P.O. Box 3209,
Houghton, 2041
Block A,
Riviera Office Park,
6-10 Riviera Road,
Riviera
REQUEST FOR PROPOSALS
ENHANCEMENT OF A PROJECT PIPELINE/PORTFOLIO
MANAGEMENT SYSTEM
RFP/JHB/059
APPLICATIONS TO BE SUBMITTED BY
NOT LATER THAN
12 NOON ON TUESDAY 05 FEBRUARY 2013
JANUARY 2013
RFP/JHB/059
1.
Introduction
The Housing Development Agency (HDA) was established in 2008 (became operational in 2009) as
a public development agency whose objective is to fast-track the acquisition and release of state,
private and communally owned land for human settlement developments. The HDA also provides
project management services for the development of human settlements and other housing support
services.
Pursuant to its mandate the HDA concludes Implementation Protocols (IP) with various provincial
departments of Human Settlements and municipalities, to support amongst other things Project
Pipeline/portfolio Management System (PPMS). Since December 2011, the HDA team has
undertaken site visits with municipalities to gather information on the status of planned projects (in
terms of planning, services, geotechnical investigations and environmental approvals etc. The
information is available and captured on excel spreadsheet. A service provider is required to improve
and redesign project pipeline/portfolio information management system that can be used to
manipulate and analyze projects data for decision making purposes. The data and information to be
generated from this system will be used to guide the allocation of human settlement grant to housing
projects.
2.
Scope of Work
The Scope of Work of the project is to design an electronic Project Portfolio/Pipeline Management
System (PPMS) that will support project planning for integrated sustainable human settlement
delivery and key decisions making processes on the allocation of funding to priority human settlement
projects to be implemented over the MTEF period and beyond.
3.
Discussions
Parameters of the Project Portfolio/Pipeline Management System (PPMS)
The envisaged system will perform a variety of pipeline management functions and will assist the
provincial departments of Human Settlements and accredited municipalities with and/or during the
allocation of human settlement subsidy grants. The system should therefore be able to perform, at
minimum the following functions and produce reports in the following key areas;
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RFP/JHB/059
Classification of data (projects) according to various housing programmes,
A program that will be able to list all the projects (housing, infrastructure, township
establishment and (etc.),
A system that will be able to rank/prioritize project readiness bas on agreed criteria
A system that will be able to track project planning activities implementation status at
high level
List of projects which are ready for implementation. A project which is ready for
implementation is the one that has services for sanitation, water and electricity and
the township is approved,
Status of bulk infrastructure and internal services for each proposed project prior to
implementation within a respective municipality,
Funding requirements for each prioritized project and/or allocation per MTEF period
Projects with no bulk infrastructure in place as well as a brief report on
recommendations to either the province or the municipality
Project specific information (financial and non-financial)
Based on project status, the system should be able to indicate the possible
timeframes for implementation of each project
Reflect financial requirements in fulfilling specific pre-construction requirements such
as the installation of services
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Trend analysis
Linkage of the data with maps
The system should be easy to update
4. Outputs/Deliverables
The HDA requires a system whereby elements such as town planning/establishments, social issues
(beneficiary numbers, identification & demand survey), environmental and geotechnical issues are
integrated into one solution.
The various elements have requirements that overlap and have similar processes at times; they might
use the same resources, organisational structure and are sometimes characterised by overlapping
data with similar processes and reporting.
An example of this is the township establishment process that includes Geotechnical investigations
(phase 1), while a phase 2 of the very same Geotechnical investigations is required as the projects
reaches implementation prior to construction.
In accordance with the relevant standards and procedures for professional practice, and contracted
scope of work, the professional service provider will submit and make oral presentation on the
following outputs and deliverables:
4.1 Inception Report of the PPMS
The inception report must outline the agreed scope of works, process plan, expected outputs,
deliverables and milestone/ timeframes, including detailed description of content and characteristics
of the envisaged system including system parameters. An oral presentation of the inception report
with a demo to client is required. A soft copy and a hard copy report on performance are required.
4.2 Develop, Test and Present the PPMS (Draft)
The professional Service Provider (PSP) must present a draft PPMS in line with item (3) above, the
agreed scope and deliverables. The presentations shall include all necessary programmes such as
Informal Settlements, Rental Housing, internal reticulations. An oral presentation and demo of the
draft PPMS to client is required. A soft copy is required for client records.
4.3 Develop, Test and Present the PPMS (Final)
This report will incorporate feedback and comments on the draft and contain status quo findings and
analysis with preliminary conclusions, proposals and recommendations with respect to the scope of
work/ task section 3. Here the PSP must submit a final PPMS having made changes and
amendments that arose from the draft PPMS. The presentations will be based on a full system that is
tested for client utilisation. An oral presentation and demo of the draft PPMS to client is required. A
soft copy is required for client records.
4.4 Implementation of the PPMS
The PSP is responsible for ensuring that all the key staff members to be utilised for the system are
well trained (4hrs) on the usage and implementation of the system. Included in the final deliverable is
2 months system maintenance and fault findings as they occur during operations. The system should
be designed in such a way so as to be compatible with the current computer packages and software’s
in use by the client.
5. Timeframes
The assessment will commence in February 2013 with development report and end with
implementation of the PPMS in March 2013.
RFP/JHB/059
It is estimated that the consultant shall complete the assigned works as per the following schedule:
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6.
Inception Report: within 1 week starting from the date of signing of contract.
Developing, Testing & Presenting PPMS (draft): within 2 weeks after submission and
discussion of the Development Report.
Developing, Testing & Presenting PPMS (final): within 2 weeks after discussion of draft
PPMS.
Implementation of the PPMS: within 1 working days after discussion and presentation of
final PPMS.
System maintenance – 2 months
Required Skills
The professional service provider is required to provide a minimum of the following skills and
expertise considered necessary for effectively implementing the assignment:
1.
Project Leader; a registered project manager with demonstrable skills and a proven experience
in PMBOK and/or PRINCE 2 and a minimum 5 years of experience in: project/programme
information management system design and maintenance, software development; programme
implementation within IT sector especially related to Housing sector; understanding of housing
programmes, reporting and presentation.
2.
Microsoft Certified Excel Professional/Equivalent; with relevant minimum 5 years of experience
in developing spread sheets for business and investment analysis, presenting data using charts
and optimising worksheets and tables.
7. Evaluation Process
In order to facilitate a transparent selection process that allows equal opportunity to all production
companies, the HDA has a policy for the appointment of consultants that will be adhered to.
Proposals will be evaluated in terms of the prevailing supply chain policy applicable to the HDA and
it should be noted that:
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The benchmark of minimum 70 points out of 100 points on technical capability will be
the cut off to qualify for further evaluation
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Those that qualify will be assessed using the 80:20 formula for Price and B-BBEE as
per the PPPFA.
The following criteria will be used for points allocation for price and B-BBEE compliance on a 80/20
point system.
Table 1 - Functionality
CRITERIA
Capacity and Experience of the
proposed team
RFP/JHB/059
SUB-CRITERIA
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Relevant minimum qualifications/ relevant
Professional
Registration
in
IT/Microsoft/related fields and of proposed
team (15 Points)
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Demonstrable Skills and Capacity, Level of
Relevant Knowledge and Experience attach
CV’s of the proposed team (15 Points)
WEIGHTING/
POINTS
30
Company Profile and
Resources
Approach & Methodology ,
Work Plan and Process
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Demonstrable Staff compliment / Human
resources
to
execute
the
project
Organogram of the company (15 Points)
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Proposed team structure for the project (15
Points)
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Project proposal and plan linked to
deliverables and outputs. Demonstrable
conceptual and project understanding and
subject matter command in the proposed
approach, process, deliverables and
outputs (20 Points)
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Proposed methodology detailing proposed
process, description of tasks in relation to
process, outputs and deliverables, reporting
and presentation (20 Points)
TOTAL
30
40
100
The following criteria will be used for points allocation for price and B-BBEE compliance on a 80/20
point system:
Table 1 – Price and BEE
CRITERIA
SUB-CRITERIA
WEIGHTING/
POINTS
Price
Detailed budget breakdown
80
B-BBEE (Status Level Verification
Certificate)
B-BBEE Level Contributor
20
TOTAL
100
8. General
8.1. Below are compulsory requirements for this service
8.1.1. It is important to note that the successful person will work under the supervision of a HDA
representative, abide by HDA’s Code of Conduct, and other organisational guidelines.
8.1.2. Kindly submit the following documents:
RFP/JHB/059
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Valid original tax clearance certificate.
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SBD Forms (SBD4, SBD6.1, SBD8 and SBD9) obtainable from HDA Website:
www.thehda.co.za/procurement. Under compliance checklist.
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Valid and Original or Certified B-BBEE Status Level Verification
Certificates issued by the following agencies SANAS, IRBA or CCA.
8.2. Further information regarding technical matters
Simon.Malepeng@thehda.co.za or at tel: 011 544 1000, and
can
be
sent
an
email
to:
8.3. Further information regarding supply chain matter and queries can be send via email to:
Mpho.Mmethi@thehda.co.za or at tel: 011 5441000
9. Terms and Conditions.
9.1. HDA undertakes to pay in full within thirty (30) days, all valid claims for work done to its
satisfaction upon presentation of a substantiated claim/invoice.
9.2. No payment will be made where there is an outstanding information/work by the service
provider/s.
10. Submission of Quotation
10.1. Quotations should be submitted on or before the 05 February 2013 by no later than 12h00 to:
Attention: Supply Chain Management
Block A, Riviera Office Park
6-10 Riviera Road, Killarney
Johannesburg
10.2. The selection of the qualifying proposal will be at the HDA’s sole discretion. The HDA does not
bind itself to accept any particular bid/proposal, and the HDA reserves the right not to appoint the
service provider.
RFP/JHB/059