Request for proposals for the springs nature reserve



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PUBLIC HEALTH DIRECTORATE
REQUEST FOR PROPOSALS FOR THE SPRINGS NATURE RESERVE

CONTRACT ENQUIRY NO.: 369/4/2011-2012

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 369/4/2011-2012, Springs 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 Springs

Nature Reserve

4.3 Access

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

5. ADDITIONAL INFORMATION 13

6. TOURISM POTENTIAL 14

7. ENVIRONMENTAL REQUIREMENTS 15

7.1 Background

7.2 Environmental management principals

7.3 Generic requirements

7.4 Location based requirements

8. MINIMUM CRITERIA FOR PROPOSAL DOCUMENT 16

8.1 Functional and Spatial requirements

8.2 Legal requirements

8.3 Financial requirements

9. EVALUATION 20

10. SWORN STATEMENTS 21

11. GENERAL TERMS 22

12. APPOINTMENT 22

ANNEXURE “A” - Functionality criteria score sheet 23

ANNEXURE “B” - Affidavit for Companies, close Corporations and Trusts 25

ANNEXURE “C” - Affidavit for Individuals 28

ANNEXURE “D” - Certificate of Independent Bid Determination 30

ANNEXURE “E” - Suggested pro-forma for Budgeted Income Statement 33

ANNEXURE “L” - Suggested pro-forma for “price” 34


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 Springs 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 two separate 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

The Springs Nature Reserve is situated approximately 2km north of the town of Uitenhage, in the NMBM municipal area, and is accessed via the Graaff Reinet Road (R75). The Reserve is named after the artesian springs occurring within it. These Springs have supplied fresh water to the town of Uitenhage, since its establishment in the early 1800’s and provide millions of liters of sparkling clear water every day.




Springs Nature Reserve

1

291

R75 to Uitenhage


3.2 Site information

Status of Nature Reserve: Declared Nature Reserve

ERF NO

TITLE DEED

ZONING

EST. SIZE

OWNER

Portion 1 Uitenhage




Open Space Zone 3




NMBMM

Portion of 291/4 Uitenhage




Open Space Zone 3




NMBMM

Portion of 291/3




Open Space Zone 3




NMBMM

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.

3.4 Civil services available

  • At main node

Service

Available

Capacity and point of availability

Water

Yes

Unknown

Electricity

Yes

Unknown

Water borne sewerage

Yes

Unknown

3.5 Existing facilities

At main node:

  • Tar road access

  • Gate house

  • Administration centre

  • Good internal gravel roads

  • Padlock with horses

  • Accommodation:

    1. Variety of chalets

    2. Camping house (needs to be converted)

    3. Manager and staff housing

  • 1 large swimming facility

  • 1 empty pool to be re-tiled

  • One large communal hall

  • Fence and access control

  • Basic public picnic facilities

  • Lapa facility (vandalized, but restorable)

  • Ablution facilities at picnic area and caravan park

  • Scout hall

  • Picnic area

  • Tennis courts

3.6 Existing initiatives

  • None known at time of RFP

4. ENVISAGED DEVELOPMENT

4.1 Introduction

The new development in Springs Nature Reserve is envisaged to perform a complimentary function to the reserve and the existing development. 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 Springs Nature Reserve (also see DOCUMENT 1, Clause 5: Additional information)

The majority of new functions are envisaged to be clustered at Node A (Existing Development):



    1. Suggestions for type of facilities suitable for Springs Nature Reserve

The majority of existing functions are clustered at “Existing Development”:

    • Upgrade of all existing facilities to provide affordable accommodation

It is envisaged that the existing facilities be upgraded and restored to serve the function of providing affordable accommodation and supporting functions. This includes the existing chalets and possibly the conversion of the “camping house” into accommodation for backpackers.

All facilities to be listed with proposed improvements to each by respondent.

    • Convert one of the existing buildings into an interpretive centre

This facility must cater for at least 45 people at a time. It will typically be used by school groups.

Accommodation

Area or capacity

Entrance with access control

Minimum 12m²

Exhibition space

Minimum 70m²

Lecture space

Minimum 70m²

At least one office

Approximately 12m²

Ablutions

As per NMBMM requirements

Small kitchenette with serving hatch- connected to lecture space

Approximately 9m²

Disabled ablutions and access

As per NMBMM requirements


5

1

4

2

3

Existing development

Development envisaged at other nodes



    • Up-market tented camp (Node 3, 4 or 5):

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

As suitable for number of accommodation units

Large indoor lounge / reading area / games area

As suitable for number of accommodation units

Dining area

As suitable for number of accommodation units

Possibility of outdoor pool

As suitable for number of accommodation units

Walkways to tents and communal areas

As suitable for number of accommodation units

Viewing decks

As suitable for number of accommodation units



    • Luxury bush lodge (Node 1, 3, 4 or 5):

The area around the accommodation should be demarcated 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 rooms:

Accommodation for 2 people

Area or capacity

1 bedroom

Minimum 16m²

Bathroom

Minimum 6m²



Suggested typical support structures:

Accommodation

Area or capacity

Large outdoor seating area

As suitable for number of accommodation units

Large indoor lounge / reading area / games area

As suitable for number of accommodation units

Dining area

As suitable for number of accommodation units

Possibility of outdoor pool

As suitable for number of accommodation units

Walkways to rooms and communal areas

As suitable for number of accommodation units

Viewing decks

As suitable for number of accommodation units



    • New wellness centre – to be linked to tented camp or bush lodge (node1,5 or main node)

This facility must cater for at least 10 people at a time. It will typically be used by patrons from the resort, tented camp or bush lodge.

Accommodation

Area or capacity

Entrance with access control and reception

Minimum 16m²

Treatment rooms

Minimum 12m² x 4

At least one office

Approximately 12m²

Male and female ablutions

As per NMBMM requirements

Relaxation space

Minimum 20m²

Small kitchenette with serving hatch- connected to relaxation space

Approximately 9m²

Disabled ablutions and access

As per NMBMM requirements



    • New restaurant and parking (node 2 or main node)

A parking area must be developed to cater for visitors to the restaurant.

Accommodation

Area or capacity

Restaurant seating area

To cater for at least 60 people at a time indoor and 30 people out door

Kitchen

At least 20m²

At least one office

Approximately 12m²

Disabled ablutions and access

As per NMBMM requirements

Male and female ablutions – must be available for use for all day-visitors (could possibly be separate from restaurant)

As per NMBMM requirements

Parking

Create new parking area – as per NMBMM requirements



    • Farm stall (node 2)

To be linked to the restaurant (if developed at node 2) with shared parking area and focus on prickly pear products, involving local prickly pear pickers.

Accommodation

Area or capacity

Kitchen with link to display areas

At least 12m²

Display area 1

Approximately 12m²

Display area 2

Approximately 12m²

Disabled ablutions and access – can be shared with restaurant (if developed at node 2)

As per NMBMM requirements

Male and female ablutions – can be shared with restaurant (if developed at node 2)

As per NMBMM requirements

Parking – can be shared with restaurant (if developed at node 2)

Create new parking area – as per NMBMM requirements



    • New interpretive centre (if not developed at main node - at node 1)

This facility must cater for at least 45 people at a time. It will typically be used by school groups.

Accommodation

Area or capacity

Entrance with access control

Minimum 12m²

Exhibition space

Minimum 70m²

Lecture space

Minimum 70m²

At least one office

Approximately 12m²

Male and female ablutions

As per NMBMM requirements

Small kitchenette with serving hatch- connected to lecture space

Approximately 9m²

Disabled ablutions and access

As per NMBMM requirements



    • Bird hide (node 3)

This can be a lapa-type facility and must cater for at least 30 people at a time. It will typically be used by school groups or visitors to luxury lodge/ tented camp. Indicate links between bird hide and interpretive centre

Accommodation

Area or capacity

Under cover area to serve as waiting area and exhibition space - leading to deck with viewing ports and exhibition space

Minimum 50m²

Male and female ablutions

As per NMBMM requirements

Small kitchenette with serving hatch- connected to under-cover area

Approximately 9m²

Disabled ablutions and access

As per NMBMM requirements



    • Horse riding school (node 2,3)

This can facility must house horses in a secure area and have padlocks for feeding, exercise, grazing, jumping etc. To be described by respondent.

Accommodation

Area or capacity

Stables for at least 10 horses

Minimum 8m² x10

Male and female ablutions

As per NMBMM requirements

At least one office with under cover waiting area

Approximately 12m²

Small kitchenette with serving hatch- connected to administration office

Approximately 9m²

Disabled ablutions and access

As per NMBMM requirements


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