services
agreements, etc regarding the CC system;
(iii) to ensure effective quality control and project management of the contractor, once
appointed.
3)
The Service Provider shall build upon the CC set up during Phase 1A, and ensure that the CC
specifications and tender is fully compatible with the Phase 1A CC equipment and system, and
preferably effectively functions as one.
4)
Outputs include:
a.
b.
c.
Prospectus(es), setting out the specifications of this tender and contract.
Draft contract(s).
Drafts memos and reports as appropriate regarding the above activities.
e) Station Management (SM) contract
Estimated level of effort: as described in Price Schedule.
1)
The scope of the SM contractor, as presently conceived, is set out in the Background Document
referred to in par 2.
2)
The activities to be undertaken by the Service Provider include:
(i)
Assessing SM contracts used by the Employer or other cities to date, taking into account
the operational management of such contracts, to learn lessons to benefit the activities
below.
(ii) Developing the specifications for the SM contractor for the Phase(s) covered by this
tender, through a Prospectus.
(iii) Developing a tender document for the SM contractor, including an appropriate contract.
(iv) Providing professional advice and assistance
(i) during tender evaluation, as required, during negotiations with preferred
bidders, as authorised by the Bid Adjudication Committee (BAC) or another
appropriate structure;
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(ii) regarding matters of a technical nature, including relevant technologies or
systems, etc regarding the SM system;
(iii) to ensure effective quality control and project management of the contractor,
once appointed.
3)
Outputs include:
a)
b)
c)
Prospectus(es), setting out the specifications of this tender and contract.
Draft contract(s).
Drafts memos and reports as appropriate regarding the above activities.
f) Advertising contract
Estimated level of effort: as described in Price Schedule.
1)
In addition to other sources of revenue, over and above fares, for the expansion and sustaining of the
IRT, advertising on IRT infrastructure (including buses) is a potentially good source of revenue. The City
needs to ensure that the full advertising potential of the MyCiTi network can be realised, in compliance
with the City’s policies on outdoor advertising.
2)
There is an ongoing need for the drafting / updating of a strategic framework on which to base the
drafting of tenders, and for the actual drafting of relevant tender documents, as required. The framework
must be compatible with the overall vision and objectives for MyCiTi, which are about creating a liveable
city, including an aesthetically pleasing city environment. The framework needs to incorporate an overall
advertising management plan for MyCiTi setting out the best combination of traditional and nontraditional advertising. It needs to set out how MyCiTi can maximise advertising revenue under a
regulatory framework which suffers from overlapping jurisdictional authority. It must seek to capture as
much value as possible from the inherent advantages to advertisers offered by its network
characteristics. It is advisable for the City to address the issue of outdoor advertising in a
comprehensive and strategic manner using an appropriate combination of skills if revenue from this
source as well as overall visual impact in the city is to be optimised.
3)
IRT also needs to give input regarding the regulatory and legal framework, to facilitate alignment with
the overall strategic goals of the City in relation to the IRT system. The effectiveness of a advertising
strategic framework and master plan relies heavily on the coordination and integration of the following
three functions: regulation – technical guidelines; management; and development & planning (eg
database of new opportunities).
4)
Thus the objective of the advertising contract is to take the MyCiTi advertising space opportunity to
market with a tender process that:
a) Maximises financial return to MyCiTi.
b) Within the constraints of regulations.
c) Minimise administrative burden on the MyCiTi team.
d) Ensures that the procured contractor do all light maintenance and cleaning of the MyCiTi curb-side
busstops, or as amended by the Employer by issuing of directives to the Service Provider.
5)
The activities to be undertaken by the Service Provider include:
a)
b)
c)
d)
e)
f)
g)
6)
Assessing advertising contracts used by the Employer or other cities to date, taking into account
the operational management of such contracts, to learn lessons to benefit the activities below.
Developing and updating a strategic framework and master plan for advertising on the IRT
infrastructure.
Assessing the revenue potential of each part of the IRT advertising value chain.
Providing input regarding the regulatory and legal framework, to facilitate alignment between the
overall strategic goals of the City and the objectives of the IRT system.
Developing the specifications for the advertising contractor for the Phase(s) covered by this tender,
through a Prospectus.
Developing a tender document for the advertising contractor, including an appropriate contract.
Providing professional advice and assistance
•
during tender evaluation, as required, during negotiations with preferred bidders, as authorised
by the Bid Adjudication Committee (BAC) or another appropriate structure;
•
regarding matters of a technical nature, including relevant technologies or systems, etc;
•
to ensure effective quality control and project management of the contractor, once appointed.
Outputs include:
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a)
b)
c)
d)
Strategic framework and masterplan for advertising on IRT infrastructure.
Prospectus(es), setting out the specifications of this tender and contract.
Draft tenders and contract(s).
Drafts memos and reports as appropriate regarding the above activities.
g) Contracting retail and parking management opportunities
Estimated level of effort: as described in Price Schedule.
1)
Retail opportunities
a. At certain stations and other MyCiTi facilities where space allows, the City may, or the SM
contractor may be required to, establish retail spaces to be managed in terms of specifications
prescribed by the City. Subject to a management fee, income received from the rental of such
kiosks will be paid over to the City and, with the approval of the City, be considered as income
to the MyCiTi profit centre to defray the costs of the MyCiTi system. The SM contractor may be
required to design and manufacture of kiosks, the installation of any services, the maintenance
and cleaning of kiosks.
b. The City will itself be responsible for identifying suitable retail tenants in line with the provisions
of the City's by-laws and the Municipal Finance Management Act 56 of 2003, although the SM
contractor may be required to assisting the City in this process.
c. The objective of the retail contracting is to take relevant retail space on or around MyCiTi
stations and other facilities to market with a tender process that maximises financial return to
MyCiTi / the City; within the constraints of regulations and policy; minimises administrative
burden on the MyCiTi team.
2)
Parking management
a. The SM contractor may be requested to provide management services regarding parking in the
areas where MyCiTi services are rendered, the exception of areas forming part of the current
CBD managed parking areas. The purpose of this service is both to serve as a source of
revenue and as a way to enhance security in the area around stations and stops. It is planned
that members of the public making use of such parking will be required to use the contactless
EMV smart cards, and consideration will be given to reduced long-term parking for such users.
Within these areas, parking areas and kerbside parking that have specifically been identified by
the City or by the SM contractor as parking spaces to be managed may be handed over in a
phased process to the SM contractor for ongoing management and revenue collection.
b. Prior to installation of parking management in a given area, the SM contractor or the City will
conduct a feasibility study to determine whether parking management is feasible. This will
include a public participation process to consult the members of the public affected by the
proposal.
c. Once it is agreed that parking areas will be managed by the SM contractor, parking marshals
supplied by the SM contractor to manage parking areas must be provide parking management
services for the agreed hours.
3)
The context of this component of scope is described in the Background Document referred to in par 2, in
the section on the SM contractor.
4)
The activities to be undertaken by the Service Provider, regarding retail and / or parking management
service, include:
a.
b.
c.
d.
e.
f.
Conducting feasibility studies regarding retail opportunities on or around MyCiTi premises, or of
parking management in any areas service by MyCiTi
Developing the tender documents to procure tenants for use of retail opportunities, or to
procure contractors to provide parking management services;
Providing professional advice and assistance during tender evaluation, as required, during
negotiations with preferred bidders, as authorised by the Bid Adjudication Committee (BAC) or
another appropriate structure;
Provide professional advice regarding relevant matters of a technical nature, including relevant
technologies or systems, etc
Assessing whether it is appropriate for the City to use the Public Private Partnership (PPP)
mechanism to procure retail tenants, or to develop appropriate retail and other facilities on
premises used by MyCiTi, or in the vicinity of such premises, or to provide parking
management services as an alternative to these being provided by the SM contractor.
If the use of such a mechanism is supported by the City, assist in identifying the appropriate
opportunities, and in the drafting of the necessary documentation, and facilitation of the PPP
process.
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5)
Outputs include:
a.
b.
c.
d.
Prospectus(es), setting out the specifications of the retail / parking management opportunities
offered.
Draft contract(s) / tender(s).
Report(s) on the assessment of using PPP as a method of optimising retail opportunities /
parking management service opportunities around MyCiTi premises, as indicated above.
Draft further memos and reports as appropriate regarding the above activities.
10. Functional Area 5: Business Development – Ancillary support
a) Peer review
Estimated level of effort to set up the panel and to arrange peer review sessions: as described in Price Schedule.
Provisional sum to cover the honorariums for the peer review panel members, as well as cover travel costs,
accommodation and refreshments: R 1 000 000.00.
1)
The activities to be undertaken by the Service Provider include:
Assistance in establishment of Expert Panel to help provide oversight and advice to the project;
Management of Expert Panel sessions;
Procurement of travel logistics related to experts coming from outside the Cape Town area (e.g.
flights, hotels, daily allowances).
2)
The Service Provider shall assist the City of Cape Town in the development and organisation of an
Expert Panel consisting of local and international professionals who will be able to provide strategic and
technical insights into the structure of the project. The members of the Expert Panel will be chosen by
City officials, and the panel members will represent a range of academic institutions, professional
associations, and leading consultancies.
3)
The Service Provider shall co-ordinate and procure the travel logistics for the Expert Panel members
based outside of Cape Town. The travel logistics to be procured shall include airfare, hotel, and daily
subsistence. For purposes of this tender, the Service Provider will assume the following origin points for
the Expert Panel members from outside the Cape Town area:
Trip origin
Johannesburg, South Africa
New York, USA
Washington, USA
London, UK
Brisbane, Australia
Delhi, India
Sao Paulo, Brazil
Quito, Ecuador
Bogotá, Colombia
Pereira, Colombia
Number of
persons
2
1
2
1
1
1
1
1
1
1
4)
Additionally, the Service Provider will procure and administer the honorarium fee for each of the Expert
Panel members. A provisional sum has been provided to cover the honorariums for the panel members.
The Service Provider shall tender for all other costs by way of their time-based charge as set out in the
Price Schedule.
5)
For the purpose of the tender, the Service Provider should assume that the Expert Panel shall be
convened eight times during the course of the project for Expert Panel members based in Cape Town.
The Expert Panel shall be convened for two times during the course of the project for Expert Panel
members not based in Cape Town.
b) Legal advice
Estimated level of effort: as described in Price Schedule.
The activities relevant to the scope of work to be undertaken by the Service Provider include:
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Legal opinions
Drafting of terms and conditions of use of the MyCiTi system, and a range of similar documents
Drafting of Bylaws and regulations as may be required
Drafting of memos / submissions
Drafting of correspondence
c) Lessons learned in IRT / BRT
Estimated level of effort: as described in Price Schedule.
The activities to be undertaken by the Service Provider include:
Conduct interviews / workshops with IRT staff and consultants to draw out lessons learned in the
Cape Town IRT team regarding the Business Development, Industry Transition and Day-to-Day
Operations components
Conduct interviews / workshops with staff and consultants in similar projects elsewhere in South
Africa to draw out lessons learned in the same areas
Prepare a draft report for circulation and comment to interested parties
Convene a cross-city forums where these lessons are presented by the Service Provider, shared
/ debated
Finalise a report on lessons learned, with detailed recommendations on the issues falling within
the scope of this tender.
d) Advisory support to subsequent planning activities and Phase I implementation
Estimated level of effort: as described in Price Schedule.
The activities to be undertaken by the Service Provider include:
Inputs to Infrastructure Design Plan
Inputs to Phase 1B and 2 construction
Inputs to Phase IB and 2 start-up.
This tender is just one component in a suite of tenders to eventually deliver a new, high-quality public transport
system for the City of Cape Town. In order to ensure the appropriate level of co-ordination between each piece of
the planning process, the Service Provider could also be called upon to participate as an advisor in the
subsequent planning work that follows this tender. A specific number of person-days are thus being mandated for
the Service Provider to advise on the Infrastructure Design Plan, the Phase IB and 2 construction process, and
the Phase 2 start-up period.
11. Functional Area 6: Industry transition – Strategy
a) Transition strategy assistance
Estimated level of effort: as described in Price Schedule.
Transitioning the existing operators into the new business model is perhaps the greatest challenge to
successfully implement the IRT. While the new business structure offers the promise for greater efficiencies,
profitability, and employee satisfaction, there are considerable challenges to moving the industry towards the
new model. The phasing, communications package, and incentive structures will all play a role in convincing the
industry of the new model’s merits. There is a need to review the effectiveness of the strategy adopted for Phase
1A and assess its appropriateness for further phases of the project given the existing operators likely to be
affected.
The activities to be undertaken by the Service Provider include:
Development of step-by-step strategy and planning for transitioning existing operators (i.e.
scheduled bus operators, and the minibus taxi industry and any other industry stakeholders) to the
new business model;
Assessment of each of the issues listed below.
Based on lessons learnt in Phase 1A, some of the key decisions to be made within the transition strategy
include:
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•
What are the most appropriate mechanisms for engaging the minibus-taxi and bus industry and other
affected industry stakeholders in a manner that produces a positive result for both the City and the
industry?
•
To what extent will the new business model and previous business model co-exist (both spatially and
temporally)?
•
How will communications with the industry be managed?
•
How will existing bus subsidies be affected?
•
What should the role of nation, city-wide bodies, mother bodies and other structures be in this
Phase(s)?
•
How should the bus companies be treated with regard to VOC groupings?
•
How many VOCs are appropriate for this Phase(s)?
•
Reassessment of the compensation policy used in Phase 1A, and development of a revised
compensation policy or alternative strategy.
•
How will existing licensing issues be addressed and integrated within this initiative?
•
How will the taxi recapitalisation programme be integrated with this initiative?
•
How will entrepreneurship be developed for operators taking compensation with the aim to build new
business?
Outputs (which could be combined or subdivided as directed by the Employer):
•
Transition Strategy reports will represent the principal plan for re-structuring the industry. The Transition
Strategy will particularly require co-ordination with the Provincial Government, and will be reassessed as
further milestones or sub-phases of Phases 1B and 2 are rolled out.
•
Assessment reports on the above or related issues.
b) Memorandum of Understanding with industry
Estimated level of effort: as described in Price Schedule.
The activities to be undertaken by the Service Provider, as directed by the Employer, including support to the
Employer, in the following regard:
Cultivation of a rapport with industry officials in order to jointly craft the wording of Memoranda of
Understanding (MOUs) for a whole phase or different sub-phases or milestones as appropriate
Development of a model MOU document for City and Industry officials to review
Assistance in organising agreements over MOU wording
Launch of MOUs.
As an initial step to engaging the minibus and bus industry and other affected operators (if any), a Memorandum
of Understanding (MOU) can be an effective mechanism to create the basis for a shared vision between the City,
the Provincial Government, and the affected industry.
Some of the typical elements of an MOU would include the statement of common objectives between the City
and the industry, such as:
Statement of shared objective of service to the customer
Development of priority infrastructure to improve operational efficiency (e.g. more exclusive lanes
for operations)
Target of improving operator profitability and market stability
Intent to move more existing car users into public transport
No loss of employment during transition.
Once a set of shared objectives can be developed in a participatory manner, then there will be a greater chance
of success in transitioning the industry towards the new business structure.
Outputs:
•
MOU(s)
•
Launch(es)
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12. Functional Area 7: Industry transition – Capacitation of existing industry
a) Facilitation and professional support
Estimated level of effort: as described in Price Schedule.
The activities to be undertaken by the Service Provider include:
Establish a database of experienced and professional facilitators, legal advisors and business
advisors available to render services to the VOCs. Information of professional listed in the database
must include their charge out rates, qualifications, relevant experience, and availability.
In consultation with the City and the affected association representatives, identify and select VOC
Facilitators to manage the process of establishing vehicle operator companies, and facilitating the
negotiations of the Vehicle Operator contracts.
Contract the VOC Facilitators on terms acceptable to the Employer (the facilitators in turn shall be
required to procure and contract the services of Legal advisors and Business advisors acceptable
to the industry parties that they serve).
Pay the facilitators’ invoices as approved by the Employer
In consultation with the City, identify and select at least 8 (eight) Taxi Liaison Specialists who will
provide day-to-day support and capacitation to the minibus-taxi industry
Procure, manage, and administer the Taxi Liaison Specialists
Provide in-depth training on BRT and market transformation for the Taxi Liaison Specialists
Conduct audit of all minibus taxi operations in Cape Town, including association structures, substructures, employment figures, and individual positions
Assist in the development of outreach materials and strategies
Conduct workshop sessions for the minibus industry
Engage all minibus taxi representatives on a one-on-one basis.
The support and participation of the bus and minibus-taxi industry in the Cape Town Integrated Rapid Transit
System is essential to the project’s development. For this reason, a full-time team will be dedicated to working
closely with the industry on a day-to-day basis. This team will consist of Taxi Liaison Specialists working closely
with the VOC Facilitators and City officials. The exact number of Taxi Liaison Specialists will be determined by
consultations between the Service Provider and the City.
The Taxi Liaison Specialists will possess extensive experience in the industry as well as the aptitude to
successfully engage the industry with the new business model.
The Service Provider is responsible to provide intensive training of the Taxi Liaison Specialists to ensure that
they understand how the Bus Rapid Transit (BRT) concept can be successfully applied as a transition for the
existing bus and minibus industries in Cape Town. This training will include knowledge of the technical nature of
BRT, the business structure of BRT, and contract structures for the industry.
During the appointment, the Taxi Liaison Specialists will largely be working on a full-time basis. The principal
task of the Taxi Liaison Specialists is to facilitate the transformation of the existing operators into the new
business model. The success of this work will be determined by the number of minibus associations that have
agreed to enter the new formalised system.
The Taxi Liaison Specialists will be chosen in a consultation between the Service Provider and the City. These
individuals will possess significant previous experience in interacting with the minibus taxi industry in the Cape
Town area, or will have worked directly with the minibus taxi industry. At least one-half of the Taxi Liaison
Specialists should be fluent in the Xhosa language in addition to English. These individuals will possess
excellent communications and interpersonal skills. These individuals must also possess good word processing
skills and be able to draft quality written progress reports.
Outputs
•
Sourcing of professionals as required for activities to be undertaken.
•
Fully trained Liaison Specialists
b) Industry outreach materials
Estimated level of effort: as described in Price Schedule.
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The activities to be undertaken by the Service Provider include:
•
•
•
Determination of the form and language requirements of the outreach materials
Development of the outreach material content.
Video targeted to minibus taxi industry x 2 (one for the start of Phase 2, another to be produced 3 years
later or as directed by the Employer)
o Scripting of video targeted
o Procurement of background music to video
o Production of simulation video targeted to minibus taxi industry
o Duplication of video x 1 000.
An information package will be developed for the minibus and bus industry, which includes a range of distinct
stakeholders, such as owners, directors, drivers, and other employees. Each stakeholder within the industry
carries with him or her unique concerns and questions over a project of this type. Thus, the outreach materials
must ideally be crafted to each stakeholders needs. Further, the form and type of outreach material must be
appropriate to the audience. Many of the materials shall be produced in the Xhosa language. The form of the
outreach materials may include flyers, talking points or Frequently Asked Questions (FAQs), and posters.
Regarding the Video: Service Provider shall produce two videos describing the proposed system and providing a
simulation of its operation. Each video will be 12 to 15 minutes in length. The Service Provider shall work closely
with the City to develop a script for each video. The Service Provider shall then produce the full videos.
c) Industry training workshops
Estimated level of effort: as described in Price Schedule.
The activities to be undertaken by the Service Provider may include, as directed by the Employer:
Delivery of training and outreach courses to assist private scheduled bus companies (e.g. Golden
Arrow Bus Services) make the transition to the new business structure
Delivery of training and outreach courses to help the minibus taxi industry make the transition to the
new business structure.
Delivery of specialist training, post contracting, to hone the skills of staff and managers of the new
bus companies.
Formal workshops will conducted with each major audience. These workshops will initially begin the process of
building trust with the industry and then proceed to build-up additional detail for the projects. Ideally, the bus and
minibus industry will join the process as full partners who will contribute to the actual system design.
Outputs
•
Facilitating workshops
•
Preparing material to be used for workshops
•
Identifying and booking suitable venues
d) Study tour for operators
Estimated level of effort: as described in Price Schedule.
The activities to be undertaken by the Service Provider include:
Assistance in the selection of 100 industry representatives for participation in up to 6 study tours
Management and procurement of the logistical support to implementing the study tour (air flights,
hotels, daily subsistence allowances, local support fees in the Cities to be visited, etc.)
Assistance in the management of the actual study tours
Assistance in the preparation of study tour summary reports.
As has been the case in other successful BRT cities, it is useful to expose industry representatives to actual
system examples prior to full project commitment. Such visits help to build the confidence required, and help in
team and relationship building.
However, if the City deems the selection process of participants to be too complicated, the City may request that
the Study Tour involves officials and operators experienced in BRT systems visiting Cape Town. In this scenario,
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the Service Provider shall manage and procure the logistical support of bringing such officials to Cape Town for
capacity-building sessions with the local industry.
A provisional sum is being provided to cover the travel-related costs of the Study Tour: R 10 000 000, including a
5% admin fee chargeable by the Service Provider.
e) Workshops
Estimated level of effort: as described in Price Schedule.
The activities to be undertaken by the Service Provider include:
Assistance in procuring suitable venues for week-long workshops for industry representatives
Management and procurement of the logistical support to implementing the workshops (transport,
accommodation, expert facilitators, team building events, etc.)
Assistance in the management of the actual workshops
Assistance in the preparation of workshop reports.
13. Functional area 8: Surveys and Data Management
Estimated level of effort: as described in Price Schedule.
Surveys
• Design and undertake all public transport surveys
• Other surveys to obtain relevant operator information to input into compensation and other
financial models
• Capturing of all surveyed data for analyses by internal staff
The activities to be undertaken by the Service Provider include:
•
Recruitment of survey and capturing staff
•
Remuneration and transport provision for survey staff
•
Quality control mechanisms
•
Data storage facilities
Outputs
• Captured data in accepted and agreed to formats
• Development of compensation and other financial models
• Liaison with Regulatory entity wrt operating licence issues
14. Operational Support
The IRT Operations Business Unit is responsible for the operation of the IRT services. The Business Unit is
recruiting staff to undertake the necessary functions. Due to the specialised nature of the operations and
increased workload in the lead-up to and immediately following the introduction of the various milestones of the
IRT roll-out programme professional consulting services are required to provide specialist advice and support
necessary for the successful introduction of these milestones. The intellectual capital, systems and experience
developed in the initial milestone introductions needs to be carried forward into subsequent sub-phases and
phases of IRT roll-out.
The Business Unit covers four functional areas, discussed below, being:
•
Vehicle (Bus) Operations – see par 15;
•
Facilities Management – see par 16,
•
Client Services – see par 17; and
•
Business Unit Support. – see par 18.
15. Functional Area 9: Operational Support – Vehicle operations
This includes the following main functions:
(i) Management of the outsourced Vehicle Operator Contracts relating to the allocation, scheduling,
staging and deployment of the fleet.
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(ii) Management of the outsourced Vehicle Procurement and Maintenance Contracts with the Vehicle
Manufacturers or Service Agent and supervising maintenance and repairs undertaken by the Vehicle
Operator or other Service Providers and management of tools and equipment at Depots.
(iii) Management of the Control Centre relating to the monitoring and management of fleet movements,
CCTV surveillance of fleet and passenger movements, emergency radio communication and
electronic display of passenger information.
(iv) Training including Driver Training, Product Training and Driver Improvement Training.
The activities to be undertaken by the service provider include:
a) Providing specialist advice and support on public transport operations
Estimated level of effort: as described in Price Schedule.
•
•
•
•
•
•
•
•
Scheduling and timetables
Service notices
Vehicle procurement
Vehicle maintenance and repair
Driver and product training
Vehicle licensing and roadworthying
Operator permits
Training of contractors in bus maintenance
Outputs
Reports
Advisory assistance
b) Event services
Estimated level of effort: as described in Price Schedule.
Providing support in the development and management of event services and communication.
Outputs
IRT resourcing plans for events
Costing and Quotations
Service notices for contractors
Event communication notices
Service co-ordination and monitoring
Advisory assistance
c) Surveys and Monitoring
Estimated level of effort: as described in Price Schedule.
•
•
Design, undertake and analyse public transport surveys relating to passenger and vehicle movements.
Design undertake and analyse monitoring programmes relating to key performance indicators and
contract compliance.
Outputs
Reports
Advisory assistance
d) Training
Estimated level of effort: as described in Price Schedule.
To provide advice and support to ensure appropriate training material is developed for application by the Vehicle
Operating Companies and other role-players to ensure a high professional standard of service is provided to
customers.
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Outputs
Reports
Training Manuals
Advisory assistance
16. Functional Area 10: Operational Support – Facilities management
This includes the following main functions:
(i) Management of the outsourced Station Management Contracts relating to Station Operations, Station
Parking, Horticulture, Maintenance and Cleaning of Stations, CCTV Surveillance Systems, Station
Parking, Stops, Bus Lanes and associated Cycle Lanes, Lighting, Fencing, Signage and Markings and
display of Passenger Information including electronic display systems.
(ii) Management and Maintenance of the Fixed Assets relating to Facilities including, Stations, Depots,
Staging Areas, CCTV Surveillance Systems, Station Parking, Stops, Bus Lanes and associated Cycle
Lanes, Lighting, Fencing, Signage and Passenger Information Systems and Displays.
The activities to be undertaken by the service provider include:
a) Providing specialist support relating to the management and maintenance on
public transport facilities
Estimated level of effort: as described in Price Schedule.
•
•
•
•
Stations, station parking, stops and bus lanes
CCTV Surveillance
Passenger Information Displays
Lighting, Fencing, Signage and Markings
Depots
Staging areas
Cycle Lanes
Landscaping
Outputs
Reports
Maintenance Manuals
Advisory assistance
17. Functional Area 11: Operational Support – Client services
This includes the following main functions:
(i) Responding to and analysing passenger complaints.
(ii) Designing, producing and displaying passenger information and notices.
(iii) Developing and implementing new communication technologies
(iv) Establishing and running stakeholder groups relating to existing and potential users, industry
roleplayers, interested and affected parties and government.
The activities to be undertaken by the service provider include:
a) Client Services and Passenger Information
Estimated level of effort: as described in Price Schedule.
The activities to be undertaken by the Service Provider include:
•
•
Provide advice and support in responding to and analysing customer complaints.
Provide advice and support in designing passenger information displays for routes, fares,
timetables and displays.
•
Provide advice and support and develop systems for communicating passenger through
various media eg mobile media.
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•
•
Printing and placing of passenger displays on buses and at the IRT stations stops and other
places as required.
These activities could include, as directed by the Employer:
o Development of system routing map options
o Production of samples of final Phase I and full system routing maps
o Development of concept for local area maps at Phase I stations
o Production of samples of local area maps for Phase I stations
o Development of signage options for vehicles, stations and terminals
o Production of samples of vehicle, station and terminal signage
o Development of concept for station and vehicle audio announcements
o Production of samples of station and vehicle audio announcements.
Visual and audio information are one of the principal means by which the new system will interact with the
customers. The clarity and legibility of this information will greatly affect the system’s usability. Ultimately, the
final form of this informational infrastructure will be delivered within the separate Infrastructure Design tender.
However, the initial development of this material will be formulated by marketing specialists who will provide a
sample design from a customer-oriented perspective.
The Service Provider shall first provide at least five different options each for routing maps, local area maps at
stations, vehicle and station signage (entry, exit, fare instructions, etc.), and station and vehicle audio
announcements. The Service Provider shall then work with the City to recommend a final form of this visual and
audio information.
Outputs
•
•
•
•
•
Response to complaints
Customer complaint reports.
Display of Passenger information
New media for communicating passenger information
Advisory assistance
b) Stakeholder Structures
Estimated level of effort: as described in Price Schedule.
•
•
To provide advice and support in establishing and running stakeholder groups relating to
existing and potential users, industry role-players, interested and affected parties and
government
Provide support in responding to and analysing stakeholder queries.
Outputs
Functioning stakeholder groups
Stakeholder databases
Reports, record keeping and minutes.
18. Functional Area 12: Operational / Business Development Support –
Business Unit
Business Unit Support includes the following main functions:
(i) Management of the outsourced Fare Management Contract relating to Smart Card provision,
Distribution, Pin activation. Loading value, Fault testing. Card replacement, fare collection, card
validation, access control and transactional data downloading.
(ii) Setting up and maintaining data management systems, analysing data and trends, measuring Key
Performance Indicators.
(iii) Develop and maintain the Service Charter and MyCiTi rules.
(iv) Identification, evaluation and assessment of risks and development and maintenance of risk
management plans.
(v) Develop and maintain Health and Safety Plans and reporting systems.
(vi) Develop and maintain Security and Inspector requirements and co-ordinate and integrate with other
Security and Traffic Service sectors.
(vii) Business development support.
(viii) Develop and maintain contracts and service level agreements.
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(ix) Contract Administration.
The activities to be undertaken by the service provider include:
a) Setting up systems and processes for the IRT operations
Estimated level of effort: as described in Price Schedule.
The setting up of systems and processes to ensure sound data management processes and procedures are in
place to effectively manage IRT operations from a contractual, business and efficiency perspective.
•
•
•
•
•
•
•
•
Outputs
Contractual monitoring of both the operator and supplier contracts.
Gathering System Information to enable appropriate modeling review of the interim
service to be undertaken. This will include the refinement of timetables required for the
start-up and economical continuation of the interim service (ie. passenger demand
analysis).
Setting up systems for the monitoring and reporting on the functioning of the routes,
stations and depots (facilities).
Analysing data to support the modeling processes.
Analysing data to ensure that service providers meet the requirements laid out in their
contracts and service level agreements so that appropriate authorisation of payment can
occur.
Assisting in developing the systems and procedures required for fare management at IRT stations and
on IRT buses.
Developing and implementing work processes and protocols as well as resourcing and
deployment plans for IRT operations functions.
Ad Hoc assistance as required.
Develop and maintain standard operating procedures and work process manuals.
Develop and maintain contract monitoring and data management systems.
Develop and maintain resourcing and deployment plans for IRT Operations functions
Advisory assistance
b) IRT Operations: Organisation plan development, facilitation, coordination and
integration.
Estimated level of effort: as described in Price Schedule.
The development of an operations business plan to support the role out of the future IRT phases.
•
•
This would include the facilitation of business processes and development of key performance
indicators.
The integration and coordination across internal and external sections and departments.
Outputs
Business Plans
Advisory assistance
c) Health and Safety
Provide advice and support on Health and Safety relating to operations
•
•
Providing Health and Safety oversight and compliance according to legislation and best practice.
Advice on safety related signage
Outputs
Reports
Health and Safety Manuals
Advisory assistance
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d) Safety and Security
Estimated level of effort: as described in Price Schedule.
Providing advice and support to ensure the safety of IRT passengers and the security of IRT assets.
Outputs
Reports
Safety and Security Plans
Safety and Security Manuals
Advisory assistance
e) Inspection services
Estimated level of effort: as described in Price Schedule.
•
Design and analyse public transport ticket inspection services, or improvements required regarding
ticket inspections and compliance
Outputs
Reports
Advisory assistance
f) Contract administration
Estimated level of effort: as described in Price Schedule.
•
Providing advice and support relating to contract interpretation, certification of payments and the issuing
of penalties.
Outputs
Reports
Advisory assistance
g) Quality management
Estimated level of effort: as described in Price Schedule.
•
•
Certification and auditing compliance to be ISO registered.
Assessment and maintenance
Outputs
Quality management system
Quality Reports
Advisory assistance
19. Project milestones, timeline and responsibility
The tenderer shall submit a provisional schedule for completion of each major project deliverable as part of the
tender. If more than one entity is involved in the tender, the tender shall indicate which entity will be responsible
for which functional area, function or activity, and such entity shall confirm acceptance of such responsibility In
addition, the provisions of par 5 g) shall apply.
20. Reporting requirements
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Each of the expected outputs shall be presented by way of a report, a memo, a contract document, a prospectus
or presentation, as stipulated above. Final reports shall be submitted in both hard copy and electronic forms. It is
anticipated that 20 hard copies of each report will be required.
If mutually agreed upon by both the City of Cape Town and the Service Provider, the “draft plans” may be a
PowerPoint presentation rather than a fully written report.
The Service Provider shall also be required to be available for regular report back sessions with staff of the City
of Cape Town and must make allowance for at least bi-weekly meetings with the employer throughout all phases
of this project, focusing on the functional areas, functions or activities active at the time.
21. Procurement
a) Preference for HDI Equity Ownership
1)
The Employer applies and promotes the principles of preferential procurement.
2)
In terms of the Employer’s current Procurement Policy Initiative, this contract has been identified as a
Professional Services Contract targeting enterprises with equity ownership by Historically
Disadvantaged Individuals (HDIs) performing as prime contractors (including joint venture partnerships
tendering in the capacity of prime contractors). The Service Provider shall claim tender evaluation points
for preference by completing the preferencing schedule, Schedule 175, Part 2.2: Returnable Schedules.
The Employer will verify if any discrepancy exists. The employer shall use the percentage given on the
Western Cape Supplier Database (WCSD) to calculate the number of preference points achieved by the
tenderer. Where the entity tendering is a joint venture, the percentage HDI ownership of each party will
be combined in proportion to the percentage contribution of each party to the joint venture in order to
determine the HDI status of the joint venture itself.
3)
A Service Provider who claims a preference in this regard shall maintain an HDI equity ownership of not
less than that upon which the preference was based at tender stage, for the duration of the contract.
b) Sanctions Relating to Breaches of Preferencing Conditions
Where a Service Provider is found guilty of misrepresenting any facts in respect of ownership, either in a tender
submission, or on the Western Cape Supplier Database, in order to effect the outcome of a tender, either before
or after the award of a contract, then that Service Provider shall be blacklisted for a period of 12 months. The
effect of such blacklisting is that no further work will be awarded to the Service Provider for the duration of the
blacklisting. Furthermore sanctions as provided for in Schedule 19, Part T2.2: Returnable Schedules will be
applied.
22. Format of communication
All requests for formal approval from the Employer, or any other body, shall be submitted in writing in hardcopy
format. Interim payment claims shall be submitted in the same format, accompanied by an original tax invoice.
Ad-hoc communication between the Employer and the Service Provider may be conducted per facsimile or in
electronic format (e-mail).
23. Key personnel
1)
The Service Provider shall maintain the involvement of the following key personnel as the exigencies of
this contract require:
a)
A Team Leader who has at least 7 (seven) years experience with major infrastructure initiatives or
operation of a major business from the perspective of project management or transport planning or
transport engineering or capital financing.
b)
A Senior Business Strategist who has an advanced business degree or is a professional
transport planner or a professional transport engineer with at least 5 (five) years verifiable post
graduate experience in the planning and implementation of major operational business initiatives.
Preference will be given to experience in a public transport environment and especially in a BRT or
other technologically advanced public transport environment.
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c)
A BRT Business Strategist who is a management consultant or a professional transport planner
or professional transport engineer with direct international experience involving the development of
the business structure for “full Bus Rapid Transit (BRT)” systems. A “full BRT” system shall be
considered any of the following city projects with BRT: Brisbane, Ottawa, Eugene, Los Angeles
(Orange Line), Mexico City, León, Guatemala City, Bogotá, Pereira, Quito, Guayaquil, Goiania, Sao
Paulo, Curitiba, Rouen, Dar es Salaam, Jakarta, Seoul, and Johannesburg. The consultant will
have been the principal advisor in devising the business structure for one of these “full BRT”
systems.
d)
A BRT Institutional Specialist who is a management consultant or a professional transport
planner or a professional transport engineer with direct national or international experience
involving the development of a Public Transport Authority / or BRT Management Agency. The BRT
Institutional Specialist must possess experience in leading the creation of a BRT Management
Agency for a “full BRT” system (with “full BRT” being defined above in the description of the “BRT
Business Strategist”), or must possess at least 5 years experience in managing a Public Transport
Authority.
e)
A BRT Contract Specialist who is a management consultant or a lawyer or a professional
transport planner or professional transport engineer with direct national or international experience
involving the development of Operator Contracts for “full Bus Rapid Transit (BRT)” systems (with
“full BRT” being defined above in the description of the “BRT Business Strategist”). The consultant
will have been a principal member of the team that developed the Operator Contracts for one of
these “full BRT” systems.
f)
A Legal Specialist who is professionally registered and has at least 10 (ten) years experience in
establishing public companies and/or public administrative entities; and has at least 5 (five) years
experience in the law related to public transport (this individual must demonstrate exposure and
work on a wide range of legal issues relevant to public transport) or the Lawyer must have
participated in at least 3 (three) projects involving the development of the institutional structure of
public companies and/or public administrative entities. This individual must also possess actual
experience in developing contracts between public sector organisations and private entities.
Preference will be given to experience in a public transport environment, and especially in a BRT
environment or other technologically advanced public transport environment.
g)
A BRT Planning Specialist who is a professional planner, financial modeller or engineer with at
least 5 (five) years experience in cost modelling of business operations and 3 (three) years
experience in transport modelling and operational cost modelling of “full Bus Rapid Transit (BRT)”
systems (with “full BRT” being defined above in the description of the “BRT Business Strategist”).
h)
A Financing Specialist who has at least 10 (ten) years experience in formulating financing
strategies for major public sector infrastructure and operations projects, and of engaging at a level
of top management with relevant national government departments. Preference will be given to
experience in a public transport environment, and in local government financing (involving both
national policy and municipal financing for of a metropolitan government).
i)
A CDM Specialist who has a university degree in transport planning, transport engineering, or
environmental sciences. The CDM Specialist must also have previously prepared or submitted a
Clean Development Mechanism (CDM) application to the UNFCCC for a climate change mitigation
project, or have participated in at least 2 (two) initiatives directly involving transport and greenhouse
gas emission reductions.
j)
A Specialist in securing advertising on quality infrastructure, with at least 5 (five) years
experience in contracting media owners for major corporate or government clients. Preference will
be given to experience in a public transport environment.
k)
An AFC Specialist who has a relevant university degree, and at least 8 years experience in
information technology or public transport, and at least 3 years management or consultancy
experience of installing and / or managing electronic fare and / or access control systems.
Preference will be given to experience in a public transport environment, especially in a BRT or
other technologically advanced public transport environment.
l)
An Control Centre Specialist who has a relevant university degree, and at least 3 years
management or consultancy experience of installing and / or managing large central vehicle control
systems and / of large CCTV surveillance systems. Preference will be given to experience in a
public transport environment, and especially in a BRT or other technologically advanced public
transport environment.
Contract
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Reference No. 205C/2011/12
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C3.1
Scope of Work
m) A Public Transport Operations Specialist who has a university degree in transport logistics,
transport engineering or transport planning or other similar qualification with at least 10 years
relevant operational experience with a proven track record. Preference will be given to experience
in a BRT or other technologically advanced public transport environment.
n)
A Facility Management Specialist who has a university degree in a Facility Management related
field with at least 10 years relevant experience with a proven track record. Preference will be given
to experience in a public transport environment, and especially in a BRT or other technologically
advanced public transport environment.
o)
A Client Services Specialist who has a university degree in Communication and Marketing related
field with at least 10 years relevant experience with a proven track record. Preference will be given
to experience in a public transport environment, and especially in a BRT or other technologically
advanced public transport environment.
p)
A Health and Safety Specialist who has an appropriate university degree and registration with at
least 10 years relevant experience with a proven track record. Preference will be given to
experience in a public transport environment, and especially in a BRT or other technologically
advanced public transport environment.
q)
Training Specialist who has a university degree in a Training or Education related field with at
least 10 years relevant experience with a proven track record. Preference will be given to
experience in a public transport environment.
r)
A Data Management Specialist who has a university degree in an Information Technology /
Knowledge Management related field with at least 10 years relevant experience with a proven track
record. Preference will be given to experience in a public transport environment, and especially in a
BRT or other technologically advanced public transport environment.
s)
A Security Specialist who has a university degree or diploma in a Security related field with at
least 10 years relevant experience with a proven track record. Preference will be given to
experience in a public transport environment, and especially in a BRT or other technologically
advanced public transport environment.
t)
Contract Administration Specialist who has a university degree in an Engineering, Legal or
Contract Administration related field with at least 10 years relevant experience with a proven track
record. Preference will be given to experience in a public transport environment, and especially in a
BRT or other technologically advanced public transport environment.
u)
A Quality Management Specialist who has a university degree in a Quality Management related
field with at least 10 years relevant experience with a proven track record. Preference will be given
to experience in a public transport environment, and especially in a BRT or other technologically
advanced public transport environment.
v)
A Bus Procurement and Maintenance Specialist who is a qualified diesel mechanic with at least
10 years experience in bus procurement and maintenance as well as extensive experience in the
preparation of tender specifications and maintenance agreements with a proven track record.
Preference will be given to experience in a public transport environment, as well as candidates with
experience in working with vehicles with alternative fuels, or with electric or hybrid-electric
technology.
w) A Ticket Inspection / Access Control Specialist with at least 10 years experience in a public
transport environment of which at least 5 years are regarding the management of systems of ticket
inspection in large public transport environments using inspectors or equivalent mechanism.
Preference will be given to experience in a BRT or other technologically advanced public transport
environment, and to experience in using technologically advanced tools in assisting with inspection
/ access control.
2)
Notwithstanding the fact that the wording above indicates that a single person is required to meet all the
requirements for the relevant “key personnel”, the Service Provider shall be free to supply more than
one key personnel who in combination will meet the requirements above.
3)
Should it become necessary to replace any of the key personnel listed at the time of tender during the
course of this contract, they may only be replaced by individuals with similar or better qualifications and
experience, who satisfy the minimum requirements and then only with the approval of the Employer.
Contract
Part C3: Scope of Work
Reference No. 205C/2011/12
124
C3.1
Scope of Work
4)
In order to be considered for an appointment in terms of this tender, the tenderer must have the key
personnel in its permanent employment at the close of tender. Alternatively, a signed undertaking from a
specialist consultant/firm having the required personnel, stating that they will undertake the necessary
work on behalf of the tenderer in terms of a sub-consultant agreement, will be acceptable. Such
undertaking must be attached to Schedule 8 Part T2.2 Returnable Schedules.
5)
Unless otherwise indicated below different individuals must be identified for each of the key personnel
listed above and on Schedule 8.
6)
The Service Provider shall maintain the involvement of key personnel as the exigencies of this contract
require.
7)
Key personal where professional registration with their respective professional councils and bodies is
available and appropriate should be registered. The Curriculum Vitae of all key personnel (including
sub-contractors), must be submitted with the tender submission, appended to Schedule 8.
8)
Key personnel will be expected to operate out of the local office, as the exigencies of this project
require, unless the Employer agrees in writing regarding an individual who is part of the key personnel.
24. Management meetings
Other than attendance at at-least bi-weekly meetings once the planning contract is let, there are no requirements
for a regular management meeting in respect of this project. The Service Provider shall however convene
management meetings on an ad-hoc basis as and when necessary, and when called upon to do so by the
Employer. The Service Provider shall be represented at these meetings by at-least one of the key personnel.
25. Claims for payment
The Service Provider may submit interim claims for payment (invoices) as the work in terms of this contract
progresses, but not more frequently than at monthly intervals. All interim claims must be accompanied by an
original tax invoice. Payment will be as stated in the Contract. Interim payments will be commensurate with the
work done in respect of each of the activities listed in the Pricing Schedule.
26. Employers right to recover costs
The Employer reserves the right to recover, by way of a deduction from any amount due to the Service Provider,
any additional cost which the Employer incurs arising out of non-performance of the Service Provide
Contract
Part C3: Scope of Work
Reference No. 205C/2011/12
125
C3.1
Scope of Work
Part C4: Background Information
Page
C4.1 CIDB Standard Professional Service Contract ........................ 127
C4.2
Background Document
Contract
Part C4: Site Information
Reference no. 205C/2011/12
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126
C4
Site Information
STANDARD PROFESSIONAL SERVICES
CONTRACT
(July 2009)
(Third Edition of CIDB document 1014)
Construction Industry Development Board
Pretoria
Tel: 012 343 7136 or 012 481 9030
Fax: 012 343 7153
E-mail: cidb@cidb.org.za
July, 2009: Edition 3 of CIDB document 1015
Standard Professional Services Contract
PREFACE
The Standard Professional Services Contract has been prepared for use by Employers when they
engage firms or individuals (Service Providers) for the performance of knowledge-based expertise
provided on the basis of trust.
This document is intended to be used with the procurement documents prepared in accordance with
the provisions of SANS 10403: Formatting and Compilation of Construction Procurement Documents
July, 2009: Edition 3 of CIDB document 1015
Standard Professional Services Contract
TABLE OF CONTENTS
PAGE
1.
Definitions
1
2.
Interpretation
2
3.
General
2
3.1 Governing law
3.2 Change in legislation
3.3 Language
3.4 Notices
3.5 Location
3.6 Publicity and publication
3.7 Confidentiality
3.8 Variations
3.9 Changes to the Contract Price or Period of Performance
3.10 Sole agreement
3.11 Indemnification
3.12 Penalty
3.13 Equipment and materials furnished by the Employer
3.14 Illegal and impossible requirements
3.15 Programme
3.16 Price adjustment to time–based fees for inflation
2
2
3
3
3
3
3
3
4
4
4
4
5
5
5
5
Employer’s Obligations
6
4.1
4.2
4.3
4.4
4.5
4.6
4.7
6
6
6
6
6
7
7
4.
5.
6.
7.
8.
Information
Decisions
Assistance
Services of Others
Notification of material change or defect
Issue of instructions
Payment of Service Provider
Service Provider’s Obligations
7
5.1
5.2
5.3
5.4
5.5
5.6
5.7
7
7
7
7
7
8
8
General
Exercise of authority
Designated representative
Insurances to be taken out by the Service Provider
Service Provider’s actions requiring Employer’s prior approval
Co-operation with Others
Notice of change by Service Provider
Conflicts of Interest
8
6.1 Service Provider not to benefit from commissions, discounts, etc.
6.2 Royalties and the like
6.3 Independence
8
8
8
Service Provider’s Personnel
8
7.1 General
7.2 Provision of Personnel in terms of a Personnel Schedule
8
9
Commencement, Completion, Modification, Suspension and Termination
9
8.1 Commencement of Services
9
July, 2009: Edition 3 of CIDB document 1015
Standard Professional Services Contract
8.2
8.3
8.4
8.5
8.6
Completion
Force Majeure
Termination
Suspension
Rights and liabilities of the Parties
9
10
10
11
11
9.
Ownership of Documents and Copyright
11
10.
Succession and assignment
11
11.
Subcontracting
12
12.
Resolution of Disputes
12
12.1 Settlement
12.2 Mediation
12.3 Adjudication
12.3 Arbitration
12
13
13
13
Liability
14
13.1 Liability of the Service Provider
13.2 Liability of the Employer
13.3 Compensation
13.4 Duration of Liability
13.5 Limit of Compensation
13.6 Indemnity by the Employer
13.7 Exceptions
14
14
14
14
14
15
15
14.
Remuneration and reimbursement of Service Provider
15
15
Amounts due to the Employer
16
13.
Personnel schedule
17
Contract Data
18
Form of Offer and Acceptance
22
July, 2009: Edition 3 of CIDB document 1015
Standard Professional Services Contract
GENERAL CONDITIONS OF CONTRACT
1.
DEFINITIONS
In the Contract, the following words and expressions shall have the meanings indicated,
except where the context otherwise requires. Defined terms and words are signified in the
text of the Contract by the use of capital initial letters.
Contract
The Contract signed by the Parties and of which these General Conditions of Contract form
part.
Contract Data
Specific data, which together with these General Conditions of Contract, collectively describe
the risks, liabilities and obligations of the contracting Parties and the procedures for the
administration of the Contract.
Contract Price
The price to be paid for the performance of the Services in accordance with the Pricing Data.
Day
A calendar day.
Defect
A part of the Services, as performed, which does not comply with the requirements of the
Contract.
Deliverable
Any measurable, tangible, verifiable outcome, result or item that must be produced or
completed;
Employer
The contracting party named in the Contract who employs the Service Provider.
Force Majeure
An event which is beyond the reasonable control of a Party and which makes a Party’s
performance of its obligations under the Contract impossible or so impractical as to be
considered impossible under the circumstances.
Key Persons
Persons who are named as such in the Contract Data who will be engaged in the performance
of the Services.
Others
Persons or organisations who are not the Employer, the Service Provider or any employee,
Subcontractor, or supplier of the Service Provider.
Parties
The Employer and the Service Provider.
Period of Performance
The period within which the Services are to be performed and completed, commencing from
the Start Date.
July 2009: Edition 3 of CIDB document 1015
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Standard Professional Services Contract
Personnel
Persons hired by the Service Provider as employees and assigned to the performance of the
Services or any part thereof.
Personnel Schedule
A schedule naming all Personnel and Key Persons.
Pricing Data
Data that establishes the criteria and assumptions that were taken into account when
developing the Contract Price and the record of the components that make up the Contract
Price.
Project
The project named in the Contract Data for which the Services are to be provided.
Scope of Work
The document which defines the Employer’s objectives and requirements and specifies the
Services which must, or may, be provided under the Contract.
Service Provider
The contracting party named in the Contract Data who is employed by the Employer to
perform the Services described in the Contract, and legal successors to the Service Provider
and legally permitted assignees.
Services
The work to be performed by the Service Provider pursuant to the Contract as described in
the Scope of Work.
Start date
The date on which the Services are to commence. as stated in the Contract Data
Subcontractor
A person or body corporate who enters into a subcontract with the Service Provider to perform
part of the Services.
2.
INTERPRETATION
2.1
Unless inconsistent with the context, an expression which denotes :
a)
any gender includes the other genders;
b)
a natural person includes a juristic person and vice versa;
c)
the singular includes the plural and vice versa.
2.2
If there is any conflict between the provisions of these General Conditions of Contract and the
Contract Data, the provisions of the Contract Data shall prevail.
2.3
The clause headings shall not limit, alter or affect the meaning of the Contract.
3.
GENERAL
3.1
Governing law
Law governing the Contract shall be the law of the Republic of South Africa.
3.2
Change in legislation
If after the commencement of the Contract, the cost or duration of the Services is altered as a
result of changes in, or additions to, any statute, regulation or bye-law, or the requirements of
any authority having jurisdiction over any matter in respect of the Project, then the Contract
July 2009: Edition 3 of CIDB document 1015
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Standard Professional Services Contract
Price and time for completion shall be adjusted in order to reflect the impact of those changes,
provided that, within 14 Days of first having become aware of the change, the Service
Provider furnished the Employer with detailed justification for the adjustment to the Contract
Price or Period of Performance (or both)..
3.3
Language
3.3.1
The language of the Contract and of all communications between the Parties shall be English.
3.3.2
All reports, recommendations and reports prepared by the Service Provider under the
Contract shall be in English.
3.4
Notices
3.4.1
Any notice, request, consent, approvals or other communication made between the Parties
pursuant to the Contract shall be in writing and forwarded to the address specified in the
Contract Data. Such communication shall be deemed to have been made when delivered in
person to an authorized representative of the Party to whom the communication is addressed,
or one week after having been sent by registered post, or unless otherwise indicated in the
Contract Data, when sent by e-mail or facsimile to such Party
3.4.2
A Party may change its address for receipt of communications by giving the other Party 30
Days advance notice of such change.
3.5
Location
The Services shall be performed at such locations as are specified in the Contract Data, and
where the location of a particular task is not so specified, at such locations as the Employer
may approve.
3.6
Publicity and publication
Unless otherwise stated in the Contract Data, the Service Provider shall not release public or
media statements or publish material related to the Services or Project within two (2) years of
completion of the Services without the written approval of the Employer, which approval by
the Employer shall not be unreasonably withheld.
3.7
Confidentiality
Both parties shall keep all sensitive information obtained by them in the context of the
Contract confidential and shall not divulge it without the written approval of the other Party.
3.8
Variations
3.8.1
The Employer may, without changing the objectives or fundamental scope of the Contract,
order variations to the Services in writing or may request the Service Provider to submit
proposals, including the time and cost implications, for variations to the Services.
3.8.2
The reasonable cost of preparation and submission of such proposals and the incorporation
into the Contract of any variations to the Services ordered by the Employer, including any
change in the Contract Price, shall be agreed between the Service Provider and the
Employer.
3.8.3
Where a variation is necessitated by default or breach of Contract by the Service Provider,
any additional cost attributable to such variation shall be borne by the Service Provider.
July 2009: Edition 3 of CIDB document 1015
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Standard Professional Services Contract
3.9
Changes to the Contract Price or Period of Performance
3.9.1
The Service Provider is entitled to apply to the Employer for a change in Contract Price or the
Period of Performance in the event that:
a)
b)
c)
d)
e)
f)
a change in legislation takes place in accordance with the provisions of Clause 3.2;
a variation to the Services is made in accordance with the provisions of Clause 3.8;
the Employer or Others do not perform an action, provide access to people, places or
things or perform work in accordance with the programme (see Clause 3.15);
the contract is suspended in accordance with the provisions of Clause 8.5;
the contract is restarted following a suspension; or
an event occurs which neither Party could prevent and which prevents the Service
Provider from completing the Services or a part thereof
3.9.2
The Service Provider shall submit proposals to change the Contract Price or the Period for
Completion (or both) to the Employer within 6 weeks of becoming aware of an event
described in 3.9.1 occurring, failing which, the Service Provider shall not be entitled to a
change in the Contract Price or Period of Performance.
3.9.3
The Employer shall assess the changes to the Contract Price on the effect of the event on the
Services based on time-based fees.
3.9.4
The Employer shall assess the changes to the Period of Performance on the basis of the time
that planned completion as shown on the latest approved programme is delayed.
3.10
Sole agreement
The Contract constitutes the sole agreement between the Parties for the performance of the
Services and any representation not contained therein shall not be of any force or effect. No
amendments will be of any force or effect unless reduced to writing and signed by both
Parties.
3.11
Indemnification
The Service Provider shall, at his own expense, indemnify, protect and defend the Employer,
its agents and employees, from and against all actions, claims, losses and damage arising
from any negligent act or omission by the Service Provider in the performance of the Services,
including any violation of legal provisions, or rights of others, in respect of patents, trade
marks and other forms of intellectual property such as copyrights.
3.12
Penalty
3.12.1 If due to his negligence, or for reasons within his control, the Service Provider does not
perform the Services within the Period of Performance, the Employer shall without prejudice
to his other remedies under the Contract or in law, be entitled to levy a penalty for every Day
or part thereof, which shall elapse between the end of the period specified for performance, or
an extended Period of Performance, and the actual date of completion, at the rate and up to
the maximum amount stated in the Contract Data.
3.12.2 If the Employer has become entitled to the maximum penalty amount referred to in 3.12.1, he
may after giving notice to the Service Provider :
a)
b)
terminate the Contract
complete the Services at the Service Provider’s cost.
July 2009: Edition 3 of CIDB document 1015
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Standard Professional Services Contract
3.13
Equipment and materials furnished by the Employer
3.13.1 Equipment and materials made available to the Service Provider by the Employer, or
purchased by the Service Provider with funds provided by the Employer for the performance
of the Services shall be the property of the Employer and shall be marked accordingly. Upon
termination or expiration of the Contract, the Service Provider shall make available to the
Employer an inventory of such equipment and materials and shall dispose of them in
accordance with the Employer’s instructions.
3.13.2 The Service Provider shall, at his own expense, insure the equipment and materials referred
to in 3.13.1 for their full replacement value.
3.14
Illegal and impossible requirements
The Service Provider shall notify the Employer immediately, on becoming aware that the
Contract requires him to undertake anything which is illegal or impossible.
3.15
Programme
3.15.1 The Service Provider shall, within the time period set out in the Contract Data and whenever a
programme is amended or revised, submit for the Employer’s approval a programme for the
performance of the Services which shall, inter alia, include:
a)
b)
c)
d)
e)
the order and timing of operations by the Service Provider and any actions, access to
people, places and things and work required of the Employer and Others;
the dates by which the Service Provider plans to complete work needed to allow the
Employer and Others to undertake work required of them;
provisions for float;
the planned completion of the Services or part thereof in relation to a Period of
Performance; and
other information as required in terms of the Scope of Work or Contract Data.
3.15.2 The Employer may, during the course of the Contract, request the Service Provider to amend
the programme. Where this is not practicable, the Service Provider shall advise the Employer
accordingly and advise him of alternative measures, if any, which might be taken.
3.15.3 A programme shall be deemed to be approved if the Employer fails to approve such
programme or give reasons for not approving a programme within three weeks of receipt of a
request by the Service Provider to approve a programme.
3.15.3 The Service Provider shall update the programme:
a)
b)
c)
unless otherwise stated in the Contract Data, every three months to reflect actual
progress to date;
whenever a change in Period of Performance or Contract Price is applied for; and
whenever a change in the Period of Performance is changed by the Employer
and submit such revised programme to the Employer for approval.
3.16
Price adjustment to time-based fees for inflation
3.16.1 Time-based fees which are stated in the Pricing Data as a unique rate and are not calculated
by multiplying the total annual cost of employment contained, shall unless otherwise stated in
the Contract Data, be adjusted in terms of 3.16.2 on each anniversary of the Starting Date.
3.16.2 The adjustment to the time-based fees shall be equal to:
July 2009: Edition 3 of CIDB document 1015
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Standard Professional Services Contract
(CPIn - CPIs) / CPIs
where
CPIs =
CPIn
the indices specified in the Contract Data during the month in which the start date
falls
= the latest indices specified in Contract Data during the month in which the
anniversary of the Start Date falls
4.
EMPLOYER’S OBLIGATIONS
4.1
Information
4.1.1
The Employer shall timeously provide to the Service Provider, free of cost, all available
information and data in the Employer’s possession which may be required for the performance
of the Services.
4.1.2
The Employer shall provide the Service Provider with reasonable assistance required in
obtaining other relevant information that the latter may require in order to perform the
Services.
4.2
Decisions
The Employer shall, within a reasonable time, give his decision on any matter properly
referred to him in writing by the Service Provider so as not to delay the performance of
Services.
4.3
Assistance
4.3.1
The Employer shall co-operate with the Service Provider and shall not interfere with or
obstruct the proper performance of the Services. The Employer shall as soon as practicable:
a)
b)
c)
d)
authorise the Service Provider to act as his agent insofar as may be necessary for the
performance of the Services;
provide all relevant data, information, reports, correspondence and the like, which
become available;
procure the Service Provider’s ready access to premises, or sites, necessary for the
performance of the Services;
assist in the obtaining of all approvals, licenses and permits from state, regional and
municipal authorities having jurisdiction over the Project, unless otherwise stated in
the Contract Data;
4.3.2
Unless otherwise communicated, the authorised and designated person named in the
Contract Data has complete authority in giving instructions and receiving communications on
the Employer’s behalf and interpreting and defining the Employer’s policies and requirements
in regard to the Services.
4.4
Services of Others
The Employer shall, at his own cost, engage such Others as may be required for the
execution of work not included in the Services, but which is necessary for the completion of
the Project.
4.5
Notification of material change or defect
The Employer shall immediately advise the Service Provider on becoming aware of:
a)
b)
any matter other than a change in legislation which will materially change, or has
changed the Services; or
a material defect or deficiency in the Services.
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Standard Professional Services Contract
4.6
Issue of instructions
Where the Service Provider is required to administer the work or services of Others, or any
contract or agreement, on behalf of the Employer, then the Employer shall issue instructions
related to such work, services, contract or agreement only through the Service Provider.
4.7
Payment of Service Provider
The Employer shall pay the Service Provider the Contract Price in accordance with the
provisions of the Contract.
5.
SERVICE PROVIDER’S OBLIGATIONS
5.1
General
5.1.1
The Service Provider shall perform the Services in accordance with the Scope of Work with all
reasonable care, diligence and skill in accordance with generally accepted professional
techniques and standards.
5.1.2
If the Service Provider is a joint venture or consortium of two or more persons, the Service
Provider shall designate one person to act as leader with authority to bind the joint venture or
consortium. Neither the composition nor the constitution of the joint venture or consortium
shall be altered without the prior consent in writing of the Employer, which shall not be
unreasonably withheld.
5.2
Exercise of authority
The Service Provider shall have no authority to relieve Others appointed by the Employer to
undertake work or services on the Project of any of their duties, obligations, or responsibilities
under their respective agreements or contracts, unless expressly authorised by the Employer
in response to an application by the Service Provider in writing to do so.
5.3
Designated representative
Unless otherwise communicated, the authorised and designated person named in the
Contract Data has complete authority to receive instructions from and give information to the
Employer on behalf of the Service Provider.
5.4
Insurances to be taken out by the Service Provider
5.4.1
The Service Provider shall as a minimum and at his own cost take out and maintain in force all
such insurances as are stipulated in the Contract Data.
5.4.2
The Service Provider shall, at the Employer’s request, provide evidence to the Employer
showing that the insurance required in terms of Clause 5.4.1 has been taken out and
maintained in force.
5.5
Service Provider’s actions requiring Employer’s prior approval
The Service Provider shall obtain the Employer’s prior approval in writing before taking, inter
alia, any of the following actions:
a)
b)
c)
appointing Subcontractors for the performance of any part of the Services,
appointing Key Persons not listed by name in the Contract Data.
any other action that may be specified in the Contract Data.
July 2009: Edition 3 of CIDB document 1015
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Standard Professional Services Contract
5.6
Co-operation with Others
If the Service Provider is required to perform the Services in co-operation with Others he may
make recommendations to the Employer in respect of the appointment of such Others. The
Service Provider shall, however, only be responsible for his own performance and the
performance of Subcontractors unless otherwise provided for.
5.7
Notice of change by Service Provider
On becoming aware of any matter which will materially change or has changed the Services,
the Service Provider shall within 14 Days thereof give notice to the Employer.
6.
CONFLICTS OF INTEREST
6.1
Service Provider not to benefit from commissions, discounts, etc.
The remuneration of the Service Provider under the Contract shall constitute the Service
Provider’s sole remuneration in connection with the Contract, or the Services, and the Service
Provider shall not accept for his own benefit any trade commission, discount, or similar
payment in connection with activities pursuant to the Contract, or in the discharge of his
obligations under the Contract, and shall use his best efforts to ensure that the Personnel, any
Subcontractors, and agents of either of them shall, similarly, not receive any additional
remuneration.
6.2
Royalties and the like
The Service Provider shall not have the benefit, whether directly or indirectly, of any royalty or
of any gratuity or commission in respect of any patented or protected article or process used
in or for the purposes of the Contract, or Project, unless so agreed by the Employer in writing.
6.3
Independence
The Service Provider shall refrain from entering into any relationship which could be perceived
as compromising his independence of judgement, or that of Subcontractors or Personnel.
7.
SERVICE PROVIDER’S PERSONNEL
7.1
General
7.1.1
The Service Provider shall employ and provide all qualified and experienced Personnel
required to perform the Services.
7.1.2
Where required in terms of the Contract, the Service Provider shall provide Key Persons as
listed in the Contract Data to perform specific duties. If at any time, a particular Key Person
cannot be made available, the Service Provider may engage a replacement who is equally or
better qualified to perform the stated duty, subject to the Employer’s approval, which approval
shall not be unreasonably withheld.
7.1.3
Where the fees for the Services are time-based, the fee payable for a person provided as a
replacement to a named Key Person shall not exceed that which would have been payable to
the person replaced.
7.1.4
The Service Provider shall bear all additional costs arising out of or incidental to replacement
of Personnel, except where such replacement is otherwise provided for in the Contract.
7.1.5
The Service Provider shall take all measures necessary and shall provide all materials and
equipment necessary to enable Personnel to perform their duties in an efficient manner.
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7.2
Provision of Personnel in terms of a Personnel Schedule
7.2.1
The Service Provider shall, where required in terms of the Contract Data, provide appropriate
Personnel for such time periods as required in terms of the Contract and enter all data
pertaining to Personnel including titles, job descriptions, qualifications and estimated periods
of engagement on the performance of the Services in the Personnel Schedule.
7.2.2
Where the Service Provider proposes to utilise a person not named in the Personnel
Schedule, he shall submit the name, relevant qualifications and experience of the proposed
replacement person to the Employer for approval. Should the Employer not object in writing
within 10 Days of receipt of such notification, the replacement shall be deemed to have been
approved by the Employer.
7.2.3
The Services shall be performed by the Personnel listed in the Personnel Schedule for the
periods of time indicated therein. The Service Provider may, subject to the approval of the
Employer, make such adjustments to the data provided in terms of Clause 7.2.1 above as
may be appropriate to ensure the efficient performance of the Services, provided that the
adjustments will not cause payments to exceed any limit placed on the Contract Price.
7.2.4
The Service Provider shall, if required in terms of Clause 7.2.1:
a)
b)
c)
forward to the Employer for approval, within 15 Days of the award of the Contract, the
Personnel Schedule and a timetable for the placement of Personnel.
inform the Employer of the date of commencement and departure of each member of
Personnel during the course of the Project.
submit to the Employer for his approval a timely request for any proposed change to
Personnel, or timetables.
8.
COMMENCEMENT, COMPLETION, MODIFICATION, SUSPENSION AND TERMINATION
8.1
Commencement of Services
The Service Provider shall commence the performance of the Services within the period
stated in the Contract Data.
8.2
Completion
8.2.1
Unless terminated in terms of the Contract, or otherwise specified in the Contract Data, the
Contract shall be concluded when the Service Provider has completed all Deliverables in
accordance with the Scope of Work.
8.2.2
The Service Provider may request an extension to the Period of Performance if he is or will be
delayed in completing the Contract by any of the following causes:
a)
b)
c)
d)
e)
additional Services ordered by the Employer;
failure of the Employer to fulfil his obligations under the Contract;
any delay in the performance of the Services which is not due to the Service
Provider’s default;
Force Majeure; or
suspension.
8.2.3
The Service Provider shall within 14 Days of becoming aware that a delay may occur or has
occurred, notify the Employer of his intention to make a request for the extension of the Period
of Performance to which he considers himself entitled and shall within 30 days after the delay
ceases deliver to the Employer full and detailed particulars of the request.
8.2.4
The Employer shall, within 30 Days of receipt of a detailed request, grant such extension to
the Period of Performance as may be justified, either prospectively or retrospectively, or
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inform the Service Provider that he is not entitled to an extension. Should the Service
Provider find the decision of the Employer to be unacceptable he shall, nevertheless, abide by
such decision in the performance of the Services and the matter shall be dealt with as a
dispute in terms of Clause 12.
8.3
Force Majeure
8.3.1
The failure of a Party to fulfil any of its obligations under the Contract shall not be considered
to be a breach of, or default under, this Contract insofar as such inability arises from an event
of Force Majeure, provided that the Party affected by such an event has taken all reasonable
precautions, due care and reasonable alternative measures in order to meet the terms and
conditions of this Contract, and has informed the other Party as soon as possible about the
occurrence of such an event.
8.3.2
In the event that the performance of the Services has to be suspended on the grounds of
Force Majeure, the Period of Performance shall be extended by the extent of the delay plus a
reasonable period for the resumption of work.
8.3.3
During the period of his inability to perform the Services as a result of an event of Force
Majeure, the Service Provider shall be entitled to any payment due in terms of the Contract
and shall be reimbursed for additional costs reasonably and necessarily incurred by him in
suspending, delaying and re-activating the performance of the Services.
8.4
Termination
8.4.1
The Employer may terminate the Contract:
(a)
(b)
(c)
(d)
(e)
where the Services are no longer required;
where the funding for the Services is no longer available;
if the Service Provider does not remedy a failure in the performance of his obligations
under the Contract within thirty (30) Days after having been notified thereof, or within
any further period as the Employer may have subsequently approved in writing;
if the Service Provider becomes insolvent or liquidated; or
if, as the result of Force Majeure, the Service Provider is unable to perform a material
portion of the Services for a period of not less than sixty (60) Days;
8.4.2
The Employer shall give the Service Provider not less than thirty (30) Days written notice of
any termination made in terms of 8.4.1 (a) or (b).
8.4.3
The Service Provider may terminate the Contract, by giving not less than thirty (30) Days
written notice to the Employer after the occurrence of any of the following events:
(a)
(b)
(c)
(d)
8.4.4
if the Employer fails to pay any monies due to the Service Provider in terms of the
Contract and not subject to dispute pursuant to Clause 12 within forty-five (45) Days
after receiving written notice from the Service Provider that such payment is overdue;
or
if, as the result of Force Majeure, the Service Provider is unable to perform a material
portion of the Services for a period of not less than sixty (60) Days; or
when the Services have been suspended under Clause 8.5 and the period of
suspension exceeds the period stated in the Contract Data, or it is clear to the Service
Provider that it will be impossible or impractical to resume the suspended Services
before the period of suspension has exceeded the period stated in the Contract Data;
or
if the Employer is in material breach of a term of the Contract and fails to rectify such
breach within 30 Days of the receipt of written notice requiring him to do so.
Upon termination of this Contract pursuant to Clauses 8.4.1 or 8.4.3, the Employer shall
remunerate the Service Provider in terms of the Contract for Services satisfactorily performed
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Standard Professional Services Contract
prior to the effective date of termination and reimburse the Service Provider any reasonable
cost incident to the prompt and orderly termination of the Contract, except in the case of
termination pursuant to events (c) and (d) of Clause 8.4.1.
8.4.5
Should the Service Provider, being an individual or the last surviving principal of a partnership
or body corporate, die or be prevented by illness or any other circumstances beyond his
control from performing the obligations implied by the Contract, the Contract shall be
terminated without prejudice to the accrued rights of either Party against the other.
8.5
Suspension
8.5.1
The Employer may temporarily suspend all or part of the Services by notice to the Service
Provider who shall immediately make arrangements to stop the performance of the Services
and minimise further expenditure.
8.5.2
When Services are suspended, the Service Provider shall be entitled to pro-rata payment for
the Services carried out and reimbursement of all reasonable cost incident to the prompt and
orderly suspension of the Contract.
8.6
Rights and liabilities of the Parties
Completion, suspension or termination of the Contract shall not prejudice or affect the accrued
rights or liabilities of the Parties.
9.
OWNERSHIP OF DOCUMENTS AND COPYRIGHT
9.1
Copyright of all documents prepared by the Service Provider in accordance with the relevant
provisions of the copyright Act (Act 98 of 1978) relating to Project shall be vested in the party
named in the Contract Data. Where copyright is vested in the Service Provider, the Employer
shall be entitled to use the documents or copy them only for the purposes for which they are
intended in regard to the Project and need not obtain the Service Provider’s permission to
copy for such use. Where copyright is vested in the Employer, the Service Provider shall not
be liable in any way for the use of any of the information other than as originally intended for
the Project and the Employer hereby indemnifies the Service Provider against any claim
which may be made against him by any party arising from the use of such documentation for
other purposes.
9.2
The ownership of data and factual information collected by the Service Provider and paid for
by the Employer shall, after payment by the Employer, lie with the Employer.
9.3
The Employer shall have no right to use any documents prepared by the Service Provider
whilst the payment of any fees and expenses due to the Service Provider in terms of the
Contract is overdue.
10.
SUCCESSION AND ASSIGNMENT
10.1
Except as defined in Clause 8.4.4 above, each Party binds itself and its partners, successors,
executors, administrators, assigns and legal representatives to the other Party and to the
other partners, successors, executors, administrators, assigns and legal representatives of
the other Party in respect of all obligations and liabilities of the Contract.
10.2
An assignment shall be valid only if it is a written agreement by which the Service Provider
transfers his rights and obligations under the Contract, or part thereof, to others.
10.3
The Service Provider shall not, without the prior written consent of the Employer, assign the
Contract or any part thereof, or any benefit or interest thereunder, except in the following
cases :
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(a)
(b)
by a charge in favour of the Service Provider’s bankers of any monies due or to
become due under the Contract; or
by assignment to the Service Provider’s insurers of the Service Provider’s right to
obtain relief against any other person liable in cases where the insurers have
discharged the Service Provider’s loss or liability.
10.4
The approval of an assignment by the Employer shall not relieve the Service Provider of his
obligations for the part of the Contract already performed or the part not assigned.
10.5
If the Service Provider has assigned his Contract or part thereof without authorization, the
Employer may forthwith terminate the Contract and the third party will have no claim against
the Employer resulting from such termination.
11.
SUBCONTRACTING
11.1
A Service Provider may not subcontract any work which he has the skill and competency to
perform, unless otherwise permitted in the Contract Data.
11.2
A subcontract, where permitted in terms of the Contract Data, shall be valid only if it is a
written agreement by which the Service Provider entrusts performance of a part of the
Services to Others.
11.3
The Service Provider shall not subcontract to nor engage a Subcontractor to perform any part
of the Services without the prior written authorization of the Employer. The services to be
sub-contracted and the identity of the Subcontractor shall be notified to the Employer. The
Employer shall, within 14 Days of receipt of the notification and a full motivation why such
services are to be subcontracted, notify the Service Provider of his decision, stating reasons,
should he withhold such authorization. If the Service Provider enters into a subcontract with a
Subcontractor without prior approval, the Employer may forthwith terminate the Contract.
11.4
The Employer shall have no contractual relationships with Subcontractors. However, if a
Subcontractor is found by the Employer to be incompetent, the Employer may request the
Service Provider either to provide a Subcontractor with qualifications and experience
acceptable to the Employer as a replacement, or to resume the performance of the relevant
part of the Services himself.
11.5
The Service Provider shall advise the Employer without delay of the variation or termination of
any subcontract for performance of all or part of the Services.
11.6
The Service Provider shall be responsible for the acts, defaults and negligence of
Subcontractors and their agents or employees in the performance of the Services, as if they
were the acts, defaults or negligence of the Service Provider, his agents or employees.
Approval by the Employer of the subcontracting of any part of the Contract or of the
engagement by the Service Provider of Subcontractors to perform any part of the Services
shall not relieve the Service Provider of any of his obligations under the Contract.
12.
RESOLUTION OF DISPUTES
12.1
Settlement
12.1.1 The Parties shall negotiate in good faith with a view to settling any dispute or claim arising out
of or relating to the Contract and may not initiate any further proceedings until either Party
has, by written notice to the other, declared that such negotiations have failed.
12.1.2 Any dispute or claim arising out of or relating to the Contract which cannot be settled between
the Parties shall in the first instance be referred by the Parties to either mediation or
adjudication as provided for in the Contract Data.
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Standard Professional Services Contract
12.2
Mediation
12.2.1 If the Contract Data does not provide for dispute resolution by adjudication, not earlier than 14
Days after having advised the other Party, in terms of Clause 12.1, that negotiations in regard
to a dispute have failed, an aggrieved Party may require that the dispute be referred, without
legal representation, to mediation by a single mediator. The mediator shall be selected by
agreement between the Parties, or, failing such agreement, by the person named for this
purpose in the Contract Data. The costs of the mediation shall be borne equally by the
Parties.
12.2.2 The mediator shall convene a hearing of the Parties and may hold separate discussions with
any Party and shall assist the Parties in reaching a mutually acceptable settlement of their
differences through means of reconciliation, interpretation, clarification, suggestion and
advice. The Parties shall record such agreement in writing and thereafter they shall be bound
by such agreement.
12.2.3 The mediator is authorised to end the mediation process whenever in his opinion further
efforts at mediation would not contribute to a resolution of the dispute between the Parties.
12.2.4 If either Party is dissatisfied with the opinion expressed by the mediator or should the
mediation fail, then such Party may require that the dispute be referred to arbitration or
litigation in a competent civil court, as provided for in the Contract Data.
12.3
Adjudication
12.3.1 If the Contract Data does not provide for dispute resolution by mediation, an aggrieved Party
may refer the dispute to adjudication. Adjudication shall be in accordance with the latest
edition of the separately published CIDB Adjudication Procedures.
12.3.2 The adjudicator shall be appointed in terms of the Adjudicator’s Agreement bound in the
Construction Industry Development Board’s Adjudication Procedure.
12.3.3 The Adjudicator shall be any person agreed to by the parties or, failing such agreement, shall
be nominated by the person named in the Contract Data. The Adjudicator shall be appointed
in accordance with the Adjudicator’s Agreement contained in the CIDB Adjudication
Procedure.
12.3.4 If a Party is dissatisfied with the decision of the Adjudicator, the Party may give the other Party
notice of dissatisfaction within 28 Days of the receipt of that decision and refer the dispute to
arbitration or litigation in a competent civil court as provided for in the Contract Data. If no
notice of dissatisfaction is given within the specified time, the decision shall be final and
binding on the Parties.
12.4
Arbitration
12.4.1 Arbitration, where provided for in the Contract Data, shall be by a single arbitrator in
accordance with the provisions of the Arbitration Act of 1965 as amended and shall be
conducted in accordance with such procedure as may be agreed between the Parties or,
failing such agreement, in accordance with the Rules for the Conduct of Arbitrations published
by the Association or Arbitrators current at the date the arbitrator is appointed.
12.4.2 The arbitrator shall be mutually agreed upon or, failing agreement, to be nominated by the
person named in the Contract Data.
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Standard Professional Services Contract
13.
LIABILITY
13.1
Liability of the Service Provider
13.1.1 The Service Provider shall be liable to the Employer arising out of or in connection with the
Contract if a breach of Clause 5.1 is established against him.
13.1.2 The Service Provider shall correct a Defect on becoming aware of it. If the Service Provider
does not correct a Defect within a reasonable time stated in a notification and the Defect
arose from a failure of the Service Provider to comply with his obligation to provide the
Services, the Service Provider shall pay to the Employer the amount which the latter assesses
as being the cost of having such Defect corrected by Others.
13.1.3 All persons in a joint venture or consortium shall be jointly and severally liable to the Employer
in terms of this Contract and shall carry individually the minimum levels of insurance stated in
the Contract Data, if any.
.13.2
Liability of the Employer
The Employer shall be liable to the Service Provider arising out of or in connection with the
Contract if a breach of an obligation of his in terms of the Contract is established. The Service
Provider shall have no separate delictual right of action against the Employer.
13.3
Compensation
If it is established that either Party is liable to the other, compensation shall be payable only
on the following terms:
(a)
(b)
13.4
Compensation shall be limited to the amount of reasonably foreseeable loss and
damage suffered as a result of the breach.
In any event, the amount of compensation will be limited to the amount specified in
Clause 13.5.
Duration of Liability
Notwithstanding the terms of the Prescription Act No. 68 of 1969 (as amended) or any other
applicable statute of limitation neither the Employer nor the Service Provider shall be held
liable for any loss or damage resulting from any occurrence unless a claim is formally made
within the period stated in the Contract Data or, where no such period is stated, within a
period of three years from the date of termination or completion of the Contract.
13.5
Limit of Compensation
13.5.1 Unless otherwise indicated in the Contract Data, the maximum amount of compensation
payable by either Party to the other in respect of liability under the Contract is limited to:
a)
b)
the sum insured in terms of 5.4 in respect of insurable events; and
the sum stated in the Contract Data or, where no such amount is stated, to an amount
equal to twice the amount of fees payable to the Service Provider under the Contract,
excluding reimbursement and expenses for items other than salaries of Personnel, in
respect of non-insurable events.
13.5.2 Each Party agrees to waive all claims against the other insofar as the aggregate of
compensation which might otherwise be payable exceeds the aforesaid maximum amount
payable.
13.5.3 If either Party makes a claim for compensation against the other Party and this is not
established, the claimant shall reimburse the other for his reasonable costs incurred as a
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Standard Professional Services Contract
result of the claim or if proceedings are initiated in terms of Clause 12 for such costs as may
be awarded.
13.6
Indemnity by the Employer
Unless otherwise indicated in the Contract Data, the Employer shall indemnify the Service
Provider against all claims by third parties which arise out of or in connection with the
performance of the Services save to the extent that such claims do not in the aggregate
exceed the limit of compensation in Clause 13.5, if applicable, or are covered by the
insurances arranged under the terms of Clause 5.4.
13.7
Exceptions
13.7.1 Clauses 13.5 and 13.6 shall not apply to claims arising from deliberate misconduct.
13.7.2 The Service Provider shall have no liability whatsoever for actions, claims, losses or damages
occasioned by:
a)
b)
14.
the Employer omitting to act on any recommendation, or overriding any act, decision
or recommendation, of the Service Provider, or requiring the Service Provider to
implement a decision or recommendation with which the Service Provider disagrees
or on which he expresses a serious reservation; or
the improper execution of the Service Provider’s instructions by agents, employees or
independent contractors of the Employer.
REMUNERATION AND REIMBURSEMENT OF SERVICE PROVIDER
The Employer shall remunerate and reimburse the Service Provider for the performance of
the Services as set out in the Pricing Data. If not otherwise stated in the Pricing Data, the
following shall apply:
14.1
The Service Provider shall be entitled to render interim monthly accounts for fees and
reimbursements throughout the duration of the Contract. Interim amounts of lump sum fees
due shall be based on progress.
14.2
Amounts due to the Service Provider shall be paid by the Employer within thirty (30) Days of
receipt by him of the relevant invoices. If the Service Provider does not receive payment by
the due date, he shall be entitled to charge interest on the unpaid amount, which is payable by
the Employer, at the prime interest rate charged by his bank and certified by such bank, plus
2% per annum, and calculated from the due date of payment.
14.3
If any item or part of an item in an invoice submitted by the Service Provider is disputed by the
Employer, the latter shall, before the due date of payment, give notice thereof with reasons to
the Service Provider, but shall not delay payment of the balance of the invoice. Clause 14..2
shall apply to disputed amounts which are finally determined to be payable to the Service
Provider.
14.4
In respect of Services charged for on a time-basis and all other reimbursable expenses the
Service Provider shall maintain records in support of such charges and expenses for a period
of twenty four months after the completion or termination of the Contract. Within this period
the Employer may, on not less than 14 Days notice, require that a reputable and independent
firm of accountants, nominated by him at his expense, audit any claims made by the Service
Provider for time charges and expenses by attending during normal working hours at the
office where the records are maintained.
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Standard Professional Services Contract
15
AMOUNTS DUE TO THE EMPLOYER
Amounts due to the Employer shall be paid by the Service Provider within thirty (30) Days of
receipt by him of the relevant invoices. If the Employer does not receive payment by the due
date, he shall be entitled to charge interest on the unpaid amount, which is payable by the
Service Provider, at the rate stated in the Contract Data, calculated from the due date for
payment.
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Standard Professional Services Contract
PERSONNEL SCHEDULE
NAME
TITLE
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JOB DESCRIPTION
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Standard Professional Services Contract
QUALIFICATIONS
ESTIMATED
PERIOD
OF
ENGAGEMENT
(weeks)
CONTRACT DATA
The Conditions of Contract are the Standard Professional Services Contract (July 2009) published by
the Construction Industry Development Board.
Each item of data given below is cross-referenced to the clause in the Conditions of Contract to which
it mainly applies.
Part 1: Data provided by the Employer
Guidance notes
Clause
The Employer is the . . . . . . . . . . . . . . . . . . . . . . .
3.4 and
4.3.2
The authorised and designated representative of the
Employer is:
Name:
............................
The address for receipt of communications is:
Telephone: . . . . . . . . . . . . . . . . . . . . . . . . . . .
Faxsimile: . . . . . . . . . . . . . . . . . . . . . . . . . . .
E-mail: . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Address:
...........................
...........................
...........................
1
The Project is . . . . . . . . . . . . . . . . . . . . . . .
1
The Period of Performance is , , , , , , , , , , , , ,
Not required if the Service
Provider is required to complete
this item.
1
The Start Date is …………………
Insert the date on which Services
are to commence.
3.4.1
Communications by e-mail / facsimile is not permitted.
Omit if permitted. Delete that
which is not applicable.
3.5
The location for the performance of the Project is . . . . . . . .
.... .
Omit if not required
3.6
The Service Provider may not release public or media
statements or publish material related to the Services or
Project under any circumstances.
Omit if standard provisions in
clause 3.6 are to apply.
3.9.2
The time-based fees used to determine changes to the
Contract Price are as stated in the Pricing Data
Omit if time-based charges are to
be negotiated.
3.12
The penalty payable is R . . . . per Day subject to a
maximum amount of R. . . . . . . . . ..
3.15.1
The programme shall be submitted within . . .. . Days of the
award of the Contract.
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Not required if programme is to be
submitted with the tender.
Standard Professional Services Contract
3.15.2
The Service Provider shall update the programme at
intervals not exceeding …. weeks.
Insert number of weeks e.g. 5, if
require more frequently than once
a quarter.
3.16
The time-based fees shall not be adjusted for inflation.
Omit if the default provisions are
appropriate
13.16.1
The indices are those contained in Table A of P0141
Consumer Price Index for the CPI for all services published
by Statistics South Africa
Omit if no adjustment is to be
made for inflation. Amend if
necessary
4.3.1(d)
The Service Provider is not required to assist in the
obtaining of approvals, licenses and permits from the state,
regional and municipal authorities having jurisdiction over
the Project
Omit if the Service Provider is
required to do so.
Reword as necessary.
5.4.1
The Service Provider is required to provide professional
indemnity cover as set out in the Professional Indemnity
Schedule.
State requirements for
professional indemnity insurance,
if any.
The Service Provider is required to provided the following
insurances:
1.
Insurance against . . . . . . . . . . . . . . . . .
Cover is:
..................
Period of cover: . . . . . . . . . . . . . . . . . .
2.
Insurance against . . . . . . . . . . . . . . . . . .
Cover is:
..................
Period of cover: . . . . . . . . . . . . . . . . . .
State requirements for other
insurances if required.
5.5
The Service Provider is required to obtain the Employer’s
prior approval in writing before taking any of the following
actions:
1 ..................
2 ..................
7.2
The Service Provider is required to provide personnel in
accordance with the provisions of clause 7.2 and to
complete the Personnel Schedule.
Omit if this is not a requirement
8.1
The Service Provider is to commence the performance of
the Services within … Days of date that the Contract
becomes effective.
Insert number of day or amend as
appropriate.
8.2.1
The Contract is concluded when . . . . . . . . . . . . . . . . . .
Omit if standard provisions of
Clause 8.2.1 are appropriate.
8.4.3 (c)
The period of suspension under clause 8.5 is not to exceed
….. months/ weeks
State maximum period for
suspension.
9.1
Copyright of documents prepared for the Project shall be
vested with the . . . . . . . . . . . . . .
Enter Employer or Service
Provider
11.1
A Service Provider may subcontract any work which he has
the skill and competency to perform.
Omit if not permitted
12.1
Interim settlement of disputes is to be by mediation /
adjudication
Delete the option that is not
selected
12.2 /
12.3
Final settlement is by litigation / arbitration
Delete the option that is not
selected
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Standard Professional Services Contract
12.2.1
In the event that the parties fail to agree on a mediator, the
mediator is nominated by . . . . . . . . . . . . . . . . . .
Delete if adjudication is selected
12.3.3
The adjudicator is the person appointed by the
…………………….. (name of an official within a body /
association) Tel …………. Fax………………
No……………………….
Insert particulars of person who
appoints or delete if mediation is
selected
12.4.1
In the event that the parties fail to agree on an arbitrator,
the arbitrator is nominated by . . . . . . . . . . . . . . . . . ..
Delete if litigation is selected
13.1.3
All persons in a joint venture or consortium shall carry a
minimum professional indemnity insurance of ……
Delete if not a requirement or
amend wording as required.
13.4
Neither the Employer nor the Service Provider is liable for
any loss or damage resulting from any occurrence unless a
claim is formally made within . . . . . . . . . . months from the
date of termination or completion of the Contract.
Not required if the standard
provisions of Clause 13.4 are
acceptable.
13.5.1
The maximum amount of compensation payable by either
Party to the other in respect of liability under the Contract is
limited to R . . . . . . . .
Or
The provisions of 13.5 do not apply to the Contract
Not required if the standard
provisions of Clause 13.5.1 are
acceptable.
13.6
The provisions of 13.6 do not apply to the Contract
Insert if provisions are not to apply
15
The interest rate will be prime interest rate of the Employers
bank at the time that the amount is due.
or
The interest rates will be ………
Describe interest payable. Amend
wording as applicable.
The additional conditions of contract are:
Insert additional conditions
contract or delete row:
July 2009: Edition 3 of CIDB document 1015
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Insert if provisions are not to apply
Standard Professional Services Contract
of
Part 2: Data provided by the Service Provider
Guidance notes
Clause
1
The Service Provider is . . . . . . . . . . . . . . . . . . . . . . .
Address:
..................
Telephone: . . . . . . . . . . . . . . . . . .
Faxsimile: . . . . . . . . . . . . . . . . . .
5.3
The authorised and designated representative of the
Service Provider is:
Name:
..................
The address for receipt of communications is:
Telephone: . . . . . . . . . . . . . . . . . .
Faxsimile: . . . . . . . . . . . . . . . . . .
Address:
..................
1
The Period of Performance is . . . . . . . . . . . . . . . . . .
Omit if employer specifies Period of
Performance.
5.5
7.1.2
The Key Persons and their jobs / functions in relation to the
services are:
Provide if a requirement
Name
July 2009: Edition 3 of CIDB document 1015
Specific duties
-21-
Standard Professional Services Contract
Form of offer and acceptance
Offer
The Employer, identified in the acceptance signature block, has solicited offers to enter into a contract
for the procurement of:
……………………………………………….
The tenderer, identified in the offer signature block, has examined the documents listed in the tender
data and addenda thereto as listed in the returnable schedules, and by submitting this offer has
accepted the conditions of tender.
By the representative of the tenderer, deemed to be duly authorized, signing this part of this form of
offer and acceptance, the tenderer offers to perform all of the obligations and liabilities of the Service
Provider under the contract including compliance with all its terms and conditions according to their
true intent and meaning for an amount to be determined in accordance with the conditions of contract
identified in the Contract Data.
The offered total of the Prices inclusive of Value Added Tax is
………………………………………..……………………..Rand (in words); R ………………..(in figures)
(or other suitable wording)
This offer may be accepted by the Employer by signing the acceptance part of this form of offer and
acceptance and returning one copy of this document to the tenderer before the end of the period of
validity stated in the tender data, whereupon the tenderer becomes the party named as the Service
Provider in the conditions of contract identified in the Contract Data.
Signature(s)
Name(s)
Capacity
for the
tenderer
(Name and address of organization)
Name and
signature of
witness
Date
Acceptance
By signing this part of this form of offer and acceptance, the Employer identified below accepts the
tenderer’s offer. In consideration thereof, the Employer shall pay the Service Provider the amount due
in accordance with the conditions of contract identified in the Contract Data. Acceptance of the
tenderer’s offer shall form an agreement between the Employer and the tenderer upon the terms and
conditions contained in this agreement and in the contract that is the subject of this agreement.
The terms of the contract, are contained in:
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Standard Professional Services Contract
Part C1 Agreements and contract data, (which includes this agreement)
Part C2 Pricing data
Part C3 Scope of work.
and drawings and documents or parts thereof, which may be incorporated by reference into Parts C1
to C3 above.
Deviations from and amendments to the documents listed in the tender data and any addenda thereto
as listed in the tender schedules as well as any changes to the terms of the offer agreed by the
tenderer and the Employer during this process of offer and acceptance, are contained in the schedule
of deviations attached to and forming part of this agreement.
The tenderer shall within two weeks after receiving a completed copy of this agreement, including the
schedule of deviations (if any), contact the Employer’s agent (whose details are given in the contract
data) to arrange the delivery of any bonds, guarantees, proof of insurance and any other
documentation to be provided in terms of the conditions of contract identified in the Contract Data.
Failure to fulfill any of these obligations in accordance with those terms shall constitute a repudiation
of this agreement.
Notwithstanding anything contained herein, this agreement comes into effect on the date when the
tenderer receives one fully completed original copy of this document, including the schedule of
deviations (if any). Unless the tenderer (now Service Provider) within five working days of the date of
such receipt notifies the Employer in writing of any reason why he cannot accept the contents of this
agreement, this agreement shall constitute a binding contract between the parties. 1
Signature(s)
Name(s)
Capacity
for the
Employer
(Name and address of organization)
Name and
signature of
witness
Date
1
As an alternative, the following wording may be used:
Notwithstanding anything contained herein, this agreement comes into effect two working days after the
submission by the employer of one fully completed original copy of this document including the schedule of
deviations (if any), to a courier-to-counter delivery / counter-to-counter delivery / door-to-counter delivery /door-todoor delivery /courier service (delete that which is not applicable), provided that the employer notifies the tenderer
of the tracking number within 24 hours of such submission. Unless the tenderer (now Service Provider) within
seven working days of the date of such submission notifies the Employer in writing of any reason why he cannot
accept the contents of this agreement, this agreement shall constitute a binding contract between the parties.
July 2009: Edition 3 of CIDB document 1015
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Standard Professional Services Contract
Schedule of Deviations
Notes:
1.
The extent of deviations from the tender documents issued by the employer before the tender closing date is limited
to those permitted in terms of the conditions of tender.
2. A tenderer’s covering letter shall not be included in the final contract document. Should any matter in such letter,
which constitutes a deviation as aforesaid, become the subject of agreements reached during the process of offer
and acceptance, the outcome of such agreement shall be recorded here.
3. Any other matter arising from the process of offer and acceptance either as a confirmation, clarification or change to
the tender documents and which it is agreed by the Parties becomes an obligation of the contract shall also be
recorded here.
4. Any change or addition to the tender documents arising from the above agreements and recorded here, shall also be
incorporated into the final draft of the Contract.
1
Subject ______________________________________________________________
Details _____________________________________________________________________
2
Subject ______________________________________________________________
Details _____________________________________________________________________
3
Subject ______________________________________________________________
Details _____________________________________________________________________
4
Subject ______________________________________________________________
Details _____________________________________________________________________
By the duly authorised representatives signing this agreement, the Employer and the tenderer agree
to and accept the foregoing schedule of deviations as the only deviations from and amendments to
the documents listed in the tender data and addenda thereto as listed in the tender schedules, as well
as any confirmation, clarification or changes to the terms of the offer agreed by the tenderer and the
Employer during this process of offer and acceptance.
It is expressly agreed that no other matter whether in writing, oral communication or implied during the
period between the issue of the tender documents and the receipt by the tenderer of a completed
signed copy of this Agreement shall have any meaning or effect in the contract between the parties
arising from this agreement.
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Standard Professional Services Contract
MyCiTi Phases 1 and 2:
Background to the MyCiTi system and
operations
Business Plan: MyCiTi Phase 1A as approved by Council
27 October 2010 (6.043)
This document is issued as an informative document to assist tenderers in understanding the project context of
the tender. While every effort has been made to present accurate and current information, the City of Cape
Town will not be held liable for the consequence of any decisions or actions taken by others who may utilise the
information contained herein.
This document is issued by the City of Cape Town on a without prejudice basis to provide
background information. It does not bind the City, nor does it bind the other parties.
156
Table of Contents
Abbreviations and key terms .......................................................................................159
1.
Introduction ........................................................................................................161
1.1.
1.2.
1.3.
1.4.
1.5.
1.6.
1.7.
1.8.
1.9.
service
1.10.
2.
System Plan ........................................................................................................173
2.1.
2.2.
2.3.
2.4.
2.5.
2.6.
2.7.
2.8.
2.9.
3.
Introduction ................................................................................................212
Interim VO Contracts ...................................................................................213
Long - Term VO Contracts ............................................................................215
Responsibilities of VO companies ..................................................................215
Advertising / retail .......................................................................................217
Station management services ...............................................................................218
5.1.
5.2.
5.3.
5.4.
5.5.
5.6.
5.7.
6.
Closed Trunk and Feeder Bus Stations...........................................................194
Open Feeder Stops ......................................................................................201
Depots and Staging Areas ............................................................................205
Contracting VO Services.......................................................................................212
4.1.
4.2.
4.3.
4.4.
4.5.
5.
Phase 1A and B ...........................................................................................173
Roll out of Phases 1A and B..........................................................................173
Route characteristics....................................................................................177
Vehicles ......................................................................................................178
Station passenger utilisation .........................................................................181
Operating hours ..........................................................................................185
Headways ...................................................................................................185
Services for events ......................................................................................187
Charter hire.................................................................................................191
Infrastructure......................................................................................................194
3.1.
3.2.
3.3.
4.
Background.................................................................................................161
IRT implementation .....................................................................................161
Illustrative value of this background document...............................................162
Phase 1A and B ...........................................................................................162
Phase 2 ......................................................................................................163
Phase 3 and 4 .............................................................................................164
Business Plan and structure of MyCiTi Project.................................................164
Definition of the Milestones 0, 1, 2, 3 and 4 comprising Phase 1A ....................167
Timeline for the roll out of the Milestones in Phase 1A and relationship between
contracts.....................................................................................................167
Indicative IRT organisational structure ..........................................................170
Introduction ................................................................................................218
Description of the SM functions when fully rolled out ......................................219
SM Stage 0: Flat fares only, hand-helds used for access control.......................223
SM Stage 1: Flat fares only, gates installed used for access control ..................227
SM undertaken by others in SM Stages 0 and 1 ..............................................227
SM Stage 2: Commencement of SM contract ..................................................228
SS Stage 3: Take up of all SM functions.........................................................228
Automated fare collection system .........................................................................229
6.1.
6.2.
Introduction ................................................................................................229
Description of the AFC system when fully implemented...................................229
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157
6.3.
AFC Stage 0: Flat fares only, access control through the use of handheld validators
234
6.4.
AFC stage 1: Access control through the use of electronic gates ......................236
6.5.
AFC Stage 2: Access control on feeder buses through the use of permanently
mounted validators .................................................................................................237
6.6.
AFC Stage 3: Full fare structure functionality..................................................239
7.
Control centre .....................................................................................................240
7.1.
7.2.
7.3.
7.4.
7.5.
7.6.
8.
Introduction ................................................................................................240
Description of the CC system when fully rolled out..........................................240
Stage 0: Tracking through the use of the NETSTAR tracking system ................244
CC Stage 1: Parallel tracking systems - NETSTAR and CC ................................246
CC Stage 2: NETSTAR system fully replaced by City’s Control Centre................248
CC Stage 3: Full CC functionality ...................................................................249
Other services by City departments.......................................................................250
8.1.
8.2.
8.3.
8.4.
8.5.
8.6.
8.7.
8.8.
Surveillance using CCTV cameras ..................................................................250
Response unit .............................................................................................251
Enforcement of parking or driving in bus lanes: Traffic police ..........................251
Enforcement re illegal parking: Traffic police..................................................251
Protection of buses and stations....................................................................251
Cleaning external areas and refuse................................................................252
Maintenance of busway and cycle ways .........................................................252
Revenue Services ........................................................................................253
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158
Abbreviations and key terms
AFC – Automated Fare Collection
APTMS – Advanced Public Transport
Management Systems (see also “Control
Centre” or CC)
BRT – Bus rapid transit
CBD – Central business district
CC – Control centre
CCC – Control Centre Contractor
CCTV – Closed circuit television
MFMA – Municipal Finance Management Act
(56 of 2003)
NDOT – National Department of Transport
NLTA – National Land Transport Act (5 of
2009)
NLTTA – National Land Transport Transition
Act (22 of 2000, as amended by Act 26 of
2006)
OCC – Operations Control Centre
DORA - Division of Revenue Act
Operations Management Unit – the structure
responsible for managing MyCiTi
operations: initially the Department: IRT
Operations; later the relevant unit within
a proposed newly formed ME.
EFF – External Financing Fund
POLB – Provincial Operating Licensing Board
EMV (banking standard) – Europay /
Mastercard / Visa
PTISG – Public Transport Infrastructure and
Systems Grant
Feeder stations – MyCiTi stations along
dedicated routes for low-floor feeder
buses. These stations will allow free
feeder-to-feeder or feeder-to-trunk
transfers.
PTOG – Public Transport Operating Grant
CRC – Continuous reinforced concrete
CRR – Capital Replacement Reserve
SARS – South African Revenue Services
SDA – Service delivery agreement
SS – Station services
Feeder stops – stops on the kerb-side for
feeder buses, eventually allowing
universal accessibility.
TIC – Transport Information Centre
FS – Fare system
TMC – Transport Management Centre
GPS – Global positioning system
TR&MP – Transport, Roads and Major
Projects directorate of the City of Cape
Town
IDP – Integrated Development Plan
IRT – Integrated Rapid Transit
Stops – see “Feeder stops”
ITP – Integrated Transport Plan
Stations – MyCiTi stations along dedicated
routes for high-floor trunk buses
ITS – Intelligent Transport System
VAT – Value Added Taxation
ME – Municipal entity
VO – Vehicle operator
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159
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160
1. Introduction
1.1.
Background
The City of Cape Town’s (City) Integrated Development Plan has identified the
improvement of the public transport system and services a key strategic focus area to
achieve the long term vision of the City’s and its developmental goals. The City
developed a Mobility Strategy aimed at “Putting Public Transport, People and Quality
First” to achieve its vision for a safe, effective, efficient, equitable and affordable public
transport system that supports local and economic development in an environmentally
responsible manner. This vision seeks to establish a full public transport network,
including high quality rail and road services, which will place at least 75% of Cape
Town’s population within 500 metres of the system.
The City has thus resolved to establish a network of Integrated Rapid Transit ("IRT")
systems ("MyCiTi") across the City to complement the existing rail system as part of an
integrated public transport system.
1.2.
IRT implementation
The objective of the IRT system is to eventually transform the entire public transport
system in Cape Town by providing greater choice and more convenient transport
options. This is an extensive network and therefore the full system cannot be
implemented at once. It is envisioned that the system will be rolled out in phases over
the next 20 years, with the initial focus on implementing the first phase part of Phase 1
(being Phase 1A) by September 2013, to match funding availability. The figure below
gives an indication of the areas involved in each of the four phases with the first phase
concentrating on the west coast, the second on the south-western part of the city, the
third focussing on the southern portion with the fourth phase covering the northern
portion of the city.
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161
1.3.
Illustrative value of this background document
While the attached tender focuses mainly on Phases 1B and 2, much of the detail given
in this document relates to Phase 1A. This is because detailed planning for Phases 1B
and 2 is only commencing now. The detail regarding Phase 1A is given as an illustration
of the specifications of the likely Phase 1B and Phase 2 system, and of the sub-phasing
that may be required in subsequent phases.*
1.4.
Phase 1A and B
The Phase 1 area is broadly the Inner City and West Coast areas extending from the
R27 eastwards towards the N7 and southwards towards the N2. Phase 1 borders on the
Phase 2 area and subsequent phases. The Phase 1 area not covered by Phase 1A is
referred to as Phase 1B, and it provides a link between Phase 1A and subsequent
phases. The focus of this Chapter however is on Phase 1A, since the extent of the Phase
1B services is still being assessed.
Phase 1A includes the inner city area (ranging from Hout Bay to the City Bowl) and the
west coast corridor from the inner city northwards to Blaauwberg and Atlantis, and
eastwards towards the Koeberg Road and Montague Gardens. This area includes
residential, commercial and industrial areas such as the V&A Waterfront, Paarden Eiland,
MyCiTi Phase 1 and 2 Background to MyCiTi IRT – Issued without prejudice (November 2011)
162
Century City, Dunoon and Atlantis. A key motivation for starting with this area is that no
rail service exists in this part of the city. Currently, customers have no alternative to the
existing road-based system, which is heavily congested.
The Phase 1A area intersects with the rail network at Woodstock station, through which
all rail routes pass, providing good connectivity between the west coast corridor and the
rest of the metropolitan area. Phase 1A and how it is planned to roll-out is described in
greater detail in the following paragraph.
1.5.
Phase 2
The second phase will be developed in the highest public transport demand areas,
including the south east areas such as Mitchell’s Plain and Khayelitsha. In October 2011
Council approved the commencement of detailed system planning and design of Phase
2.
Figure 1. Rail demand and proposed new strategic transport corridors
•
•
•
•
Phase 2 of the MyCiTi
project is defined as the
Metro South East (MSE)
area and is responsible
for the majority of the
total public transport
activity in the metropolitan area. Years of
planning, research and
investigation have identified critical missing
transport corridors in the
public transport system
serving the MSE which
could be served by BRT.
These corridors, as schematically depicted on
Figure 1, comprise of the
following:
MSE to Wynberg / Claremont
N2 Corridor (Klipfontein and Main Road)
Symphony Way
MSE to West Coast via Nigeria Way and Jan Smuts Drive
The Khayelitsha to CBD Rail service is running at over capacity (as indicated in red on
Figure 1) until it connects with northern lines towards Bellville and Southern lines
towards Claremont and Wynberg. This dynamic identifies the actual desire for
movement towards the Bellville and Wynberg / Claremont area but due to the lack of
MyCiTi Phase 1 and 2 Background to MyCiTi IRT – Issued without prejudice (November 2011)
163
direct transport links to these areas, commuters travel a roundabout way to their final
destination.
A BRT service could address these critical public transport missing links as schematically
shown on the figure above.
Over time, the road based public transport demand between the MSE and the Cape
Town CBD has grown significantly. This is due to passengers moving from rail to both
bus and mini-bus taxi services because of the lack of capacity and perceived safety and
security concerns by passengers on the rail system.
PRASA has responded in their recent Rail Plan by identifying the Chris Hani (Khayelitsha)
to CBD rail service as a ‘modernisation and demonstration’ project which will however
only be operational during 2015. In the interim additional transport capacity is required
and could possibly be provided by means of an interim express BRT service via the N2.
A target implementation date of December 2013 has been determined for the
implementation of this service, should it be found to be practically and financially
feasible.
It must be stressed that all of the above proposals are conceptual only and subject to
further detailed investigation which will require the appointment of specialist
consultants. As indicated, Council gave authority to proceed with planning for phase 2
conditional to budgetary provision being in place.
In order to meet the targeted implementation date of December 2013 for the
implementation of the possible BRT service to the MSE Council also granted authority to
proceed with all works (inclusive of acquisition of land, procuring of vehicles, construction of depots / staging areas and other infrastructure works) necessary for the fast
track implementation of this service conditional to works not being abortive should a
portion of the service not be proceeded with and budgetary provision being in place.
1.6.
Phase 3 and 4
The third and fourth phases will cover the southern and northern areas such as
Claremont and Bellville respectively. Planning for these areas will follow Phase 2 designs.
It is possible that the full system could be operational by 2030, provided sufficient
funding is made available and that this project continues to receive the current level of
support from different spheres of government.
1.7.
Business Plan and structure of MyCiTi Project
In summary, the City intends to operate IRT trunk bus services along dedicated bus
ways interspersed with stations, as well as a network of feeder bus services linking to
stations. The City will determine the routes and schedules in terms of which the buses
will operate, and will contract vehicle operating companies to undertake the operation of
the buses. MyCiTi operations can be run optimally if responsibilities are divided
MyCiTi Phase 1 and 2 Background to MyCiTi IRT – Issued without prejudice (November 2011)
164
appropriately amongst the City of Cape Town; a municipal entity ("ME") to be
established as a company and owned by the City, which oversees operations and some
aspects of system development; and private sector companies which perform most of
the actual operational tasks under contract to the ME.
The business structure and contracts described here are based on present strategic
planning.
In the initial phase, the tasks and responsibilities of the City and the ME are to be
combined in a MyCiTi Project Office within the City's administration, reporting to the
Executive Director: Transport and Roads, and consisting of two departments, namely the
Department: IRT Development and the Department: IRT Operations. As the detail of
contractual relationships between the various parties is clarified and stabilised and a ME
for public transport services is established, it is anticipated that the Department: IRT
Operations will be transferred to the ME, while the Department: IRT Development will
remain in the City administration.
The generic term "MyCiTi Operations Management Unit" is used to refer to the
structure which is responsible for managing MyCiTi operations, which will initially be the
Department: IRT Operations and subsequently the yet to be established ME. It is this
Department that will represent the City as the Employer in undertaking the
administration of the SM contract.
It is envisaged that seven distinct role players will be involved in MyCiTi including:
1.
The MyCiTi Operations Management Unit, which will initially be the Department: IRT
Operations forming part of a MyCiTi Project Office within the administration of the
City of Cape Town. Pending and subject to decisions to be taken in terms of
compulsory legislative processes, it is envisaged that the MyCiTi Operations
Management Unit will be shifted into the ME for public transport services;
2.
The administration of the City, including, in particular, the MyCiTi Project Office,
which will consist of the Department: IRT Development and, until it is shifted to the
envisaged ME, the Department: IRT Operations. The Department: IRT
Development, in conjunction with other City departments, will perform the City’s
overall regulatory function and remain responsible for the roll out and maintenance
of the route infrastructure and related City assets. The Department: IRT
Development will plan and implement the roll out of the system in conjunction with,
in particular, the MyCiTi Operations Management Unit, whether the latter is situated
within the City’s Project Office as the Department: IRT Operations, or within a new
ME;
3.
Vehicle operating companies (referred to as "VOs"); which will be responsible for
maintaining and operating the buses on routes and according to timetables set by
the City, the security and management of passengers on the buses and the
management of depots and staging areas,
4.
An Automated Fare Collection system contractor ("AFC contractor"); which will be
responsible for the installation, operation and maintenance of an Automated Fare
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165
Collection System for collecting of and accounting for fares and the payment of
fares into the account of the City,
5.
A control centre contractor ("CC contractor"); which will be responsible for
installing, operating and maintaining a vehicle tracking, monitoring and
communications system, and
6.
A station management contractor ("SM contractor"); which will be responsible for
the operation and general maintenance of the stations, the management, security
and safety of passengers within and around station precincts and the sale of EMV
smart cards.
7.
City of Cape Town service departments who will be responsible for the provision of
certain municipal services not rendered by the above mentioned entities such as
safety and security outside stations, on buses and dedicated roadways.
The City has overall responsibility for MyCiTi. It determines where the system is to be
rolled out, builds and maintains the MyCiTi infrastructure, and sets the terms under
which the system operates. This includes setting the framework for establishing fare
levels and establishing through negotiations with the MyCiTi Operations Management
Unit (initially the Department: IRT Operations) the level of additional finance contributed
by the City to run the transport operations. The ME, which will include the MyCiTi
Operations Management Unit, will be governed by a service delivery agreement with the
City. The MyCiTi Operations Management Unit manages the design and implementation
of operations and controls the contracts in terms of which various private sector
companies deliver different elements of the service.
These roles, relationships and contracts are now summarised in the diagram below.
Contract
City of Cape Town
Service
Agree ment
Control Centre
Contractor
IRT OPERATIONS
DEPARTMENT
(In future possibly
transferred Municipal
Entity)
Vehicle
Operators
Contractors
Automatic Fare systems
Contractor (incl
Merchant Acquirer)
Station Mangement
Contractor
IRT Contract Structure
MyCiTi contract structure
MyCiTi Phase 1 and 2 Background to MyCiTi IRT – Issued without prejudice (November 2011)
166
More detail on the roles and responsibilities of the seven entities may be found in the
MyCiTi Business Plan of October 2010 as well as elsewhere in this document
1.8.
Definition of the Milestones 0, 1, 2, 3 and 4 comprising Phase 1A
For system planning and rollout the City refers to the rollout of Phase 1A of MyCiTi in
terms of five milestones, each being the definition of a specific state of the system. This
numbering system is useful in that it has relevance to the routes and services operated
by the VO companies’ as well as the assets handed over to the SM contractor. (Refer to
Chapter 2 of this document for a fuller description of the five Milestones).
1.9.
Timeline for the roll out of the Milestones in Phase 1A and
relationship between service contracts
In order to accommodate the timeframes scheduled for the roll out of Phase 1A it was
necessary to introduce interim arrangements which, as the MyCiTi Service is rolled out
will be substituted by introducing permanent solutions.
For example prior to the start of Milestone 0 the City entered into “interim contracts”
with the Vehicle Operatoring Companies to operate and maintain the buses and stations.
These interim contracts for vehicle operators will end with the signing of long term 12
year contracts with VO companies.
The term ‘interim’ is used in this document to refer not only to the interim VO contracts,
but to a number of other services which will only be partially operational during the
period when Milestone 0 services are running and may extend into further Milestones.
For example, the automated fare contract (AFC Contract) and the control centre contract
(CC Contract) were not fully operational at the commencement of Milestone 0, but will
be implemented in stages as the relevant hardware arrives, and the software and
business processes become operational. The stages of implementation of each of these
components will follow different timetables, although some components will impact on
others. For example, prior to the fare system’s turnstiles being in place those providing
station management services will have to regulate access on a temporary basis.
Thus the term ‘interim’ is used to refer to a variety of different stages across a variety of
service components and contracts prior to the system full system being properly in
place.
The following table shows the relationship between the implementation of various
service components and the timeline for the roll out of the milestones.
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167
Note:
1.
The dates reflected in this table are based on current knowledge and may change as more information
becomes available as the project rolls out.
2.
The Milestone target dates reflect the contractual dates the City wishes to achieve and may not be consistent
with the Milestone commencement dates when the City anticipates launching the services to the public.
MyCiTi Phase 1 and 2 Background to MyCiTi IRT – Issued without prejudice (November 2011)
168
The following paragraphs summarise the different service components through their
various stages.
1.9.1.
Vehicle Operating (VO) Contracts
See Chapter 4 a full description of this service
VO Stage 0 – the interim VO contracts commenced in May 2011, governing the
operations of the VOs who are responsible for vehicle operations as well as station
management services. Station management services at this stage include general station
management, manual access control and ticket validation, limited maintenance, cleaning
and security services. The City is responsible for ticket sales.
VO Stage 1 – This stage commences with the introduction of the EMV smart cards
replacing the paper ticketing system. The City will sell the EMV smart cards and access
will be controlled by the VO using hand held validators on the stations.
VO Stage 2 – This stage commences when the permanent automated access control
gates at the stations and permanent validators on the feeder buses take over the role of
manual access control and card validation, thus reducing the scope of the VO interim
contract.
VO Stage 3 – This stage commences Station Management Contract is and awarded,
where after the remaining station services functions will be taken over by the successful
contractor.
VO Stage 4 – At the conclusion of agreements with the taxi associations and bus
operators the interim VO contracts will be replaced by the 12 year long term contracts.
1.9.2.
Station Management
See Chapter 5 for a full description of this service
SM Stage 0 – During this stage the VO contractors will perform the stations
management functions including general station management, manual access control
and card validation, limited maintenance, cleaning and security services and providing
station ambassadors.
SM Stage 1 – This stage commences once automated access control gates are installed
at the stations and permanent validators on buses which will take over the role of
manual access control and card validation.
SM Stage 2 – This stage commences when the Station Management Contract is awarded
where after the remaining station management functions will be taken over by the
successful contractor.
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1.9.3.
Automated Fare Collection system
See Chapter 6 for a full description of this service
AFC Stage 0 – During this stage only flat fares are charged utilising a manual ticketing
system where the City sells the tickets at station kiosks and on the feeder buses. The VO
checks the tickets at the stations while the City assumes this role on the feeder buses.
AFC Stage 1 – The manual ticketing system will be replaced by the introduction of the
EMV smart cards. These will be sold at station kiosks and for a short period on the
feeder buses by the City. Later EMV smart cards will be sold at other points of sales such
as retail outlets. The VO will be responsible for manual access control at stations utilizing
the hand held validators. Temporary validators will be mounted on feeder buses and
therefore will not require manual operation.
AFC Stage 2 – This stage commences once automated access control gates are installed
at the stations which will take over the role of manual access control and card validation
at stations. Permanent validators will also replace the hand held validators on the feeder
buses.
AFC Stage 3 – This stage commences from the time the full fare structure becomes
functional and fully integrated with the Back Office functions. The responsibility for card
sales at kiosks will also be handed over by the City to the successful station
management contractor.
1.9.4.
Vehicle tracking and controlling (referred to as CC)
See Chapter 7 for a full description of this service
CC Stage 0 – Initially vehicles tracked by infrastructure supplied by the Provincial
Government and controlled by personal employed by the City
CC Stage 1 – This stage commenced once the Control Centre Contract was awarded.
During this stage the Control Centre tracking system and Back Office functions are rolled
out and operate in parallel with the Provincial System.
CC Stage 2 –The control Centre System fully replaces the Provincial System.
CC Stage 3 – Over time the full structure will become functional and fully integrated with
the other services.
1.10. Indicative IRT organisational structure
Figure 2 below shows of the location of the tender within the indicative overall IRT
organisational structure, while Figure 3 gives the organogramme of the Department of
IRT Operations in more detail.
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Figure 2. Indicative IRT project structure and overall organogramme showing the location of this
tender – focusing primarily on Phase 2 of the IRT
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Figure 3. Organogramme of the Department IRT Operations
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2. System Plan
2.1. Phase 1A and B
Phase 1A includes the Inner City (including extension to Hout Bay), Woodstock rail
station, the industrial areas of Paarden Eiland and Montague Gardens, the shopping and
office block area of Century City, and the residential areas of Milnerton, Brooklyn,
Dunoon, Tableview, Melkbos, Atlantis and Mamre. It includes the rapidly growing
residential areas in Blaauwberg north of the Diep River, and the low-income
communities of Atlantis, Mamre, Dunoon and Doornbach / Joe Slovo. This corridor faces
some of the worst peak period congestion levels, especially to the south and east of the
bridges over the Diep River.
The Phase 1 area not covered by Phase 1A is referred to as Phase 1B, and it provides a
link between Phase 1A and subsequent phases. The focus of this paragraph however is
on Phase 1A, since the extent of the Phase 1B services is still being assessed.
2.2. Roll out of Phases 1A
and B
Figure 4 shows a map of the Phase
1A, including the trunks and feeder
service routes. A list of the routes is
included in the following paragraph.
Phases 1A and B is planned to
become operational over a period of
time. The first service of Phase 1A
(sometimes referred to as the MyCiTi
starter service) has begun in what is
known as Milestone 0. This service
commenced in May 2011 and will be
followed by Milestones 1, 2, 3, and 4.
These milestones, in general, indicate
the extension of the services into the
inner city area (Milestone 1), Table
View
and
Montague
Gardens
(Milestone 2), Atlantis and Melkbosstrand (Milestone 3) and Dunoon
(Milestone 4). In Milestone 1 for
instance all the services of Milestone
0 remain, except that the inner city
Figure 4. Full Phase 1A
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interim route is replaced by the
permanent feeder routes, and in
Milestone 2 the permanent feeder
routes in Table View replace the
interim feeder routes. The routes
planned for Phase 1A and some of
the Phase 1B routes are listed in
Table 1.
2.2.1. Milestone 0
Figure 5. IRT - Milestone 0 interim routes
Additional services:
•
Airport shuttle bus
Milestone 0 began operations in
May 2011 and consists of two trunk
routes and four interim feeder
routes. The trunk routes are:
•
T01: Table View to CBD
along the R27
•
T02: Airport to CBD along
the N2
The interim feeder routes are:
•
F01: Gardens to Waterfront
via Civic Centre (Cape Town
CBD)
•
F14: Big Bay to Table View
to Parklands East (Table View)
•
F15: Parklands to Table View to Blouberg Sands (Table View)
•
F16: Marine Circle to Table View to Blouberg Sands (Table View)
Minor changes to the Milestone 0 routes are being put into effect in early November
2011, but these changes are not shown here.
2.2.2.
Milestones 1-4
Figure 5 indicates the expected dates that the milestones (post-Milestone 0) will be
operational:
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Figure 6. Start dates of full milestones
Milestone
Expected
start date
Description of services provided
Milestone 1
Milestone 0 plus
• The permanent Inner City feeders
August 2012
• Interim feeders in Table View will continue in support of
this milestone.
Milestone 2
Plus:
• Permanent Table View feeders to serve the R27 trunk and
provide a distribution service within the Table View area.
October
2012
• Trunk into Montague Gardens
• Permanent feeder Montague Gardens - Century City
• Possibly Dunoon – Montague Gardens – Century City
route
Milestone 3
Plus:
• Trunks to Atlantis with connection to Melkbosstrand
• Feeders within Atlantis serving trunk and local travel
desires.
Milestone 4
November
2013
Plus:
• Trunk from Bayside to the CBD is extended from Bayside
to Dunoon.
September
2013
The expected start dates above are based on current knowledge and may change as more information becomes available.
They reflect the contractual dates the City wishes to achieve and may not be consistent with dates provided to the public.
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Table 1. Planned routes in Phase 1A / B
Milestone
Area
0
1
2
2/Pha
se 1B
INNER
CITY
TABLE
VIEW
Service
Route
number
Route name
Trunk
Trunk
Feeder (interim)
Feeder (interim)
Feeder (interim)
Feeder (interim)
Feeder
T01
T02
F01
F14
F15
F16
F1
Feeder
F2
Table View to Cape Town
Airport to Cape Town
Gardens to Civic Centre to Waterfront
Big Bay to Table View to Parklands East
Parklands to Table View to Blouberg Sands
Marine Circle to Table View to Blouberg Sands
Hout Bay to Cape Town via Camps Bay and Sea
Point
Waterfront to Camps Bay via Camps Bay Drive
and Geneva Drive circle
Feeder
F3
Waterfront to Camps Bay via Geneva Drive and
Camps Bay Drive circle
Feeder
Feeder
Feeder
Feeder
Feeder
Feeder
F4
F5
F6
F7
F8
F70
Sea Point to Waterfront
Sea Point to Cape Town via Fresnaye
Cape Town to Vredehoek via Gardens circle
Cape Town to Salt River via University Estate
Cape Town to Oranjezicht via Gardens circle
Montague Gardens IRT Station to Century City
Station via Montague Gardens
Trunk
Feeder
Feeder
Feeder
T11
F14
F15
F16
Montague Gardens IRT Station to Waterfront
Parklands Main Road to Marine Circle
Avonmouth Road to Wood IRT Station
Wood IRT Station to Blaauwberg Hospital via
Ringwood
Dunoon to Century City via Montague Gardens
IRT Station
DUNOON Trunk
T69
3
ATLANTIS
F8
TE8
F9
F10
F11
F12
F13
F14
Atlantis to Mamre
Atlantis to Mamre
Atlantis to Pella
Atlantis to Robinvale circle route
Atlantis to Protea Park via Avondale
Atlantis to Saxonsea circle
Atlantis to Atlantis Foundry circle route
Atlantis to Melkbosstrand
4
Trunk
DUNOON Trunk
T2
T1
Atlantis to Cape Town via Table View
Dunoon to Waterfront via Table View
Feeder
Feeder
Feeder
Feeder
Feeder
Feeder
Feeder
Feeder
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2.3. Route characteristics
2.3.1. Trunk route operations
Route conditions:
A trunk route operates generally in dedicated bus lanes where possible or with priority at
intersections. However, in some cases much of the trunk route operates in mixed traffic
e.g. the trunk route north of the Table View built up area to Atlantis and the airport
route along the N2.
Stations:
Trunk routes generally make use of specifically built stations in the median (ie in the
island between the lanes going in opposite directions). At stations passengers board or
alight via the doors generally on the right hand side of the bus, with level boarding (ie
without having to use steps between the station and the bus). At stations passengers
also have their tickets or smartcard validated as they enter the station, with the result
that they can board the bus fast once it arrives.
2.3.2. Feeder route operations
Route conditions:
Feeder routes generally operate in mixed traffic. Sometimes they run in dedicated bus
way, such as in the portions of dedicated bus way around the closed stations.
Stops:
The bus stops are generally on the left hand side of the road at the kerb side, at specific
“temporary” or permanent stops. Passengers will board or alight via the left hand side
door at level (ie without having to use steps between the station and the bus). In the
case of interim feeders or trunk extensions, high-floor vehicles are used which require
using the stairs of the bus on the left-hand door to reach kerb level.
Feeders sometimes make use of specific closed trunk-feeder stations in the median.
Here passengers will board or alight via bus doors on the right hand side of the bus
making use of level boarding at a platform with the same height as the bus floor.
2.3.3. Transfers at stations
Stations are essentially elements of infrastructure that facilitate the process of
passengers transferring between the external environment and the system (i.e. onto or
off the system) or transferring between routes (trunk and feeder) within the system.
The types of transfers that the system facilitates are:
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•
External to stations: Passengers entering and exiting the median stations will do
this at designated safe pedestrian crossings which have been designed to
account for pedestrian safety and convenience.
•
External to feeders via stops: Passengers entering and exiting the system via a
feeder bus will generally do so at relevant kerbside feeder stops.
•
Trunk route to trunk route: Within the closed station, passengers either transfer
from one platform to another or wait at the same platform for their next bus.
•
Trunk route to feeder route: This is mainly an open transfer where passengers
will leave the closed station to catch a feeder bus at a stop along the kerbside.
However, at selected locations where transfer volumes are high, a closed trunkfeeder station will be provided with transfers within a closed space to improve
convenience and safety and reduce customer cost. This transfer will take place in
the station and will in Phase 1A involve moving between two different platform
heights i.e. from the trunk’s high floor of 940 mm to the lower feeder level of
300 mm to access the right hand side door of the feeder vehicle.
•
Feeder route to feeder route: This is mainly an open transfer where passengers
board and alight at kerbside stops. However, at selected locations where transfer
volumes are high, a closed feeder-feeder station will be provided.
Closed trunk-feeder and feeder-feeder stations are physical and elegant attempts to
provide free transfers between trunk-feeder and feeder-feeder respectively.
2.4. Vehicles
2.4.1. Vehicle characteristics
Within the Phase 1A area the vehicles that will operate the trunk routes will be high-floor
vehicles and the feeder routes will be operated by the low-floor feeder vehicles. The
general characteristics of the available vehicles are described below in the table.
Typical vehicle characteristics (approximate)
Vehicle type
Vehicle
Feeder
9m feeder bus (details
below are of this bus)
Trunk
12m trunk vehicle
18m trunk vehicle
(possibility of 12m)
Vehicle
description
Feeder vehicle
Solo trunk (standard) &
Solo trunk (airport)
Articulated trunk
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Vehicle type
Dimensions
Floor height
Number of
Passenger Doors
Wheelchair
positions
Passenger
capacity
Feeder
Trunk
Length: 9 m
Length: 12.75 m
Length: 18.4 m
Width: 2.6 m
Width: 2.6 m
Width: 2.6 m
Low floor:
High floor:
High floor:
300 mm
940mm
940mm
1 right-sided door
2 right-sided doors
3 right-sided doors
1 left-sided door
1 left-sided standard door
with stairs
1 left-sided standard
door with stairs
1
1
2
50
Standard vehicle:
(21 seated, 27
standing, 1
wheelchair)
85 (41 seated, 43
standing, 1 wheelchair)
Airport vehicle:
77 (33 seated, 43
standing, 1 wheelchair)
132
(53 seated, 77
standing, 2
wheelchairs)
An example of a feeder bus. Final design subject to award of tender.
A 12m solo trunk vehicle
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An 18m articulated high-floor vehicle
2.4.2. Vehicle type per route
The type of vehicle used on each route is indicated in the table below. Trunk routes may
use the trunk vehicles interchangeably depending on various factors i.e. using 12m trunk
vehicles on a typical 18m trunk route, however the vehicles indicated below are the
main vehicle as currently planned.
In case of a trunk extension, these trunk vehicles are equipped with right-sided doors to
service the median stations as well as a left-sided door at the left-hand kerb where
access will be via stairs to kerb-side feeder stops.
Table 2. Anticipated vehicle type per route
Milestone
Area
0
1
2
INNER CITY
TABLE VIEW
Service
Route
number
Vehicle type
Trunk
Trunk
Feeder (interim)
Feeder (interim)
Feeder (interim)
Feeder (interim)
Feeder
Feeder
T01
T02
F01
F14
F15
F16
F1
F2
18m trunk
12m trunk (airport)
12m trunk
12m trunk
12m trunk
12m trunk
9m feeder
9m feeder
Feeder
Feeder
Feeder
Feeder
Feeder
Feeder
Feeder
F3
F4
F5
F6
F7
F8
F70
9m feeder
9m feeder
9m feeder
9m feeder
9m feeder
9m feeder
9m feeder
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Milestone
Area
2/Phase 1B
3
DUNOON
ATLANTIS
4
DUNOON
Service
Route
number
Vehicle type
Trunk
Feeder
Feeder
Feeder
Trunk
Feeder
Feeder
Feeder
Feeder
Feeder
Feeder
Feeder
Feeder
Trunk
Trunk
T11
F14
F15
F16
T69
F8
TE8
F9
F10
F11
F12
F13
F14
T2
T1
18m trunk
9m feeder
9m feeder
9m feeder
12m trunk
9m feeder
9m feeder
9m feeder
9m feeder
9m feeder
9m feeder
9m feeder
9m feeder
12m trunk
18m trunk
2.5. Station passenger utilisation
2.5.1.
Modelled station passenger utilisation: Phase 1A
Phase 1A has been modelled as a whole system. From this, the anticipated number of
passengers boarding and alighting at each of the closed stations when Phase 1A is
complete has been generated. The table below gives an indication of the number of
passengers boarding and alighting in the morning peak hour for each of the closed
stations. However, this
IRT PHASE 1A: STATION UTILISATION (draft)
Station Name
(trunk station unless otherwise stated)
Approximate boarding and
alighting passengers when
full Phase 1A is operational
(AM peak hour)
Milestone 0 stations
Granger Bay
Airport
Civic Centre
90
Not available
See Milestone 1 stations
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Stadium
90
See Milestone 2 stations
Table View
Sunset Beach
60
Racecourse
1 580
Milnerton
20
Woodbridge
30
Lagoon
990
Zoarvlei
80
Vrystaat
150
Section
360
Neptune
10
Paarden Eiland
80
Woodstock
1 380
Thibault Square
770
Milestone 1 stations
1440
Waterfront - Trunk
410
Queens Beach
Civic Centre - Trunk and Feeders
10 100
Adderley - Closed Feeder
160
Gardens Centre - Closed Feeder
480
Milestone 2 stations
Table View - Closed trunk and feeder
6 310
Omuramba - Trunk & Closed Feeder
1 040
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210
Ascot
Milestone 3 stations
Atlantis Town Centre - Trunk & Closed
Feeder
4 530
Melkbos - Trunk & Closed Feeder
1 080
120
Sandown
80
Sunningdale
Milestone 4 stations
40
Doornbach
Dunoon
2 650
Killarney
310
Potsdam
20
Boy De Goede
90
Wood Drive
70
Janssens
70
Grey
10
2.5.2.
Modelled station passenger utilisation: Phase 1B
(draft)
Station Name
(trunk station unless otherwise stated)
Approximate boarding and
alighting passengers when
full Phase 1A&B is
operational (AM peak hour)
Preliminary stations
Joe Slovo (on Omurumba Road)
160
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Sable Square (on Ratanga Road)
230
Century City (off Rantaga Road)
100
2.5.3.
Current station utilisation
Station Name
Estimated peak hour
boarding and alighting
passengers (from October
2011, either AM or PM peak
hour depending on which is
larger)
Milestone 0 stations
Civic Centre
1 220
Airport
Table View
32
920
Sunset Beach
30
Racecourse
70
Milnerton
30
Woodbridge
60
Lagoon
30
Zoarvlei
40
Vrystaat
30
Section
30
Neptune
20
Paarden Eiland
30
Woodstock
50
* Note: Data on current utilisation is drawn from the best available data at present.
Daily boardings – As part of the tender document – Volume 3: Compact disk
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2.6. Operating hours
The approximate operating hours of the routes in the various areas are given in the
table below and are indicative only. Greater detail on operating hours and peak periods
per route can be found in the detailed timetables when these become available, and
may change over time.
Weekday operating hours (current estimates)
Services start:
04:20 (first Airport bus from Civic
Centre)
05:00 (for other services)
Services end:
00:00
AM peak period:
06:00 – 09:00
PM peak period:
15:30 – 18:30
Saturday operating hours (approximate)
Services start:
06:00
Services end:
00:00
Sunday operating hours (approximate)
Services start:
07:00
Services end:
00:00
Please refer to the proposed timetables for details of the precise operating hours for
each route when these become available.
2.7. Headways
Headways are the time between planned buses on one route. The typical planned
headways in the peak and off-peak are as follows, however the actual headways will be
available once the timetables have been finalised, and will vary over time:
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Milestone
Area
0
1
2
INNER CITY
TABLE VIEW
2/Phase 1B
3
DUNOON
ATLANTIS
4
DUNOON
Route
number
Peak headway
(minutes)
Off-peak headway
(minutes)
T01
T02
F01
F14
F15
F16
F1
F2
10
20
10
15
15
15
4
12
20
20
20
20
20
20
F3
F4
F5
F6
F7
F8
F70
T11
F14
F15
F16
T69
F8
TE8
F9
F10
F11
F12
F13
F14
T2
T1
12
15
6
8
20
20
?
4
10
20
20
?
15
10
60
12-20
10
6-20
5-15
?
6
4
30 minutes
maximum in
general
Please refer to the proposed timetables for details of the precise headways for each
route when these become available.
2.7.1.
Proposed timetables
The proposed timetables for the above routes for Monday-Friday (day 1-5), Saturday
(day 6) and Sunday (day 7) will be available at a later stage.
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2.8.
2.8.1.
Services for events
Introduction
Generally, all MyCiTi bus transport in support of sports and entertainment events held at
the Stadium are scheduled on an ad hoc basis.
The following Event Categories have been defined in the Events Transport Management
Plan:
The following describes the Spectator Demand for each Event Category:
The UCT and Hout Bay Park & Rides are only activated for Event Categories 3/4/5.
Spectator demand at these Park & Rides depends largely on the type of event and the
spectator profile, which in turn is affected by the cost of the tickets.
For example, sports events, such as soccer events, tend to attract more spectators
originating from the Metro South-East, i.e. lower income areas – these spectators
tending rather to make use of the Park & Rail Service to get to the Civic Station in order
to make use of the Shuttle to the Stadium. Whereas, entertainment events, such as the
U2 event, tend to attract more spectators originating from the higher income Northern &
Southern suburbs areas – the spectators in the Southern suburbs, in particular, tending
to make use of the Park & Rides in order to get to the Stadium.
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The following describes the MyCiTi Bus demand for each Event Category:
Category
Number of MyCiTi Buses
1
Maximum 10
2
Maximum 10
3
39 up to 09:00 (end of Airport Service)
42 after 09:00
4
39 up to 09:00 (end of Airport Service)
42 after 09:00
5
39 up to 09:00 (end of Airport Service)
42 after 09:00
2.8.2.
Description of Process
For each event, the City will issue a Service Notice to the VOC a minimum of 2 weeks
before the event. This Service Notice will contain the following information:
•
•
•
Event name and number of spectators to be expected;
Event date;
Services to be delivered –
• Type of Service –
• Civic Station – Stadium - point to point service;
• Hout Bay - 4 stops service :
•
•
•
• Stop 1 – at Kronendal Primary School;
• Stop 2 – circle at ImizamoYetho;
• Stop 3 – at Maiden’s Cove bus stop on Victoria Road;
• Stop 4 – Main Road Green Point opposite York Road at the Stadium.
UCT – Upper Campus – 3 stops service :
• Stop 1 – on Rugby Road at UCT Sports Centre at the Northern end of the
campus;
• Stop 2 – Intersection of the link between Rugby and Ring Roads and University
Avenue at the Southern end of the campus;
• Stop 3 – Civic Centre bus station on Hertzog Boulevard in the CBD;
Civic Station – Table View Station – point to point service;
Table View MyCiTi Feeder (revised blue & green route) - stop ‘on demand’ services;
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•
Route Description –
Route Description for Event Categories 1 / 2
ID
Length*
Route identification
Route details
5.7 km
Civic Center – Stadium Civic Center
Forward Direction: Start Civic IRT Station straight Hertzog
Boulevard, left Heerengraght, right Hans Strijdom Avenue straight
Western Boulevard straight to Stadium IRT Station.
Reverse Direction: Start Stadium IRT Station, straight Western
Boulevard, straight Hans Strijdom, left Heerengracht, right
Hertzog Boulevard straight to Civic IRT Station.
Route Description for Event Categories 3 / 4 / 5
ID
Length*
Route identification
Route details
5.7 km
Civic Center – Stadium Civic Center
Forward Direction: Start Civic IRT Station straight Hertzog
Boulevard, left Heerengraght, right Hans Strijdom Avenue straight
Western Boulevard straight to Stadium IRT Station.
Reverse Direction: Start Stadium IRT Station, straight Western
Boulevard, straight Hans Strijdom, left Heerengracht, right
Hertzog Boulevard straight to Civic IRT Station.
13 km
Hertzog Boulevard – UCT –
Hertzog Boulevard
Forward Direction: Start Hertzog Boulevard under IRT
turnaround, straight Hertzog Boulevard, straight Eastern
Boulevard/N2 on ramp, right Rhodes Drive/M3, left Rosebank exit
right Woolsack Drive, straight Upper Road, straight Rugby Road.
Reverse Direction: Start Rugby Road, left Rugby Road, left
Rhodes Drive/M3, left Eastern Boulevard, right Eastern Boulevard,
left Oswald Pirow off ramp straight Hertzog Boulevard.
42.4 km
Green Point – Hout Bay –
Green Point
Forward Direction: Start Green Point Main Road, left Granger Bay
Extension, round circle, left Granger Bay extension, right Main
Road, right Regent Street, left Queens Road, right Victoria Road,
straight Victoria Road, left Victoria Road, right Main Road, left
Baviaanskloof, left Darling Street, left Andrews Road.
Reverse Direction: Start Andrews Road, right Main Road, left
Victoria Road, right Victoria Road, left Victoria Road, left Queens
Road, right Regent, straight Main Road.
16.7 km
Civic Station – Table View
Station
Forward Direction: Civic Station via BRT Lane to Table View
Station.
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Route Description for Event Categories 3 / 4 / 5
ID
Length*
Route identification
Route details
Reverse Direction: Table View Station via BRT Lane to Civic
Station.
11.3 km
Table View Feeder
Forward Direction: Table View Station via revised BRT Feeder
route.
Reverse Direction: Revised BRT Feeder route to Table View
Station.
* = the length given above refers to the approximate route length round trip
•
•
Consolidated hourly bus requirement – a table showing the number of vehicles
required for each route per hour for the duration of the event;
Hours of operation
Start and end time periods for Event Categories 1 and 2 are as follows:
•
•
1 – 2 hours pre-event;
1.5 hours post-event;
Start and end time Periods for Event Categories 3/4/5 are as follows:
•
•
•
•
•
•
•
•
• 3 – 4 hours pre-event;
• 1.5 – 2 hours post-event;
• The peak hour for all Event Categories is the hour pre and post event.
Number of Buses per route;
Fleet type breakdown per route;
Projected No of km per route - based on route length (round trip);
Passenger Management Services - whether or not required;
Station Cleaning Services – whether or not required;
Security Services – whether or not required;
Fare Structure - passenger to produce an event ticket for free travel;
Projected Demand.
After receiving the Service Notice from the City, the VOC will be expected to reply to the
City with a detailed Resource Deployment Plan (RDP) for the event named in the Service
Notice. The RDP will also need to include any route and schedule adjustments regarding
the existing services, and indicate the quantity and type of additional buses to be
contracted. If in the Service Notice it was indicated that passenger management
/cleaning/security services were required, the VOC will have to provide a staff
deployment plan.
After the RDP has been approved by the City, the VOC will be required to immediately
apply for a temporary operating license (OL) from the Provincial Operating License
Board (POLB) for those routes set out in the Event Service Notice, not covered by the
VOC’s existing license. If an OL is refused, the VOC must immediately inform the City in
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order for the City to make alternative plans. If the OL is refused due to negligence on
the part of the VOC, the City may hold the VOC liable.
The VOC will be expected to attend at least one pre-event clarification meeting, which
will be scheduled by the City together with any other key role players.
Irrespective of Event Category size, all existing services will be required to continue as
normal, albeit possible route and schedule adjustments as per the RDP. With reference
to the three airport buses in particular, for Event Categories 3/4/5, only after the Airport
Service has ended can the Airport buses be used for the remainder of the duration of
the event - since these buses have been specifically designed for passengers with
luggage, they may not be substituted with other types of buses.
The designated bus staging area for all Event Categories is the Foreshore Staging Area.
As stated in the VOC contracts, the Events will be rotated between the three VOCs. If
the VOC whose turn it is to operate the event requires the entire MyCiTi fleet, due to the
size of the event, the VOC will be expected to contract the buses from the other two
VOCs in the same way it would contract additional buses from any other bus operator
such as Jamie Shuttle or GABS. The only difference is, that unlike any other bus
operator, the other two VOCs will have no choice as to whether or not they make their
buses available to the VOC who’s operating the event – this, as stated in the VOC
contracts, which also states the rates at which the three VOCs are allowed to charge
each other for use of the buses during an event.
2.8.3.
•
•
2.9.
Responsibilities
Operations Manager – this is the City Official who will issue the Service Notice
to the
VOC;
Vehicle Operator - responsible for:
responding to the Service Notice issued by the City with an RDP;
contracting any additional buses required for the UCT, Hout Bay Services
and Civic Station to Table View Station and Table View Feeder Services
post event, and/or existing Services;
providing a staff deployment plan - if passenger management/security
services are required;
obtaining temporary operating licences, if required;
attending at least one pre-event clarification meeting.
Charter hire
There is scope for MyCiTi buses to be chartered on an ad hoc basis, for example, by
private organizations and institutions.
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2.9.1.
Description of Process
For each chartered application, the City will usually issue a Service Notice to the VOC
two weeks before the charter date. This Service Notice will contain the following
information:
•
•
•
•
•
•
•
•
•
•
Name of charter
Date to be chartered
Services to be delivered –
Type of Service
Route Description
Hours of operation
Number of Buses per route
Fleet type breakdown per route
Projected No of km per route - based on route length (round trip)
Passenger Management Services - whether or not required
Security Services – whether or not required
Charter Personnel – these will be personnel, for example marshals, provided by
the organization or institution chartering the Service.
After receiving the Service Notice from the City, the VOC will be expected to reply to the
City with a detailed Resource Deployment Plan (RDP) for the named charter in the
Service Notice. The RDP will also need to include any route and schedule adjustments
regarding the existing services, and indicate the quantity and type of additional buses to
be contracted. If in the Service Notice it was indicated that passenger
management/security services were required, the VOC will have to provide a staff
deployment plan.
After the RDP has been approved by the City, the VOC will be required to immediately
apply for a temporary operating license (OL) from the Provincial Operating License
Board (POLB) for those routes set out in the Event Service Notice, not covered by the
VOC’s existing license. If an OL is refused, the VOC must immediately inform the City in
order for the City to make alternative plans. If the OL is refused due to negligence on
the part of the VOC, the City may hold the VOC liable.
The VOC will be expected to attend at least one pre-event clarification meeting, which
will be scheduled by the City together with any other key role players.
All existing services will be required to continue as normal, albeit possible route and
schedule adjustments as per the RDP. Since the three airport buses have been
specifically designed for passengers with luggage, they may not be used for chartered
services.
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2.9.2.
•
•
Responsibilities
Operations Manager – this is the City Official who will issue the Service Notice to
the VOC;
Vehicle Operator - responsible for :
responding to the Service Notice issued by the City with an RDP;
contracting any additional buses required for the UCT and Hout Bay
Services, and/or existing Services;
providing a staff deployment plan - if passenger management/security
services are required;
obtaining temporary OLs if required;
attending at least one pre-event clarification meeting.
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3. Infrastructure
3.1. Closed Trunk and Feeder Bus Stations
See Table 1 for a matrix of closed stations that will become operational during of Phase
1A.
There are number of larger unique stations (Table View, Gardens, Airport, Civic Centre &
Stadium) that are equipped with multiple platforms. The rest of the stations are a mix of
generic stations.
Trunk stations are closed and located in the median, with raised platforms to facilitate
ease of access with level boarding onto high-floor vehicles. The station includes a ramp
for wheelchair access. A ticket booth and access control gates at the station entrance
ensures easy access to ticket sales and pre-board fare collection.
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Table 1. Matrix of station design details
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Table 2. Matrix of station design details
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Trunk Stations
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Phase 1a proposes 35 closed stations made up of 69 platforms serving five (5) trunk
services
Closed feeder stations are located where the demand to transfer from trunk to feeder
and feeder to feeder is high (Civic Centre, Gardens, Queen’s, Omuramba, Wood &
Adderley), unique larger closed stations incorporating multiple platforms are being
implemented. These closed stations will allow for elegant and seamless transfer between
trunk-feeder and feeder-feeder accordingly. The locations of the closed trunk & feeder
stations can be seen in Figure 2.
Feeder buses are equipped with a door on the left and the right of the vehicle to
accommodate kerb side docking at open feeder stations and median side docking at
closed stations respectively. At closed feeder stations where passengers are either
transferring to another feeder or a trunk service, ultra low floor feeder buses will dock
on the right at a ride height (270mm) while a boarding bridge will be engaged
simultaneously to bridge the gap between the bus and the platform (270mm above
FRL).
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Right-sided docking profile at 270mm high closed feeder median station platforms with
ultra low floor feeder buses or future conventional low floor trunk buses
Figure 1: Phase 1A Closed Trunk and Feeder stations
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3.2. Open Feeder Stops
Feeder services will operate in mixed traffic. Feeder stops are located on the kerbside to
provide access to the left-sided doors on the low-floor feeder vehicles. Feeder vehicles
will also have a right-sided door to enable docking at closed-feeder median stations.
Stops have been spaced between 300 to 500 metres apart depending on demand and
the local conditions for pedestrian access.
One of the key design principles of the MyCiTi bus service is universal accessibility. This
will ensure that everyone, including the disabled and persons with special needs, are
easily able to access and use all components of the public transport system. At each
permanent bus stop, the platform will be slightly raised and will include ramps to allow
level boarding for persons in wheelchairs, the elderly, mothers with prams and those
with bicycles. Special tactile paving will also be provided at the stops to assist the blind
or visually impaired.
Bus stop platforms will also incorporate the use of specialised Kassel kerbs that minimise
tyre wear and enable the buses to align tight up against the bus stop platform. The new
9m feeder buses will employ the use of a “CD-Style” boarding bridges” that will
eliminate the gap between the bus and the platform. The combination of these
measures will ensure consistent level boarding for all passengers at all times. During the
design development stage various kerb heights were investigated and it was decided
that a raised kerbside platform of 200mm, in combination with a Kassel kerb, would be
the best solution. This decision was based on the following:
•
All buses were catered for; in terms of conventional lower floor and ultra low
floor vehicles, where conventional vehicles would have to kneel and deploy a
ramp, and ultra low floor vehicles would only have to deploy the ramp from a
270mm ride height.
•
The horizontal gap would be bridged by use of a “CD-style” boarding bridge
•
The underside of the bus at operating ride height must clear the 200mm
platform to avoid any clashes with the rounded paver edge
•
The vehicle specification would cater for a door at the front of the vehicle
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•
The paver key edge against the Kassel kerb is required for stability and the edge
paver nose must be rounded.
Five different bus stop shelter types have been developed for varying situations: Where
the available footway width is sufficient, a standard full shelter is the preferred bus stop
type, else a cantilever type shelter can be installed. Where high passenger demands are
expected, an extended shelter will be provided
Standard Full Shelter
Cantilever Shelter
Extended Shelter
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Where the provision of a bus shelter is not justified, for example the last three stops in
the outbound direction, a Totem or a simple bus stop Flag will be provided.
Totem
Flag
INNER CITY FEEDER ROUTES & STOPS
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TABLE VIEW FEEDER ROUTES AND STOPS
ATLANTIS FEEDER ROUTES AND STOPS
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IRT Phase 1A: Summary of Permanent Feeder Bus Stop Infrastructure
Areas served by these
routes
Feeder Routes
(Permanent)
Milestone
Inner City
F01 - F08
1
Table View, Dunoon,
Montague Gardens &
Century City
F14, F15, F16,
F70
Melkbosstrand,
Atlantis, Mamre, Pella
F08 - F14
Full
shelter
Cantilever
shelter
Extended
shelter
Bus
Totem
Pole &
Bus
Flag
269
151
45
5
57
11
2
129
71
11
43
3
136
80
3
53
534
302
59
Totals
3.3.
Total
No. of
Stops
5
57
107
Depots and Staging Areas
Generally, the City proposes that each depot or staging area (or part thereof) will be
allocated to a given Vehicle Operating Company, who should be responsible for
managing the relevant depot or area, and for security thereof. The following essential
processing functions will be undertaken at the Depots:
•
•
•
•
•
•
Staging, Secure Parking Dispatching & Admin functions
Inspections
Washing
Refuelling
Minor and Major Maintenance
Brake testing
Depots are located to reduce ‘dead’ vehicle kilometres. They are purchased and owned
by the City for use by different vehicle operator companies over the lifetime of the
system. Three major depots have been identified for Phase 1A operations:
• Inner City area: This depot is located on the foreshore area and will be
supplemented by a staging area below the Foreshore Freeway.
• Table View area: The Stables Depot is located off Potsdam Road.
• Atlantis area: Depot located in the Atlantis Industrial area.
Two staging areas may also be required:
• Airport area: This will be used for staging vehicles for the airport service, with
vehicles to be held at the Inner City depot
• Hout Bay area: This will be used for staging vehicles for the Hout Bay feeder
service,with vehicles to be held at the Inner City depot.
• Mamre Area in Atlantis: This will be used for the overnight staging of vehicles in
Mamre to reduce ‘dead’ kilometres, during early morning peak, from Mamre to
Atlantis.
The depot areas have been designed to include facilities for fueling, cleaning, tyre
repair, parking (vehicle circulation), access control and security, heavy and light
maintenance, and administration. The staging areas require parking (vehicle circulation),
access control and security.
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Following a competitive tender process bus routes will be awarded to VOC’s, and bus
depots will be allocated to VOC’s accordingly. Future routes and associated fleet will be
allocated to the best performing operator; hence the number buses to be
accommodated at various depots may change in the future (See Chapter 4 for the
allocation of depots and routes related to the interim VO contracts).
3.3.1.
Inner City Area: Prestwich Street Depot
The depot to serve the Inner City Depot is located to the South-West of Western
Boulevard and bounded by Port Road, Napier Street, Bennett Street and Prestwich
Street, and is referred to as the Prestwich Street depot, or the Inner City Depot (see
Figure 3). AutoPax currently lease approximately 50% of the Inner City Depot site from
the City. This lease agreement expires at the end of March 2012. Phase 1
redevelopment of the site required to accommodate starter service operations is
complete.
The first sixty smaller 9m feeder buses are expected to arrive in April 2012 and delivery
of the Inner City Fleet is expected by August 2012. The eviction of AutoPax and the
construction of phase 2 depot facilities are unlikely to be complete before the delivery of
buses and the Milestone 1 operational date. Current plan is to bundle the improvements
to the Foreshore Staging Area, the provision of temporary staging area under Mandela
Boulevard and the construction of the Western Boulevard access road into one contract.
It is proposed that the development of the remaining section of the Inner City Depot site
(phase2), subject to vacation of AutoPax, shall be constructed as a separate contract.
The of the scope of works for these contracts together with the vehicle operating
contracts are yet be finalised.
Construction is expected to commence in March 2012 and with completion expected
towards the end of 2012.
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Figure 3: Conceptual Layout of the Inner City Depot
3.3.2.
Inner City Area – Foreshore staging area
A staging area is provided on the Foreshore between the Foreshore Freeway outer
viaducts and stretching from Oswald Pirow Street to Jan Smuts Street. This Foreshore
staging area will provide overflow or additional staging for up to 8x18m articulated trunk
buses, 36x12m trunk buses. It also has space for 13x9m future feeder buses, which can
presently be used as a staff parking area.
It should be noted that at presented there are no washing, maintenance or refuelling
facilities available at this staging area.
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Figure 4: As-built Plan of the Foreshore Overflow Staging Facility
3.3.3.
Table View area: The Stables Depot
The Stables Depot is located near Doornbach / Dunoon North West of Potsdam Road at
the intersection with Ussazar Road.
This new facility comprehensively caters for staging, cleaning, refuelling and
maintenance of 166x18m trunk busses and 85x12m feeder busses.
The development includes administration monitoring and training facilities for this
service. Lesser management for potential second and third operators are also provided.
The site is secured with a single controlled access point and a separately secured
parking area with 80 parking bays.
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Figure 5: Integrated Layout Plan of the Stable Depot off Potsdam Road
Depot construction of Stables is well underway with minor delays being experienced.
This depot will be ready for Milestone 2 launch in October 2012.
3.3.4.
Atlantis Depot
The Atlantis depot is sited on CoCT owned land on the corner of Christopher Starke
Street and Charles Uys Avenue in the Atlantis Industrial Area. Staging for 53 x 9m buses
and 59 x 12m buses is envisaged. The site will be secured by 3m security buffer zone,
which encloses staff parking, a security office, an administration building, and processing
and maintenance buildings. If additional, staging, refuelling, washing and
driver/administration space is required in the future; the existing Sibanye Depot to the
east of the CoCT site should become available to be shared on a lease basis until
purchase is agreed.
Administration Building
Staff entry to the staging area is achieved via the administration building. The ground
floor contains a dispatch area and associated offices, driver change rooms and toilet
ablutions. The first floor contains office space for finance, FIR, management and general
administration, a board room and ablutions.
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Figure 6: Conceptual Layout Plan of the Atlantis Depot
Wash bays and Refuelling:
Two refuelling and two wash bays are provided, with processing to take place in this
sequence. A slip lane around these facilities has been allowed. The refuelling lane has
two pumps per lane. The wash bays have high pressure hose connections with gantries
for manual washing. Provision for the recycling of water has been provided
Support Building:
The support building is positioned on the island between the refuelling and the
maintenance building. The ground floor contains the refuelling offices, wash bay offices,
DB room, and water recycling equipment, generator room and undercover Ad Blue
storage. The first floor contains the staff ablution and mess facilities.
Maintenance Building:
This building contains 5 bays consisting of four inspection pits and one flat floor. One of
the four pits will accommodate the brake testing and wheel alignment equipment. The
following rooms are provided: an oil store, compressor room, tyre store, tool store,
engine maintenance room, fuel injector and pump room, a workshop manager’s office,
parts store, managerial office space and meeting room.
Security Fencing and Access:
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A double fence with a 3m buffer zone will be installed, one of which will be electrified
and the possibility of CCTV surveillance cameras is been considered to reduce the
number of security personnel required. The entrance will be secured via a gate in the
evenings; however, a boom will be used during operating hours. A turnstile will be used
to access the admin building.
Mechanical Services:
Two 40 000 litre underground fuel tanks, oil processing and compressed air will be
provided.
Implementation Timeframes:
Atlantis Depot contract will be awarded in January 2012 and should be completed for
Milestone 3B in November 2012.
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4. Contracting VO Services
4.1.
Introduction
This chapter relates to both the contracting of vehicle operator (VO) services on an
interim basis for the provision of Milestone 0 services as well as for the future long term
12 year contracts.
The chapter includes the following
•
a brief overview of the scope of these services, the objectives and key elements
of the VO contracts
•
a summary of the responsibilities of the VO companies
•
a description of the number of companies and the allocation of services amongst
companies.
4.1.1.
Roll out of VO Services
The diagram in Chapter One has shown the VO contracts within the context of the rollout of the various Milestones and the different types of contracts. As with the other
contracts and systems of the IRT, the VO services undergo a number of stages prior to
the commencement of the long term contracts
VO Stage 0 – the interim VO contracts commenced in May 2011, governing the
operations of the VOs who are responsible for vehicle operations, management of
depots and staging areas as well as station management services. Station management
services at this stage include general station management, manual access control and
ticket validation, limited maintenance, cleaning and security services. The City is
responsible for ticket sales.
VO Stage 1 – This stage commences with the introduction of the EMV smart cards
replacing the paper ticketing system. The City will sell the EMV smart cards and access
will be controlled by the VO using hand held validators on the stations.
VO Stage 2 – This stage commences when the permanent automated access control
gates at the stations and permanent validators on the feeder buses take over the role of
manual access control and card validation, thus reducing the scope of the VO interim
contract.
VO Stage 3 - Station Management Contract is tendered and awarded, where after the
remaining station services functions will be taken over by the successful contractor.
VO Stage 4 – At the conclusion of agreements with the taxi associations and bus
operators the interim VO contracts will be replaced by the 12 year long term contracts.
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4.2.
4.2.1.
Interim VO Contracts
Objectives of the interim VO contracts
The objectives of the interim VO contracts include the following:
Regarding the public:
•
To provide high class MyCiTi public transport services to the public as soon as
possible, using available IRT infrastructure. This is necessary to address the
expectations from residents in the Phase 1A corridor to use the MyCiTi services
as soon as possible.
Regarding Vehicle Operator VO companies:
•
To act as a trial period for all eligible VO Companies (VOCs) to get operational
experience in preparation for planned 12-year VO contracts for Phase 1A.
•
To facilitate revenue generation for VOCs and build a track record to support
capitalisation, towards the signing of 12-year VO contracts.
Regarding MyCiTi operations:
•
To design and test systems for further roll out of MyCiTi Phase 1A services.
•
To iron out operational problems, thereby reducing systems risks.
•
To allow support services (such as fare management and control services) to
achieve operational readiness.
4.2.2.
Number of Vehicle Operating companies
Leading up to the commencement of Milestone 0 in May 2011, the City negotiated
interim VO contracts with three VOC’s comprising of taxi associations and bus companies
whose businesses were identified as being effected by the introduction of the MyCiTi
service. The three companies are constituted as follows:
Company A
Company B
Company C
Transpeninsula
Investments
Kidrogen
Golden Arrow
CUTA (Central Unity)
PTA (Peninsula)
VDPTA (Vredehoek)
BTA (Blaauwberg)
DTA ( Dunoon)
MATA (Maitland)
Sibanye
UTA (United)
YTA (Ysterplaat)
Gabs (Golden
Bus Services)
Arrow
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4.2.3.
Service allocation schedule
The services allocate to each Company is as followings:
Company A
Bus Services
Table View Trunk
(shared with Company C)
Inner City feeders
(shared with Company C)
Airport Shuttle
Vehicle operator
services on other
routes as per
operational
requirements
Events
Company B
Table View feeders
Vehicle operator
services on other
routes as per
operational
requirements
Events
Charter services
Company C
Table View Trunk
(shared with Company A)
Inner City feeders
(shared with Company A)
Vehicle operator
services on other
routes as per
operational
requirements
Events
Charter services
Charter services
Vehicles
3 x 12m standard
19 x 12m standard
7 x 12m airport
(Airport)
Total: 42 buses
10 x 12m buses
8 x 18m articulated
5 x 12m standard
19 x 12m buses
8 x 18m buses
5 x 12m buses
Station
management
10 trunk stations
6 trunk stations
Airport
Civic
Stadium
Granger Bay
Woodstock
Paarden Eiland
Neptune
Section
Vrystaat
Zoarvlei
Table View
Racecource
Sunset Beach
Milnerton
Woodbridge
Lagoon Beach
None
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4.3.
Long - Term VO Contracts
The City is currently in the process of procuring long term 12 year contracts with
Vehicle Operators to replace the interim contracts. The intention is that these
companies will comprise of taxi and bus operators whose businesses are effected
by the introduction of the MyCiTi service.
The the number of VO companies allocated long term contracts and the services
allocated to each will only be known at the end of the procurement process.
4.4.
Responsibilities of VO companies
The Table below summarises the functions of the VOCs for both the interim contracts
and long-term contracts. There is some variation between companies. For example,
where the functions of station services are listed, they will only apply to those VOs that
have been allocated stations; similarly for the fare management function, etc.
Function
OPERATIONS
To operate the service in accordance with the routes, schedules and timetable provided by
the City.
To respond to the changes in the schedule as set out by the City in the Service Notice. Note
that the stops, hours, routes and, if required, the allocations of vehicles can be changed via
the Service Notice
To operate event services and special hires as set out by the City through a Service Notice
To obtain operating licences and hold them current, noting that VO’s must register in their
operating license any change in routes as instructed by notice from the City
To employ and train drivers
To appoint and deploy staff at the depot and staging areas with appropriate experience,
qualifications, and expertise to support the vehicle operations, and be responsible for all
depot operations, including fuel, security, cleaning, vehicle despatching, payment for
services such as electricity, telephones, etc
To maintain records of vehicle trips operated
To be responsible to ensure that once validators are introduced, passengers tap-on on
feeder vehicles. The onus will be on the driver to warn any passenger who fails to tap-on of
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a potential fine; the onus will be on the driver to notify the inspector of a defaulting
passenger, failing which the VOC will be liable for a penalty
VEHICLES
To receive the vehicles allocated to the VO and check it for any bodywork damage, and
uneven or excessive tyre wear;
Certify that it accepts the vehicle and advise the City of any defects
To carry out all the specified maintenance of the vehicle not covered by the suppliers
maintenance agreements
To transport the vehicles for the routine maintenance as specified
To transport the vehicles or repairs and faults as required with prior notification and
approval of the City
To be responsible for all repairs of the vehicles due to accidents, and where damage is as a
result of not being used in compliance with vehicle warrantees and contract conditions
To keep all maintenance record log of the vehicle
STATION Management (until Station Management Contract is awarded)
To be responsible for management of the stations during the initial period until award of
the Station Management contract
To provide security for station assets and passenger safety
To provide the minor maintenance of the stations
To perform the regular maintenance and cleaning of station equipment as scheduled in the
“Operations and Maintenance Manuals” prepared for each station
To provide access control and be responsible for fare evasion at stations
To keep station and the station precinct (within 10 metres of the station) clean within
reasonable limits at all times
To assist passengers with passenger information
FARE MANAGEMENT
To provide and train personnel to serve as ticket and card validators
To validate tickets and cards at stations in accordance with the requirements of the staged
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implementation of the Automated Fare Collection system
On an ongoing basis to ensure the validation of cards on feeder buses; to warn passengers
of sanctions for fare evasion; to inform the ticket inspectors of failure of passengers to
validate on boarding buses
To place the validators in the cradle to “milk” the validators at the end of the service day of
the vehicle, and to charge the validator
MARKETING
To submit all staff for training on customer care and promotion of the MyCiTi system
To place passenger information signs at stations
REPORTING AND RECORDS
To attend meetings called by the City; the communication protocols will be established with
the VOC
To provide all records and information requested by the City
To permit the City to have access to all the premises under the management of the VO. The
City reserves the right to approach any member of the VO staff as necessary for operational
reasons
4.5.
Advertising / retail
The VOCs may not get involved in advertising or concessions in or on the MyCiTi
vehicles and stations or in the environment of such vehicles and stations. The City will
contract these services through other means.
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5. Station management services
5.1. Introduction
This chapter sets out the functions and responsibilities of the Station Management (SM)
contractor when fully rolled out, and also describes how these functions are to be
managed in the interim by the VO companies (VOCs) and by other entities, from
Milestone 0 through to commencement of fully taken up functions in August 2012.
It sets out in more detail:
•
•
•
the role of the SM contractor, including deadlines / timelines for Milestone 0 and
thereafter until the commencement of all functions by the SM contractor;
the interim management of certain limited functions by VO companies that
ultimately fall under the SM contractor; and
the interim management of the remaining functions not to be undertaken by the
VOC companies.
The VOCs operating the buses during Milestone 0 under their interim contracts took on
certain functions that will be undertaken by the SM contractor on commencement of
that contract during the period of Milestone 0 until appointment of the SM sontractor.
From that point onwards the VO companies contracted for the 12-year negotiated
contract period will focus solely on the operation of the fleet of buses.
This chapter describes the responsibilities for SM functions at the following stages:
(i)
(ii)
SS Stage 0: From commencement of Milestone 0 the interim VOCs will undertake
certain functions, and the will take on City others. The SM contract functions to
be performed under the interim VO contracts during Milestone 0 include the
following:
•
Overall station management and supervision of all station staff, but excluding
Revenue Services staff
•
Access control and ticket validation (performed by VOC’s including, inter alia,
access control and card validation. Additional station ambassadors initially)
•
Cleaning of the stations
•
Passenger information and assistance to passengers through “ambassadors”
•
Security Services.
SS Stage 1: This is an intermediate stage and differs from Stage 1 only in respect
of the access control and ticket validation function, as access gates would now
be operational so the type of access control provided in SS Stage 0 is no longer
required.
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(iii)
SS Stage 2: From commencement of the SM contract, the contractor will take
over the SM functions undertaken on an interim basis by VOCs. When the SM
contract has commenced, the contractor will undertake the SS Stage 0 functions
to be undertaken by the VOCs during the interim period, plus
Cash collection from stations and possibly from cash boxes on feeder buses
whilst parked at depots,
Management of parking at MyCiTi stations (in limited circumstances),
Minor maintenance of stations and landscaping around stations, and
Administration of retail kiosks at certain stations.
(iv)
SS Stage 3: Additional functions not taken on in SS Stage 2 to be commenced by
the SM contractor.
5.2. Description of the SM functions when fully rolled out
A single contract will be entered into with the SM contractor, which will be responsible
for general management services on the stations and for upholding the MyCiTi system’s
quality goal of good customer service.
5.2.1.
Overall station management, supervision and cash collection
The SM contractor will have responsibility and control nearly all functions within and
around the station. The contractor’s personnel at the station will be trained and skilled
to multi-task and, in addition to being the role of person in charge of the station, could
undertake the role of cashier using the cash office as a base from which to administer
the dual responsibilities. Multi-tasked personnel will, in addition to issuing tickets,
receiving cash and reconciling takings, be responsible for personnel undertaking ticket
validation, security in and around stations and parking management adjacent to
stations. The supervisory staff in charge of stations will be in constant communication
with staff at the station and with the TMC so that information and reports of faults,
damage and incidents can be reported and the appropriate response activated. CCTV
images from surveillance cameras within the station and in the vicinity of the station will
be accessible to the SM personnel via a monitor within the kiosk and at the TMC.
The SM contractor will be responsible for enforcing the MyCiTi Rules (available from
www.capetown.gov.za/myciti, click on MyCiTi Rules) on the station and in the station
precinct.
5.2.2.
Management of ticket validation and gate access
This function includes controlling fraud and fare evasion at stations. Certain multi-skilled
personnel of the SM contractor are to be trained to man access gates at stations to
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monitor fraud and fare evasion, and to take the necessary action if swipe devices that
control opening of access gates do not operate due to power failure (were uninterrupted
power-supply runs out), system malfunction or breakage of parts. In this event the
personnel undertaking the security function will undertake actions according to standard
procedures, which may include using a hand-held verification machine, manually overriding the access gate or some other prescribed action.
The personnel responsible for the security function will work in conjunction with the
cashier (in stations where the kiosks are run for selling / top-up of smartcards), both of
whom will require special training by the Automated Fare Collection (AFC) contractor so
that procedures for fare collection and fare evasion respectively are undertaken
competently.
SM staff undertaking security in stations and who perform the function of gate
surveillance and control may also be required to perform basic customer services,
directing customers to information on travel, directing them to the cashier or vending
machines and informing them where complaints may be lodged.
In cases where it is necessary to override automatic gates according to procedures set
out by the AFC contractor, SM staff undertaking security will be able to manually allow
access through the gates. This may be necessary in the case of an emergency or a
malfunction of systems.
5.2.3.
Passenger information and assistance to passengers
MyCiTi will ensure that every effort is made to provide access to information on its
services and connections with other public transport services, so that users are informed
of the service schedules, use of EMV cards and mechanisms for top-up, fare products
and options, latest changes to timetables, and any rules of conduct that should be
known by passengers on the system.
Staff of the SM contractor must be available at all stations to offer such information,
primarily over the long term by the single multi-skilled staff member, and during the
inception stages of MyCiTi in the form of additional ambassadors manning certain
stations where a need for such a function is identified.
Advertising displays, brochures, maps and other displays provided by the MyCiTi
Operations Management Unit on stations and at stops will be maintained and updated
by the SM contractor.
5.2.4.
Cleaning, facilities management and minor maintenance
The SM contractor will be responsible for a full range of facilities management of the
station asset and equipment for which it will be responsible. The facilities management
function will include minor maintenance of the stations, undertaking such functions as
replacement of light bulbs and temporary repair of infrastructure necessary to allow for
continuity of operation or securing the facility until proper repair is undertaken. A
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particular need will be the ability to override malfunctioning sliding doors on stations and
the ability to effect basic repairs. The facilities management function will require the SM
contractor to enter into agreements with firms that provide ongoing maintenance of
special equipment (such as air conditioners and the sliding doors on the stations) and
the procurement of services to repair and replace equipment and infrastructure due to
malfunction. Major maintenance, repair of major damage and rehabilitation will be the
responsibility of the City.
5.2.5.
Safety and Security functions
Safety and security of passengers
The experience with landmark cases won against Metrorail launched by the Rail Action
Group points towards the responsibility of the public transport operator for safeguarding
its customers from harm, be it from accidents that may occur or from theft and / or
personal attacks by criminals.
The SM contrator will maintain a security presence at all times in stations and in the
designated area of responsibility around stations to ensure that threats to passengers of
muggings, bullying and other anti-social behaviour are kept to the absolute minimum.
Where incidents occur, the SM contrator’s security personnel may be able to intervene
by making a citizen’s arrest in terms of the applicable legislative procedures. Should it be
possible to apprehend the suspect, the SM contractor’s security personnel should
communicate the incident to Metro Police, and may hold the suspect until the matter is
dealt with by a Peace Officer. The SM contractor security staff involved must prepare a
statement and ensure that the victim of the suspected crime provides a statement.
*
It will be necessary for the SM contractor to establish operational plans in conjunction
with the City’s Metro Police to ensure that any incidents of criminality reported by station
staff are dealt with in the appropriate manner.
Where an incident involving a suspected crime takes place within a station and the
suspect boards a trunk bus before he/she can be apprehended, the SM contrator
personnel will alert the next station so that the security personnel at that station may
act to either apprehend the suspect or to ensure that the suspect may be identified for a
subsequent arrest.
CCTV monitoring and response
The SM contrator will have its own CCTV surveillance staff located in the TMC to make
use of monitors that view images from the CCTV surveillance cameras within stations, in
the vicinity of stations and along bus ways. The purpose of this unit will be to monitor
the performance of its own staff and to identify potential incidents, accidents and crime
on the system. The communication system linking the station supervisors, its security
personnel and the TMC will be vital to its management and to ensuring a safe and
secure system environment.
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Protecting MYCITI stations and assets
The SM contractor will responsible for protection of the trunk and other assets that it
occupies and for which it has responsibility under the contract. The contract will require
the SM contractor to provide a 24-hour security presence at stations in accordance with
performance specifications, sufficient to reasonably safeguard the assets from vandalism
and theft.
The SM contractor will maintain a security presence at all times in accordance with the
contract inside stations, in the designated area of responsibility around stations and on
trunk buses between trunk stations. The SM contractor staff will not be responsible for
security on trunk or feeder buses, except when pursuing a person who acted in breach
of the MyCiTi Rules or who committed a criminal act at a station, and then board a bus.*
5.2.6.
Landscaping and cleaning
The SM contractor will be responsible for maintaining landscaped areas forming part of
the station precinct. Planting on trunk stations will also be maintained under this
function. The duties will include maintaining plant materials according to specifications,
the maintenance and where necessary extension of the irrigation system and periodic
heavy maintenance, fertilisation and mulching of landscaped areas.
5.2.7.
Cash collection at stations and depots
The SM company will be responsible for collecting cash received by the station
supervisors/cashiers at stations and (if requested to do so) from cash boxes on feeder
buses whilst these buses are parked overnight at depots. The station cashier will be
required to reconcile all cash and other transactions taking place at the stations and the
SM contractor will be liable for any money lost or stolen. It will ensure cash taken at
station kiosks and from feeder buses is deposited into the designated bank account. This
responsibility is described further in Chapter 6.
5.2.8.
Management of parking at stations
The SM contractor may be requested to provide management services regarding parking
in the areas where MyCiTi services are rendered, the exception of areas forming part of
the current CBD managed parking areas. The purpose of this service is both to serve as
a source of revenue and as a way to enhance security in the area around stations and
stops. It is planned that members of the public making use of such parking will be
required to use the contactless EMV smart cards, and consideration will be given to
reduced long-term parking for such users. Within these areas, parking areas and
kerbside parking that have specifically been identified by the City or by the SM
contractor as parking spaces to be managed may be handed over in a phased process to
the SM contractor for ongoing management and revenue collection.
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Prior to installation of parking management in a given area, the SM contractor or the
City will conduct a feasibility study to determine whether parking management is
feasible. This will include a public participation process to consult the members of the
public affected by the proposal.
Once it is agreed that parking areas will be managed by the SM contractor, parking
marshals supplied by the SM contractor to manage parking areas must be provide
parking management services for the agreed hours.
Kerb-side parking fees will also be collected using hand-held validators, while parking
areas may be secured and entry controlled by access booms and fixed tap in/tap out
devices.
5.2.9.
Retail kiosks at stations
At certain stations where space allows, the City may, or the SM contractor may be
requested to establish retail kiosks to be managed in terms of specifications prescribed
by the City. Subject to a management fee, income received from the rental of such
kiosks will be paid over to the City and, with the approval of the City, be considered as
income to the MyCiTi profit centre to defray the costs of the MyCiTi system. The SM
contractor may be responsible for the process of design and manufacture of kiosks, the
installation of any services, and the maintenance and cleaning of kiosks.
The City will itself be responsible for identifying suitable retail tenants in line with the
provisions of the City's by-laws and the Municipal Finance Management Act 56 of 2003,
although the SM contractor is responsible for assisting the City in this process.
5.3. SM Stage 0: Flat fares only, hand-helds used for access control
At the start of Milestone 0 the three VOCs performing interim vehicle operations
commenced with the provision of the interim SM functions at the stations for which they
were given responsibility under their specific contract.
5.3.1.
Description of functions
The overall set of functions is as follows:
•
•
•
Overall station management and supervision of all station staff – the functions
described under 5.2.1 but excluding the cashier function, which is to be
undertaken by Revenue Services staff.
Access control and ticket validation – the functions are referred to under 5.2.2.
Passenger information and assistance to passengers through “ambassadors” –
the ambassadors will be deployed for an initial period, after which the need for
ambassadors at stations will be reviewed. See 5.2.3.
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•
•
5.3.2.
Cleaning of the stations – Cleaning staff need to clean stations in accordance
with the specifications included in maintenance manuals provided for each
station, as referred to under 5.2.4.
Security Services – security guards will be trained and deployed to stations to
provide the functions referred to under 5.2.5.
Resourcing of the functions
The functions performed during the interim stage until the commencement of the SM
contract initially applies to 17 stations. The Thibault Square station started operation, as
the 18th station, at the beginning of November 2011.
The utilisation of the stations is monitored, and the City may close certain stations if
warranted either permanently or temporarily.
Overall SM and staff supervision
The VOCs are responsible for overall station management and supervising all station
staff until appointment of the SM contractor. This includes responsibility for the
following:
•
Deployment and management of station staff
•
Crowd control and management of passengers entering and leaving the stations,
and within the stations
•
Inspection of paper tickets on the Airport service
•
Validation of fare cards at the stations using ticket validators; charging and
“milking” of the validators at the end of the day.
•
Training of staff in the operations of the station equipment, emergency
procedures and customer handling
•
Operation of the sliding doors in case of malfunctions
•
Operation of the safety and emergency equipment
•
Minor maintenance e.g. replacement of light bulbs
•
Report any incidents to the TMC within 10 minutes
•
Report to the City any malfunction of equipment, major maintenance or repair of
infrastructure within one hour.
The station doors require regular maintenance in terms of a maintenance regime. Since
they were installed many months ago and have received no maintenance since
installation, it will be necessary for all the doors to receive a full service prior to the
service start up. This is the responsibility of the vehicle operator for those stations
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allocated to him. The supplier of the doors has provided a quote and time frame for the
servicing of the doors and this will be made available to the vehicle operators.
Access control and ticket validation
The full details of the AFC system are described in Chapter 6. The fare management at
the stations will be monitored by the City, and the City reserves the right to increase or
decrease staff within each stage of implementation for the fare management system, or
over the period of moving to the next stage in the fare management.
The specific responsibilities of the VOCs regarding fare management are summarised as
follows:
•
To validate the cards with the hand held validators as passengers enter the
station,
•
In the case of the Table View and Civic Station to validate cards as passengers
transfer from the feeders to the trunk services
•
To place the validators in the cradle at the stations at the end of the day to
“milk” the data
•
To charge up the validators for the next day or as necessary.
Deployment of station ambassadors and ticket validating staff
The purpose of this function is to provide assistance to passengers requiring public
transport information (timetables, routes).
The precise numbers of passengers likely to use each station in the medium term is
uncertain at this stage. The City required some flexibility in the number of station staff
to be deployed as the service was introduced and settled down to an established
pattern.
The approach that was undertaken is to deploy additional staff in the start up period,
which can then be reduced once the passenger levels are established and stabilised, and
any start up problems resolved. For instance, the function station ambassador and ticket
validation can be combined where passenger volumes are low; in busy stations,
however, this may not be possible. The VOCs will be encouraged to train security staff
with aptitude to perform these functions as well as providing the security presence,
especially where small stations would be inefficiently resourced should functions be
strictly separated.
The City will monitor the services from the outset, and will have the right require the
staff complement to be increased or reduced as necessary on period of notice.
As described in Chapter 6, the AFC system will be implemented in stages. The exact
deployment of staff and the timing as the different stages are implemented will be
refined as the implementation proceeds. The contract with the VOCs provides for
flexibility for the increase or decreasing in staffing levels at the stations. The staffing
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requirements will be monitored by the City to determine whether changes in the
deployment become necessary.
Cleaning
In undertaking cleaning of different types of surfaces of stations the “Operations and
Maintenance Manuals” prepared for each station or type of station be carefully studied
and the techniques and materials specified be applied. Stations should be clean at the
start of the day and should be maintained at an acceptable level of cleanliness at all
times.
This includes:
•
Sweeping, mopping and polishing of the floor surfaces
•
Keeping the floor free of litter within reasonable limits at all times of the day
•
Emptying and cleaning litter bins as necessary
•
Cleaning and inspecting of toilets at a frequency not less than every 2 hours. A
duty roster must be kept indicating the times of inspection
•
Servicing toilets throughout the day with toilet paper, clean hand towels and
soap
•
Wipe hand rails
•
Clean the Station glass surface inside and outside at least twice per week. It is
essential that the cleaning materials and methods used are not abrasive or
detrimental in any way to surfaces concerned, and that they comply with the
Station Maintenance Manuals, which will be provided
•
Keep the station precinct free of litter; the precinct being a length of 10 metres
from the end of the station building, excluding the roadways
•
Unblock, clean & disinfect drains and gutters;
•
Pest control
Security services
Security personnel shall be responsible for:
•
Visible security presence at stations
•
Protection of the station
•
Protection of station equipment
•
Safety and security of passengers
•
Ensuring safety and calm during emergencies
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•
Gate surveillance & assistance with controlling fare evasion & the orderly conduct
of passengers
•
Performing basic customer services such as directing customers to travel
information or ticket kiosks
•
Contacting the Disaster Management Centre/TMC within 15 minutes of an
incident
•
Contacting the SSU within 15 minutes of an incident of crime.
5.4. SM Stage 1: Flat fares only, gates installed used for access control
This stage differs from SS Stage 0 only in respect of the replacement of hand-held
validators which during SS Stage 1 will have gates installed on stations. This will remove
the need for the function of operating hand-held validators, controlling access into and
out of stations and “milking” the validators of data at the end of the day.
Staff members that were previously operating the hand held validators will no longer be
required, but the function will be replaced by one of ensuring that the access gates are
manned, ticket fraud checked and special needs passengers are allowed to enter
stations access through side gates. This may affect the numbers of staff required at the
gates.
5.5. SM undertaken by others in SM Stages 0 and 1
Certain of the long-term functions of the SM contract are not be undertaken by VOCs
during SS Stages 0 and 1, but will be undertaken as follows:
5.5.1.
Cash collection from stations and depots
Finance (Revenue Services department) is responsible for this function, in conjunction
with the cashiers supplied at stations, until this function is handed over to the SM
contractor.
5.5.2.
Management of parking at MyCiTi stations
From the outset of the introduction of the MyCiTi services at SS Stage 0 parking
generated around the vicinity of stations and stops will be monitored and managed by
the City Traffic Services / Law Enforcement as a support service to MyCiTi. Once
appointed, the SM may conduct feasibility studies regarding parking utilisation. Based on
the outcome of such studies, the City may decide to authorise parking management
facilities.
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5.5.3.
Maintenance of landscaping
Similar to para 5.2.6.
5.5.4.
Retail kiosks
It is unlikely that retail kiosks will be provided at stations during Milestone 0, and such
an initiative will be delayed until the system is underway and the market determines the
need, location and design of such kiosks.
5.6. SM Stage 2: Commencement of SM contract
The intention is that on commencement of the SM contract all station-related functions
forming part of the VOC contracts will be taken up by the SM contractor. However, it is
possible that the handover of certain functions undertaken by others as explained in 5.5
will be delayed until the City is ready with the planning for such functions to be handed
over. The functions affected in this way are most likely to be parking management and
retail kiosks, both which require a degree of planning and approval before all details are
finalised.
5.7. SS Stage 3: Take up of all SM functions
SS Stage 2 will be followed by the final SS Stage 3, at which point the SM contractor will
take responsibility for undertaking all the functions described in this Chapter.
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6. Automated fare collection system
6.1.
Introduction
This chapter describes the initial characteristics of the Automated Fare Collection (AFC)
system for Milestone 0, and how it will develop during the period leading up to February
2012. The term ‘Automated Fare Collection system’ is sometimes abbreviated to ‘Fare
System’.
The chapter also provides more detail regarding the roles of the following:
•
•
•
•
AFC contractor – including deadlines / timelines for Milestone 0;
Station Management contractor – once appointed;
VOCs – access control, fare collection and related matters during the interim until
the Station Management contractor is appointed;
Revenue Services – during the interim until the Station Management contractor is
appointed.
The various stages of implementation for the fare system are categorised in this chapter
as follows:
•
•
•
•
6.2.
AFC Stage 0: Flat fares only – access control through the use of handheld
validators (see paragraph 6.3)
AFC Stage 1: Access control through the use of electronic gates (see paragraph
6.4)
AFC Stage 2: Access control on feeder buses through the use of permanently
mounted validators (see Clause 6.5)
AFC Stage 3: Full fare structure functionality (see Clause 6.6)
Description of the AFC system when fully implemented
Passengers will travel using EMV (Europay / Mastercard / Visa) compliant contactless
smartcards only. These cards will be able to be purchased at selected station kiosks or
selected retail outlets, or possibly through the use of vending machines located at some
of the stations. The topping-up of cards with cash and transit products (which could
include weekly and monthly “tickets”, as well as personalised concessionary tickets) will
be able to be done at selected station kiosks, retail outlets, or City cash offices, through
electronic banking or through the use of ATM machines and in the future, possibly,
through card vending machines.
The AFC contractor, contracted by the City, is responsible for creating and operating the
electronic and equipment parts of the AFC system. The supply and installation of all AFC
related hardware and software, such as access gates and card readers for the deduction
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of fares from the cards1, at the stations and on the feeder buses will be done by the AFC
Contractor – the ownership of this hardware and software transferred to the City by the
AFC Contractor at the end of the 7 year AFC contract, and will thus be owned by th AFC
Contractor until that point.
Figure 6.1 shows the overall functionality of the City’s AFC system once fully
implemented – distance based fares will be automatically calculated and debited from
the smartcard as the passenger ‘taps’ on and off (or in and out of) the system.
6.2.1.
Using smart cards
The City’s AFC system has been specifically designed to capitalise on recent
developments in the banking industry, and to integrate with their emerging systems. In
South Africa, South African banks have been issuing contactless cash, or ‘e-purse’, cards
to bank account holders since April 2010.
These cards can be issued to a bank’s own clients (referred to as ‘account-based cards’),
or can be issued anonymously (referred to as ‘non account-based cards’ or ‘anonymous
cards’).
In terms of government regulations, in case of anonymous cards the maximum cash
value that can be loaded onto the card at any one time is R1500.00, with a maximum
monthly cash turn-over being R3 000.00. These cards allow for transactions of up to
R200 to be made without having to go online to the bank or be verified by signature or
PIN, as is currently the case with all debit and credit card transactions. Such low value
type transactions qualify for the exemption from the Financial Intelligence Centre Act,
granted by the Minister of Finance.2
These restrictions do not applying to account-based cards – where there are no
maximum balances or loading limits.
Special MyCiTi MyConnect anonymous contactless e-purse cards ares being issued by
the City, in cooperation with the City’s current banker, ABSA bank, who won the tender.
These cards will be available from MyCiTi station kiosks, certain City cash offices, the
City’s current banker (ABSA bank) and retail outlets. These cards also subject to the
financial restrictions described above, but the extensive requirements for issuing
account-based cards do not apply to them.
1
Hardware to be supplied includes EMV compliant Fare Media Readers, EMV certified Wi-Fi and
GPRS enabled contact and contact-less handheld Fare Media Readers/writers, smartcard readers,
Mobile Fare Media Validators, electronic cash boxes for feeder buses and EMV compliant card
vending machines, electronic value and transit product loading terminals, as well as the electronic
and communication hardware and software to run the fare system.
2
Exemption In Terms Of Financial Intelligence Centre Act, 2001 (Act No. 38 OF 2001) Government Notice 454 of 28 May 2010.
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The use of both account based and anonymous smartcards in preference to cash is
expected to become widespread, with a wide range of retailers set to introduce systems
to accept these contactless payment cards issued by the banking industry. There is
significant benefit to retailers, since it reduces the notes and coins which pose security
risks.
Cape Town IRT
AFC
Figure 6.1 – the City’s fully implemented AFC system
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Any EMV compliant contactless smartcard issued by the banking industry, which is shortly to
become the standard with all new cards issued in South Africa, can be used on the MyCiTi
bus system, where electronic access facilities are available.
All EMV compliant contactless card issuers have agreed that, in addition to e-purse
functionality, they will incorporate the electronic data structure as defined by the National
Department of Transport. This means that apart from being able to load cash onto the card,
the card holder will also have the capability of purchasing ‘transit products’, or electronic
prepaid tickets, as defined and sold by public transport operators such as MyCiTi. A transit
product could, for example, be a set of “tickets” for the week comprising a specified number
of trips for a particular distance or a ticket allowing multiple trips within a fixed period of
time i.e. per day, week or month. The MyCiTi card validators will be programmed to only
deduct cash value from the card’s e-purse if there are no valid transit products stored on the
card for the trip to be made by the passenger. Should there be a valid transit product for
the passenger’s trip, the card validator will deduct the trip from the transit product part of
the memory chip on the card – in the case of a multi-trip fixed period pass, allow access if
the pass has not yet expired.
A mechanism is still being developed to deal with passengers making use of the MyCiTi bus
system who have insufficient funds on their card’s e-purse and no stored transit products.
The integration of the City’s MyCiTi AFC system with that of the banking industry’s newly
developed banking standard’s, has placed the MyCiTi fare system at the forefront of modern
fare system technology. It has only been made possible as a result of the establishment of
agreements between all the participating banks in South Africa, and their cooperation with
the National Department of Transport. This has not only made it more convenient for the
implementation of an AFC system, but has also lightened the financial burden in that the
City’s AFC system will not have to maintain costly back office IT payment systems such as
those implemented worldwide.
6.2.2.
How does the money get to the City?
When the card is used to gain access to a MyCiTi station or feeder bus, the fare is deducted
from the card as described in paragraph 6.2.1 and a record of the transaction is stored on
the validator. At the end of the day after the last bus Service has ended, all the transactions
stored on the validator will be sent via the network to the back office at the TMC where they
will again be sent, via the network, to the ABSA backoffice for reconciliation into the City’s
bank account.
Since a flat fare structure will be implemented during Milestone 0 with all fare deductions
being made from the card’s e-purse, the City will only receive payment for its service the
night of the following day. Thus, when fares are deducted from the card’s e-purse the City
only receives payment after providing the service.
However, when transit products are introduced (see AFC Stage 3) and sold by the City, the
City will receive payment for the entire transit product purchased by the passenger the night
of the following day. Thus, in the case of transit products, the City receives payment before
providing most of the trips.
A full audit trail with extremely high levels of security will apply to all transactions.
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6.2.3.
Information on passenger movements
The substantial amounts of data that will be generated by the AFC system will be seamlessly
transferred via the network to the AFC’s backoffice located at the TMC. It is envisaged that
these data, which will include information such as number of passenger trips, time, location
and passenger kilometres, will assist the City in optimising vehicle operations according to
the demand.
6.2.4.
Role of the AFC Contractor
The AFC Contractor will be responsible for the day-to-day management of electronic fare
collection system and will be expected to adhere to the MyCiTi goals of ‘good customer
service and experience’ – but will not be responsible for the sales at kiosks. The contract
includes for the provision of maintenance for all AFC-related hardware such as access gates,
validators, value load terminals etc.
As indicated, the AFC contractor is nor responsible for the general running of the kiosks,
sales of MyConnect cards, load of e-purse value and of transit product, and provision of
security at the stations. These functions will be the responsibility of the Station Management
contractor.
The AFC Contractor will be responsible for the complete implementation of the AFC system
during the first three years which will include the installation, testing, commissioning and
transfer of ownership to the City of all AFC related hardware and software. Once the AFC
system is fully operational, the AFC Contractor will continue their responsibility of
maintaining the system for a further four years.
The hardware at the stations, in particular the access gates which have had to be
specifically designed due to space constraints in the station, have added substantially to the
overall total cost of the AFC system contract. Other factors which have also had an effect on
overall cost of the AFC system are the mechanisms that have had to be included for the
prevention of fare evasion, wheelchair accessibility and durability.
The AFC Contractor will also be responsible for ensuring that the AFC and the Control Center
(CC) systems are fully integrated.
6.2.5.
Fare Evasion
Mechanisms for fare evasion will be put in place by the City in order to establish fare evasion
‘hot spots’. Electronic ticket inspection machines will be used by law enforcement officers, to
ensure that instances of fare evasion are picked up. Mechanisms are being put in place to
ensure that the party responsible for allowing fare evaders (whether the VOC running a
feeder bus, or the Station Management contractor) could be fined.
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6.3.
6.3.1.
AFC Stage 0: Flat fares only, access control through the use of
handheld validators
Description of AFC infrastructure at AFC Stage 0
Initially, a manual fare system has been used involving paper ticket and manual ticket
inspections and control. This will be phased out between December 2011 and January 2012.
Then all fares will be collected electronically through the
use of battery operated devices known as validators (see
figure alongside). The figure shows the side where the card
is tapped (the EMV side) on the left and the handheld
validators (located at the back of the same machine) on the
right.
At stations the validators will be handled by the passenger
management staff, who will be responsible for access
control. On feeder buses these validators will be mounted,
in a way that they can still be detached, near the driver
(see Figure 6.2).
Figure 6.2. Mounting bracket on feeder bus for handheld validator
After the last service has ended, the contractors responsible for Station Management must
ensure that the validators are ‘parked’ in their cradles. When ‘parked’, the data (i.e. the
fares collected) will be uploaded from the validators via the fibre network to the bank –
where the reconciliation of fares takes place. This uploading of data is also referred to as
‘milking’. The cradles, located at the depot / staging area and n the kiosks at the stations,
are connected to the main power supply and also serve as chargers to charge the validators.
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On the feeder buses the validators will be ‘milked’ using GPRS technology, which will mean
that the uploading of the data to the AFC Back Office will be done automatically and not
require manual intervention.
6.3.2.
Payment of fares during AFC Stage 0
Passengers will ‘pay’ for their trips using an anonymous contactless EMV compliant
Smartcard by ‘tapping’ the validators. The function of the validator is to deduct, at this
stage, the relevant flat fare, for either the feeder or the trunk service, from the e-purse on
the Smartcard. The cash is preloaded onto the card by the passenger at, for example, a
value loading terminal or an ABSA ATM machine.
The flat fare structure requires that the passenger validates on entry only and not on exit to
the system. This is different to later AFC stages, when the passenger may also be required
to validate off when leaving the system.
Passengers will be able to obtain their smartcards from the kiosks at the stations where the
cards will be initialised using a value loading terminal, readying the card for the loading of
cash onto the card and subsequent use on the MyCiTi System. The number of value loading
terminals installed at each kiosk will depend on the space constraints. These kiosks, as with
any other place capable of loading value through the use of a value loading terminal, may
also be referred to as points-of-presence (POP).
Passengers will also be able to obtain Smartcards and load value from certain City Cash
Offices, and from selected retailers.
During AFC Stage 0, passengers making use of the Airport service, which operates from the
Civic IRT station only, will use one of two types of fare media:
•
•
6.3.3.
•
•
•
When paying the standard airport fare of R53, they will need to use the smartcard
described above.
When using one of the current concession fares to or from the airport (at the child
fare, the monthly ticket or the bulk fare) passengers will have to purchase the
relevant type of paper ticket from the kiosk. The reason for the use of paper tickets
in this instance is because of the already implemented concessions provided for in
the MyCiTi Tariff for this service – the AFC infrastructure for AFC Stage 0 limited to
flat fares only thus rendering the system incapable of processing concessions.
Responsibilities
AFC Contractor is responsible for the overall hardware and software functionality of
the validators, POSs, PCs and network.
The Station Management contractor (and in the interim, the City’s Revenue Services)
is responsible for the issuing of Smartcards, value loading and the loading of physical
cash onto the card, reporting faulty equipment and the sale of tickets for the Airport
Service.
Station Management contractor (VOCs in the interim VO contract, and then the
Station Management contractor, once appointed) is responsible for the staffing of
persons validating cards using the handheld validators at the stations, and ensuring
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•
6.4.
6.4.1.
that the validators are parked in a cradle at the end of each persons shift and
reporting faulty equipment.
VOCs are responsible for reporting faulty validators on buses and for ensuring that all
passengers upon boarding the bus, tap on the validators.
AFC stage 1: Access control through the use of electronic gates
AFC infrastructure during this stage
During AFC Stage 1, electrically powered swing paddle type access gates will be installed at
the trunk and feeder stations (see Figure 6.3). All fares at the stations will be collected
electronically through the use of the contactless fare media readers installed onto the access
gates (both directions configured) – connected internally to fare media processors installed
within the turnstiles, thus replacing the handheld validators of AFC Stage 0.
Figure 6.3. ‘Paddle’ type access gates with fare media reader (see right) to be
mounted into the gate
Fare data is automatically uploaded from the fare media on the access gates to the bank,
via the fibre network, for fare reconciliation. As such, it does not require any manual
intervention.
Once gates are installed and operational, passengers will only be able to enter and exit the
stations through the access gates. Where free transfers are allowed from feeder to trunk
routes, from trunk to feeder or at closed feeder to feeder stations, the logical switch (i.e. the
free transfer) between feeders and trunks or vice versa would need to be recorded trhough
hand-held validators, as in AFC Stage 0.
Once passengers enter the station, or closed system, through the access gates, no further
validation is required when boarding the bus from the station. Similarly, passengers exit the
station through the access gates and are not required to validate on the bus before
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alighting. Whenever a feeder bus arrives at the closed system, passengers will usually alight
from the door on the right.
With respect to the feeder buses, the process for the electronic collection of fares during this
stage remains unchanged.
6.4.2.
Payment of fares
The process for the payment of trips by passengers during this stage remains the same as in
AFC Stage 0.
6.4.3.
•
•
•
•
6.5.
6.5.1.
Responsibilities during AFC Stage 1
AFC Contractor: responsible for the overall hardware and software functionality of
the access gates, validators, POSs, PCs and network
Station Management contractor (VOCs in the interim VO contract, until the
Station Management contractor is appointed): responsible for ensuring passengers
use access gates correctly and do not try and evade it, for example by jumping over
the gates; if an access gate is faulty redirecting passengers to another gate; if no
gates operate appropriately, responsible for setting the gate to open and using a
handheld validator to monitor access instead; reporting faulty equipment; and
ensuring that the handheld validators (used as backup) are parked in a cradle at the
end of each persons shift.
VOCs: responsible for ensuring that the drivers of feeder buses park their validators
into the cradles at the Depot / Staging Area and reporting faulty validators. Also, for
ensuring that all passengers upon boarding feeder buses, tap on the validator.
Revenue Services: responsible for the issuing of Smartcards, value loading and the
loading of physical cash onto the card, reporting faulty equipment and the sale of
tickets for the Airport Service (until Station Management contract is appointed).
AFC Stage 2: Access control on feeder buses through the use of
permanently mounted validators
Description of AFC infrastructure
During this stage, all the detachable battery operated validators on the feeder buses will be
replaced with electrically powered (from the bus) and GPS enabled permanently mounted
validators (see Figure 6.4).
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Figure 6.4. Permanently mounted bus validator
Fare data will automatically be uploaded from the
fare media installed in the validator to the bank,
via GPRS, for fare reconciliation. Therefore no
human intervention will be required.
With respect to the stations, or closed systems,
the process for the electronic collection of fares
during this stage remains unchanged.
6.5.2.
Payment of fares
The process for the payment of trips by
passengers during this stage remains the same as
for AFC Stages 0 and 1.
Electrically powered card vending machines may
be installed at selected stations. Although these
card vending machines have the capability of
activating cards and loading value, for security
reasons these machines will be for the sale and
dispensing of cards only, and will mainly serve to
maximise customer convenience and minimise
waiting times at kiosks – card activation and value
load will still need to be done as per AFC Stage 0
(see paragraph 6.3.2).
6.5.3.
•
•
•
Responsibilities during AFC Stage 2
• AFC Contractor: responsible for the
overall hardware and software functionality of the access gates, validators, POSs, PCs
and network
Station Management contractor (VOCs in the interim VO contract, until the
Station Management contractor is appointed): same as para 6.4.3.
VOCs: Ensure that all passengers upon boarding the bus, tap on the validator and
receive an acknowledgment signal (in the form of a particular sound) back from the
validator; report faulty validators; ensure feeder vehicles are staged in a location
allowing data to be downloaded to the network using wireless connectivity or GPRS.
Revenue Services: responsible for the issuing of Smartcards, value loading and the
loading of physical cash onto the card, reporting faulty equipment and the sale of
tickets for the Airport Service (until Station Management contract is appointed). Also,
the cash reconciliation process with respect to the vending machines, as well as
supplying the vending machines with cash.
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6.6.
6.6.1.
AFC Stage 3: Full fare structure functionality
Description of AFC infrastructure
In this stage, a fully operational back office at the Traffic Management Centre (TMC) will be
completed thus enabling the full fare system to be implemented.
This also means that all AFC infrastructure, described in AFC Stages 0, 1 and 2, can be
accessed remotely from the back office via the fibre network. This includes, for example,
selecting functions such as changing the direction of validation on access gates and the
updating of fare rules onto the fare media.
The infrastructure at the stations and on the feeder buses remains the same as in AFC Stage
2.
However, the planned distance-based fare structure, unlike the flat fare structure of AFC
Stage 0 to 2, will require that passengers validate on entry and exit to the system. Since this
would significantly slow down passenger throughput on the feeder buses, an additional
permanently mounted validator, for validating on exit, will be installed – the location for its
installation on the feeder bus is still to be determined.
The calculation for distance-based fares is made possible by the GPS capability of the fare
media and the existence of the back office.
6.6.2.
Payment of fares
Passengers will be able to take advantage of a fully automated fare collection system, which
will include all forms of transit products, various concessionary fares, distance based fares
and card personalisation.
The paper ticketing system for passengers making use of the Airport service, which operates
from the Civic IRT station only, will be replaced by the EMV compliant contactless
Smartcard.
6.6.3.
•
•
•
•
Responsibilities
AFC Contractor: responsible for the overall hardware and software functionality of
the access gates, validators, POSs, PCs, network and back office.
Station Management contractor (VOCs in the interim VO contract, until the
Station Management contractor is appointed): same as para 6.4.3.
VOCs: Ensure that all passengers upon boarding the bus, tap on the validator and
receive an acknowledgment signal (in the form of a particular sound) back from the
validator; report faulty validators; ensure feeder vehicles are staged in a location
allowing data to be downloaded to the network using wireless connectivity or GPRS.
Revenue Services: responsible for the issuing of Smartcards, value loading and the
loading of physical cash onto the card, reporting faulty equipment and the sale of
tickets for the Airport Service (until Station Management contract is appointed). Also,
the cash reconciliation process with respect to the vending machines, as well as
supplying the vending machines with cash.
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7. Control centre
7.1.
Introduction
This chapter describes the initial characteristics of the Control Centre (CC) for Milestone 0,
and how it will develop during the period leading up to February 2012.
It also provides some detail regarding the roles of the following:
•
•
•
•
•
The City’s Transport Controller / Manager: Operations;
Province, in providing interim tracking services;
the CC contractor, including deadlines / timelines for Milestone 0;
the VOCs;
Revenue Services (in the interim, until the Station Management contractor is
appointed).
The various stages of implementation for the CC are categorised in this chapter as follows:
•
•
•
•
7.2.
CC
CC
CC
CC
Stage
Stage
Stage
Stage
0:
1:
2:
3:
Tracking through the use of the Provincial tracking system (see par 7.3)
Parallel tracking systems - Province and CC (see par 7.4)
Provincial system fully replaced by City’s CC (see par 7.5)
Full control centre functionality (see par 7.6).
Description of the CC system when fully rolled out
The following two functions should be distinguished:
•
•
The Control Centre contractor (CCC) is the contractor responsible for installing ITS
equipment regarding tracking, controlling and security on buses and in stations, and
for building a facility in the TMC from which the system will be monitored. This
contractor will also be responsible for maintenance and fault correction for the full CC
contract period, which will be up to seven years.
The Operations Control Centre (OCC) is the facility initially installed by the CCC but
once installed is operated by the IRT Operations Department (or the CCC for an
initial period of up to 2 years).
The figures immediately below show the various features of bus intelligence that are likely
to be available on trunk and feeder buses. The following figure shows in more detail the
Intelligent Transport System (ITS) infrastructure that is envisaged for the trunk vehicles.
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Cape Town IRT
IRT Bus Intelligence
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241
Trunk Buses (ITS Concept of Operations):
• GPS Tracking and AVL at all times
• No on-board ticket sales
On-board CCTV (recorded)
• On-board PA for driverto address passengers Route displ ayed on front of bus
• On-board infotainment (Opti onal)
Driver “pani cbutton"
• GPRS, Tetra, WiFi links to TMC for AVL and tracking
Hi gh bandwidth Wi Fi linksto network in depots
• Radio communication with traffi csi gnals. Activationof trafficsignal link to be controlled fromcentral control or Local
• Monitoringof vehicle mechanics and driver performance (recorded)
• Communi cation with dri ver, visual and/or audible
• Dynamic audio and video of “Next Station”and “Time to Next Stati on”
• WirelessDocking in Depot –download all recorded i nfo, upload infotainment
• No automatic docking guidance.
P ASS ENGER
PA & AU DIO
(B y Others)
Tetra
PASSENGER
ENTERTAIN MENT
DISPLAY
(By Others)
3G Modem
Wi-Fi
ROU TE DISPLAY
(By Others)
DRIVER
AUDIO
On- Board CC TV
(Cameras by other s)
Weight
Monitoring
(By Others)
PANIC ALARM
(ByOthers)
DRIVER VIDEO
D ISPLAY
(By Others)
NETWORK SWITC H
MEDIA
SERVER
MACHINERY
MONITORING
(By Others)
GPS
PASSE NGER
INFOR MATION
DISPLAY UNITS
(By Others)
Auto Door Opening
synchedw ti h Station Doors
(By Others)
CoCTIRT Intelligent Transport System
Dg
i ital
VideoRecorder
ON BOARD VLU
(PassengerInfo, Schedule,AVL
Tracking,Data)
Mobile
D ata
Terminal
TRANSPONDER
Trunk Bus ITS Architecture
4
The technology provided by the CCC forms a key part of the strategic management of the
system – see Figure 7 for an overview of the technology.
Through Global Positioning Systems (GPSs) the tracking system will monitor all vehicles in
real time - the information used by the Operations Control Centre or the operators to direct
and control overall bus operations. It will enable the optimisation of the overall bus service
through the analysis of the data in particular passenger demand, which will enable the
reconfiguring of services on a regular basis to better suit passenger needs and maximise
revenue in relation to kilometres driven, while maintaining set minimum standards.
The City will enter into a contract with a CC contractor, which will be responsible for the
supply of the fleet management system (both equipment and the software).
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Figure 7. ITS Bus network architecture generally supplied by CC contractor
Cape Town IRT
IRT Bus Network Architecture
This contract will include:
•
•
•
•
•
•
•
the supply of CCTV systems in the stations buses and, possibly, at some of the
feeder stops (the bulk of the CCTV system along the route will be installed under the
infrastructure contracts) – see Figure 8,
the supply of a passenger information system – see Image 1 (control terminal,
software and displays in vehicles and at trunk and some feeder stations),
the provision of communication (telephone and radio) between the stations,
passenger information points and the control centre,
provision of computer-aided dispatching,
bus
scheduling
and maintenance
Figure 8. Security infrastructure at busways, stations and stops
software, and
the provision of
various
services
Internal
Internal
Cameras
Station
Camerasalong
alongroute
route
Station
such as training,
Surveillance
Surveillance
Survei
Surveil lance
ance
Trunk
TrunkStations
Stations
maintenance,
Feeder
Feeder
General
General
Stops
Station
software
Stops
Station
ITS
ITS
Surveillance
Surveillance
upgrades, etc.
To
Totitieei into
ntoBackbone
Backbone
linking
linkingto
toTMC.
TMC.
AF
CC
AF
Sur veillance Fiber –C vi il Work s Contrac t
Sur veillance Fiber –C vi il Work s Contrac t
ITS Fiber – Civil W orks C ontract
ITS Fiber – Civil W orks C ontract
AFC Fiber –C ivil Work s Contrac t
AFC Fiber –C ivil Work s Contrac t
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Image 1 – Passenger Information Board to be installed on each platform at every station
The contractor will also have to install other equipment on the vehicles, such as the GPS
transponders and on-board computers. It will be required to set up and equip an operations
control centre in the TMC and make sure there is smooth communication between all. The
CC contractor will be responsible for maintaining the above system for a contracted period
of 7 years, including replacement of any faulty or damaged equipment and upgrading of
software.
As indicated above, the Operations Control Centre will be run by the MyCiTi Operations
Management Unit. This Centre will be doing the actual controlling, monitoring and
scheduling of the bus services. The CC contractor could operate the Operations Control
Centre during the first 12 to 24 months of operation, depending on the readiness of the
MyCiTi Operations Management Unit. A testing-training period will take place prior to the
hand-over to MyCiTi officials.
Once all the hardware and software systems are operational, the CC contractor will have a
continuing role for a further six years in maintaining the hardware and software systems and
possibly operating the control centre system on behalf of the MyCiTi Operations
Management Unit.
There will be some integration required between the CC and AFC Contractor’s contracts. The
CC contractor must ensure that it can supply information according to protocols as will be
determined by the AFC Contractor. The AFC Contractor will be ultimately responsible to
ensure integration, and the CCC must comply with the AFC Contractor’s directives in this
regard.
7.3.
7.3.1.
Stage 0: Tracking through the use of the NETSTAR tracking system
Introduction
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Role of the Transport Management Centre
The operations nucleus of the MyCiTi service will be housed in the Transport Management Centre (TMC) in
Goodwood. The TMC facility was designed and constructed to accommodate 24/7 operations in an easily accessible
user-friendly but secure environment. Twenty-two operator workstations for the management of MyCiTi bus
operations have been allocated in the TMC’s Core Operations Area (COA) where MyCiTi operations will function
adjacent to other essential Cape Town Transport and Traffic operations, including Freeway Management, Urban
Traffic Control and Traffic Services.
The Metropolitan Police Department is housed one level up but will monitor MyCiTi CCTV cameras in a dedicated
surveillance area next to the COA on the first floor. This accommodation arrangement ensures direct and immediate
contact between critical stakeholders in Public Transport, Traffic and Safety-and-Security operations. Back office
space for fare collection and other MyCiTi operations has been provided in an area directly adjacent to the COA.
Office space for MyCiTi planning functions – 11 closed offices and a boardroom – has been allocated on the second
floor.
The Transport Information Centre (TIC), currently responsible for the collection and dissemination of public
transport information in Cape Town, is situated on the first floor behind the COA. The current two-storey TMC
building was constructed to accommodate a third storey if/when required by expanded MyCiTi operations in future.
The COA has a large video wall display shared between the different operational entities in the area, but this wall
will be extended as part of the Control Centre Contract to make a dedicated area available for MyCiTi operations.
Bus schedules, tracking information and CCTV footage will typically be displayed in this video wall. The MyCiTi
operators in the TMC’s COA will have direct communications links with buses and stations and will collect,
process and disseminate MyCiTi management and operational information. Operators in the TMC will monitor bus
progress per pre-planned and approved schedules and can intervene where/when necessary and will contribute to
incident management processes where MyCiTi services are affected. A call centre will be in operation that will deal
with the maintenance issues and queries for the (infrastructure) equipment on stations and on buses related to the
Control Centre and Automated Fare Collection (AFC) contracts.
A specialised server room – the hub of the citywide MyCiTi communications backbone – will house all the
centralised MyCiTi hardware and software.
The intended implementation of the Control Center (CC) contractor for Milestone 0 was
delayed due to an appeal against the appointment of the CC contractor selected through the
City’s procurement process.
As a result, vehicle tracking at the start of Milestone 0 will be done through the use of the
City’s existing Vehicle Fleet Management System – NetStar.
7.3.2.
CC infrastructure during CC Stage 0
To perform the vehicle tracking function, each of the 42 buses has been equipped with an
electronic tracking device. This device records a GPS position of each vehicle which is
transferred to Netstar’s back office, located in Goodwood, via GPRS every 30 seconds.
Regular reports, using this GPS information, are generated via the back office to enable the
City to determine whether vehicles were used on scheduled routes and in compliance with
the timetable times, as per the City’s service notices to VOs, and to determine scheduled
kms operated that the VOCs should be paid for. Thus, the schedules must loaded / updated
onto the system in the back office regularly and correctly.
With respect to surveillance, there are presently a total of 100 fully operational Cameras
installed outside the stations and along the dedicated busway – each station has cameras
focusing along the sides of the station, at gates, the station doors, and at other important
areas.
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Recordings are stored for 30 days and the City can retrieve ad hoc images within 30 minutes
of incidents.
No cameras internal to the stations will be installed during CC Stage 0.
Consoles have been set up and installed with the relevant camera monitoring software at
the TMC – the City plans to have this fully operational by 1 April 2011.
7.3.3.
Responsibilities
•
Operations manager – this is the City Official with the authority to act on behalf of
the City, in particular with respect to Service Notices and decisions regarding
operations, subject to contractual notice to the service providers as to whom they
may deal with;
• NETSTAR – responsible for the overall hardware and software functionality of the
tracking devices and the back office;
• Vehicle Operator – responsible for:
o keeping Netstar updated with the correct schedules (copy Transport Controller);
o submitting to the Transport Controller on a daily basis completed trip sheets
showing departure time of each trip, as a backup.
o own controlling such as the scheduling of changes, late buses etc., until the City’s
Operations Control Centre take effect.
• City-appointed inspector – responsible for checking whether the clocks have been
synchronised.
7.4.
7.4.1.
CC Stage 1: Parallel tracking systems - NETSTAR and CC
CC infrastructure during CC Stage 1
During this stage, the City’s CC System will replace the NetstarTracking system.
However, the two systems will operate in parallel until such time that:
•
•
All MyCiTi buses equipped with the Netstar tracking units have been replaced with
the City’s Vehicle Logic Units (VLU, see Image 2) units (buses only available for
access when out of service) and,
The CC back office, located at the TMC, is set up for receiving data from the VLUs –
which will then allow the City to track the movement of its own buses, review
schedule adherence and recognize possible obstacles that could prevent buses from
reaching their destinations in a timely manner, and control the buses.
Image 2 – Vehicle Logic Unit tio be installed on all existing buses
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Through the implementation of technology known as Unstructured Supplementary Service
Data (USSD) and Mobi, passengers will be able to receive updated time table information for
all the Milestone 0 Services via their cell phones using a short code (in the case of USSD) or
a URL (in the case of Mobi).
Security Surveillance through CCTV cameras (see Image 3) will be installed inside of the
stations. These cameras will be linked to the Control Centre CCTV servers with operator
work stations and terminals via the existing fibre network. The control of these internal
cameras and management of video feeds will be done with the relevant software which will
also manage the storage and retrieval of all video data – operators for the monitoring of
these cameras are still to be determined.
Image 3 – CCTV Camera to be installed in stations
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7.4.2.
•
•
•
•
•
7.5.
7.5.1.
Responsibilities
Operations manager – this is the City Official with the authority to act on behalf of
the City, in particular with respect to Service Notices and decisions regarding
operations, subject to contractual notice to the service providers as to whom they
may deal with;
NETSTAR – responsible for the overall hardware and software functionality of the
tracking devices and the back office;
CC Contractor – responsible for the overall hardware and software functionality of
the AVLs and the back office. Also, controlling the VO such as the scheduling of
changes, late buses etc.;
Vehicle Operator – responsible for:
o keeping Netstar and CC Contractor updated with the correct schedules (copy
Transport Controller);
o submitting to the Transport Controller on a daily basis completed trip sheets
showing departure time of each trip, as a backup.
o own controlling such as the scheduling of changes, late buses etc., until the City’s
Operations Control Centre take effect.
City-appointed inspector – responsible for checking whether the clocks have been
synchronised.
CC Stage 2: NETSTAR system fully replaced by City’s Control Centre
Description of CC Infrastructure
As of the start of CC Stage 2, the CC will have fully replaced the Netstar System. The
following ITS technologies will be installed:
•
•
•
•
7.5.2.
•
Computer-Aided Monitoring/Dispatching (CAMD) and Scheduling: This technology will
improve the efficiency and accuracy of operations, the speed of emergency response
and the communication between dispatch and operators;
Radio Services: These will be used for communications between service personnel
control centre operations and emergency services;
Mobile Data Terminals: These allow two-way communication between the control
centre and drivers via a digital display and provide an on-board operations console
for the operator that can include schedule or route changes as well as weather and
traffic information;
GPRS/3G communications with the buses to upload and download bus information
and positions of the bus.
Responsibilities
Operations manager – this is the City Official with the authority to act on behalf of
the City, in particular with respect to Service Notices and decisions regarding
operations, subject to contractual notice to the service providers as to whom they
may deal with;
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•
CC Contractor – responsible for the overall hardware and software functionality of
the ITS Technologies and the back office. Also, controlling the VO such as the
scheduling of changes, late buses etc;
• Vehicle Operator – responsible for:
o keeping the Province and CC Contractor updated with the correct schedules (copy
Transport Controller);
o submitting to the Transport Controller on a daily basis completed trip sheets
showing departure time of each trip, as a backup.
o own controlling such as the scheduling of changes, late buses etc., when the City’s
Operations Control Centre is down.
o providing the electrical wiring diagram for the bus to the CC Contractor;
• City-appointed inspector – responsible for checking whether the clocks have been
synchronised.
7.6.
CC Stage 3: Full CC functionality
7.6.1.
Description of CC Infrastructure
In this final stage, a fully operational back office at the TMC will be completed thus enabling
the full CC System to be implemented. The following ITS Technologies to be installed:
•
•
•
7.6.2.
Automated Stop Annunciation (ASA): This uses electronic reader boards/Dynamic
Signs and public address speakers on board the vehicles to announce the next stop
along a route using both visual and audio tools;
Advanced Traveller Information Systems (ATIS): These include real-time traveller
information displays and interactive voice response systems. Real-time travel
information displays provide customers with real-time bus arrival information at the
bus stations (trunk routes), on board vehicles and at some strategic stops;
On-board entertainment/advertising through large screen and on-board media
servers.
Responsibilities
Same as for CC Stage 2.
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8. Other services by City departments
The contents of this chapter is based on the MyCiTi team’s provisional views, after initial
meetings with the relevant City departments, but is still subject to final comment and signoff by the relevant City departments.
The operations of MyCiTi will require the support of other departments of the City in order
to function according to its operational plan, both during the short term interim start-up
phase for which this document is aimed, and during the longer term when all contracts have
been concluded according to the MyCiTi Business Plan. The principal departments which will
provide services to MyCiTi in the long term through service level agreements are the Safety
and Security Department, the Cleansing Department, the City Parks Department and the
Directorate of Roads and Stormwater residing within Transport Roads and Stormwater. In
the short term the Revenue Services component of the Department of Finance will provide
the function of ticket sales and other related services..
8.1.
Surveillance using CCTV cameras
The principal purpose of providing CCTV cameras and surveillance monitoring of bus ways
and stations is to ensure as far as possible the safety of passengers using the service and
the protection of assets forming the MyCiTi infrastructure.
The Strategic Surveillance Unit (SSU) component of the Department of Safety and Security
is responsible for monitoring an extensive network of CCTV cameras throughout the City.
This network is being extended to cover MyCiTi bus ways and stations. Some cameras are
still to be installed, in particular those that will be located inside stations (which may only be
installed during the period of the interim service), and for dedicated busways not yet built.
All external fixed and pan-and-zoom cameras associated with the stations between Civic and
Table View have been installed and are functioning. These are linked to the TMC in
Goodwood.
These cameras are be manned by personnel supplied by SSU under a service level
agreement to be finalised between MyCiTi Operations Directorate and the SSU. Any incident
or potential threat to the safety of passengers, staff or infrastructure is reported by the SSU
staff monitoring the CCTV cameras at the TMC and reported to the Response Unit and the
personnel at or near the station where the incident occurs.
The Station Management Contractor, once appointed will establish a station management
surveillance unit at the TMC to take over the monitoring of CCTV cameras in the stations
and within the station precincts. Their primary role is to identify potential incidents,
accidents and crime within areas being surveyed and report them to the SSU who will take
control of the cameras for the duration of the incident.
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8.2.
Response unit
The Directorate of Safety and Security’s Metro Police form the core of a Response Unit
deployed according to an operational plan to ensure that an incident is followed up in the
shortest possible time. The Response Unit consists of dedicated officers deployed at stations
and on buses solely to attending to the needs of the MyCiTi project and is not used for other
City-wide functions unless with the approval of the MyCiTi Operations Directorate, and in
unusual circumstances. The Response Unit is alerted by SSU staff detecting incidents
through the CCTV surveillance, or by VO or station management staff.
Members of the Response Unit are trained Metro Police officers equipped and trained to
handle incidents and to apprehend and bring suspected criminals to justice.
8.3.
Enforcement of parking or driving in bus lanes: Traffic police
The Directorate of Safety and Security’s Traffic Services component provide a unit of traffic
officers dedicated to traffic enforcement related to MyCiTi services, under a service level
agreement to be finalised between Traffic Services and MyCiTi Operations Directorate.
The MyCiTi traffic enforcement unit is responsible to ensure the effectiveness of preventing,
wherever possible, illegal use of dedicated bus lanes by parking or driving by unauthorized
vehicles. Vehicles found using bus lanes should be apprehended and issued with fines in
accordance with Traffic laws and the City’s further by-laws.
8.4.
Enforcement re illegal parking: Traffic police
It is intended that parking demand near to stations and stops, generated by the MyCiTi
service, will be identified and formal arrangements made for these vehicles to park in an
orderly manner. The process of such identification will be undertaken during the period of
Milestone 0 operations, and it is intended that parking lots and curbside bays will be
demarcated and persons parking in such bays levied with parking fees.
During Milestone 0, when such measures are in the process of being put in place, it is
proposed that traffic officers of the MyCiTi traffic enforcement unit will ensure that vehicles
parking illegally on roads, sidewalks and verges near stations and creating a nuisance to
neighbouring homes and properties will be dealt with.
8.5.
Protection of buses and stations
Personnel who undertake the security function provided as part of the Station management
function will carry out the principle function of protecting the station assets and other MyCiTi
infrastructure, such as CCTV cameras and street furniture. The VOCs are responsible for
security of buses, at its depots and staging areas assigned to them.
These tasks will be undertaken in co-ordination with SSU through camera surveillance,
which will serve to alert security guards to potential incidents. The decision on the
appropriate response to an incident that occurs will be made in consultation with the
Response Unit, when it may be decided that members of Metro Police comprising that unit
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may come out to assist security guard to deal with incidents beyond their competency or
powers.
8.6.
Cleaning external areas and refuse
MyCiTi provides bins external to stations that are cleared by the Cleansing Department on a
regular basis. Certain areas outside the operation area of the Cleansing Department must be
dealt with by the Station Management contractor, and the refuse deposited in a remote
dump. An agreement with the Cleansing Department will identify the locations where
Cleansing and MyCiTi are responsible, and the extent of these duties.
8.7.
Maintenance of busway and cycle ways
During Milestone 0, and until the Station Management contract commences, all cleaning,
upkeep of landscaping, repair and maintenance of roadways, cycle ways and street furniture
outside of City prescribed station precincts will be undertaken by the City unless such work
can be attributed to direct actions or negligence of a third party. Once the Station
Management contract commences, it will undertake the maintenance and upkeep of
landscaping and the cleaning of cycleways, while the City will continue with the other repair
and maintenance of infrastructure, as defined in more detail in the table below. The cleaning
of bus ways is described in Chapter 5.
Maintenance responsibilities of responsible City departments
Function
Description
Responsible
Department
the City
of
Stations
The repair and where necessary the replacement City Directorate of
of major elements of stations due to wear and TR&S
tear, malfunction, accidents, vandalism or crime.
Such elements include the structural components,
glass cladding, roofing, flooring and moving
parts. Of particular importance is the need for
quick response to the repair of damaged or
malfunctioning components of stations essential
to the operation of stations and buses, such as
sliding doors, roller shutter doors and wet and
dry services. The City will maintain any signs,
markings and displays in and around the station.
Depots
The routine repair and maintenance of structures, City Directorate of
buildings, walls, fencing, hard surfaces in the TR&S
event of failure, accidents or vandalism beyond
the control of VO companies. Building
maintenance will include repair of walls, roofing,
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windows, wet and dry services and any other
structure in the depot. Landscaping within depots
may be maintained by the City through the
maintenance undertaken by the building
contractor during the course of the defects
liability period after the construction of the depot.
Where damage is caused by the VO company, or
any service provider contracted by the VO
company concerned, such repair or replacement
will be undertaken by the City for the account of
the VO company.
Maintenance and
repair of Roadway
and cycleway
pavements
The repair and where necessary replacement of City Directorate of
sections of the busway and cycleway pavements TR&S
due to untimely failure or damage, including the
subsurface layers, premix surface and any
kerbing associated with the bus ways and cycle
ways. Included is the repair and maintenance of
intersection areas where the busway crosses. The
City will perform repairs and replacements of
these elements in event of damage caused by
accidents, vandalism or crime.
Maintenance and
repair of street
furniture, signs
and markings
The repair and where necessary the replacement City Directorate of
of streetlights, road traffic signs and markings TR&S
associated with the busway, pedestrian crossings
and intersections, any benches, poles supporting
refuse bins and any other structures.
Traffic signal
systems and
hardware
associated with
such signals.
Responding to the malfunction of traffic signal City Directorate of
systems at traffic intersections or pedestrian TR&MP
crossings, the adjustment of the timing and
upgrading of such systems, and the repair and
replacement of such equipment in the event of
accidents, vandalism or crime.
8.8.
Revenue Services
Initially the City’s Revenue Services take responsibility for the sale of tickets and EMV smart
cards and the loading of value and physical cash onto the card, through the use of value
loading terminals as described in Chapter 6, at all the station kiosks.
All City Revenues Services responsibilities will be taken over by the Station Management
Contractor once appointed.
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