Lease of office accommodation for public protector south africa (ppsa) in bethlehem – 9 years 11 months

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:

1.2 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.

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

1.4 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.

1.5 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

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 Bethlehem

within the CBD and be easily accessible to both internal and external stakeholders.

2.2 The PPSA herein invites suitably qualified and experienced Property

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

their office accommodation facilities/properties for the PPSA Regional Office to run its

day-to-day office operations.

3. OBJECTIVES AND PROBLEM STATEMENT

3.1 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 so as to enable the general public to access the required services promptly

and with ease;

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

people and people with disabilities.

4. STRUCTURAL DIMENSIONS OR REQUIREMENTS

4.1 The scope of this project will include the provision of office accommodation and parking bays for

the PPSA Bethlehem Regional Office needs requirements as outlined on Table 1 below.

REQUIREMENTS SIZE IN SQUARE METRE (SQM)

PUBLIC WAITING AREA / RECEPTION 20

REGIONAL MANAGER 12

INVESTIGATOR X 1 10

ASSISTANT INVESTIGATOR X 1 8

ADMIN ASSISTANT X1 8

INTERN X 1 8

DUPLICATING/BUSINESS CENTRE 4

BOARDROOM 20

COMMITTEE/MEETING ROOMS X 1 12

CONSULTATION ROOMS – INVESTIGATIONS X 1 8

SERVER ROOM + NETWORK ROOM 6

LIBRARY 15

STRONG ROOMS X 1 12

REGISTRY AND USED WITH DUPLICATING

ARCHIVES (OLD RECORDS)

FIRST AID ROOM/ SICK BAYS 10

KITCHEN 12

PAUSE AREA 8

GENERAL STORE (FOR e.g. FURNITURE ETC.) 5

WELLNESS ROOM 10

CLEANERS ROOM 8

CIRCULATION, TECHNICAL SUPPORT, FACILITIES 121

MANAGEMENT AND ABLUTIONS ACC. SANS 10400 (FOR

MALE AND FEMALE, FOR VISITORS AND FOR PEOPLE

WITH DISABILITIES)

TOTAL SQUARE METER = 250

PARKING BAYS 07

SECURED AND/OR UNDERCOVER PARKING 04

SECURED AND LOCKABLE GARAGE FOR OFFICE VEHICLES 01

PARKING FOR DISABLED 01

VISITORS VEHICLES 01

4.2 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.

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

and Signage)

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

from taxi rank or public transport route or rail etc.

4.5 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.

4.6 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.

4.7 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.

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

5. DURATION OF APPOINTMENT

5.1 The duration of the lease contract will be for a period of 9 years and 11 months with an

option to renew or extend upon expiry of the lease.

6. GUIDELINES FOR RESPONSE

Property Developers/Owners, Facilities Management or similar company should

demonstrate the following:

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

provision of leasing office accommodation.

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

people with disabilities.

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

The property size should be of a minimum of 250m2 and 07 parking bays (including

secured overnight parking bay for 01 PPSA vehicle).

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 the 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.

Building Building accessibility ramps or elevators for people with disabilities, including Submission of

wheelchairs access. floor plans or accessibility for

people with layouts should

disabilities 5 clearly indicate

ramps or

elevators for

people with

disabilities

including

wheelchairs

access

0 points No evidence of access to the building for people with

disabilities

5 points Submitted evidence of access for people with disabilities

Ablution facilities Accessible ablution facilities (Male and female) for people with disabilities, Submission of

including wheelchairs access floor plans or for people with

disabilities layouts should

clearly indicate

5 ablution facilities

for people with

disabilities

including

wheelchairs

access

0 points No evidence of ablution facilities for people with disabilities

5 points Submitted of ablution facilities for people with disabilities

Planned The bidder must submit planned maintenance schedule and clearly specify Bidder to submit

the responsibilities and liabilities of the Landlord around maintenance maintenance maintenance (10)

issues (air conditioning units, fire equipment, lifts, electricity, back-up schedule for the

power, back-up water, plumbing work, day-to-day maintenance of the planned building.

maintenance for all 0 points No evidence submitted 10

equipment and

services for the 10 points Detailed maintenance plan for planned maintenance

submitted duration of the

contract.

Unplanned The bidder must submit the schedule with turnaround times for unplanned Bidder to submit

maintenance (10) maintenance request for the building (air conditioning units, fire equipment, the maintenance

schedule for the lifts, electricity, back-up power, back-up water, plumbing work)

unplanned

10 maintenance

5 points Detailed maintenance plan for planned maintenance only

indicating the internal planned maintenance submitted

turnaround times

10 points Detailed maintenance plan for both planned and unplanned for resolving issues

maintenance submitted

in the building for

all equipment and

services for the

duration of the

contract.

Capacity to Deliver Provide at least 4 (four) duly signed and dated reference letters which confirm that the bidder

has provided a commercial leasing services, the letters should have contact details of (10)

referee and not more than 5 (five) years old. The PPSA reserves the right to verify the 10

authenticity of references provided by the bidder.

Signed Reference

0 points No evidence submitted letters

1 point 1 (one) duly signed reference letter

5 points 3 (three) duly signed reference letters

10 points 4 (four) or more duly signed reference letters

Experience and CV’s to be provided of the team who will be the direct liaison with the PPSA, e.g. the Property

Manager and Building/Facility Manager. Expertise (10)

0 points No CV’s provided for the Property Manager and Building /Facility

CVs indicating Manager – less than 2 years of experience 10

years of experience

5 points CVs provided only for the Property Manager or the Building/

in Property

Facility Manager – 3 to 4 years of experience

Management and

10 points CVs provided for both the Property Manager and Building/ Building /Facility

Facility Manager - 5 years and above of experience Management field

IT Infrastructure Availability of High-Speed Fiber Optic to Business Infrastructure at the proposed building Detailed proposal

(5) 0 points No Fiber Optic or Access to fiber Optic connection more than 100m outside indicating

High-Speed Fiber 5 the proposed building

Optic 3 points Access to High-Speed Fiber Optic connection between 50m to 100m outside availability,

the proposed building and permission granted to install secondary distance and

microwave link. access to high-

5 points Access to High-Speed Fiber Optic connection points inside the proposed speed fiber optic

building and permission granted to install secondary a microwave link. connection

points.

Other ICT A bidder to provide confirmation that server room requirements will be provided as specified Submission of

requirements (5) latest floor plans

Server-room area • Server room area - 3 x 2 = 6 square meters 5 or layouts

showcasing

0 points No evidence submitted or minimum requirements of the above server room

5 points Compliance with all minimum server room requirements requirements by

PPSA

Building Grade: B Bidder to indicate the condition of the proposed building if it is an existing facility set-up or newly Submission of a

or similar (10) renovated. grading certificate

0 points Aged dilapidated or damaged building 10 from an

accredited

10 points B or any Graded building in good condition or renovated

organisation.

TOTAL 100

FUNCTIONALITY B: SITE VISIT CHECKLIST

The Due Diligence (site visit) threshold for this bid is 100 points.

Bids that fail to meet the 80 points threshold will not be considered for Phase 4 Evaluation.

Bid Evaluation Committee (BEC)

PointsNo. Definition Points Allocation Comments Allocated

Proposed Building Location 10

1.1. The proposed building is located in a radius of 5km from

CBD

Comment:

1.1.1 Within 0m - 5km from Bethlehem CBD 10

1.1.2 Within 5km - 10km of Bethlehem CBD 5

1.1.3 > 10km From Bethlehem CBD 0

Building Grade: B or similar 10

2.1 B or any Graded building in good condition or renovated 10

2.2 Aged dilapidated or damaged building 0

Disability Accessibility 10

3.1. The proposed office space provides the following facilities for People Living with Disabilities: Bidder to submit OHS compliant certificate with SANS

10400

Disability ramp to the main entrance and elevator to access 10

all areas of the proposed office space.

Disability ramp to the main entrance and no elevator to 5

access all areas of the proposed office space

No ramp, no elevator for people living with disability to access 0

all areas of the proposed office space

Electricity Supply 10

4.1. The proposed office space has a dedicated electricity meter 10

or prepaid meter registered with local Municipality or accredited

service provider.

4.2. The proposed office space has an electrical supply but does not 5

have a dedicated electricity meter registered with local municipality

or accredited service provider.

4.3 The proposed office space has non-compliant electricity meter 0

registered with local municipality.

Water Supply 10

5.1. The proposed office space has a dedicated water account/meter 10

registered with local Municipality.

5.2. The proposed office space has a water supply but does not have 5

a dedicated water account/meter registered with local municipality.

5.3 The proposed office space has non-compliant water 0

account/meter registered with local municipality.

Accessibility to Public Transport 10

6.1. The proposed office space is accessible to public transport with 10

a distance of up to 1km.

6.2. The proposed office space is accessible to public transport with 5

a distance of more than 1km to 2km.

6.3. The proposed office space is accessible to public transport of 0

more than 2km.

Fire Protection System 10

7.1. The proposed offices have the following fire protection systems:

Fire extinguishers and any other fire protection system 10

Proposed building has got only fire extinguishers 5

No fire protection systems 0

Heating, Ventilation and Air-Conditioning (HVAC) 10

8.1. Proposed offices have an HVAC system including ducting 10

8.2 Proposed offices have no HVAC system 0

Parking facility on site 20

9.1 07 or more onsite parking bays 20

9.2 Less than 07 parking bays or no parking bays 0

Total 100

7.4 Phase 4: Pricing and Specific goals: Only bidders scoring 80 points or more on Functionality evaluation (due diligence) will be evaluated

for pricing and specific goals.

Pricing is 80

Specific goals are 20.

7.4.1 The points scored for the specific goal will be added to the points scored for

price and the total will be rounded off to the nearest two decimal places.

7.4.2 The contract will be awarded to the tender scoring the highest points.

7.4.4 If two or more tenders score an equal total number of points, the contract will be awarded to the tenderer that scored the highest points

for specific goals, and if two or more tenderers score equal total points in all respects, the award must be decided by the drawing of lots.

7.5. PRICE

7.5.1 To provide detailed financial proposals, refer to pricing schedule below.

SBD3.1

DETAILED PRICING SCHEDULE

7.5.2 ALL-INCLUSIVE COST-TO-COMPANY GROSS RENTAL (VAT INCLUSIVE), WHICH COMPRISES THE FOLLOWING:

DESCRIPTION YEAR 1 YEAR 2 YEAR 3 YEAR 4 YEAR 5 YEAR 6 YEAR 7 YEAR 8 YEAR 9 11 MONTHS

COST COST COST COST COST COST COST COST COST INCLUDING COST

INCLUDING INCLUDING INCLUDING INCLUDING INCLUDING INCLUDING INCLUDING ESCALATIONS INCLUDING

ESCALATIONS ESCALATIONS ESCALATIONS ESCALATIONS ESCALATIONS ESCALATIONS ESCALATIONS ESCALATIONS

OFFICE SPACE AND PARKING BAYS

Rate per m2 R R R R R R R R R R

Monthly Basic R R R R R R R R R R

Rental for the full

area

Rate per Parking R R R R R R R R R R

Bay

Monthly Basic R R R R R R R R R R

Rental for a l l

p a r k i n g b a y s

Monthly Basic R R R R R R R R R R

Rental for full

area and parking

bays (Incl VAT)

Annual Basic R R R R R R R R R R

Rental for full

area and parking

bays (Incl VAT)

Office space and Parking Bays Grand Total (Including 15% VAT and escalations): R

7.6 OPERATION COSTS AND EXPENSES

Provide a full list of all applicable items that are included in the All-inclusive Operating Costs

DESCRIPTION of YEAR 1 YEAR 2 YEAR 3 YEAR 4 YEAR 5 YEAR 6 YEAR 7 YEAR 8 YEAR 9 11 MONTHS

Operating Cost COST INCLUDINGESCALATIONS INCLUDINGESCALATIONS INCLUDINGESCALATIONS INCLUDINGESCALATIONS INCLUDINGESCALATIONS INCLUDINGESCALATIONS INCLUDINGESCALATIONS INCLUDINGESCALATIONS INCLUDINGESCALATIONS

Provide a full list of all applicable items that are included in the All-inclusive Operating Cost

Services

Water consumption R R R R R R R R R R

Electricity consumption R R R R R R R R R R

Sanitation R R R R R R R R R R

Maintenance

Internal maintenance R R R R R R R R R R

External R R R R R R R R R R

Garden (if applicable) R R R R R R R R R R

Air conditioning R R R R R R R R R R

Lifts R R R R R R R R R R

Floor covering normal R R R R R R R R R R

wear

Rates and Insurance

Municipal rates R R R R R R R R R R

Insurance R R R R R R R R R R

SASRIA insurance R R R R R R R R R R

Other Responsibilities

Contracts costs R R R R R R R R R R

Stamp duty R R R R R R R R R R

Fire Fighting equipment R R R R R R R R R R

Cost of alterations R R R R R R R R R R

Monthly operating costs & R R R R R R R R R R

expenses for the full

area upon which Operating

costs & expenses are levied

(Including VAT)

Annual operating costs & R R R R R R R R R R

expenses for the full

area upon which Operating

costs & expenses are levied

(Including VAT)

Annual escalations rate Not %

(%) applicable

Operating costs Grand Total (Including 15% VAT and escalations): R

TENANT INSTALLATION OR TENANT INSTALLATION ALLOWANCE

Space Planning and interior design inclusive of research, detailing, drawings and revisions R

allowances

Tenant installation allowance R

Total R

Grand Total for Office space and Parking Bays + Operating costs (Including 15% VAT and escalations): R

DATE: ..........................................................................................

CAPACITY UNDER WHICH THIS BID IS SIGNED: .....................................................................

PART B:

General conditions of contracts

8.1 The General Conditions of Contracts (GCC) as set out by the National Treasury will be

applicable in all instances.

Other bid requirements

9.1 The PPSA reserves the right to disqualify any bidder which does not comply with anyone

or more of the required information as indicated below:

9.1.1 If the bidder/s submit their bids without all the data and information requested.

9.1.2 Proposal that did not submit mandatory documents stipulated in the RFP document.

9.1.3 Proposal that fails to comply with the specification.

9.1.4 Proposal that contains any information that is found to be incorrect or misleading in any

way or Bidders who submit information that is fraudulent, factually untrue or inaccurate

information.

9.1.5 Bidders who submit incomplete information and documentation according to the

requirements of this RFP document.

9.1.6 Bidders who receive information not available to other potential bidders through fraudulent

means.

PPSA reserves the right:

10.1 Not to award or cancel this bid at any time

10.2 To negotiate with one or more Preferred or Reserved Bidders identified in the evaluation

process, regarding any terms and conditions, including price without offering the same

opportunity to any other Bidder who has not been awarded the status of the Preferred or

Reserved Bidder.

10.3 To award in part or in full.

10.4 To award this bid to one or more bidders.

10.5 To negotiate prices of items that are contracted and should these items be available at a

competitive price than the contracted price, PPSA will request the current bidder to reduce

their price to be inline failing which; these will be purchased out of contract.

10.6 To cancel and/or terminate the bid process at any stage, including after the Closing Date

and/or after presentations have been made, and/or after bids have been evaluated and/or

after the Preferred Bidders have been notified of their status as such.

10.7 To carry out explanatory meetings to verify the nature and quality of the services bidding

for, whether before or after adjudication of the bid at the bidder’s corporate offices and / or

at client sites if so required.

10.8 To award the contract to a Bidder whose bid was not the lowest in price.

10.9 To award the bid to a Bidder who is not the highest scoring Bidder.

10.10 To correct any mistakes at any stage of the bid that may have been in the bid documents

or occurred at any stage of the bid process.

10.11 The PPSA is entitled to amend any bid conditions, bid validity period, RFP specifications,

or extend the bid closing date, all before the bid closing date. All bidders, to whom the RFP

documents have been issued and where the PPSA has record of such bidders, may be

advised in writing of such amendments in good time and any such changes will also be

posted on the PPSA’s website under the relevant tender information. All prospective

bidders should therefore ensure that they visit the website regularly and before they submit

their bid response to ensure that they are kept updated on any amendments in this regard.

10.12 The PPSA reserves the right not to accept the lowest priced bid or any bid in part or in

whole. It normally awards the contract to the bidder who proves to be fully capable of

handling the contract and whose bid is functionally acceptable and/or financially

advantageous to the PPSA.

10.13 The PPSA reserves the right to request all relevant information, agreements, and other

documents to verify information supplied in the bid response.

10.14 The bidder hereby gives consent to the PPSA to conduct background checks, including

FICA verification, on the bidding entity and any of its directors / trustees / shareholders /

members.

10.15 No attempt may be made, whether directly or indirectly, to canvass any member of PPSA

employees before the award of the contract.

10.16 Any enquiries must be referred to in writing.

10.17 PPSA reserves the right to monitor the agreement between the bidder and Municipality and

may cancel the contract if the agreement is not honored.

Undertakings by the Bidder

11.1 By submitting a bid in response to the RFB, the bidder will be taken to offer to render all or

any of the services described in the bid response submitted by it to the PPSA on the terms

and conditions and in accordance with the specifications stipulated in this RFB document.

11.2 The bidder shall prepare for a possible presentation should PPSA require such and the

bidder shall be notified before the actual presentation date. Such a presentation may

include a practical demonstration of services as called for in this RFB.

11.3 The bidder agrees that the offer contained in its bid shall remain binding upon him/her and

receptive for acceptance by the PPSA during the bid validity period indicated in the RFP

and calculated from the bid closing hour and date such offer, and its acceptance shall be

subject to the terms and conditions contained in this RFB document read with the bid.

11.4 The bidder furthermore confirms that he/she has satisfied himself/herself as to the

correctness and validity of his/her bid response; that the price(s) and rate(s) quoted cover

all the work/item(s) specified in the bid response documents; and that the price(s) and

rate(s) cover all his/her obligations under a resulting contract for the services contemplated

in this RFB; and that he/she accepts that any mistakes regarding price(s) and calculations

will be at his/her risk.

11.5 The successful bidder accepts full responsibility for the proper execution and fulfilment of

all obligations and conditions devolving on him/her under the supply agreement and SLA

to be concluded with PPSA, as the principal(s) liable for the due fulfilment of such contract.

11.6 The bidder accepts that all costs incurred in the preparation, presentation and

demonstration of the solution offered by it shall be for the account of the bidder. All

supporting documentation and manuals submitted with its bid will become PPSA property

unless otherwise stated by the bidder/s at the time of submission.

Contract requirements

12.1 Contract period

12.1.1 The start date for the implementation of the project will be confirmed with the successful

bidder upon contract negotiations. The initiative is based on deliverables. The contract

period is 09 Years and 11 Months, a subject to review the service provider’s performance.

12.2 General terms and conditions of contract

12.2.1 The General Conditions of Contracts (GCC) as set out by the National Treasury will be

applicable in all instances.

12.3 Price basis

12.3.1 Bidders shall consider that PPSA’s total requirements will be allocated to one bidder.

12.3.2 Bidders shall quote prices in South African Rand and Value Added Tax shall be included.

12.3.3 For PPSA to be able to facilitate the evaluation of bids and the administration of the contract

it is required that bidders must provide pricing including escalation for a period of 09 years

and 11 months.

12.3.4 Bidders shall quote on the basis indicated in the Pricing Schedule and complete SBD 3.1.

12.3.5 Prices tendered for must be inclusive of all required deliverables as per specification.

12.3.6 PPSA requires an all-inclusive and fully transparent cost structure.

12.3.7 Where figures are referred to in numerals and in words and there is a conflict between the

two, the words will prevail.

12.3.8 The successful bidder shall commit to the programme of continuous improvement, which

will result in cost-efficiencies during the duration of the contract.