TERMS OF REFERENCE
EASTERN CAPE SUSTAINABLE ENERGY AND
GREENHOUSE GAS MITIGATION INITIATIVES
STATUS QUO ASSESSMENT 2013_14
DRAFT V1.03
P/Bag X0054, BHISHO
South Africa, 5605
Phone: +27 (0)46 605 7262
Fax: +27 (40) 635 1821
Web: www.DEDEA.gov.za
SUSTAINABLE ENERGY AND GREENHOUSE GAS MITIGATION INITIATIVES STATUS QUO
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1
Contents
2
Introduction and Background Information .............................................................................................. 3
3
Objectives .............................................................................................................................................. 3
4
Scope of work ........................................................................................................................................ 4
5
4.1
GIS BASED DATABASE ............................................................................................................... 4
4.2
Synthesis Report ........................................................................................................................... 9
4.3
Recommendations for future Low Carbon status quo data capture and reporting. .................... 10
4.4
Access to the 2012-13 study by bidders ..................................................................................... 10
Factoring in lessons learned from the 2012/2013 Sustainable energy baseline study ....................... 10
5.1
Key Issue..................................................................................................................................... 10
5.2
Way Forward Strategy ................................................................................................................ 11
6
Finalisation of Scope of Work and Project Management ..................................................................... 11
7
Proposed Approach, Budget and Programme ..................................................................................... 11
7.1
Required Capacity, Qualifications, Experience & Track Record ................................................. 12
7.2
Bid Process: pre-qualification...................................................................................................... 12
7.3
Bid Process: post-qualification .................................................................................................... 13
7.4
Performance monitoring .............................................................................................................. 13
7.5
Conditions of the bid ................................................................................................................... 14
7.6
Validity Period ............................................................................................................................. 15
7.7
Contract Period ........................................................................................................................... 15
8
Submission of Proposals ..................................................................................................................... 15
9
Approval of Terms Of Reference ......................................................................................................... 16
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2
INTRODUCTION AND BACKGROUND INFORMATION
The third strategic objective of the Eastern Cape Department of Economic Development, Environmental
Affairs and Tourism (DEDEAT) requires that the Department pays attention to Carbon reduction and
Green Economy Initiatives. In this context, DEDEAT completed a Provincial Sustainable Energy Strategy
in 2012. The vision of the strategy is that the Eastern Cape should provide the most enabling environment
for sustainable energy development and implementation in the country. The Sustainable Energy Strategy
is contextualised by the Green Industries Sector priority within the Provincial Industrial Development
Strategy Implementation Plan (2012). The Green Industries sector plan requires that, among others, the
Department identifies low carbon project initiatives and opportunities in the province. In order to facilitate
such an environment, the following enablers are important:

A consolidated platform for recording and documenting sustainable energy and greenhouse gas
mitigation initiatives in the province;
o As such, programmes and projects undertaken in an ad-hoc and isolated fashion might
be avoided;
o Duplication, repetition of mistakes or hard-learned-lessons, and a lack of information
about success stories would be avoided.
o Opportunities for synergies would be detected.
o A provincial overview of the Sustainable Energy and Greenhouse Gas Mitigation space,
would provide a point of departure for investors, development finance institutions, NGOs
Given the above, DEDEAT has included in its Operational Performance Plan the requirement for a
Provincial Low Carbon Status Quo Assessment.
3
OBJECTIVES
Between October 2012 and March 2013, a provincial Sustainable Energy baseline study was generated
(this study will be made available to bidders). The objective of the 2013 to 2014 study will be to verify,
update, and otherwise maintain and develop the existing database, in order, among others, to provide a
year-on-year comparison of the status of sustainable energy initiatives in the province.
The objective of this study is the identification, recording, verification and updating of renewable energy,
energy efficiency and greenhouse gas mitigation projects or initiatives in the province;



In order to provide information on the status, extent and coordination requirements of such
initiatives in the province;
In order to provide information on the scope for local content manufacture and supply; and
In order to provide information on the skills and human capacity needs required to support these
initiatives.
These objectives will deepen the understanding of key strategic priorities in the Provincial Sustainable
Energy Strategy and the general Green Economy objectives of the Department; assist municipal and
provincial decision makers in expediting sustainable energy and green-economy decision making
processes; and will create conditions for the fostering of sustainable energy, the green economy and
Green House Gas Mitigation policy This should in turn contribute to an enabling environment for
sustainable energy and green economy investment in the Province. These initiatives will further assist in
promoting the objectives of the Provincial Climate Change Response Strategy.
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4
SCOPE OF WORK
1. Verify, update and generally further develop the existing GIS based Provincial Sustainable
Energy Status Quo Database, and extend its scope to include greenhouse-gas mitigation projects
beyond just the scope of sustainable energy.
2. Provide a year-on-year comparison of the development of sustainable energy initiatives in the
province (the comparison being against the Provincial Sustainable Energy Baseline Study which
was completed in February 2013; this means that the current comparison will only be between
the energy component of the respective studies);
3. Complete a synthesis document, including summary of findings, lessons learned and set of
recommendations for decision-makers; and
4. Develop recommendations for future sustainable energy and green-house gas mitigation
initiatives status quo data capture and reporting.
5. Provide recommendations on how the Department could monitor and evaluate progress in these
fields along the SMART principles.
4.1
GIS BASED DATABASE
1. Note that the dataset and report should differentiate between large initiatives that are under, or
intend to bid under, the REIPPP, and smaller initiatives that are relevant at the provincial, district
and municipal scale.
2. The scope of sustainable energy initiatives includes:
a. Renewable energy generation projects at the megawatt and multi-megawatt scale such
as wind farms, solar farms, biomass and hydro projects. At a minimum, this category
should include the following fields 1:
i. Project name
ii. Project owner
iii. Contact details of project owner
iv. Location (local municipality)
v. Location (GPS Coordinates)
vi. Type of project – for example:
1. Wind Power Generation
2. Concentrated Solar Power - Tower
3. Concentrated Solar Power - Trough
4. Solar Photo Voltaic Power
5. Hydroelectric & Oceanic Power
6. Waste To Energy - Landfills
7. Waste To Energy - Biomass Combustion
8. Waste To Energy - Anaerobic Digestion
9. Waste To Energy - Pyrolysis/Gasification
10. Waste To Energy - Other
11. Co-Generation
vii. Brief description of project
viii. Generation Capacity (MW)
1
It is recognised that in certain cases, project developers will not divulge sensitive information, or the
service provider will experience challenges in obtaining data. These instances should be noted as data
gaps
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ix. Project Stage – for example:
1. Idea
2. Pre-feasibility
3. Feasibility
4. Business Plan
5. EIA in Progress
6. Environmental Authorisation Received
7. Bid Ready
8. Bankable
9. Construction
10. Operational
x. Estimated investment value
xi. Estimate of jobs created
1. Construction
2. Operation
b. Renewable energy generation projects at the sub-megawatt scale, which do not form part
of the national Renewable Energy Independent Power Producer programme. Examples
of smaller initiatives include generation projects operating on the basis of bilateral PPAs,
projects operating on the basis of municipal grid connections, captive power projects and
off-grid or grid independent or hybrid projects. At a minimum, this category should include
the following fields2:
i. Project name
ii. Project owner
iii. Contact details of project owner
iv. Location (local municipality)
v. Location (GPS Coordinates)
vi. Type of project – for example:
1. Wind Power Generation
2. Solar Photo Voltaic Power
3. Hydroelectric & Oceanic Power
4. Waste To Energy - Landfills
5. Waste To Energy - Biomass Combustion
6. Waste To Energy - Anaerobic Digestion
7. Waste To Energy - Pyrolysis/Gasification
8. Waste To Energy - Other
9. Co-Generation
vii. Brief description of project
viii. Generation Capacity (MW)
ix. Project Stage – for example:
1. Idea
2. Pre-feasibility
3. Feasibility
4. Business Plan
5. EIA in Progress
2
It is recognised that in certain cases, project developers will not divulge sensitive information, or the
service provider will experience challenges in obtaining data. These instances should be noted as data
gaps.
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6. Environmental Authorisation Received
7. Bid Ready
8. Bankable
9. Construction
10. Operational
x. Estimated investment value
xi. Estimate of jobs created
1. Construction
2. Operation
c. Micro generation research and pilot projects (excluding privately owned/household scale
initiatives). At a minimum, this category should include the following fields 3:
i. Project name
ii. Project owner
iii. Contact details of project owner
iv. Location (local municipality)
v. Location (GPS Coordinates)
vi. Type of project (categories yet to be defined)
vii. Brief description of project
viii. Generation Capacity (MW)
ix. Project Stage
x. Estimated investment value
d. Energy efficiency/conservation initiatives (excluding privately owned/household scale
initiatives). At a minimum, this category should include the following fields 4:
i. Project name
ii. Project owner
iii. Contact details of project owner
iv. Location (local municipality)
v. Location (GPS Coordinates)
vi. Type of project – for example:
1. Heat, Electricity & Building Efficiency - Efficient Lighting
2. Heat, Electricity & Building Efficiency - Solar Water Heaters & Heat
Pumps
3. Heat, Electricity & Building Efficiency - Energy Monitoring
4. Heat, Electricity & Building Efficiency - Metering
5. Heat, Electricity & Building Efficiency - Industrial Processes & Efficiency
6. Heat, Electricity & Building Efficiency - Retrofitting Of Buildings
7. Heat, Electricity & Building Efficiency - High Efficiency Electric Motors
8. Heat, Electricity & Building Efficiency - Other
9. Cleaner Production / Industrial Efficiency
10. Transport Efficiency
11. Energy Audits
vii. Brief description of project
3
It is recognised that in certain cases, project developers will not divulge sensitive information, or the
service provider will experience challenges in obtaining data. These instances should be noted as data
gaps
4 It is recognised that in certain cases, project developers will not divulge sensitive information, or the
service provider will experience challenges in obtaining data. These instances should be noted as data
gaps
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viii. Generation Capacity (MW)
ix. Project Stage – for example:
1. Idea
2. Pre-feasibility
3. Feasibility
4. Business Plan
5. EIA in Progress
6. Environmental Authorisation Received
7. Bid Ready
8. Bankable
9. Construction
10. Operational
x. Estimated investment value
xi. Estimate of jobs created
1. Construction
2. Operation
e. Biofuels Initiatives (excluding household scale initiatives). At a minimum, this category
should include the following fields 5:
i. Project name
ii. Project owner
iii. Contact details of project owner
iv. Location (local municipality)
v. Location (GPS Coordinates)
vi. Type of project – for example:
1. Bio-diesel
2. Bio-ethanol
vii. Brief description of project
viii. Generation Capacity (Megalitres or Megajoules)
ix. Project Stage – for example:
1. Idea
2. Pre-feasibility
3. Feasibility
4. Business Plan
5. EIA in Progress
6. Environmental Authorisation Received
7. Bid Ready
8. Bankable
9. Construction
10. Operational
x. Estimated investment value
xi. Estimate of jobs created
1. Construction
2. Operation
5
It is recognised that in certain cases, project developers will not divulge sensitive information, or the
service provider will experience challenges in obtaining data. These instances should be noted as data
gaps
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f.
Sustainable Energy Skills, Innovation and Research initiatives. At a minimum, this
category should include the following fields 6:
i. Initiative name
ii. Initiative owner
iii. Contact details of project owner
iv. Location (local municipality)
v. Location (GPS Coordinates – unless the initiative is province or district wide)
vi. Brief description of project
vii. Project Stage – for example:
1. Idea
2. Pre-feasibility
3. Feasibility
4. Business Plan
5. Operational
viii. Estimated investment value
g. Manufacturing activities aimed specifically at generating products for a Low Carbon
Economy. At a minimum, this category should include the following fields 7:
i. Initiative name
ii. Initiative owner
iii. Contact details of initiative owner
iv. Location (local municipality)
v. Location (GPS Coordinates – unless the initiative is province or district wide)
vi. Brief description of initiative
vii. Type of product manufactured/market targeted.
viii. Project Stage – for example:
1. Idea
2. Pre-feasibility
3. Feasibility
4. Business Plan
5. Bankable
6. Construction
7. Operational
ix. Estimated investment value
x. Estimate of jobs created
1. Construction
2. Operation
h. Other greenhouse gas emissions reduction or sequestration initiatives 8. At a minimum,
this category should include the following fields 9:
6
It is recognised that in certain cases, project developers will not divulge sensitive information, or the
service provider will experience challenges in obtaining data. These instances should be noted as data
gaps
7 It is recognised that in certain cases, project developers will not divulge sensitive information, or the
service provider will experience challenges in obtaining data. These instances should be noted as data
gaps
8 These should be initiatives that include greenhouse gas mitigation and sequestration among their
specific objectives, rather than as an indirect outcome. It is likely that the greenhouse gas emission
reductions or sequestrations of these projects could be measurable.
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i.
ii.
iii.
iv.
v.
vi.
Project name
Project owner
Contact details of project owner
Location (local municipality)
Location (GPS Coordinates)
Type of project – for example:
1. Reforestation;
2. Methane emission reduction/destruction activities;
3. Efficient combustion process;
4. etc
vii. Brief description of project
viii. Greenhouse Gas Emission Reduction (tCO2e)10
ix. Project Stage – for example:
1. Idea
2. Pre-feasibility
3. Feasibility
4. Business Plan
5. EIA in Progress
6. Environmental Authorisation Received
7. Bankable
8. Construction
9. Operational
x. Estimated investment value
xi. Estimate of jobs created
1. Construction
2. Operation
3. Where relevant, government policy and planning initiatives operating in the Eastern Cape should,
be included in the study.
4. The dataset must where appropriate build from, or reference, existing data and information sets;
5. DEDEAT will make its list of Low Carbon stakeholders and other relevant information sources
available to the service provider where relevant.
4.2
S YNTHESIS R EPORT
A brief synthesis report should be generated to summarise the information captured in the dataset.
1.
The report should highlight the current state of sustainable energy and carbon emissions in
2013-14, and analyse the trends between the 2012-13 study and the 2013-14 study. This must
include a spatial representation/reporting of the findings.
2. The report should synthesise the key results for easy reference by decision makers.
3. Furthermore, the report should highlight the key insights gained from the data capture process
in a lessons-learned chapter.
3.1
The chapter should include the following:
9
It is recognised that in certain cases, project developers will not divulge sensitive information, or the
service provider will experience challenges in obtaining data. These instances should be noted as data
gaps
10 Such records should only be populated where the information is reasonably accessible or available.
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3.1.1
Identification and description of obstacles that have prevented proposed renewable energy
efficiency projects in the Province from going forward;
3.1.2 Identification of key success stories, particularly where solutions have been developed to
overcome obstacles to rollout;
3.1.3 Identification of basic opportunities and interventions where local government and provincial
institutions can play a key role in unlocking or unblocking renewable energy and energy
efficiency rollout in the province.
4. Where appropriate, case examples should be referred to in the report.
5. The report should culminate in a set of key recommendations for decision makers, with the aim
of deepening the Provincial Sustainable Energy Strategy (2012) the Provincial Climate Change
Response Strategy, and the Provincial Role in SIP8 of the PICC.
4.3
R ECOMMENDATIONS FOR F UTURE L OW C ARBON STATUS QUO DATA CAPT URE AND
REPORTING .
1.
2.
4.4
The service provider will be required to update the existing database/spreadsheets in a way that
will allow the continued maintenance of the database, with a view to the continued production of
an annual “state of Low Carbon” report.
Furthermore, the service provider must reflect on the challenges and opportunities encountered
in undertaking the provincial status quo assessment, and give recommendations for the
structure and methodology for a second iteration of the process at some point in future\
A CCESS TO THE 2012-13 STUDY BY BIDDERS
Bidders will be given access to the 2013-2012 study upon signing a confidentiality/ restriction of
use agreement.
5
FACTORING IN LESSONS LEARNED FROM THE 2012/2013 SUSTAINABLE
ENERGY BASELINE STUDY
The bidder must show how they will take into account recommendations from the 2012/2013 Sustainable
Energy Baseline Study as outlined below11. Namely:
5.1
K EY I SSUE
The Eastern Cape Sustainable Energy Baseline Study (2013) is the first comprehensive database of
renewable energy projects in the Province.


The industry identified the need for a well-populated, updated and extensive database for
renewable energy that will support the industry towards a more co-operative and integrated
industry.
The availability of base data and co-operation of various role players within the industry have
been identified as a key constraint for future database population and maintenance.
11
It is acknowledged that many of these recommendations require the lead of DEDEAT and relevant
government partners and agencies. In these cases, the bidder would provide a supporting role at most.
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

5.2
The objective of a renewable energy database, future utilisation of information, feedback between
the Department and various role players, are some of the concerns raised by proponents and
these have to be addressed as part of the ongoing database renewal process.
Data confidentiality and data integrity are major points of concern and the lack of specific
protocols and methods to ensure dataflow mechanisms, are key areas for future intervention.
W AY F ORW ARD S TRATEGY
Inform all role players of the existence of the existing database and the intention of the Department to
implement an ongoing database maintenance and management program, including an extensive contact
list.





6
Database maintenance should aim to :
o Re-align and re-assess the existing data fields to incorporate specific industry requirements
and dataset needs.
o Actively promote and sensitise the objectives and advantages of the dataset as part of the
future maintenance and management.
o Ensure co-operation of various role players and proponents, including Government
Departments, independent power producers, NGO’s and tertiary institutions.
o Ensure an update and expansion of existing GIS datasets with linkages to existing Provincial
spatial planning and development initiatives (i.e. Provincial Spatial Development Plan, Rural
Development Strategy, etc.).
Database management should aim to :
o Clearly define objectives of the database and database distribution, with emphasis on data
usage, data confidentiality, distribution and availability.
o Data integrity, data sources and data confidentiality should be clearly defined and agreed
upon between the various role players through agreements and data distribution protocols.
This should form part of a future ongoing data maintenance program.
o Basic agreements between proponents and power producers to identify data fields for public
knowledge and data fields that should be for Departmental use only.
Actively distribute non-confidential information as part of a Provincial co-ordinating exercise and
to strengthen support.
Integrate project database and proponent / role player data in a single dataset.
Ensure that the project dataset is alignment with Environmental Assessment status, Department
of Energy processes and Independent Power Producer Programme.
FINALISATION OF SCOPE OF WORK AND PROJECT MANAGEMENT
The final scope of work will be formalised in a Project Implementation and Management Plan, which will
be an outcome of the first meeting between the project steering committee and the service provider.
7
PROPOSED APPROACH, BUDGET AND PROGRAMME
The candidate is required to develop a table outlining a proposed approach, a proposed budget allocation
for professional fees, and number of person-hours respectively for the items in section 4. Note, however,
that the scope of the project is not limited to these line items. The proposed approach should be
translated into a proposed project management plan/timeline linked to deliverables.
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It should be noted that a final, publication ready report must be submitted by the 28th of February
2014.
7.1
R EQUIRED C APACITY , Q UALIFICATIONS , E XPERIENCE & T RACK R ECORD
It is critical that the candidate/project team demonstrates that they have suitable capacity, qualifications,
experience and track record to undertake the project. The project team must demonstrate
capacity/expertise in renewable energy, greenhouse gas mitigation and GIS. The project team is
required to demonstrate extensive experience in the South African Renewable Energy and Greenhouse
Gas Mitigation space. Among others, a detailed understanding of the current National Renewable Energy
procurement process and associated challenges must be demonstrated. An understanding of the
National and Provincial Greenhouse Gas Inventory would be an added advantage. Furthermore:




Capacity: Bidders must demonstrate that they have adequate human and other resources to
dedicate to the project within the given timeframes;
Qualifications & Professional Experience: Bidders must demonstrate that their team members
or managers assigned to this project have the necessary qualifications and experience to
undertake such a project.
Professional affiliation: The bidder must demonstrate that they hold an affiliation with an
appropriate association that regulates the conduct of the bidder.
Experience & Track Records: Bidders must demonstrate that they have up to 2 years previous
relevant experience, alternatively that the team members have such experience; and have a track
record of between 2 and 5 years in similar projects, alternatively that team members have such a
track record.
A table listing previous relevant experience and track records should be populated. The tables should
include fields as per the example below:
Relevant
previous
project/activitiy
Project
budget
Date
of
project/activity
inception
Date
of
Completion of
project/activity
Names
of
project
team
members in
this
bid
who
participated
in
the
activity
Name
and
position
of
reference
person
Contact
details of
reference
person
Project 1 etc
7.2
B ID P ROCESS : PRE - QUALIFICATION
The bid process will include a pre-qualification stage where the functionality / quality of bids will be
assessed. All bidders / service providers will provide a list of three (3) references who can be contacted to
provide an assessment of the Service Provider’s ability and / or performance on similar previous
assignments. References cited must have knowledge of the Service Provider’s work in all the elements
for meaningful comparisons to be made. Shortlisted bidders / service providers may be expected to
make a presentation where they will demonstrate similar previous work.
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The elements that will be considered for determining quality/functionality are:
QUALITY / FUNCTIONALITY
Bidder’s understanding of the brief
Consultants’ performance on previous contracts of a similar nature
The methodology and approach to be used
The qualifications of key personnel and track record
Experience in managing similar projects/events
Availability of resources and skills to deliver the contract
WEIGHT/60
5
10
15
10
10
10
Bidders will be evaluated on a 5 point scale where 1= Weak; 2= Average; 3= Good; 4= Very good; and 5=
Excellent. Bidders will be required to obtain at least 70% (210/300) in order to qualify for the final
evaluation stage. A bidder that scores less than 70 points out of 100 in respect of functionality will be
regarded as submitting a non-responsive proposal and will be disqualified.
7.3
B ID P ROCESS : POST - QUALIFICATION
In terms of the revised Preferential Procurement Regulations 2011, the bidders are required to, together
with bids, submit original and valid B-BEEE Status Level Verification Certificates or certified copies
thereof to substantiate their B-BEEE rating claims.
The following preference point system will apply: 80 Points for price and 20 points for B-BEEE.
B-BBEE Status Level of Contributor
Number of points
(80/20 system)
1
20
2
18
3
16
4
12
5
8
6
6
7
4
8
2
Non-compliant contributor
0
7.4
P ERFORMANCE MONITORING
Performance against the deliverables will be closely monitored by DEDEAT. The cost of travel to such
meetings must be included in the budget of the service provider.
MONITORING
TOOL
Briefing Sessions
FREQUENCY
EXPECTATION
Every two weeks
Oral (telephonic) Feedback
Meetings (PSC)
Special Sessions
Every two months
Ad hoc
Written Progress Reports and Presentations
Troubleshooting – presentation of proposed solutions
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7.5
C ONDITIONS OF THE BID
A.
All short-listed bidders may be subject to security screening by the State Security Agency on
behalf of DEDEAT.
B.
The service provider should provide in so far as possible, the following:
a. A comprehensive budget showing the charge out rate of all staff to be involved in the project
and all other cost factors such as travelling. Travelling costs and time spent or incurred
between home and office of consultants and DEDEAT offices will not be for the account of
DEDEAT, but should rather be included in the proposed project budget.
b. A breakdown of the hourly tariff, inclusive of value added tax for services to be rendered, if
you are a VAT vendor. Bidders must be prepared to work at rates not exceeding those
prescribed by the office of the Auditor-General or Department of Public Service
Administration
c. A clear schedule of deliverable dates, indicating the value of the deliverable and dates on
which invoices will be submitted
C.
Services rendered outside the scope of the project, without prior approval of the department
(BID adjudication committee and Accounting Officer) will not be reimbursed
D.
If the bidders are a joint venture between BEE firm and a non-BEE firm, detail of how the work
will be split between the firms, including the profit sharing ratio, should be clear such that
DEDEAT can audit the actual work allocation during the delivery to enforce the transfer of skills
between the firms and satisfy itself that there is no fronting or corrupt relationship. The
percentage involvement of each company in the joint venture should also be indicated and all
members of the joint venture should sign the contract and are jointly and severally liable for the
entire assignment. A Joint Venture Agreement MUST be attached to the bids upon submission
E. Service providers who claim any preference points for BBBEE status are requested to submit
certified (by the Commissioner of Oath only) copies of shares certificates and a certified list of
Board of Directors or Trustees, as may be applicable
F.
Preference will be given to BEE companies or firms with BEE partnerships in order to address
South Africa’s socio-economic disparities in line with BBBEE legislation
G.
DEDEAT reserves the right to invite shortlisted companies to present their bid proposals for
information and enhancement of decision
H.
The tender will be awarded subject to a legally enforceable contract being entered into between
the preferred bidder and DEDEAT, which will impose terms and conditions that will regulate the
the parties (preferred service provider and Department) whilst the required services are
rendered and thereafter. The successful bidder may not alter its BEE status during the bid
consideration process and the contract period (when tender is awarded) without the consent of
DEDEAT. The preferred bidder will not be allowed to subcontract and cede the agreement.
I.
DEDEAT is not bound to select any of the firms submitting proposals. DEDEAT reserves the
right not to award the contract to the lowest bidding price as well as to renegotiate the bid price
of the preferred applicant.
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J.
DEDEAT reserves the right to invite shortlisted companies to present their bid proposals for final
decision.
K.
DEDEAT will not be held responsible for any costs incurred by the bidder in the preparation and
submission of the bid
L.
The successful bidder must assign a dedicated Project Manager for the assignment. A PRINCE
2 Project Manager will be an added advantage;
M.
Bidders must comply with all procurement conditions of the department, including the provision
of valid tax clearance certificates;
N.
Preferential Procurement Policy Framework Act (PPPFA) principles shall apply; submissions will
be evaluated according to the provisions of that Act;
O. The service provider must be cleared by the National Treasury as per section 28 of the
Prevention and combating of corrupt activities act, (act 12 of 2004) and the department will
implement the law, especially section 28(3)(iii), but not limited to.
7.6
V ALIDITY P ERIOD
Proposals are expected to remain valid for 90 days from submission.
7.7
C ONTRACT P ERIOD
The contract period will be a maximum of 9 Months. The final report must be submitted by 28 February
2014.
8
SUBMISSION OF PROPOSALS
As an entity registered on the DEDEAT Supplier Database, you are requested to submit a coasted
proposal for delivering the specified services on behalf of DEDEAT. One original and two photocopies of
the completed proposal shall be placed in a sealed envelope clearly marked: “EASTERN CAPE
SUSTAINABLE ENERGY AND GREENHOUSE GAS MITIGATION INITIATIVES STATUS QUO
ASSESSMENT 2013_14” and deposited in the Tender Box on the 2ND floor of the DEDEAT offices
situated at Beacon Hill, Hockley Close, King Williams Town. The closing date and time for the receipt of
completed proposals is as advertised in the call for proposals. Late proposals will not be considered.
For technical information contact:
Alistair McMaster
Senior Manager: Sustainable Energy
Tel: +27 (0)43 605 7010;
Mobile: +27 (0)71 865 3771
Beacon Hill, Hockey Close, King Williams Town
Alistair.McMaster@deaet.ecape.gov.za
For bid enquiries contact:
Y. Masola
Supply Chain Management
Tel: 043 605 7131 /0833 833 625
SUSTAINABLE ENERGY AND GREENHOUSE GAS MITIGATION INITIATIVES STATUS QUO
ASSESSMENT 2013_1: Page 15 of 16
yolisa.masola@dedeat.ecape.gov.za
DEDEAT reserves the right not to accept the lowest proposal in part or in whole or any proposal Approval
of Terms Of Reference
END
SUSTAINABLE ENERGY AND GREENHOUSE GAS MITIGATION INITIATIVES STATUS QUO
ASSESSMENT 2013_1: Page 16 of 16