Supply Chain Management Unit Bv 509

SUPPLY CHAIN MANAGEMENT UNITBV 509

PART B: CONTRACT SPECIFICATIONS

TERMS OF REFERENCE

1. Purpose of the Bid

The Breede Valley Municipality seeks to appoint a service provider who will render parking management services to the Municipality for a period ending 30 June 2020. The Breede Valley Municipality invites tenders from suitable service providers (Tenderers), with proven and credible track record in providing parking management services.

2. Background

Beede Valley Municipality is increasingly experiencing problems to manage parking in the Worcester Central Business District (CBD). This situation worsened by the poor turnaround time in the use of parking bays by motorists. The Breede Valley Municipality therefore intends to appoint an experienced service provider for the supply, implementation and maintenance of a comprehensive parking management system to address the parking challenges within the Worcester CBD.

The services will include the provision of mobile parking meters (parking management devices), data capturing equipment (computers) as well as adequate trained Parking Attendants who must be recruited from the Breede Valley Municipal area.

The successful service provider will be responsible for the management of all on-street and off-street parking bays within the parameters of the Worcester CBD (approximately 960), as identified by the Breede Valley Municipality, excluding the following zones:

1. Mountain Mill Shopping Centre
2. Pick n Pay parking area (Porter Street)
3. Shoprite parking area (Porter Street)
4. Value Centre parking
5. Q Square parking area

The successful service provider will also be responsible to provide an electronic link between the mobile parking meters’ devices and monitoring office situated at Breede Valley Traffic Department.

3. Eligibility Criteria

Only those tenderers who satisfy the following eligibility criteria are eligible to submit tenders:

a)Comply with COIDA;

b)Who, according to the employer, do not present any commercial risk and can demonstrate that he or she possesses the professional and technical competence, financial resources, equipment and other physical facilities, reliability, and expertise to perform the contract

c)proven previous experience on contracts of a similar value and nature; such as providing parking management services,

4. Technical Specification for mobile parking meter devices

As a minimum requirement the proposed mobile parking meter devices must comply with the following:

4.1.The provision of a sufficient number of devices in order to manage all on-street as well as off-street parking bays within the CBD of Worcester

4.2.The system must be computer based with a capability to capture at least the registration number of vehicles parked in the area of operation.

4.3.The system must be able to transfer information electronically to Traffic Contravention System at the Traffic Department.

4.4.All equipment provided and used by the preferred service provider must be South African Bureau of Standards (SABS) approved and should have a South African repair and maintenance market.

4.5.The system must be able to measure time lapsed from the time of entry of a vehicle into a parking bay and calculate the fee payable by means of a tariff as approved by the Breede Valley Council.

4.6.Calculating different rates for different areas must also be part of the capabilities of the system. (as per the approved tariff of the Municipality)

4.7.Formalization of and control over the existing “car guard” operations must be achieved through the use of the system.

4.8. The system must be user friendly and capable of accepting South African currency in notes and coins.

4.9. Measures to prevent fraud and corruption in the system should be available and traceable.

4.10. The handhold device must have a portable printing facility for the printing of receipts.

3.Parking Management Services (Work Methodology) – Method of Operation

3.1.The prospective service provider will provide parking management services and should adhere to the following, namely:

1. Parking Marshalls (PM) must follow a set procedure when dealing with motorists, which are described below.
2. The PM shall inform the motorist of the maximum allowable parking time period.
3. The PM will ask the motorist to estimate the parking time period.
4. The PM shall inform the motorist of the tariff amount for the estimates time period.
5. The PM shall request the motorist to pay this amount by means of cash.
6. The PM must issue a parking receipt which will reflect the following:

• Unique receipts number
• Date
• Parking Marshall number /or surname
• Vehicle registration number
• Time In
• Time Out
• Amount Paid (inclusive of VAT)

1. The motorist is required to pay for the total time the parking bay is occupied.

4. Additional Conditions and General requirements

1. The preferred service provider will be responsible for the recruitment and training of all parking attendants and basic security training should form part of the overall training program. The service provider must appoint at least 80% local labour.
2. Crime prevention in co-operation with the South African Police Services should form part of the parking management system.
3. The implementation of a parking management system must have no financial implication for the Municipality except as mentioned in paragraph 3.6 below.
4. Policing of parking and other related By-Laws will remain the responsibility of the Traffic Department.
5. Parking tariffs will be revised by Council on an annual basis.
6. The Municipality will only be responsible for the posting of all traffic signs and road markings regarding the operation of the system.
7. All Municipal vehicles (properly marked) used in the execution of an official duty will be excluded from the payment of parking fees.
8. The service provider will be responsible for the appointment of crime monitors (supervisors) in civilian clothes, patrolling the streets to supervise the operations of parking attendants. These crime monitors must have an open communication channel with the Traffic Department and SAPS.
9. The service provider will be responsible for the calibration, maintenance and repair of all devices and equipment with a turnaround time of 24 hours for any repairs or replacement.
10. A fix hourly parking fee approved by Council will be charged for every hour or part thereof. Daily and Monthly parking tickets will be charged as per Council approved budget.
11. The service provider will be responsible for his/her own office accommodation and back offices services.
12. The service provider will be responsible for the loss of any income due to theft or negligence of personnel.
13. The service provider will be required to appoint such number of Parking Marshalls as required by the contractor in order to fulfil its obligations in terms of this agreement (at least 1PM for every 15(fifteen) parking bays, issued then with the relevant, prescribed clothing (to be approved by the Chief Traffic Services).
14. The service provider must submit a detailed report to the municipality monthly.
15. Daily and Monthly parking tickets will only apply to off street parking areas.
16. For all Parking bays a free period of 15 minutes apply were after the hourly tariff will be charged. (No change for 0 to 15 minutes, 16 minutes and more the hourly tariff)

5. Hours of Service

1. The official operation time of the system must be from 08:00 – 17:00 on Mondays to Fridays and from 08:00-14:00 on Saturdays. Public holidays and Sundays will be excluded.

6. Service Level Agreement

1. The relationship between the municipality and the successful service provider must be managed through a Service Level Agreement (SLA) and proper procedures must be in place to manage, monitor and report as to the adherence thereto.

7. Municipality’s Requirements

1. Please provide three (3) references with full details (contact, contact person & email address) of references where you rendered service for the last three years. (References)

8. Security Clearances

1. The bidders shall supply and maintain a list of personnel involved on the project indicating their clearance status. The successful service provider may be vetted by the Municipality for security clearance.

1. The duration of this project will run for a maximum period of three (3) years, commencing 1 July 2017 until 30 June 2020. All work is to be carried out in accordance with the time schedule as agreed with the Municipality.

The performance measures for the parking management services will be closely monitored by the Municipality.

The Municipality will have the right to terminate or revise the contract under the following circumstances:

• Poor performance
• Lack of income due to bad management and turn around.
• Any other reason that may put the Municipality’s name in dispute

12. Financial Agreement

1. The service provider will pay the Breede valley Municipality a monthly fee from al income generated from parking management. The monthly fee will be based on a fixed percentage of the monthly income generated. All monies payable to the Municipality shall be transfer to the Municipality’s primary account on or before the 7th working day of the following month.
2. Offers below 30% of all income generated will not be considered.
3. The tenderer shall provide a detailed report indicating total breakdown of remuneration.
4. The tenderer shall tender a set percentage of the gross turnover covering all obligations in terms of this contract.

13. Parking Tariffs

The Municipality as part of its annual budget shall prescribe the parking tariffs. Any adjustments to the tariffs will be at the sole discretion of the Municipality. The date on which these adjustments are made shall be of force and effect will be from the first day of each financial year of the Municipality.

Bids will be evaluated on a 90/10 preferential points principle.

Tenders will be evaluated and awarded as a whole. The percentage offers will be taken into consideration to obtain the total benefit to Council, which shall be used as the basis to evaluate offers.

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