Tender Summary: Virginia Magistrate’s Office Additional Accommodation

Objectives

The Department of Public Works & Infrastructure aims to appoint a qualified service provider to deliver comprehensive civil engineering services for the design, documentation, and contract administration of additional accommodation and repair works at the Virginia Magistrate’s Court in the Free State. The primary objective is to ensure compliant, sustainable, and efficiently managed engineering delivery that aligns with national infrastructure standards and mandated socio-economic development goals.

Scope of Services

The engagement encompasses the complete lifecycle of normal engineering services across six standard stages: inception, preliminary design, detail design, documentation and procurement, contract administration and inspection, and project close-out. Specific deliverables include conducting geotechnical investigations, performing site engineering surveys, lodging environmental impact assessment applications, and developing an Environmental Management Plan. The service provider will also manage part-time construction monitoring, enforce Occupational Health and Safety Act compliance, and administer targeted procurement and Expanded Public Works Programme (EPWP) requirements. The role requires active coordination within a multi-disciplinary professional team led by an appointed architect.

Technical Requirements

Service providers must demonstrate strict adherence to applicable South African legislation, including the Occupational Health and Safety Act, SANS 10400 building standards, and environmental conservation regulations. All project documentation must utilize software compatible with the employer’s systems. Providers are required to submit a detailed baseline programme within two weeks of appointment, alongside monthly progress reports, annual accrual statements, and updated Project Execution Plans. Designs must incorporate green building principles, prioritizing energy efficiency, water conservation, and sustainable material selection. Additionally, providers must maintain professional indemnity insurance covering a minimum of R1.5 million or 15% of the estimated construction value, whichever is greater.

Skills & Personnel Requirements

The tender mandates that the civil engineering division be under the full-time direct supervision of a professional registered with the Engineering Council of South Africa (ECSA). Key personnel must submit verified curriculum vitae, certified identity documents, and proof of current professional registration. Staff assigned to labour-intensive components must hold NQF Level 7 certification for promoting such strategies and NQF Level 5 for managing related projects. All personnel must possess valid South African identification, pass security screening where applicable, and commit to accepting unregistered built environment graduates for practical training secondments.

Notable Terms & Conditions

• Single Volume Approach: All quotation procedures, returnable documents, contract data, pricing schedules, and scope definitions are consolidated into one submission package, eliminating traditional multi-envelope bidding.
• Value-Based Remuneration: Fees are calculated as a percentage of the final construction cost, applied according to the official 2023 National Department of Public Works & Infrastructure Tariff of Fees rather than fixed lump sums.
• Targeted Procurement Integration: Bidders must embed socio-economic objectives, including SMME participation, youth/women/disability employment targets, and local material usage, into both design specifications and ongoing contract administration processes.
• Delay Penalties: Strict daily financial penalties apply for missed milestones, calculated as tiered percentages of the fee value, which the employer may recover through set-off or litigation.
• Security Vetting: Minimum staffing levels are enforced for projects requiring clearance, with mandatory fingerprinting and background verification for any personnel exposed to sensitive project planning.