Request for proposals for the maitlands nature reserve



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PUBLIC HEALTH DIRECTORATE
REQUEST FOR PROPOSALS FOR THE MAITLANDS NATURE RESERVE

CONTRACT ENQUIRY NO.: 369/5/2011-2012

TENDERER




TELEPHONE / FACSIMILE







CLOSING DATE





NOVEMBER 2011

ISSUED BY:

Nelson Mandela Bay Metropolitan Municipality

Public Health Directorate

Environmental Management Sub-directorate

PO Box 11

PORT ELIZABETH

6000

Contact Person: Mr J Mkosana

Tel: +2741 506 5464

COMPULSORY MEETING

A compulsory briefing meeting to be held on 22 November 2011 at 11h00 in the Boardroom, SCM Unit, Harrower Road Offices must be attended by the applicant’s authorized representative.

An attendance register will be taken at the meeting and submissions by applicants who were not represented will not be accepted.

CLOSING DATE, TIME AND VENUE FOR SUBMISSIONS

One bound copies of the proposal, clearly marked “Contact Enquiry 369/5/2011-2012, Maitlands Proposal – Attention Mr. J Mkosana” must be deposited in the NMBMM Tender Box, which is located at the SCM Unit, Harrower Road Offices, Port Elizabeth or City Hall, Uitenhage by no later than 11h00 on 23 February 2012 where after same will be open in public at the same venues.

No late submissions will be accepted.

Posted, e-mailed, or faxed submissions will also not be accepted.



ENQUIRIES

Mr J Mkosana

Nelson Mandela Bay Metropolitan Municipality

Email: jmkosana@mandelametro.gov.za and phowes@mandelametro.gov.za

Tel: 041 - 506 5464

Fax: 041 – 585 7261

13th Floor

Brister House

Govan Mbeki Avenue

Port Elizabeth

6001

TABLE OF CONTENTS

DISCLAIMER

IMPORTANT NOTICE

1. INTRODUCTION 1

2. LEGAL ISSUES AND REQUIREMENTS 1

3. GENERAL INFORMATION 2

3.1 Location

3.2 Site information

3.3 Title deed and town planning restrictions

3.4 Civil services available

3.5 Existing facilities

3.6 Existing initiatives

4. ENVISAGED DEVELOPMENT 5

4.1 Introduction

4.2 Suggestions for type of facilities suitable for Maitland Nature Reserve

4.3 Access

4.4 Development platform and envelope (height, size etc.)

5. ADDITIONAL INFORMATION 9

6. TOURISM POTENTIAL 10

7. ENVIRONMENTAL REQUIREMENTS 11

7.1 Background

7.2 Environmental management principals

7.3 Generic requirements

7.4 Location based requirements

8. MINIMUM CRITERIA FOR PROPOSAL DOCUMENT 12

8.1 Functional and Spatial requirements

8.2 Legal requirements

8.3 Financial requirements

9. EVALUATION 16

10. SWORN STATEMENTS 18

11. GENERAL TERMS 18

12. APPOINTMENT 19

ANNEXURE “A” - Functionality criteria score sheet 20

ANNEXURE “B” - Affidavit for Companies, close Corporations and Trusts 22

ANNEXURE “C” - Affidavit for Individuals 25

ANNEXURE “D” - Certificate of Independent Bid Determination 27

ANNEXURE “E” - Suggested pro-forma for Budgeted Income Statement 30

ANNEXURE “L” - Suggested pro-forma for “price” 31




DISCLAIMER


This RFP has been prepared for the purpose of providing information to interested parties and allowing them to respond to it as part of the tender process of the Nelson Mandela Bay Metropolitan Municipality (NMBMM).

The NMBMM accepts no liability for any loss incurred by any person(s) due to events or actions taken as a consequence of the preparation and dissemination of this RFP document.

The NMBMM accepts no responsibility for the fairness, accuracy or completeness of any information or opinions, for any errors, omissions or mis-statements, negligent or otherwise, made by any person in this RFP document or any written or oral communication transmitted or made available at any time to an interested party or its advisers.

IMPORTANT NOTICE


Interested Parties are to note that the submission of any Proposal does not confer any right or expectation on any party that the NMBMM will accept any specific Proposal.

Any person submitting any Proposal agrees that the NMBMM shall be entitled to utilize any Intellectual Property contained in such Proposal and such party waives and abandons any claim of copyright and/or any other rights in respect of any such Intellectual Property.

The only, lowest or any proposal will not necessarily be accepted and the NMBMM reserves the right to accept the whole or any portion of any proposal and/or to withdraw this Request for Proposals.


NOTE:

Please read the instructions regarding returnables from Clause 8 in conjunction with the rest of the document.

Complete and submit Annexure A,(B or C),D,E and L where applicable.

Compile and attach Annexures F, G, H, I, J and K






  1. INTRODUCTION

1.1 The purpose of this Request For Proposals (RFP) is to invite interested parties (Applicant/s) to submit proposals for the development of the Maitland Nature Reserve (the Reserve) in a Joint Venture (“JV”) with a Community Group or Entity (to be selected by the NMBMM pursuant to a separate competitive bidding process) in exchange for which development the JV will be granted a long term lease of the properties constituting the Reserve to enable the JV to use, manage and control the existing facilities situate on the properties (and the facilities to be established on the properties in terms of the proposal) in terms of the envisaged lease for the JV’s own account.

1.2 To encourage and ensure the involvement of the local community in the envisaged project, the NMBMM has called for an Expression of Interest from Community Groups or Entities situated in close proximity to the Reserve. It is envisaged that the successful Applicant and the successful Community Group or Entity will form a JV on a 74% (Applicant)/26%(Community Group or Entity) equity ownership basis under which to contract with the NMBMM subject to the Community Group or Entity being in a position to contribute its required equity funding of the envisaged JV. In this regard, Applicants are advised that the possibility exists that the Development Bank of South Africa and/or, the Eastern Cape Development Corporation and/or various Development Financing Institutions may well be prepared to consider financing the envisaged Project although no guarantees are furnished or to be implied in this regard.

1.3 It is accordingly a prerequisite that any interested party intending to respond to this RFP shall be prepared to conclude a Joint Venture agreement with the Community Group or Entity to be selected by the NMBMM.





  1. LEGAL ISSUES AND REQUIREMENTS

2.1 The properties constituting the Reserve and identified in Chapter 3 below are currently registered in the name of the Regional Services Council – PE and a prerequisite to any award to be made in terms of this RFP is that a vesting transfer be registered in relation to the properties to reflect the NMBMM as owner thereof.

2.2 Any award to be made under this RFP shall furthermore be subject to such consents as may be required in terms of the Title Deeds under which the properties are held and the removal of such restrictive conditions contained therein which are inconsistent with the envisaged development.

2.3 To the extent that multiple properties constitute the Reserve, the NMBMM shall reserve the right in any lease to be concluded pursuant hereto (and the establishment of the JV referred to above) to consolidate such properties.

2.4 Any lease and the grant of any rights to use, control and manage the properties pursuant hereto (which shall be in favour of the JV) shall be subject to the prior compliance with the provisions of the Local Government: Municipal Finance Management Act 56 of 2003 and the Regulations promulgated thereunder and in particular, the Asset Transfer Regulations 2008.

2.5 The envisaged lease between the NMBMM and the JV (to be formed by the successful Applicant and the successful Community Group or Entity) shall consist of, inter alia, three phases, the first phase being for a period of two years from the date of conclusion thereof within which period the Applicant shall be obliged to acquire such consents, permissions or approvals as may be statutorily and/or otherwise required to undertake the development upon the properties. Phase two shall be for a period of two years commencing after phase one within which period the Applicant shall be obliged to undertake and complete its proposed development of the properties and phase three shall commence thereafter and endure for a period of thirty (30) years.

3. GENERAL INFORMATION

3.1 Location

Maitland Nature Reserve is situated approximately 30km west of Port Elizabeth at the mouth of the Maitland River. The Reserve has a unique combination of natural elements, which includes hills, indigenous forest and access to beaches - all of which are ingredients for great recreation potential.

The reserve is largely undisturbed, with previous developments mostly situated at the node indicated “C”. Note that the sand dune, lagoon and beach falls outside the proposed lease area. The Reserves consists of multiple properties with an overall size of roughly 130ha.


KEY:

A – Area proposed for self-catering chalets

B – Area proposed for up-market tented camp

C – Existing open picnic area




A

B

C


3.2 Site information

Status of Nature Reserve: Declared Nature Reserve

FARM NO

TITLE DEED

ZONING

EST. SIZE

OWNER

Portion 18 of 478, Maitland Mines

T5072/1971

 Open Space Zone 3

27.7568ha

Regional Services Council – PE

Portion 19 of 478, Maitland Mines

T27114/1972

 Open Space Zone 3

14.2653ha

Regional Services Council – PE

Portion 20 of 478, Maitland Mines

T27114/1972

 Open Space Zone 3

16,3464ha

Regional Services Council – PE

Portion 21 of 478, Maitland Mines

T27114/1972

 Open Space Zone 3

16,0442ha

Regional Services Council – PE

Portion 22 of 478, Maitland Mines

T18228/1975

 Open Space Zone 3

24.8399ha

Regional Services Council – PE

Portion 23 of 478, Maitland Mines

T18228/1975

 Open Space Zone 3

19,1006ha

Regional Services Council – PE

Portion 31 of 478, Maitland Mines

T24536/1970

Open Space Zone 3

9,7726ha

Regional Services Council – PE

Portion 66 of 478, Maitland Mines

T37718/1970

Open Space Zone 3

1,6599ha

Regional Services Council – PE

Portion 67 of 478, Maitland Mines

T24216/1973

Open Space Zone 3

1,7133ha

Regional Services Council – PE

Portion 68 of 478, Maitland Mines

T24216/1973

Open Space Zone 3

8009 square meters

Regional Services Council – PE

Portion 69 of 478, Maitland Mines

T24216/1973

Open Space Zone 3

2698 square meters

Regional Services Council – PE

3.3 Title deed and town planning restrictions

  • Copies of the Title Deeds under which the properties are held are available on request.

  • It shall be the responsibility of each JV and Applicant to ensure that its envisaged development of the properties does not contravene any applicable Town Planning restrictions.

  • Open Space Zone 3 falls under the Section 8 General Zoning Scheme. The primary use is as a “Nature Reserve”, where “Nature Reserve is defined as a National Park or other nature park under the ownership of a public authority, or any other game park or reserve where natural flora and fauna is protected. Accommodation facilities for tourists and holiday makers as well as overnight facilities are allowed.

3.4 Civil services available

  • At node A

    Service

    Available

    Capacity and point of availability

    Water

    Yes

    Unknown

    Electricity

    Unknown

    Unknown

    Waterborne sewerage

    Unknown

    Unknown

  • At node B

    Service

    Available

    Capacity and point of availability

    Water

    No

    None

    Electricity

    No

    None

    Waterborne sewerage

    No

    None

  • At node C

Service

Available

Capacity and point of availability

Water

Yes

Unknown

Electricity

Unknown

Unknown

Waterborne sewerage

Unknown

Unknown

3.5 Existing facilities

  • Good access road

  • Basic picnic facilities shared between Portion 66/478 and privately owned property Portion 36/478

  • Basic ablutions

  • Entrance gate

  • Run-down hall

3.6 Existing initiatives

  • Proposed new parking area at picnic site (NMBMM)

  • Proposed boardwalk connection from picnic site to beach (NMBMM)

4. ENVISAGED DEVELOPMENT

4.1 Introduction

The new development in Maitland Nature Reserve is envisaged to perform a complimentary function to the reserve. Suitable facilities previously identified are described below. Any additional functions or inspired proposals by the Applicant, that will enhance and highlight the existing natural environmental features of the nature reserve, will be considered.



4.2 Suggestions for suitable facilities at Maitland Nature Reserve

    • Self catering chalets (Node A):

The area around the accommodation should be demarcated and the chalets should be of a temporary nature (timber structures, or lightweight structures), and should leave no footprint should the NMBM wish to demolish these structures at the end of the lease period. Support structures should include a reception area with ablutions, cleaner’s store and linen store.

Suggested typical chalets:

Type 1: Accommodation for 4 people

Area or capacity

1 bedroom

Minimum 12m²

Open plan kitchen – living area with bunker beds

Minimum 25m²

Bathroom

Approximately 6m²

Braai facility and outdoor seating area

Approximately 12 m²



Type 2: Accommodation for 6 people

Area or capacity

2 bedrooms

Minimum 12m² each

Open plan kitchen – living area with bunker beds

Minimum 25m²

Bathroom

Approximately 6m²

Braai facility and outdoor seating area

Approximately 16 m²



    • Up-market tented camp (Node B):

The number of up-market tent structures proposed must be linked to a feasibility study to be submitted with this proposal. The area around the accommodation should be fenced and the tent structures should be of a temporary nature (timber structures, or lightweight structures), and should leave no footprint should the NMBM wish to demolish these structures at the end of the lease period.

Suggested typical tent structures:

Accommodation for 2 people

Area or capacity

1 bedroom

Minimum 12m²

Bathroom

Minimum 4m²



Suggested typical support structures:

Accommodation

Area or capacity

Large outdoor seating area




Large indoor lounge / reading area / games area




Restaurant / dining area




Possibility of outdoor pool




Walkways to tents and communal areas




Viewing decks






    • Upgrade existing picnic facilities (Node C): (picnic area shared with private property owner)

Proposals by applicant to upgrade existing facilities must be described in site development plan. Only basic facilities are needed: a braai and rubbish bins at each picnic site, the upgrading of existing ablution facility will be necessary. The possibility exists to develop a backpackers lodge with an interpretation centre and/or lapa/an adventure/tuck/souvenir-shop at the picnic site. The NMBMM is planning to relocate the parking area on the sea-side to the picnic area.

4.3 Access

    • Access to remain along existing external/internal routes.

    • Parking standards: conform to Department of Transportation Standards and NMBMM requirements.

    • Current no access to Node B, will need to be created.


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