{"closingTime":"08:00","briefingSession":"{"date":"13 August 2026","time":"11h00","venue":"e and Time","is_compulsory":true}"}

{"name":null,"email":"[email protected]","phone":null,"department":"of Trade and Industry in line with national","address":"eadline: 3 days before the closing of the bid."}

Returnable Documents: 5.1. LEASE AGREEMENT MINIMUM REQUIREMENTS ........................................................................... 3

To be eligible, bidders must: (1) have completed at least one office accommodation turnkey project in the last 10 years (evidenced via Appendix A or reference letters); (2) nominate a property/building/facilities manager or caretaker with a minimum of 5 years’ experience (Appendix B); (3) submit all mandatory returnable documents (title deed, municipal account/proof of location in Mthatha CBD or within 10 km, project plan aligned to PMBOK, preliminary floor layout per space schedule, owner‑bidder relationship agreement if the building is not owned by the bidder, written confirmation of meeting parking requirements, and Annexure I); (4) provide a complete, unaltered pricing schedule (Appendix C) with firm pricing over the 46‑month term; (5) agree to no sub‑letting and to provide the required 2‑month beneficial rental period for fit‑out; (6) ensure the proposed building can be refurbished to meet B‑Grade standards and technical specifications by the intended start date (31 Jan 2027 or earlier).

3.1. With the implementation of the Mzimvubu River Water Project (MRWP), there is a

requirement for the provision of office accommodation in Mthatha, Eastern Cape which will

enable the team managing the project to run the Project Management Office (PMO) from.

3.2. This RFB seeks for the procurement of office accommodation to establish the PMO in

Mthatha, Eastern Cape for the project management advisory and implementation of the

Mzimvubu River Water Project for Stage 2 – Ntabelanga Dam construction, from 31 January

2027, or earlier, until the end of the project (estimated December 2030). The project

management office will primarily be used by the appointed TCTA Project Manager and the

project team to conduct their daily work.

The purpose of this RFB is to solicit proposals from potential bidder(s) / landlords / property

agents / estate agents / property developers for the appointment of a service provider for

the provision of a turnkey solution for the provision of office accommodation in Mthatha,

Eastern Cape for a period of 46 months with an option to further renew the lease at the

end of the lease period.

5.1. Lease agreement minimum requirements

5.1.1. Operating lease requirements

5.1.1.1 The gross usable area (see definitions) shall be a minimum of 330m2 (three hundred and

thirty square meters), with an allowable deviation of 10% increase (363 m2) or 0% (zero)

decrease. The office space can be spread across one floor or a maximum of 2 floors. Multi

tenanted space will be allowed.

5.1.1.2 A minimum of a B Grade building after the refurbishment has been done, if necessary. 46

months with the start date estimated at 31 January 2027 or earlier. (The refurbishment of

the proposed office accommodation must be completed by 31 January 2027 or earlier).

5.1.1.3 A minimum of 6 parking bays.

5.1.1.4 2 parking bays for people with disabilities must be provided close to the building entrance.

Page | 3

5.1.1.5 The bidders must provide a breakdown of the lease operating costs as per the cost

template.

5.1.1.6 The building location must be in Mthatha CBD, Eastern Cape or within a 10 kilometre radius

from the CBD.

5.1.1.7 A minimum of 2 months beneficial rental must be allowed to TCTA which will cover the

following:-

5.1.1.9.1 Building customisation approximately two (2) months.

5.1.1.8 All office sizes including common areas as follows:-

Pax Employees Approximate space

disqualified.

NB: Bidders shall not modify or reproduce the pricing schedule.

irrevocable offer which remains open for acceptance by TCTA during the validity period.

11.5.2. If TCTA issues a request to extend the validity period, failure to respond to such a request

shall be deemed to be an approval to extend the bid validity period on the same terms and

conditions as per your original bid submission.

11.5.3. If a bidder rejects the extension of validity period with no further comments. The bidder’s

rejection shall be accepted as a withdrawal from the bid process.

11.5.4. If a bidder rejects the extension of the validity period and requests an adjustment to their

bid price. Such adjustment must be in line with the Consumer Price Index applicable at the

time of request for extension and/or a recognised industry pricing guide. Adjustments

outside of these parameters or for any other reason will not be acceptable and the bidders

original bid price shall be deemed to be applicable for the extended validity period.

11.6. Disclaimer – protection of personal information act

11.6.1. By participating in this bid process, you hereby acknowledge that you have read and accept

the following Protection of Personal Information (POPI) disclaimer.

Page | 16

11.6.2. You (the Bidder, herein after referred to in the first person for purposes of this disclaimer)

understand and agree that all information provided, whether personal or otherwise, may be

used and processed by TCTA and such use may include placing such information in the

public domain.

11.6.3. Further by partaking in this process you specifically agree that the TCTA will use such

information provided by you, irrespective of the nature of such information.

11.6.4. TCTA shall take all reasonable measures to protect the personal information of users and

for the purpose of this disclaimer “personal information” shall be defined as detailed in the

Promotion of Access to Information Act, Act (“PAIA”) and the Protection of

Personal Information Act, Act (“POPI”).

11.6.5. As per the POPI Act personal information refers to information that identifies or relates

specifically to you as a person or data subject, for example, your name, age, gender, identity

number and your email address.

11.6.6. We may collect the following information about you:

11.6.6.1. Your name, address, contact details, date of birth, place of birth, identity

number, passport number, bank details, details about your employment, tax

number and financial information;

11.6.6.2. Information about your beneficial owner if we are required to do so in terms of

Permanent desks and hot desks space 5 150 sqm requirements including common areas in this area Meeting room 1 20-seater 60 sqm Meeting room 2 10-seater 30 sqm Reception area N/A 20 sqm Ablution facilities male and female, N/A 40 sqm Kitchen N/A 30 sqm Total 330 sqm 5.1.1.9 TCTA will only occupy the proposed office space once all its requirements relating to the construction of the office space as laid out in this document have been met and an Occupational Certificate for occupancy has been issued. Refurbishment of the building / proposed office space must comply with the relevant bylaws and any legislations applicable. 5.1.1.10 No sub-letting will be accepted. 5.1.2. Additional Requirements 5.1.2.1 Project capital cost (Fit-out) payment: Cost of the capital portion of the project will be paid by TCTA upon the bidder achieving each project milestone. The project milestones will be discussed with the successful bidder and it will be recorded in the lease agreement. 5.1.2.2 The successful bidder will be responsible for the following services for the duration of the contract:- 5.1.2.2.1 All repairs and maintenance work relating to all aspects of the building (internally and externally). 5.1.2.2.2 The maintenance of all air-conditioning units and the repairs thereof as and when required. 5.1.2.2.3 The maintenance of all lifts and the repairs thereof. Page | 4 5.1.2.2.4 The maintenance of installed equipment as part of the scope of work as specified in the RFB, i.e. Video Conference Equipment installed, Access Control, etc. 5.1.2.2.5 The maintenance of all fire prevention and fire detection installations. 5.2. REQUIREMENTS TO PARTICIPATE IN THIS RFB 5.2.1 The bidders shall have done a minimum of one (1) office accommodation Turnkey Project in the past 10 years. 5.2.2 The bidder must have a resource during the lease operating period, preferably a Property Manager or Building Manager or Facilities Manager or Caretaker with a minimum of 5 years property management / building management with experience in managing the operating component of the lease agreement. 5.3. DELIVERABLES IN FITTING OUT THE OFFICE (CAPITAL REQUIREMENTS) The successful bidder will have to fit out the proposed office accommodation in accordance with the following scope of work:- 5.3.1 Building Infrastructure Specifications 5.3.1.1 External windows which will provide natural light and when opened provides cooling to open plan areas and offices. 5.3.1.2 Maximum of 80% of floor to ceiling height to be between 2.50 meters – 3.00 meters. 5.3.1.3 Backup potable water supply for 10 people that will provide a constant uninterrupted supply of water for 5 days to all ablution facilities and kitchen/s if the municipal water supply is temporarily disconnected. 5.3.1.4 Ablution facilities for people with disabilities (clients and staff) must be provided for according to National Building Regulations, SANS 0400. If the proposed building is a multi- storey building, ablution facilities including for the disabled must be provided for on each floor of the building. 5.3.1.5 Separate ablution facilities for males and females. 5.3.1.6 A Kitchen that can accommodate 5 employees must be provided for on each floor if a multi- storey building is proposed. 5.3.2 Walls, Floor, Window and Ceiling Finishes 5.3.2.1 All walls and drywall partitioning must be painted in a high sheen washable PVA paint. Colours will be agreed upon with the successful bidder. Page | 5 5.3.2.2 8mm, Heavy duty commercial carpet tiles are to be used throughout the open plan office area, meeting rooms and the areas and in offices. 5.3.2.3 A grade porcelain tiles or a combination thereof are to be used in the reception area. 5.3.2.4 A-grade porcelain floor tiles are to be used in kitchens, toilets, in lobby areas and high- volume foot traffic areas. Wall tiles to be used in all kitchens where reasonably practical. The grade of the tiles will be confirmed during the fitout of the building. 5.3.2.5 All windows must be double glazed. 5.3.2.6 All windows in offices and in kitchens where windows are installed to be fitted with Venetian wooden blinds. Colours and style will be agreed upon with the successful bidder. 5.3.2.7 Partitioning/ Drywalling Requirements: 5.3.2.8 Glazed glass panels minimum 80% of construction and drywalling maximum 20% of construction, floor to ceiling height is to be used for all meeting rooms, kitchens and offices. (Where there is brickwork, drywalling will meet up to the brickwork). 5.3.2.9 Drywalling must be floor to ceiling height, with glazed panels to be used in areas of internal division in accordance with space planning recommendations. 5.3.2.10 All meeting rooms and office walls must be soundproof, i.e. 80% noise block-out; from the outside in, and from the inside out. 5.3.2.11 Skirting and top trim to drywalling. 5.3.2.12 Door frames for offices must be constructed out of anodized aluminium. 5.3.2.13 Timber skirting and timber door frames and architraves are to be used in public areas and meeting rooms. 5.3.2.14 Where glass panels are used in meeting rooms, the panels must be made of materials that allow delegates to make notes on the glass panels. 5.3.3 Electrical Installation to Meet SANS 10142 Code of Practice and Interior Lighting SABS 0114:1996 – Part I 5.3.3.1 Separate cable trays in the ceiling for Electrical cables (i.e. power) and network cables (i.e. CAT 6) 5.3.3.2 Where applicable, cable trays under desks must be 100 mm wide. All cable trays to be equal or like O-line grid span. Enough ducting from cable tray installation is to be provided. Such ducting will terminate in power skirting or any other power reticulation to the required points where applicable. 5.3.3.3 Installation of electrical reticulation as per the following requirement: 5.3.3.3.1 2 SSO (Single Standard Outlet), white and 2 DSO (Dedicated Single Outlet), red plug points per office. Page | 6 5.3.3.3.2 4 SSO, white and 4 DSO, red plug points in photocopier and filing rooms 5.3.3.3.3 10 SSO, white and 4 DSO, red plug points in meeting rooms 5.3.3.3.4 8 SSO, white plug points in all kitchens 5.3.3.3.5 8 three phase plugs in the server room 5.3.3.3.6 60 SSO and 60 DSO plugs in the server room 5.3.3.3.7 The minimum ‘power’ requirement for each workstation is SSO and DSO. 5.3.3.3.8 The building must have enough lightning protection. 5.3.3.4 Lighting must comply with recommended OHS Act LUX levels. 5.3.3.5 Emergency lighting to relevant SABS specification. 5.3.3.6 On off light switches in each office, meeting room, storeroom, archive, etc. 5.3.4 Technical Security A risk assessment of the Access Control system and the CCTV system proposed by the bidder must be provided as part of the mandatory submission of this RFB. 5.3.4.1 CCTV System 5.3.4.1.1 The successful bidder will have to supply, install and maintain all Internet Protocol IP CCTV cameras. The CCTV equipment that will be installed must meet the following minimum requirements: - 5.3.4.1.2 The DVR recorders may be monitored remotely.`. 5.3.4.1.3 All cameras must have a view of the entire office area and the entire parking area if applicable.. 5.3.4.1.4 Minimum 5.0 MP Network IP Mini eyeball camera with a fixed 3.6mm lens in a metal housing for outside use with all fittings and peripherals. 5.3.4.1.5 4K resolution 36 channel Real Time NVR with recording storage capacity of up to 90 days. 5.3.4.1.6 Power over Ethernet (POE) switches must be installed for this installation. 5.3.5 Video Conference System and Telephony (Minimum Requirements) Video Conference

The following must be taken into consideration:- o The installation of a video conference system in each meeting room. o 85“ monitors with up to 4K UHD Projection in each meeting room. o The VC system must be compatible with Microsoft Teams, Zoom and Skype. Page | 7 5.3.6 Backup Power Supply 5.3.6.1 A backup power supply preferably solar and or generator hybrid must be installed in the building as part of TCTA’s backup power requirements. The backup power supply must be able to carry the load of the following in the event of a power failure

All workstations.

All security and surveillance systems

Emergency lights

Lifts if applicable

VIDEO Conference equipment in meeting rooms 5.3.6.2 The backup power supply must be able to carry the load for a period of 60 hours in the event of a power failure. The successful bidder will be responsible for the maintenance of this system throughout the period of the contract. 5.3.7 Heating Ventilation and Cooling (HVAC) In Compliance with Occupational Health and Safety, 1993 (Act ) 5.3.7.1 The building should be fully air-conditioned, with all maintenance undertaken by the successful bidder through the entire period of the lease. 5.3.7.2 The most cost-effective solution to be recommended by the bidder for comfort cooling, thus ensuring that the temperature in the work areas can always be controlled and maintained. 5.3.7.3 Natural ventilation to be provided to all areas and in all offices, i.e. opening of windows where reasonably practical. 5.3.7.4 Air conditioners must be zoned and must be able to be switched on and off when required. 5.3.7.5 Individually controlled air conditioners must be installed in individual offices and meeting rooms. 5.3.8 Fire Detection and Prevention Installation 5.3.8.1 The successful bidder shall install a fire protection and prevention system in compliance to SABS 10139 requirements. 5.3.8.2 The successful bidder will be responsible for maintaining the system throughout the lease period. Page | 8 5.3.9 Other Requirements 5.3.9.1 If a bidder elects to use the services of a managing agent, broker, asset manager, property management company and the title deed is not in the bidding entity’s name, then the bidding entity must attach the agreement of the relationship between the owner of the building and the bidding entity. 5.3.9.2 If the proposed building is higher than one storey, then a minimum of one (1) lift MUST be provided and if the building is higher than two (2) storeys then a minimum of two (2) lifts MUST be provided. For a single story building no lifts are required. 5.3.9.3 TCTA shall retain the right of first refusal to extend the lease prior to the expiry of the initial lease term.

STAGE 1: RETURNABLE DOCUMENTS (SUBMISSION REQUIREMENTS) ALL RETURNABLES ARE REQUIRED FOR PURPOSES OF EVALUATION IRRESPECTIVE OF WHETHER THEY ARE DESIGNATED MANDATORY OR NOT. Table 1: Returnable Documents Section 1 Proof that the building exists (Title deed of the building with photos of the Mandatory building). TCTA will not accept any sub-leasing arrangement and will not assume occupancy as a sub-lessee. Lease period and parking requirements. Mandatory The bidder shall confirm in writing on its company letter head that the minimum parking requirements as met. Building Location Mandatory The bidder shall submit the title deed or municipal account that proves the location of the building is in Mthatha in the Eastern Cape or within a 10- kilometre radius from the CBD. Project plan in line with PMBOK Mandatory Bidders shall submit a project plan out lining the entire revamp project from the project inception until delivery of 31 January 2027 or earlier. Proposed building brief and floor layout of the proposed building of the Mandatory bidder. (NB this is a brief of what the bidder is proposing) Attach Proposal on the preliminary floor layout based on TCTA’s space requirements as listed in 5.1.1.8. Attach the agreement of the relationship between the owner of the building Mandatory and the bidding entity on the owner of the building’s letter head informing the relationship if the building is not in bidding entity’s name. Page | 9 Bidder’s Experience Turnkey Project. Non-Mandatory Appendix A:-schedule of the bidder’s experience – turnkey project alternatively reference letters from your clients. (Reference letters must contain all the information in Appendix A for bidders to score points). Section 2 Key Personnel Experience Non-Mandatory Appendix B must be completed. Failure to complete this Annexure will result in the bidder scoring a zero. Section 3 SBD 1: Invitation to bid terms and conditions for bidding Non-Mandatory SBD 4: Declaration of Interest Non-Mandatory SBD 6.1: Preference points claim form in terms of the Preferential Non-Mandatory Procurement Regulations 2022 Section 4 National Treasury Central Supplier Database report Non-Mandatory Section 5 A valid BBBEE Certificate issued by SANAS accredited agency. Non-Mandatory In the instance of an EME or QSE in which case they must submit a commissioned affidavit which meets the minimum requirements set out on Appendix G. Sworn Affidavits which do not meet the minimum requirements set out in Appendix G will not be awarded points. Bidders must complete the Sworn Affidavit which is applicable to their company. QSEs that do not meet level 1 or 51% black ownership thresholds are obliged to show compliance with all five of the categories on the BEEE scorecard therefore, a B-BBEE certificates must be obtained from verification agencies accredited by SANAS. Or in case of Joint Ventures: Consolidated BBBEE certificate issued by verification Agency approved by SANAS. Section 6 Financial Proposal Mandatory Pricing – detailed and itemised, in line with the scope of work. Refer to Appendix C: Pricing Schedule Failure to submit the pricing schedule shall, result in the bid being disqualified. NB: Bidders shall not modify or reproduce the pricing schedule. Any bidder who fails to submit a mandatory document will be disqualified at this stage and not be evaluated further. Any bidder who fails to submit and or duly complete a non-mandatory document where that document is linked to specific evaluation criteria will not be awarded points that is linked to that respective specific evaluation criteria. Bidders will be given 7 working days to submit a non-mandatory document where points are not linked to the functional evaluation criteria. Page | 10

STAGE 2: FUNCTIONALITY EVALUATION TCTA will evaluate the submissions for functional capacity and capability. The evaluation criteria set out below in table 2 will be used to evaluate the bidder’s functional requirements TCTA reserves the right to engage with references or referees provided as part of the technical submission to confirm submitted information during the evaluation process. Table 2: Functional Evaluation Criteria (Scoring) Non-completion or submission of the Appendices or qualifications shall result in the bidder scoring zero (0). MAXIMUM 1 FUNCTIONAL EVALUATION CRITERIA POINTS 1.1 Bidder’s experience: The bidders shall have done a minimum of one (1) office 10 points Turnkey Project. accommodation Turnkey Project in the past 10 years. Complete Appendix A

• Zero (0) points for not completing a turnkey project for office accommodation fitout .

7 points for having completed 1 turnkey project for office accommodation fitout.

10 points for having completed 2 turnkey projects or more for office accommodation fitout. Bidders to complete Appendix A:-schedule of the bidder’s experience – turnkey project, alternatively submit reference letters from your clients. (Reference letters must contain all the information in Appendix A. 2 Key Personnel Experience Appendix B must be completed . Failure to complete this Appendix B will result in the bidder scoring a zero. 2.1 Key Personnel Property Manager or Building Manager or Facilities 10 points Experience Management or Caretaker (Complete Appendix B) All the required

• Zero (0) points for not meeting the minimum working information must be experience of 5 years clearly outlined in the
• 7 points for 5 years property management / building respective Appendices management / Facility Management experience. with contactable
• 10 points for more than 5 years property management references. / building management / Facilities Management Should the relevant experience. minimum work experience not be Page | 11 MAXIMUM 1 FUNCTIONAL EVALUATION CRITERIA POINTS achieved, the bidder shall score zero points TOTAL POINTS 20 points A total of 20 points is allocated to this section. Bidders will have to achieve a minimum score of 14 points out of 20 points to proceed to the next stage of evaluation of due diligence. Bidders who do not meet the threshold of 14 points out of the 20 points will be disqualified at the end of this stage. Bidders that meet the minimum technical requirements of 14 points out of 20 points (70% out of 100%), will proceed to Stage 3 due diligence of the evaluation process.

STAGE 3: DUE DILLIGENCE The due diligence will entail the proposed building being visited and checked against the following evaluation criteria:- Table 3: Due Diligence Scoring Criteria COMPLY DOES NOT # EVALUATION CRITERIA EVALUATION REQUIREMENT COMPLY 1 The existence of the Does the building exist? proposed building 2 Total space required Confirm that the space being offered is a minimum of 330 m2. 3 Confirm that the proposed space layout will compliment the 330 m2. 4 Parkings as per TCTA’s A minimum of 6 parking bays Bidders must comply with all 4 evaluation criteria for the due diligence requirements to proceed to Stage 4 of the evaluation process being Price and Preference evaluation in terms of 80/20 preference point system. Bidders that fail to meet a score of 4 out of 4 will be disqualified at this stage.

STAGE 4: PRICE AND B-BBEE TCTA will evaluate all Bid Submissions in terms of the Preferential Procurement Policy Framework Act, No. (PPPFA). Page | 12 Appendix C will be used for the evaluation of price. Bidders are required to provide a total fixed price over the contract period as per the Appendix C. All the pricing for items must meet the specifications as outlined in detail in Appendix C, Refer to table 1 Section 6 and to Appendix C. 9.1 B-BBEE 9.1.1 A bidder who fails to submit proof of B-BBEE status level of contributor or a non-compliant bidder will not be disqualified at this stage but: 9.1.1.1 May only score points out of 80 for price. 9.1.1.2 Scores 0 out of 20 for specific goals as per Appendix F: SBD 6.1. 9.1.2 A joint venture or consortium must submit a consolidated B-BBEE certificate in order to earn B-BBEE points. 9.1.3 All B-BBEE certificates must be obtained from verification agencies accredited by SANAS unless the bidder is an EME or QSE in which case they must submit a validly commissioned affidavit QSEs that do not meet level 1 or 51% black ownership thresholds are obliged to show compliance with all five of the categories on the BEE scorecard therefore, a B-BBEE certificates must be obtained from verification agencies accredited by SANAS. 9.1.4 An EME or QSE with 100% black ownership qualifies at a Level One. 9.1.5 An EME or QSE with more than 51% black ownership qualifies at a Level Two. 9.1.6 If black ownership of an EME is below 51%, it qualifies at a Level Four. 9.1.7 If black ownership of a QSE is below 51%, it is required to be measured in terms of the QSE 9.2 PRICE 9.2.1 If the price offered by the highest scoring bidder is not market related, TCTA reserves the right not to award to that bidder in terms of the PPPFA. 9.2.2 Price must be reflected Excluding and Including VAT. 9.2.3 All prices must include disbursements. Prices must be firm. Bidders are not allowed to submit multiple quotations. Page | 13 9.3 PREFERENTIAL POINTS CALCULATION The weighting of the evaluation criteria is as follows: Price = 80 Points B-BBEE = 20 Points Total = 100 Points

STAGE: 5 SUPPLIER VETTING TCTA reserves the right to disqualify a successful bidder who/whose: 10.1 Submits fraudulent information or information that they do not have to authority to submit; 10.2. Is listed on National Treasury’s list of Blacklisted Suppliers or Defaulters or similar; 10.3. Poses a risk in terms of any vetting process conducted either by TCTA internally or the National Intelligence Agency; 10.4. Has a director and/or shareholder who is employed by any organ of state. This does not apply to any organ of state acting as a bidder. If a bidder has a director and/or shareholder who is employed by an organ of state, they must submit a letter from the relevant organ of state stating that they are allowed to do remunerative work outside of their employment contract and that they are not prohibited from doing business with other organs of state; and 10.5. Tax affairs are not in order at the time of award after being requested to resolve the non- compliance status with SARS within the prescribed period.

CONDITIONS OF BID Any bid submission that does not meet the conditions of bid may be rejected and not evaluated at all. Such a bid submission will not be acceptable. 11.1. COSTS OF BIDDING 11.1.1. Bidders shall bear their own costs, disbursements and expenses associated with the preparation and submission of the Bid Submissions, including submission of any additional information requested by TCTA or attending the compulsory briefing session. 11.1.2. TCTA shall not under any circumstances be liable nor assume liability to any Bidder for costs, disbursements and/or expenses incurred by Bidders regardless of the outcome of the Bid process or by virtue of cancellation and/or postponement of the Bid process. Where applicable a non-refundable fee for documents may be charged. Page | 14 11.2. CLARIFICATIONS 11.2.1. All questions or queries regarding the Request for Bid must be directed to the person stated on the front page of this document, stating the relevant Bid number in the subject field, at least five business days before the stipulated closing date and time of the Request for Bid. No e-mails, faxes and/or telephone calls should be directed to any other employees of TCTA. 11.2.2. TCTA shall not be liable nor assume liability for any failure to respond to any questions and/or queries raised by potential Bidders. 11.2.3. Should a Bidder fail to complete the annexures TCTA may call upon the Bidder to complete and submit such annexures except where such annexures are indicated as mandatory or are required for purposes of functional and preferential points evaluation. TCTA reserves the right to request clarity and to clarify any ambiguities in the documents that have already been submitted. If a Bidder fails to submit any of the requested documents and / or annexures duly completed within 7 (seven) working days of being called upon to do so, then the TCTA may disqualify the Bidder. 11.3. AMENDMENTS 11.3.1. TCTA reserves the right, in its sole and absolute discretion, to amend any terms and conditions of the Request for Bid and/or to stipulate additional requirements, provided that such amended terms and conditions and/or additional requirements are placed on TCTA’s website at least 10 (ten) business days prior to the stipulated closing date and time. 11.3.2. Any amended terms and conditions and/or stipulation of additional requirements by TCTA shall be deemed to form part of this Request for Bid. 11.3.3. TCTA shall not be liable, nor assume liability of any nature whatsoever, for the failure of a Bidder to receive information if sent to the e-mail, fax or postal address supplied. 11.3.4. TCTA reserves the right to stipulate additional Bid requirements as it deems appropriate in its sole and absolute discretion. 11.3.5. TCTA shall not be liable nor assume liability to any potential Bidder/s for any failure by such Bidder/s to receive any request for additional information. 11.3.6. In the event that TCTA amends its Bid requirements or requests additional information, any Bidder shall be entitled to withdraw its Bid Submission submitted by it prior to the stipulated closing date and time and re-submit a replacement Bid Submission by not later than the stipulated closing date and time. Page | 15 11.4. MODIFICATION, ALTERATION OR SUBSTITUTION AND/OR WITHDRAWAL OF A BID

B-BBEE Minimum Level: 1

B-BBEE Details: S TO PARTICIPATE IN THIS RFB ............................................................................ 5

5.3. Deliverables in fitting out the office (capital requirements) ............................... 5

6. Stage 1: returnable documents (submission requirements) .................................... 9
7. Stage 2: functionality evaluation...................................................................................... 11
8. Stage 3: due dilligence ............................................................................................................. 12
9. Stage 4: price and b-bbee ........................................................................................................ 12

9.1 B-bbee ............................................................................................................................................... 13

9.2 Price .................................................................................................................................................. 13

9.3 Preferential points calculation ....................................................................................... 14

10. Stage: 5 supplier vetting ........................................................................................................ 14
11. Conditions of bid ......................................................................................................................... 14
12. Conditions of contract ........................................................................................................... 24

Appendix a:-schedule of the bidder’s experience – turnkey project ............................. 30

Appendix b: property manager or building manager or facilities manager or

Equivalent working experience ....

their bid. Bidders must submit their bids during office hours between 08:00 –

16:30

Request for Gate Access Completed Request Form – Appendix H to be sent to [email protected],

Code Deadline: 3 days before the closing of the bid.

Bid Validity Period 120 calendar days commencing from the RFB closing date

Delivery Address Bids must be hand delivered at TCTA’s offices located at the address

indicated below and addressed to The Receiving Officer, and marked RFB

No: 022/2026/EWSS/OFFICE/RFB: on or before the closing date and time:

Trans Caledon Tunnel Authority (TCTA), Building 9,

1. Definitions, acronyms and abbreviations ......................................................................... 1

2. Preparation of bid submissions ............................................................................................. 2

3. Background .................................................................................................................................... 3

4. Purpose ............................................................................................................................................. 3

5. Scope of work ................................................................................................................................ 3

5.1. Lease agreement minimum requirements ........................................................................... 3

5.2. Requirements to participate in this RFB ............................................................................ 5

5.3. Deliverables in fitting out the office (capital requirements) ............................... 5

6. Stage 1: returnable documents (submission requirements) .................................... 9

7. Stage 2: functionality evaluation...................................................................................... 11

8. Stage 3: due dilligence ............................................................................................................. 12

9. Stage 4: price and b-bbee ........................................................................................................ 12

9.1 B-bbee ............................................................................................................................................... 13

9.2 Price .................................................................................................................................................. 13

9.3 Preferential points calculation ....................................................................................... 14

10. Stage: 5 supplier vetting ........................................................................................................ 14

11. Conditions of bid ......................................................................................................................... 14

12. Conditions of contract ........................................................................................................... 24

Appendix a:-schedule of the bidder’s experience – turnkey project ............................. 30

Appendix b: property manager or building manager or facilities manager or

Equivalent working experience .......................................................................................... 31

Appendix c:- pricing template. Complete the excel spread sheet only (attached in

Excel format as appendix c) .................................................................................................. 32

Appendix d: sbd 1 – invitation to bid ................................................................................................ 33

Appendix e : sbd 4 – bidder’s disclosure ....................................................................................... 35

Appendix f: sbd 6.1: Preference points claim form in terms of the preferential

Procurement regulations 2022 ............................................................................................ 37

Appendix g – valid sworn affidavit requirements .................................................................... 42

Appendix h: request for access to tcta premises .................................................................. 43

Annexure i: bid receiving form ........................................................................................................... 44

accommodation with finishes and services that have been maintained or

upgraded to a standard close to modern requirements.

with the following scope of work:-

5.3.1 Building Infrastructure Specifications

5.3.1.1 External windows which will provide natural light and when opened provides cooling to open

plan areas and offices.

5.3.1.2 Maximum of 80% of floor to ceiling height to be between 2.50 meters – 3.00 meters.

5.3.1.3 Backup potable water supply for 10 people that will provide a constant uninterrupted supply

of water for 5 days to all ablution facilities and kitchen/s if the municipal water supply is

temporarily disconnected.

5.3.1.4 Ablution facilities for people with disabilities (clients and staff) must be provided for

according to National Building Regulations, SANS 0400. If the proposed building is a multi-

storey building, ablution facilities including for the disabled must be provided for on each

floor of the building.

5.3.1.5 Separate ablution facilities for males and females.

5.3.1.6 A Kitchen that can accommodate 5 employees must be provided for on each floor if a multi-

storey building is proposed.

5.3.2 Walls, Floor, Window and Ceiling Finishes

5.3.2.1 All walls and drywall partitioning must be painted in a high sheen washable PVA paint.

points where applicable.

5.3.3.3 Installation of electrical reticulation as per the following requirement:

5.3.3.3.1 2 SSO (Single Standard Outlet), white and 2 DSO (Dedicated Single Outlet),

red plug points per office.

Page | 6

5.3.3.3.2 4 SSO, white and 4 DSO, red plug points in photocopier and filing rooms

5.3.3.3.3 10 SSO, white and 4 DSO, red plug points in meeting rooms

5.3.3.3.4 8 SSO, white plug points in all kitchens

5.3.3.3.5 8 three phase plugs in the server room

5.3.3.3.6 60 SSO and 60 DSO plugs in the server room

5.3.3.3.7 The minimum ‘power’ requirement for each workstation is SSO and DSO.

5.3.3.3.8 The building must have enough lightning protection.

5.3.3.4 Lighting must comply with recommended OHS Act LUX levels.

5.3.3.5 Emergency lighting to relevant SABS specification.

5.3.3.6 On off light switches in each office, meeting room, storeroom, archive, etc.

5.3.4 Technical Security

• The following must be taken into consideration:-

o The installation of a video conference system in each meeting room.

o 85“ monitors with up to 4K UHD Projection in each meeting room.

o The VC system must be compatible with Microsoft Teams, Zoom and Skype.

Page | 7

5.3.6 Backup Power Supply

5.3.6.1 A backup power supply preferably solar and or generator hybrid must be installed in the

building as part of TCTA’s backup power requirements. The backup power supply must be

able to carry the load of the following in the event of a power failure:-

• All workstations.

• All security and surveillance systems

• Emergency lights

• Lifts if applicable

• VIDEO Conference equipment in meeting rooms

5.3.6.2 The backup power supply must be able to carry the load for a period of 60 hours in the

event of a power failure. The successful bidder will be responsible for the maintenance of

this system throughout the period of the contract.

5.3.7 Heating Ventilation and Cooling (HVAC) In Compliance with Occupational Health and

Safety, 1993 (Act )

5.3.7.1 The building should be fully air-conditioned, with all maintenance undertaken by the

successful bidder through the entire period of the lease.

5.3.7.2 The most cost-effective solution to be recommended by the bidder for comfort cooling,

thus ensuring that the temperature in the work areas can always be controlled and

maintained.

5.3.7.3 Natural ventilation to be provided to all areas and in all offices, i.e. opening of windows

where reasonably practical.

5.3.7.4 Air conditioners must be zoned and must be able to be switched on and off when required.

5.3.7.5 Individually controlled air conditioners must be installed in individual offices and meeting

rooms.

5.3.8 Fire Detection and Prevention Installation

5.3.8.1 The successful bidder shall install a fire protection and prevention system in compliance to

SABS 10139 requirements.

5.3.8.2 The successful bidder will be responsible for maintaining the system throughout the lease

period.

Page | 8

5.3.9 Other Requirements

5.3.9.1 If a bidder elects to use the services of a managing agent, broker, asset manager, property

management company and the title deed is not in the bidding entity’s name, then the bidding

entity must attach the agreement of the relationship between the owner of the building and

the bidding entity.

5.3.9.2 If the proposed building is higher than one storey, then a minimum of one (1) lift MUST be

provided and if the building is higher than two (2) storeys then a minimum of two (2) lifts

set out in Appendix G will not be awarded points.

Section 6 Financial Proposal Mandatory

Pricing – detailed and itemised, in line with the scope of work.

Refer to Appendix C: Pricing Schedule

A

• Zero (0) points for not completing a turnkey project for

office accommodation fitout .

• 7 points for having completed 1 turnkey project for

office accommodation fitout.

• 10 points for having completed 2 turnkey projects or

more for office accommodation fitout.

Bidders to complete Appendix A:-schedule of the bidder’s

experience – turnkey project, alternatively submit

reference letters from your clients. (Reference letters must

contain all the information in Appendix A.

over the contract period as per the Appendix C.

table 1 Section 6 and to Appendix C.

9.1 B-bbee

9.1.1 A bidder who fails to submit proof of B-BBEE status level of contributor or a non-compliant

bidder will not be disqualified at this stage but:

9.1.1.1 May only score points out of 80 for price.

9.1.1.2 Scores 0 out of 20 for specific goals as per Appendix F: SBD 6.1.

9.1.2 A joint venture or consortium must submit a consolidated B-BBEE certificate in order to earn

11.6.6.3. Records of correspondence or enquiries from you or anyone acting on your

behalf.

11.6.6.4. Details of transactions you carry out with us.

11.6.6.5. Details of contracts you carry out with us; and

11.6.6.6. Sensitive or special categories of personal information, including biometric

information, such as images, fingerprints, and voiceprints.

11.6.7. If you are under 18 years old, please do not provide us with any personal information unless

you have the permission of your parent or legal guardian to do so.

11.6.8. Why we collect Personal Information

11.6.9. Employee and Contractor Information

11.6.9.1. To Remunerate the person.

11.6.9.2. To comply with laws authorising or requiring such processing, including (but not

limited to) the Basic Conditions of Employment Act ; the Labour

Relations Act as amended; the Employment Equity Act ;

the Occupational Health and Safety Act , the Income Tax Act and the VAT Act .

Page | 17

11.6.9.3. To Admit the person to the Pension Fund and/or Medical Aid providers, if

applicable.

11.6.9.4. To conduct criminal, credit, employment reference and other related reference

checks.

11.6.9.5. To provide value added services such as human resource administration,

training, performance reviews, talent management and other reasons related to

the management of employees and/or contractors.

11.6.10. Client Information

11.6.10.1. To render client related services and administration of client accounts.

11.6.10.2. To conduct criminal, credit, reference, and other related reference checks.

11.6.10.3. To authenticate the client.

11.6.10.4. To provide the client with information which TCTA believes may be of interest

to the client, such as information relating to public awareness campaigns and

matters of public interest in which TCTA is involved or has decided to lend its

support to.

11.6.11. Supplier and Third-Party Contractor/Service Provider Information

11.6.11.1. To secure the products and services of the supplier/service provider or

contractor as part of TCTA’s product and service offering.

11.6.11.2. To manage the TCTA supply chain and relationship with the supplier and/or

contractor for any purposes required by law by virtue of the relationship between

the supplier and TCTA.

11.6.11.3. To render services relating to the administration of supplier/service provider or

contractor accounts.

11.6.11.4. To provide the supplier/service provider or contractor with information which

to time, any of TCTA’s employees or agents, in favour of or for the benefit of the Bidder

and/or any other party; and/or

11.11.4. Bribing, or attempting to bribe, any TCTA’s employees or agents in order to influence the

outcome of a Bid process in favour of or for the benefit of the Bidder and/or any other party.

11.12. Fronting

11.12.1. The TCTA supports the spirit of Broad-Based Economic Empowerment and recognizes that

real empowerment can only be achieved through individuals and businesses conducting

themselves in accordance with the Constitution and in an honest, fair, equitable, transparent

and legally compliant manner. Against this background TCTA condemns any form of

fronting.

Page | 22

11.12.2. TCTA, in ensuring that Bidders conduct themselves in an honest manner may, as part of

the bid evaluation process, conduct or initiate the necessary probity investigation to

determine the accuracy of the representation made in the bid document. Should any of the

fronting indicators as contained in the Guidelines on Complex Structures and Transactions

and Fronting, issued by the Department of Trade and Industry be established during such

enquiry / investigation, the onus will be on the Bidder to prove that fronting does not exist.

11.12.3. Failure to do so within a period of 14 days from the date of notification may invalidate the

license or terms of use.

12.9.2.7. Speak to the press on TCTA’s behalf only if supplier and/or representative is

expressly authorised in writing to do so by TCTA.

12.9.3. TCTA expects its suppliers to share its commitment to human rights and equal opportunity in

the workplace. TCTA suppliers shall conduct their employment practices in full compliance

with all applicable laws and regulations, and shall, without limitation:

12.9.3.1. Cooperate with TCTA’s commitment to a workforce free of harassment and

unlawful discrimination. We believe that supplier companies should not engage

in discrimination in hiring, compensation, access to training, promotion,

termination, or retirement based on religion, age, disability, gender, marital status,

sexual orientation, union membership, political affiliation or any other category

protected by applicable law.

12.9.3.2. Comply in all respects with the Employment equity act, in line with TCTA’s

commitment to redress the racial makeup of the South African economy,

12.9.3.3. Provide a safe and healthy work environment and fully comply with all applicable

safety and health laws, regulations, and practices. Adequate steps shall be taken

to minimize the causes of hazards inherent in the working environment. While

on TCTA property, suppliers shall comply with all rules and regulations

concerning the operation of the property and the interaction with other individuals

with access to the property, whether TCTA, its clients, or other suppliers,

employees, or guests.

Page | 27

12.9.3.4. Prohibit the use, possession, distribution, and sale of illegal drugs while on

11.7.3. Without limitation on the generality of this rule, bidders should not be participating in the bid

process and/or be appointed where the bidder:

11.7.3.1. has been engaged by the accounting officer/authority to provide goods or works

for a project and any of its affiliates, should be disqualified from providing

consulting services for the same project.

11.7.3.2. Has been appointed to provide consulting services for the preparation or

implementation of a project and any of its affiliates, should be disqualified from

subsequently providing goods or works or services related to the initial

assignment (other than a continuation of the firm’s earlier consulting services as

described below) for the same project, unless the various firms (consultants,

contractors, or suppliers) are performing the contractor’s obligations under a

turnkey or design-and-build contract;

11.7.3.3. Bidders or any of their affiliates should not be hired for any assignment which, by

its nature, may be in conflict with another assignment of that entity. As an

example, bidders may be appointed to prepare an engineering design for an

infrastructure project should not be engaged to prepare an independent

environmental assessment for the same project, and bidders assisting a client in

the privatization of public assets should not purchase, nor advise purchasers of

such assets.

11.7.4. The limitation of participation shall not apply to bidders who are organs of state.

11.8. Right not to award

12.9.1.2. Conduct business in full compliance with antitrust and fair competition laws within

the Republic of South Africa.

12.9.1.3. Comply with all applicable environmental laws and regulations regarding

hazardous materials, air emissions, waste and wastewater discharges, including

the manufacture, transportation, storage, disposal and release to the environment

of such materials.

12.9.1.4. Be honest, direct and truthful in discussions with regulatory agency

representatives and government officials.

12.9.2. Suppliers and their representatives shall conduct their business interactions and activities

with integrity and in accordance with their obligations under their specific agreements. In

addition to those obligations, all our suppliers shall, without limitation:

Page | 26

12.9.2.1. Honestly and accurately record and report all business information and comply

with all applicable laws regarding their completion and accuracy.

12.9.2.2. Create, retain and dispose of business records in full compliance with all

applicable legal and regulatory requirements.

12.9.2.3. Protect and responsibly use both the physical and intellectual assets of TCTA,

including its property, data and equipment when authorised to use such assets.

12.9.2.4. Use TCTA provided information technology and systems (including email) only

for authorised business-related purposes. TCTA strictly prohibits suppliers and

their representatives from using Company-provided technology and systems to

create, access, store, print, solicit or send any material that is intimidating,

harassing, threatening, abusive, sexually explicit or otherwise offensive or

inappropriate and/or send any false, derogatory or malicious communications.

12.9.2.5. using provided information assets and systems.

12.9.2.6. Comply with the intellectual property ownership rights of TCTA and others

including but not limited to copyrights, patents, trademarks, and trade secrets.

12.9.4. TCTA expects its suppliers to share the same social responsibility of growing business in a

sustainable fashion. At TCTA, we believe that environmental stewardship and local

business development are of utmost importance, and we constantly seek new ways to fulfil

our responsibilities to the environment.

12.9.5. Adopt an environmentally friendly policy and share our commitment to sustainability.

all. Such a bid submission will not be acceptable.

11.1. Costs of bidding

11.1.1. Bidders shall bear their own costs, disbursements and expenses associated with the

preparation and submission of the Bid Submissions, including submission of any additional

information requested by TCTA or attending the compulsory briefing session.

11.1.2. TCTA shall not under any circumstances be liable nor assume liability to any Bidder for

costs, disbursements and/or expenses incurred by Bidders regardless of the outcome of

the Bid process or by virtue of cancellation and/or postponement of the Bid process. Where

applicable a non-refundable fee for documents may be charged.

Page | 14

11.2. Clarifications

11.2.1. All questions or queries regarding the Request for Bid must be directed to the person stated

on the front page of this document, stating the relevant Bid number in the subject field, at

least five business days before the stipulated closing date and time of the Request for Bid.

11.2.2. TCTA shall not be liable nor assume liability for any failure to respond to any questions

and/or queries raised by potential Bidders.

11.2.3. Should a Bidder fail to complete the annexures TCTA may call upon the Bidder to complete

and submit such annexures except where such annexures are indicated as mandatory or

are required for purposes of functional and preferential points evaluation. TCTA reserves

the right to request clarity and to clarify any ambiguities in the documents that have already

been submitted. If a Bidder fails to submit any of the requested documents and / or

annexures duly completed within 7 (seven) working days of being called upon to do so, then

the TCTA may disqualify the Bidder.

11.3. Amendments

11.3.1. TCTA reserves the right, in its sole and absolute discretion, to amend any terms and

conditions of the Request for Bid and/or to stipulate additional requirements, provided that

such amended terms and conditions and/or additional requirements are placed on TCTA’s

website at least 10 (ten) business days prior to the stipulated closing date and time.

11.3.2. Any amended terms and conditions and/or stipulation of additional requirements by TCTA

shall be deemed to form part of this Request for Bid.

11.3.3. TCTA shall not be liable, nor assume liability of any nature whatsoever, for the failure of a

11.3.4. TCTA reserves the right to stipulate additional Bid requirements as it deems appropriate in

its sole and absolute discretion.

11.3.5. TCTA shall not be liable nor assume liability to any potential Bidder/s for any failure by such

awareness campaigns and matters of public interest in which TCTA is involved

or has decided to lend its support to.

11.6.12. Sources of Personal Information

11.6.12.1. Personal information may be collected from the following sources:

11.6.12.2. Directly from the person when he/she applies for any TCTA related

employment, provide services to TCTA, submit forms requests or transactions,

use our websites, or make use of any of the TCTA services.

Page | 18

11.6.12.3. From public registers, credit bureaus and law enforcement agencies and any

other organisation from which TCTA may acquire your information.

11.6.12.4. From people and entities employed by TCTA to provide services to TCTA which

may be legally entitled to provide TCTA with personal information.

11.6.13. The Storage of Personal Information

11.6.13.1. All personal information collected by TCTA will be stored as follows:

11.6.13.2. In a secure and safe manner according to strict information security principles

with safeguards to ensure its privacy and confidentiality.

11.6.13.3. For no longer than is necessary to achieve the purpose for which it was collected

unless further retention is:

11.6.13.4. Required by law or contractual obligation.

11.6.13.5. Otherwise reasonably required by TCTA for lawful purposes related to its

functions and activities.

11.6.13.6. Retained further with the person’s consent:

11.6.13.7. After which the information will be de-identified and disposed of as per the TCTA

11.6.14.4. To persons employed by TCTA to provide services on our behalf and that adhere

to principles like TCTA regarding the treatment of personal information.

Page | 19

11.6.14.5. To any person to whom TCTA cede, delegate, transfer or assign any of our rights

or obligations pertaining to products and/or services provided to the person or

contracts concluded with the person.

11.6.14.6. To any person who acts as legal guardian, executor of an estate, curator or in a

similar capacity.

11.6.14.7. To any person or persons who may be permitted by applicable law or that you

may consent to, including persons or entities who may request such information

to evaluate the credit worthiness of the person.

11.6.15. Your Rights regarding your Personal Information

11.6.15.1. A data subject (employee, contractor, supplier and/or customer) has the following

rights to his/her personal information collected, processed, and stored by TCTA:

11.6.15.2. Right of access to and the right to rectify or update the personal information

collected.

11.6.15.3. The right to object at any time to the processing of the personal information in

which event the consequences of the objection will be explained to the data

subject.

11.6.15.4. The right to request TCTA to no longer process the personal information of the

data subject should the information not be required for further processing or by

law.

11.6.16. General Conditions pertaining to Personal Information

11.6.16.1. TCTA accepts no liability whatsoever for any loss, damage (whether direct,

indirect, special, or consequential) and/or expenses of any nature whatsoever

which may arise because of, or which may be attributable directly or indirectly

from information made available on this document, or actions or transaction

resulting there from.

11.7. Conflicts of interest

11.7.1. Bidders are required to provide professional, objective, and impartial advice/services and at

all times and to hold the client’s interest’s paramount, without any consideration for future

work and strictly avoid conflicts with other assignments or their own corporate interests.

Page | 20

11.7.2. Bidders may not be appointed for any bid that would be in conflict with their prior or current

obligations to other clients, or that may place them in a position of not being able to carry out

the scope of work in the best interest of TCTA. The bidder’s appointment will be in the sole

discretion of TCTA having considered the bidders connection to their earlier obligations to

conduct business with the public sector for a period not exceeding ten years, in addition to

any other remedies the National Treasury may have against the bidder concerned.

11.13. Joint venture or consortium

11.13.1. TCTA encourages the formation of a joint venture or consortium as a condition for the

award of a contract, in order to promote the participation of Black Owned Enterprises. In

this case, the TCTA has both a moral obligation and a vested interest in ensuring that both

the Black Owned Enterprises and its established joint venture or consortium partner are

treated reasonably and equitably in terms of a sound, written agreement.

11.13.2. The members of a joint venture or consortium formed in response to transformation policies

should share in at least the following aspects of the joint venture or consortium’s activities

in a meaningful and equitable manner:

11.13.2.1. Control

11.13.2.2. Management

11.13.2.3. Operations

11.13.3. The joint venture or consortium agreement:

11.13.3.1. Must clearly and comprehensively set out the contributions to be made by each

member towards the activities of the joint venture or consortium in securing and

executing the contract and should allocate monetary values to such

contributions.

11.13.3.2. Must record the percentage participation by each member.

11.13.3.3. Must provide for meaningful input by all members to the policy making and

management activities of the joint venture or consortium;

11.13.3.4. Must provide for the establishment of a management body for the joint venture

or consortium;

Page | 23

11.13.3.5. Must provide measures to limit, as far as possible, losses to the joint venture or

consortium by the default of a member;

11.13.3.6. Must promote consensus between the members whilst ensuring that the activities

of the joint venture or consortium will not be unduly hindered by failure to achieve

it;

11.13.3.7. Must provide for rapid, affordable and easy interim dispute resolution and for

effective final dispute resolution, if required; and

11.13.3.8. Must be sufficiently flexible to allow for joint venture or consortiums which differ

in nature, objectives, inputs by members, management systems, etc;

11.13.3.9. Must submit on annual basis consolidated BBBEE scorecard for the Joint Venture

failure which TCTA will implement contractual remedies.

11.13.4. Right to review the joint venture or consortium agreement

12.1. Once the successful bidder is issued with a Letter of Award, a pre-liminary contract will be

deemed to have been concluded between TCTA and the successful Bidder, which contract

will include the following documents:

12.1.1. The contents of this Request for Bid, including all annexures hereto and any additional

requirements as may have been stipulated by TCTA;

12.1.2. The relevant Bid Submissions;

12.1.3. The letter of acceptance to the successful Bidder/s; and

Page | 24

12.1.4. Any correspondence between TCTA and the relevant Bidder/s including all additional

documents submitted by the relevant Bidder/s and accepted by TCTA for clarification

purposes; and

12.1.5. The terms and conditions of any agreement/s proposed to be entered into by TCTA with the

successful Bidder/s.

12.2. The Bidder will be deemed to have accepted the terms and conditions of an agreement and/or

terms of reference attached to and issued with this Request for Bid. The terms and conditions

of the attached agreement are non-negotiable.

12.3. In the event that TCTA and the relevant Bidder are unable to reach consensus on the terms

and/or conditions of the final written agreement, then TCTA reserves the right to cancel the

award of the Bid, without liability of any nature, and to conclude an agreement with any other

Bidder as may be necessary to meet TCTA’s requirements.

12.4. Variations and Contract Price Adjustments

12.4.1. No variations to the contract price or contract price adjustments will be accepted within 6

months from the date of award, unless otherwise stipulated in the Letter of Award.

12.4.2. Notwithstanding the above, the increases to the contract value in terms of contract price

adjustments (CPA), if expressly included as a condition in the Contract, shall be dealt with

as follows:

12.5. If the original award/contract made provision for the increase:

12.5.1. The Contract Manager must prepare a notice of increase based on CPA to the service

provider,

12.5.2. Once the Contract Manager and the Procurement Specialist have signed the letter, the

Procurement Specialist must issue the notice to the supplier;

12.5.3. Such a letter must be sent at least 2 weeks prior to the effective date of the increase;

12.6. If the original award/legal agreement did not make provision for the increase:

12.6.1. The supplier must request the CPA increase in writing quoting the relevant contract name

and PO Number and send the request to the Contract Manager;

12.6.2. The Contract Manager must prepare a requisition for the variation to the relevant

Procurement Specialist;

12.6.3. The Procurement Specialist must together with the Contract Manager prepare a submission

for variation of the contract;

12.6.4. The relevant authority must approve the submission and once done; the Procurement

Specialist must request an addendum to the contract from the Legal Department;

Page | 25

12.6.5. Once an addendum has been prepared, the Contract Manager must ensure that both parties

sign the addendum;

12.6.6. The original addendum must be provided to the Procurement Specialist for safekeeping and

a copy can be emailed to the supplier notifying them of the increase.

12.6.7. The Procurement Specialist must notify the Procurement Administrator to adjust the contract

register accordingly within 48 hours of receiving the signed addendum.

12.7. Performance Management

12.7.1. This contract shall be subject to performance management in line with TCTA’s Contract

6. Stage 1: returnable documents (submission requirements) .................................... 9
7. Stage 2: functionality evaluation...................................................................................... 11
8. Stage 3: due dilligence ............................................................................................................. 12
9. Stage 4: price and b-bbee ........................................................................................................ 12

9.3 Preferential points calculation ....................................................................................... 14

10. Stage: 5 supplier vetting ........................................................................................................ 14

Appendix f: sbd 6.1: Preference points claim form in terms of the preferential

Evaluation criteria evaluation requirement

Bidders must comply with all 4 evaluation criteria for the due diligence requirements to proceed to

Stage 4 of the evaluation process being Price and Preference evaluation in terms of 80/20

preference point system.

Bidders that fail to meet a score of 4 out of 4 will be disqualified at this stage.

9. Stage 4: price and b-bbee

Act, No. (PPPFA).

Appendix C will be used for the evaluation of price. Bidders are required to provide a total fixed price

bidder will not be disqualified at this stage but

9.1.1.1 May only score points out of 80 for price.

9.1.1.2 Scores 0 out of 20 for specific goals as per Appendix F: SBD 6.1.

B-BBEE points.

show compliance with all five of the categories on the BEE scorecard therefore, a B-BBEE

right not to award to that bidder in terms of the PPPFA.

9.3 Preferential points calculation

The weighting of the evaluation cr

The weighting of the evaluation criteria is as follows

Price = 80 Points