PROVINCIAL LAND AUDIT - SCMU5-20/21-0127 WEDNESDAY, 20 JANUARY 2021 (10H00) NON-COMPULSORY TENDER BRIEFING SESSION - Eastern Cape Public Works
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PROVINCIAL LAND AUDIT
SCMU5-20/21-0127
NON-COMPULSORY TENDER BRIEFING SESSION
PRESENTED BY MR. D PRETORIUS
DIRECTOR: PLANNING AND INFORMATION
WEDNESDAY, 20 JANUARY 2021 (10H00)
MICROSOFT TEAMS
1
PRESENTATION OUTLINE
1. Introduction
2. Background
3. Immovable Property Portfolio
- state of the IAR (as per tender document)
- an updated version of the IAR (as on 30 November 2020)
- current condition of portfolio
4. Four Stage Evaluation
5. Functionality Criteria
6. Scope of Work – what is expected
7. Conclusion
8. Engagement
2
INTRODUCTION
• The 6th Administration has ushered a new dispensation with respect to the management
of immovable assets, to focus on the Transformation Agenda of Government whilst
implementing the revenue generation initiatives in order to enhance the financial
viability of the State
• This necessitates the DPWI to make urgent informed decisions with regard to
management of immovable assets in order to achieve the aligned goals of the National
and Provincial Development Plans with regard to development of an innovative and
inclusive growing economy, through creation of economic and investment opportunities
in the property and infrastructure sectors
• The current situation with the COVID-19 pandemic compels us to reconsider our current
practices and to consider other alternative non-asset solutions to achieve our service
delivery objectives and this is line with GIAMA (Act 19 of 2007)
3
INTRODUCTION
• In 2016, the Department approved a Revenue Management Strategy to enhance the
financial viability of the Province by leasing state-owned properties on a long term basis for
development of various commercial and related facilities
• The intention is to give effect to the Property Transformation Charter and to transform the
property sector in the Province, as well as the spatial character of property ownership across
the Eastern Cape
• Further it is objective of the Department to stimulate economic growth in the Province
through the development and utilization of provincial state-owned properties, as well as to
unlock economic opportunities in order to create an enabling environment for job creation
and social upliftment
• The property portfolio of the Province includes vacant land parcels, commercial and coastal
properties that carry potential for various economic opportunities
• In terms of GIAMA, superfluous provincial land is being pro-actively identified for the formal
release on the open market to stimulate economic development and growth; and further to
provide the Province with constant revenue streams over many years
4
BACKGROUND
The provincial DPWI is the custodian of provincial government immovable assets in terms as Act
7 of 2000. These responsibilities include the planning, acquisition, management and operation,
maintenance, disposal and recording and accounting of the fixed assets in terms of the said
legislation and relevant National Treasury Regulations and Standards.
DPWI is the custodian of immovable assets comprising of 12 193 land parcels with approximately
14 000 buildings and structures (representing 8 093 facilities) located in DPWI’s eight regional
offices across the Province. The portfolio includes assets that must still be surveyed (1 316) and
registered (3 104), as well as assets (1 230) registered in names of other organs of State (figures
as at 31 October 2020).
The above properties excludes 7 949 assets under the custodian of the provincial Department of
Human Settlements, which are managed in terms of housing legislation (Act 7 of 1997 and Act 4
of 2001).
DPWI, in conjunction with the Department of Rural Development and Land Reform (DRDLR), is
currently in the process of the confirmation of vesting of State Land (ownership confirmation)
to meet the target date of 31 March 2022 as per mandate from the Constitution.
Similarly, the DPWI is in process of implementing the State Domestic Framework to transfer
assets in terms of Section 42 of the PFMA (Act 1 of 1999) between organs of State to address
legal title for the recording and accounting of immovable assets.
5
BACKGROUND
The recording and accounting of immovable assets in the Annual Financial Statements
(AFS) is based on the audited list as per the Modified Cash Standard (MCS) – properties
with legal Title (in name of the Province, confirmed vested and former Model C Schools).
- e.g.
• Provincial Government of the Eastern Cape (and all its ten known variations)
• historical colonial names with an Item 28(1) and Section, 239 Certificate
• Model C School names as published with Notice 1149 in the Government Gazette of
24 April 1992
Two Provincial Custodians: Public Works & Infrastructure and Human Settlements –
depending on legislation. National Custodians include National Public Works &
Infrastructure, Rural Development and Land Reform, and the SANDF (endowment property
only).
6
IMMOVABLE PROPERTY PORTFOLIO
7
STATE OF THE IMMOVABLE ASSET REGISTER
DPWI as main Custodian of immovable assets in the Province uses the Logica system as a web-based
immovable asset register (IAR) toolkit. Although still in development phase, all the provincial-owned and
deemed owned land parcels are fully recorded per Region and Municipality
- the successful Bidders will be granted full access to Logica
Logica currently comprises of a minimum of 80 fields of information for land parcels (property description and
ownership detail) and value added information (e.g. land use and tenure arrangements)
Information on buildings and other improvements are however limited and is currently recorded in the asset
management plans (U-AMPs) of user departments as per the requirements of the Government Immovable
Asset Management Act (GIAMA), Act 19 of 2007.
All the immovable assets of the Province are recorded per registration category in Logica and available in all
Regions. The IAR conforms to the minimum requirements for immovable assets as prescribed in the Modified
Cash Standard (MCS) issued by National Treasury (NT)
The provincial DPWI also undertakes periodic land audits as an in-house mechanism to maintain Logica. The
entire Province was covered over a period of three years from 2015 to 2017. On-going land audits per
municipal area is still part of the process of ensure the information updated regularly on the system for
informed decision making purposes.
The Province still holds the largest portfolio of immovable assets in the country. A synopsis of the extent and
nature of the immovable asset portfolio in the Province are depicted in the following slides:
8
IMMOVABLE PROPERTY PORTFOLIO
The Department holds and managed 12 193 land parcels (erven and farms) in terms of legislation
REGION TOTAL OFFICE HEALTH EDUCATION RESIDENTIAL NATURE VACANT OTHER
(formal) RESERVES LAND
Amathole 4 033 70 171 1 290 299 97 834 1 272
Alfred Nzo 1 055 30 84 867 7 33 3 31
Chris Hani 1 568 46 196 992 72 9 36 217
O R Tambo 1 807 27 155 1 305 134 16 68 102
Joe Gqabi 604 21 56 445 31 0 12 39
Buffalo City 1 190 56 83 352 146 10 212 331
Nelson Mandela Bay 864 15 51 427 19 7 130 215
Sarah Baartman 1 072 41 98 301 251 124 117 140
Total 12 193 306 894 5 979 959 296 1 412 2 347
Note: Source – Logica as on 31 October 2020
9PROPERTY PORTFOLIO
Unsurveyed land – land with no formal Surveyor- General diagram
REGION UNSURVEYED
Amathole 513
Alfred Nzo 80
Chris Hani 485
O R Tambo 122
Joe Gqabi 31
Buffalo City 65
Nelson Mandela Bay 0
Sarah Baartman 0
Total 1 296
Only the highlighted areas to be included in the proposed tender for the land audit.
Note: Source – Logica as on 31 October 2020
10EXTENT AND NATURE OF PROVINCIAL STATE LAND
- an updated version -
CUSTODIAN % OF NUMBER OF EXTENT (ha) APPLICABLE CUSTODIAN
PORTFOLIO LAND PARCELS LEGISLATION
PUBLIC WORKS AND INFRASTRUCTURE 60.5% 12 196 883 670 ha Act 7 of 2000
HUMAN SETTLEMENTS 39.5% 7 949 11 240 ha Act 107 of 1997; Act 4 of 2001
Total 100% 20 145 894 910 ha
REGION NUMBER OF LAND PARCELS % OF PORTFOLIO EXTENT (ha)
ALFRED NZO 1 054 9% 181 650 ha
AMATHOLE 4 020 33% 94 750 ha
BUFFALO CITY 1 190 10% 24 155 ha
CHRIS HANI 1 588 13% 228 995 ha
JOE GQABI 604 5% 223 780 ha
O R TAMBO 1 804 15% 29 880 ha
SARAH BAARTMAN 1 072 9% 92 520 ha
NELSON MANDELA BAY 864 7% 7 940 ha
Total 12 196 100% 883 670 ha
Source: Logica – 30 November 2020 Please note this is an updated version and should not be used for tender purposes 11EXTENT AND NATURE OF PROVINCIAL STATE LAND
PROPERTIES - % of total portfolio
7%
9%
9%
15%
33%
5%
13%
10%
ALFRED NZO AMATHOLE BCMM (new) CHRIS HANI
JOE GQABI O R TAMBO SARAH BAARTMAN NMBM (new)
Source: Logica – 30 November 2020
12CURRENT CONDITION OF PORTFOLIO
C1 – Very Poor (81 facilities)
C2 – Poor (889 facilities)
C3 – Fair (4 849 facilities)
C4 – Good (2 021 facilities)
C5 – Excellent (none)
Unrated – 243 (to commence in next FY)
28
Total: 8 083 facilitiesPROPERTY PORTFOLIO
Unsurveyed land – an update (based on new municipal demarcations where applicable)
REGION UNSURVEYED
Amathole 495
Alfred Nzo 76
Chris Hani 514
O R Tambo 115
Joe Gqabi 32
Buffalo City 65
Nelson Mandela Bay 0
Sarah Baartman 0
Total 1 297
Only the highlighted areas to be included in the proposed tender for the land audit.
Note: Source – Logica as on 30 November 2020
Please note this is an updated version and should not be used for tender purposes
14FOUR STAGE EVALUATION
Stage 1: Prequalification: Only tenderers with BBBEE status Level 1 and 2, assessed in terms
of amended Property Sector Code are allowed to submit tender offers for this bid.
Tenderers that do not meet this pre-qualification criteria stipulated above will be
disqualified for further evaluation
Stage 2: Bidders passing Stage 1 above will thereafter be evaluated for functionality
Stage 3: Bidders passing
: Stage 1 and Stage 2 above will thereafter be evaluated for
administrative compliance
Stage 4: PPPFA and its regulations will only be applicable as listed below:
(i) The preference point systems prescribed in the PPPFA and the Preferential
Procurement Regulations of 2017 will only be applicable for the B-BBEE Status
Level of Contributor; and
(ii) Price (80/20).
15FUNCTIONALITY CRITERIA
No. Functionality Criteria: Weight factor:
Bidders must have a minimum score of 70 to be eligible to be evaluated at
the next phase
1. Methodology 15
2. Advanced Programme Management skills 20
3. Property / Immovable Asset Management Skills 10
4. Management of a Property Portfolio 10
5. Financial Accounting 15
6. Proven experience in the management of Immovable Asset Register in the 15
public sector domain
7. Proven experience in the land and tenure audits within the public sector 15
domain
Total 100 points
Note: See pages 28 - 31 of tender document for detailed breakdown of scoring
16COMPOSITION OF THE PROFESSIONAL TEAM
Resource required No. of Minimum Requirements Professional Minimum Experience
professionals registration
Accountant 1 B Com - 5 years audit experience in public
sector
Attorney 1 B. Juris - 3 years’ conveyancing experience in
public sector
Data Analysis (ICT) 1 Degree or National Diploma in - 5 years’ experience in database
ICT administration
GIS Specialist 1 Relevant GIS qualification e.g. PLATO 3 years’ experience post professional
registration
Town Planner 1 B (Town Planning) SACPLAN 5 years post professional registration
Property Economist 1 B Com (Investment Analyst) - 5 years’ experience in property
investments
• Bidder must provide comprehensive CV’s, registration certificates, certified copies of qualification
and ID documents
• The CV’s must provide detail of past and relevant experience in their various fields
• The bidder must identify the Project Leader from his team. In the case where one team member is
qualified in more than one of the required disciplines as above, it is allowed that he/she could
represent both
• Half (50%) of the of the above listed professional team should be from the designated groups
• Non-submission and compliance of the abovementioned, will lead to elimination.
17GENERAL INFORMATION
• Tender Purpose: The Department of Public Works and Infrastructure (DPWI) invites bids from suitably
qualified service providers to conduct a comprehensive land audit for the Asset
Register Enhancement Project
• Tender period: 2 years (12 full calendar months)
• Mode of Bid: All forms, annexures, addendums and specifications shall be signed and returned
with the Bid document as a whole. The lowest or any bid will not necessarily be
accepted. The Department will to deal on a prime contractual basis with the
successful Bidder being responsible and accountable for all aspects of the entire
project solution
• Tax Compliance: No tender shall be awarded to a bidder who is not tax compliant. All on professional
team must be tax compliant
• BBBEE Criteria: For bidders to qualify for BBBEE points, the bidders are required to submit with the
quotation:
a) A valid original or valid certified copy of the bidder’s BBBEE certificate or
b) A valid original or valid certified copy of the bidder’s “Sworn Affidavit” as
prescribed by the BBBEE Codes of Good Practice
c) Failure to submit any of the above (a or b) will result in zero points scored for
BBBEE status level
d) SBD 6.1 must be properly completed. Failure to do so, will result in the non-
awarding of points.
e) Further, failure to complete section 7: SUB-CONTRACTING as per the SBD 6.1,
will automatically results in the non-awarding of points for B-BBEE 18GENERAL INFORMATION
• BBBEE Criteria: f) Should the bidder intend to sub-contract more than 25%, it is compulsory to
submit a valid certified BBBEE certificate for all propose sub-contractors. Failure
will automatically result in no points awarded for BBBEE, irrespective if the main
bidder submitted an original or certified copy of its BBBEE certificate.
g) If the date of the company’s “Date of latest financial year - end” per Annexure A:
Company Details” does not correspond to the bidders submitted “Sworn Affidavit”
, the bidder will not receive any points for BBBBEE
• No of projects: Two (two geographical areas) – with focus on ONLY the DPWI property portfolio
(1) Alfred Nzo and O R Tambo
(2) Amathole and Buffalo City
• Number of awards: ONLY 1 (one) project (two districts) will be awarded to a service provider – either
(1) or (2) as indicated above. Not both, irrespective of price and final scoring.
• Unsurveyed Land: No land surveys will be conducted through this tender
• Logica: System development of Logica is not part of the tender. Successful bidders will have
full be granted full access rights to the system for purposes of the tender output
19SCOPE OF WORK – what is expected
What is the land audit all about?
In the context of this Terms of Reference, it is the gathering and recording of all information relating to:
• Confirmation of the official cadastral description and extent of provincial land
- as recorded on the Surveyor-General diagram or general plan (compare the deeds information).
- However, the S.G.- data is the main source of information to be used for extent purposes
- Property descriptions will be based on DeedsWeb information (for tracking purposes)
- Municipal records may be used as a cross-reference source only
• Confirmation of owner (legal registered owner as in the Deeds Office, including the identification of
unsurveyed and unregistered land parcels)
• Who is the occupant/user (tenure arrangements) – including the custodian / user department that is
the holder of the title deed of the land and legal tenant (identify occupants without formal tenure
arrangements, e.g. lease contract, caretaker agreement, PTO, etc.)
• Confirm the rights to the land (e.g. quitrents, servitudes, usufructs, leases, land availability
agreements, etc.). Information on the quitrents is very important as it impact on survey projects
20SCOPE OF WORK – what is expected (continue)
• Current usage of the land (including improvements)
- land use as defined in Logica and the MCS - Standard on the Accounting and Reporting of
Immovable Assets as published in December 2019 (ensure it is aligned)
• What buildings and improvements exist on it
- list all the relevant building and other improvements with extent (coverage to be calculated
using GIS)
• Linkage of facilities to land parcels (erven and farms)
- list all facilities (name of facility) to land parcels. Advise on consolidations / subdivisions
- facility naming must be constant with the U-AMPs
• Identification of land for development and revenue generation
- to align the transformation agenda of the 6th Administration with revenue generation potential
- advise on the optimal and best usage of land for potential revenue generation (vacant and inder-
utilized land)
- include basic financial modeling for a periods up to 30 years
21SCOPE OF WORK – what is expected (continue)
Projects Areas
The land and tenure audit will ONLY be limited to the following four districts:
Project One: 9 municipal areas
O R Tambo District
Alfred Nzo District
22SCOPE OF WORK – what is expected (continue)
Projects Areas (continue)
Project Two: 7 municipal areas
Amathole District – six local municipalities
Buffalo City Metropolitan Municipality
23SCOPE OF WORK – what is expected (continue)
Confirm all provincial-owned as used land, through the reconciliation of asset registers to validate
provincial custodial responsibilities, including the pending confirmation of vesting in terms of Item
28(1) to Schedule 6 of the Constitution where applicable.
Only the IAR (Logica) of the provincial DPWI to be provided; it will be the responsibility of the service
providers to source the asset registers and relevant custodian/ownership data of the other public custodians
and relevant Deeds Offices (King Williams Town, Umtata and Pietermaritzburg)
Reconcile provincial vesting statistics against the Land Administration Web (LAW) of the
Department of Rural Development and Land Reform
Access to LAW viewing will be arranged
Conduct a gap analysis, to determine the level of completeness and compliance of Logica against GIAMA, the
PFMA, the Modified Cash Standard (MCS) and related legislation and guidelines on immovable assets. This will
include but not limited:
• property and ownership detail (as per WinDeed/Deedsweb/Aktex and LAW)
• land use information
• facility information (facilities and buildings linked to a land parcel)
24SCOPE OF WORK – what is expected (continue)
• utilization / optimal use – indicate land / facilities that is not optimal used (see also page 33)
• condition assessment ratings (preliminary basic condition assessment) – as per GIAMA guide and record for all
facilities as well as the functional performance rating (excluding vacant land and public service infrastructure
sites as defined in Act 6 of 2004) – SEE SLIDES IN PRESENTATION FOR GUIDANCE
PERFORMANCE STANDARD RATING INDEX
Performance Standard Condition Standard Index
Highly sensitive functions with critical results Accommodation to be in best possible P5
(e.g. hospital operating theatre) or high profile condition, Only minimal deterioration will be
public building (e.g. Legislature) tolerated
Business operations requiring good public Accommodation to be in good condition P4
presentation and high quality working operationally and aesthetically, benchmarked
environments against industry standards for that
particular class of accommodation
Functionally-focussed accommodation at utility Accommodation to be in reasonable P3
level (e.g. school) condition, fully meeting operational
requirements
Functions are providing essential support only, Condition needs to meet minimum operational P2
with no critical operational role (e.g. storage) requirements only
or accommodation has limited life
Functions have ceased and accommodation is Condition can be allowed to deteriorate or P1
dormant; pending relinquishment, etc marginally maintained at minimal cost
25SCOPE OF WORK – what is expected (continue)
ACCESSIBILITY RATING INDEX
General Description Rating
The accommodation’s location fully support service delivery objectives; is fully accessible to the A5
general public with well designed public areas and parking; fits in the current neighbourhood and
environmental elements; and is accessible for the physically challenged
The accommodation’s location supports service delivery objectives; is fairly accessible to the A4
general public with moderately designed public areas and parking; fits in the current
neighbourhood and environmental elements; and is accessible for the physically challenged to the
main areas
The accommodation’s location partially support service delivery objectives; is accessible to the A3
general public with limited public areas and parking; does not fully fit in the current
neighbourhood and environmental elements; and has limited accessibility for the physically
challenged
The accommodation’s location limits support service delivery objectives; is not generally accessible A2
to the general public with limited public areas and parking; does not fit in the current
neighbourhood and environmental elements; and is not accessible for the physically challenged.
The accommodation’s location does not meet service delivery objectives; is not at all accessible to A1
the general public and should not be used for the current service delivery objectives 26SCOPE OF WORK – what is expected (continue)
SUITABILITY INDEX
A – Accommodation is fully suitable for its required function
B – Accommodation meets the minimum suitability criteria for its function
C – Accommodation does not meet the required suitability criteria
27SCOPE OF WORK – what is expected (continue)
USER CONDITION RATING INDEX
Condition General Description Rating
Status
Excellent Accommodation has no apparent defects. Appearance is as new. Risk Index: C5
No effect on service capability. No risk.
Good Accommodation exhibits superficial wear and tear, with minor defects and C4
minor signs of deterioration to surface finishes. Risk Index: Intermittent,
minor inconvenience to operations. Probability of risk to health & safety or
property is slight. Low cost implication.
Fair Accommodation in average condition, deteriorated surfaces require attention; C3
services functional, but require attention, backlog maintenance work exists.
Risk Index: Constant inconvenience to operations. Some risk to health &
safety. Medium cost implications
Poor Accommodation deteriorated badly, serious structural problems. General C2
appearance poor with eroded protective coatings; elements broken, services
not performing; significant number of major defects. Risk Index: Major
disruption to service capability, high probability of risk to health & safety.
High cost implication/financial loss.
Very Poor Accommodation has failed; is not operational and is unfit for occupancy. Risk C1
Index: Accommodation is unusable, immediate high risk to security, health &
safety or property. Significant cost impact. 28SCOPE OF WORK – what is expected (continue)
OPERATING PERFOFRANCE INDEX
Condition Rating
Required
Performance
C1 C2 C3 C4 C5
(Very Poor) (Poor) (Fair) (Good) (Excellent)
Standard
P5 2 2 1 1 1
P4 3 3 2 1 1
P3 3 3 2 2 2
P2 3 3 3 2 2
P1 3 3 3 3 2
1 - Excellent – Accommodation standards exceeds the level expected for functional and operational requirements
2 - Good – Functional Performance meets the standards expected for functional and operational requirements
3 - Poor – Functional Performance does not meet the standard expected for functional and operational requirements
29SCOPE OF WORK – what is expected (continue)
FUNCTIONAL PERFORMACE RATING
Operating Performance Index
Suitability 1 2 3
Index (Optimal) (Minimum) (Outside)
A A1 A2 A3
(Optimal)
B B1 B2 B3
(Minimum)
C C1 C2 C3
(Outside)
Note: This final rating must also be recorded for all facilities (excluding PSI and vacant land)
30SCOPE OF WORK – what is expected (continue)
FUNCTIONAL PERFORMACE INTERPERTATION
• A1 - The accommodation is operating optimally and is fully suitable for its required function
• A2 - The accommodation meets the minimum operating criteria and is fully suitable for its
required function
• A3 - The accommodation does not meet the minimum operating requirements but is fully
suitable for its required function
• B1 - The accommodation meets the optimal operating requirements but only meets the
minimum suitability criteria for its required function
• B2 - The accommodation meets the minimum operating and suitability criteria for its required
function
• B3 - The accommodation does not meet the minimum operating criteria but meets the minimum
suitability criteria for its required function
• C1 - The accommodation is operating optimally but does not meet the minimum suitability
criteria
• C2 - The accommodation meets the minimum operating criteria but does not meet the minimum
suitability criteria
• C3 - The accommodation is operating optimally but does not meet the minimum suitability
criteria
31SCOPE OF WORK – what is expected (continue)
• tenure information (who is residing on the land? Lease contract information, etc.)
• Zoning (as per municipal land use schemes) – update Logica accordingly (only upload for vacant and under-
utilized land)
• R-value (as per municipal valuation rolls) – update Logica accordingly
• GPS coordinates – can be obtained on site and/or from the Deeds and/or Surveyor-General’s websites. Use
degrees, minutes and seconds as format to be uploaded on Logica
• oblique imagery (pictures of the sites) – to be uploaded in Logica
Physical site inspections to each of DPWI’s properties will be required for the compilation of a land audit report per
municipality
• Facilitate the updating of Logica to ensure all gaps are filled and information is validated and accurately recorded.
• Record (upload) all outstanding value added information on Logica (especially valuation records for financial
reporting). (extracts of the latest Valuation Roll or any other current authentic valuation certificate). See also p.34
• Confirming tenure arrangements on all DPWI immovable assets and update –
- Logica (and the audited list for AFS purposes)
- the thirteen User Asset Management Plans (information to be provided to the User Department ONLY and
update the C-AMP only)
- consolidated income lease register (consolidated the eight Regions into one standard Register – standard
format template exist and will be provided)
- any other real right on the land (e.g. land restitution claims, servitude rights, quitrents, etc.)
32SCOPE OF WORK – what is expected (continue)
• Align the IAR data with the asset management plans (User Asset Management Plans and the Custodian Asset
Management Plan). The relevant DPWI and Custodian asset management plans to be enhanced accordingly.
• Identify land pockets for development and social justice with a focus on vacant and under-utilized land. As
indicated on 25, identify land and facilities that are not optimal utilized.
(including the identification of properties for potential short and long term revenue income for the Province)
• Financial modelling of DPWI land identified for development (high Rand value sites) – focus on vacant and under-
utilized sites only.
(technical reports on best and optimal use of strategic identified properties to be compiled with a financial
prospective income analysis)
• Provision of relevant value added information that may impact on the IAR and planning decisions (e.g.
topographical site constrains, servitudes, encroachments, restrictive deed conditions, land restitution claims,
etc.) – with the focus on vacant and under-utilized land
• Identify sites for subdivision (in order to make under-utilized land available for development)
• Confirm unsurveyed DPWI state domestic functions (ensure all unsurveyed state land is aligned with the
Departmental Survey Plan)
• Identify land parcels for consolidation (facilities on more than one land parcel)
The service providers will NOT execute any state land surveys or consolidations
33SCOPE OF WORK – what is expected (continue)
• Confirm and update zoning of DPWI property portfolio and upload all zoning certificates to Logica
(as per municipal land use schemes) – as indicated on p.32 update Logica accordingly (only upload for vacant and
under-utilized land).
• Confirm current municipal valuations of DPWI property portfolio upload valuation Certificates (or
extract of valuation roll) to Logica. Include current valuations as an addition to existing initial cost on
the IAR.
- extracts of the latest Valuation Roll or any other current authentic valuation certificate
- confirm all previously recorded initial costs and upload valuations records on Logica
Note: The service providers will NOT be expected to validate costs related to Work-in-Progress (WIP),
S42 transfers and acquisitions through purchase
• Detailed Land Audit Report with all abovementioned information with recommendations per
municipal area (examples will be provides a guide only)
• Spatial recording of all provincial land (State Land Map) – geographical information system shape
files to be made available to the department’s IT section. See map example – p.35.
(Land audit reports must include hard copies state land maps of all provincial land per
municipality in the listed study areas).
34SCOPE OF WORK – what is expected (continue)
EXAMPLE: STATE LAND MAP OF WHITTLESEA
35SCOPE OF WORK – what is expected (continue)
• Create custodian files per facility based on the minimum requirements of an immovable asset
register (IAR)
- the existing filing system will be used and expanded. A checklist will included in each file.
All files should also include the following:
• File number (based on the existing Departmental filing system)
• Logica reference
• Copy of the S.G.-diagram or General Plan
• Copy of the Title deed if available (or copy of DeedWeb/WinDeed/Aktex report)
• Copy of the Item 28 (1) or Section 239 (If applicable)
• Copy of the relevant legislation or government gazette notices (where applicable)
• Site verification report (including land use)
• Tenure information (e.g. copy of lease contract)
• PSLDVC Application or Minutes (If applicable)
• Valuation records
• Functional Performance Assessments
• Any correspondence relevant to the property, etc.
36CONCLUSION
• The decision of the 6th Administration to redevelop DPWI vacant and under-utilized sites, for revenue
generation, stems from the mandate of EXCO, which is to accelerate the provision of infrastructure in
order to build an inclusive economy
• Linked to the above, the aim of the DPWI is to stimulate economic growth in the Province through the
development and utilization of state-owned properties, as well as to unlock economic opportunities, in
order to create an enabling environment for job creation and social upliftment
• The land audit outcomes will support the enhancement of the immovable asset register of the
Department and contribute to the continued improved audit results and informed decision making.
• The land audit has the support from the political executive as well as the Portfolio Committee
• The Department is committed to support the successful service providers to ensure optimal value for
money. Interaction will be on a daily basis with monthly progress reports to monitor key deliverables
• All the data and reports will be the sole property of the Department and may not be used by any other
purpose without the written consent of the Department in future
37THANK YOU, INPUTS, ENGAGEMENT
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