Lease of office accommodation for public protector south africa (ppsa) in pretoria cbd

1. MANDATE OF THE PPSA

1.1 The Public Protector South Africa (PPSA) is a Chapter 9 institution constituted under

Section 182 of the Constitution of the Republic of South Africa, in which the PPSA has

the power to:

1.1.1 Investigate any conduct in state affairs or in the public administration in any

sphere of government that is alleged or suspected to be improper or that will

result in impropriety or prejudice.

1.1.2 Report on that conduct; and take appropriate remedial action.

1.2 The PPSA is independent and subject only to the Constitution and the law, always

impartial and must exercise its powers and perform its functions without fear, favor or

prejudice. The PPSA is accountable to the National Assembly and must report on its

activities and performance to the National Assembly at least once a year. The PPSA

has the power as regulated by the national legislation to investigate any conduct in state

affairs, or in the public administration in any sphere of government that is alleged or

suspected to be improper or to result in any impropriety or prejudice.

1.3 The PPSA has national footprint, which is Head Office, nine (09) Provincial Offices, six

(06) Regional Offices and two (2) Satellite Offices with the corporate organogram

consists of the following departments,

a) Executive Authority

b) Investigations branches

c) Stakeholder Management and

d) Corporate services

1.4 The PPSA Head Office is currently situated in Hillcrest, Pretoria. The strategic needs of

the office have changed, The PPSA therefore requires a service provider to provide

suitable office accommodation in Pretoria CBD and the surrounding areas.

2 OBJECTIVE

2.1 The PPSA is looking for a new or renovated building to be utilized as corporate office

space for the implementation of its mandate. The facility should be located in Pretoria

CBD and the surrounding areas and be easily accessible by both internal and external

stakeholders.

2.2 The PPSA herein invites suitably qualified and experienced Property Developers,

Owners, Facilities Management companies or similar to submit bids for the leasing of

their office accommodation facilities or properties for the PPSA Head office to run its day-

to-day office operations.

2.3 The Batho Pele principles sets out standards that government and organs of state should

maintain with regards to service delivery. There are clear implications of this policy for the

design and management of government office buildings, including:

(a) Providing adequate, well designed and clearly marked reception and public service

areas to enable the general public to access the required services promptly and with

ease.

(b) Ensuring that the PPSA office facilities can be easily used by everyone, including old

people and people with disabilities.

3. STRUCTURAL DIMENSIONS OR REQUIREMENTS

3.1 The scope of this project will include the provision of office accommodation of

approximately 11 000 square meters and 230 parking bays for the PPSA Head Office,

the space to be allocated as per the staff complement and operational needs as

outlined in Table 1 below.

STAFF COMPLEMENT

TOP MANAGEMENT 4

EXECUTIVE AND SENIOR MANAGEMENT 32

SUPERVISORY MANAGEMENT 31

ADMINISTRATION 154

OPEN PLAN OFFICES

OPERATIONAL REQUIREMENTS

SERVER ROOM + NETWORK ROOMS

LIBRARY

STRONG ROOMS

ICT STRONG ROOM X 1

SECURITY ROOM

REGISTRY

ARCHIVES (OLD RECORDS)

FIRST AID ROOM/ SICK BAYS (EACH FLOOR)

KITCHEN (EACH FLOOR)

PAUSE AREA (EACH FLOOR)

GENERAL STORE (FOR e.g., FURNITURE ETC.)

WELLNESS ROOM

CLEANERS ROOM (EACH FLOOR)

MALE AND FEMALE ABLUTIONS

(STAFF)

MALE AND FEMALE ABLUTIONS

(VISITORS)

ABLUTIONS DISABLED

CIRCULATION, TECHNICAL SUPPORT,

FACILITIES MANAGEMENT. SANS

TOTAL SQUARE METER = 11 000

PARKING BAYS 230

SECURED AND/OR UNDERCOVER PARKING 204

(STAFF)

SECURED/ACCESS CONTROLED/LOCKABLE 13

GARAGE FOR OFFICE VEHICLES

PARKING FOR DISABLED STAFF 3

VISITORS PARKING 10

3.2 Provide a stand-alone, single tenanted building or multiple tenanted but interconnected

(multi-storey) office space to ensure an acceptably secure working environment as per

the required m2/ that is visible and prominent from major routes.

3.3 Access for people living with disabilities, (lifts if offices not on ground floor, Ramps

and Signage)

3.4 The proposed building/s must be easily accessible within reasonable walking

distance from taxi rank or public transport route or rail etc.

3.5 The proposed building should have a professional look and feel and be in a safe,

secure environment that does not present a security risk to PPSA staff members,

including those who may be working after hours.

3.6 Bidders should have the capability to offer a solution in specialized services

including but not limited to space-planning, interior design, architecture services,

engineering

(Mechanical, Electrical, Electronic, Acoustics, fire, etc.), Facilities Management and

Lease contract management. All services should be supplied by bona fide service

providers in good standing and may be subject to a vetting process by PPSA.

3.7 For the purposes of tenant installation and/or renovations, the bidders shall submit a

proposal showing the building designs and core installations as well as miscellaneous

installation that are required for the building.

3.8 Any alterations/ refurbishments by the bidder should meet PPSA’s requirements.

4. DURATION OF APPOINTMENT

4.1 The duration of the lease contract will be for a period of 9 years and 11 months.

5. GUIDELINES FOR RESPONSE

Property Developers/Owners, Facilities Management or similar companies

should demonstrate the following:

5.1 Relevant skills, experience in well-established facilities management services i.e.

provision of leasing office accommodation.

5.2 The building to be within the CBD or within 5km radius and easily accessible including

people with disabilities.

5.3 The property should be accessible to public transport (buses, taxis and rail).

The property size should be of a minimum of 11000m2 and 230 parking bays

(including secured overnight parking bays for 13 PPSA vehicles).

a) Submit a detailed Project Methodology/Project Plan or Development

Implementation Plan with fixed deliverables and timelines. A detailed explanation

of the methodology and approach that will be followed to conduct and deliver the

required office accommodation for the PPSA. Project Methodology should

demonstrate the ability and capacity to deliver the project within four (04) months

of award by the PPSA.

b) The PPSA will conduct a site inspection to verify the property descriptions, location,

accessibility, main roads.

NB: Skilled and experienced team members to execute the range of activities and tasks

specified in terms of reference with integrity in a professional manner. This should

include the CVs of the project team (Team Leader) that will service the PPSA account.

No specific requirements found