Tender - City of

Returnable Documents:

The successful bidder must submit a proposal including all the above requirements. Annexures forming part of this request for proposal document. These annexures must for part of the submission. The annexures must be clearly referenced with fully completed. 1) Information Sheet - Annexure A 2) Pricing Schedule - Annexure B 3) Minimum OHS Requirements - Annexure C 4) Service Level Specification - Annexure D 5) Site Visit Checklist - Annexure E The appointment would be for a period of not exceeding 3 years. 5. STAGES OF EVALUATION The following tender will be evaluated under (5) stages Stage 1: Administrative compliance Stage 2: Mandatory Requirements Stage 3: Functionality Criteria Stage 4: Site Inspection Stage 5: Preferential Point System 5.1. STAGE 1: ADMINISTRATIVE COMPLIANCE All the bids will be evaluated against the administrative responsiveness requirements as set out in the list of returnable documents. Compulsory Returnable Submitted Checklist (Guide for Documentation (Submission of (YES or NO) Bidder and the Bid these are compulsory) Evaluation Committee) a) To enable The City to verify the bidder’s Tax status must be tax compliance status, the bidder must compliant before the award. provide; • Tax compliance status PIN. or • Central Supplier Database (CSD) b) A copy of their Central Supplier CSD must be valid. Database (CSD) registration; or indicate their Master Registration Number / CSD Number; c) Confirmation that the bidding Was a Municipal Account company’s municipal service charges, Statement, or signed lease rates and taxes are up to date: Original agreement or letter from the or copy of Municipal Account Statement local councillor provided for of the Bidder (bidding company) not the bidding company? The older than 3 months and account must name and / or addresses of not be in arrears for more than ninety the bidder’s statement (90) days; or ,signed lease agreement correspond with CIPC or In case of bidders located in informal document, Address on CSD settlement, rural areas or areas where or Company profile? Are they are not required to pay Rates and municipal service charges, Taxes a letter from the local councillor rates and taxes up to date confirming they are operating in that (i.e. not in arrears for more area than 90 days? d) In addition to the above, confirmation Was a Municipal Account that all the bidding company’s owners / Statement, or signed lease members / directors / major agreement or letter from the shareholders municipal service local councillor provided for charges, rates and taxes are up to date: the company’s owners / • Original or copy of Municipal Account members / directors / major Statement of all the South African shareholders? Are based owners / members / directors / municipal service charges, major shareholders not older than 3 rates and taxes up to date Compulsory Returnable Submitted Checklist (Guide for Documentation (Submission of (YES or NO) Bidder and the Bid these are compulsory) Evaluation Committee) months and the account/s may not be in (i.e. not in arrears for more arrears for more than ninety (90) days; than 90 days? or a signed lease agreement of owners / members / directors / major shareholders or In case of bidders located in informal settlement, rural areas or areas where they are not required to pay Rates and Taxes a letter from the local councillor confirming they are residing in that area e) Duly Signed and completed MBD forms All documents fully (MBD 1, 4, 5, 8 and 9) The person completed (i.e. no blank signing the bid documentation must be spaces), All documents fully authorized to sign on behalf of the signed by (any director / bidder. Where the signatory is not a member / trustee as Director / Member / Owner / indicated on the CIPC Shareholder of the company, an official document, alternatively a letter of authorization or delegation of delegation of authority authority should be submitted with the would be required, bid document. Documents completed in black ink (i.e. no “Tippex” corrections, no pencil, no NB: Bidders must ensure that the other colour ink, or non- directors, trustees, managers, submission of the MBD principal shareholders, or forms, will not be stakeholders of this company, declare considered) any interest in any other related companies or business, whether or not they are bidding for this contract. See Question 3.14 of MBD 4. Failure to declare interest will result in a disqualification f) Audited Financial Statements for the Applicable for tenders most recent three (3) years or Audited above R10m in conjunction Financial Statements from date of with MBD 5) existence for companies less than three years old. NB: The bidder must submit signed Are Audited financial audited annual financial statements for statements provided the most recent three years, or if (Audited financials must be established for a shorter period, submit signed by auditor) Or proof Compulsory Returnable Submitted Checklist (Guide for Documentation (Submission of (YES or NO) Bidder and the Bid these are compulsory) Evaluation Committee) audited annual financial statements from that the bidder is not date of establishment. required by law to prepare audited financial statements. If the bidder is not required by law to prepare signed annual financial statements for auditing purposes, then the bidder must submit proof that the bidder is not required by law to prepare audited financial statements. g) Joint Ventures (JV) – (Only applicable If applicable. JV agreement when the bidder tenders as a joint provided? JV agreement venture) Where the bidder bids as a complete and relevant? joint venture (JV), the required or relevant documents as per (a) to (f) Agreement signed by all above must be provided for all JV parties? All required parties. In addition to the above the documents as per (i.e. a to bidder must submit a Joint Venture (JV) f) must be provided for all agreement signed by the relevant partners of the JV. parties. NB: It is a condition of this bid that the successful bidder will continue with the same Joint Venture (JV) for the duration of the contract unless prior approval is obtained from the City. h) Bidder attended a compulsory briefing A compulsory briefing session where applicable register must be signed by the bidder. Bidders will be disqualified should they fail to attend compulsory briefing session i) Pricing schedule (All items must be Incomplete pricing schedule quoted for in pricing schedule and if not, results in totals being all items are quoted the bidder will be incomparable. Bidder must disqualified). Unless the tender is be disqualified. awarded per item or per section where Compulsory Returnable Submitted Checklist (Guide for Documentation (Submission of (YES or NO) Bidder and the Bid these are compulsory) Evaluation Committee) the bidder only quoted the items or sections, they are interested in. Bidder will be disqualified should they make corrections on the price schedule without attaching a signature or initialising thereto. Bidder will be disqualified should they use tippex/ correction ink, on the price schedule. 5.2. STAGE 2: MANDATORY REQUIREMENTS The following mandatory requirements will apply to this bid: • The bidders must attach confirmation of ownership in the form of a title deed or windeed report. • Geographic Information System (GIS) Location Map indicating the building location with Erf and physical address tags. Refer to point 3.1 of the document and the points below. o Building 1: Within 2 km radius of Tshwane House, 320 Madiba Street, Pretoria Central o Building 2: Within 5 km radius of Tshwane House, 320 Madiba Street, Pretoria Central o Building 3: Within 5 km radius of Tshwane House, 320 Madiba Street, Pretoria Central • Certificate confirming the building GLA and parking available. The available GLA (office space excluding parking), should be as follows: o BUILDING 1: GLA excluding parking: ±10500m2 o BUILDING 2: GLA excluding parking: ±4500m2 o BUILDING 3: GLA excluding parking: ±9000m2 o The certificate must be signed by a registered architect/engineer. *Refer to 3.1 of this document 5.3. STAGE 3: FUNCTIONALITY CRITERIA The following functionality criteria will apply to this bid: Only bidders who score a minimum score of 70 points in respect of the following functionality criteria will be recommended for shortlisting. A total of 100 points are allocated for functionality. HIGHEST POSSIBLE CRITERIA SUB-CRITERIA SCALE WEIGHT SCORE Parking Requirements (Refer to number of staff 35 parking bays per building in point 3.1) Submit parking layout plan confirming the number of parking bays in facility and declaration 100% staff parking bays committing that: within facility 90%-99% staff parking bays within facility 5 7 • the parking will cater for the physically disabled by date of 1%-10% staff parking occupation bays in adjacent buildings • the parking will be secured by date of occupation 80%-89% staff parking bays within facility 3Parking location: (Refer to point 3.1 of the document) 11%-20% staff parking bays in adjacent buildings • Parking for staff within the 2 facility is an advantage. 50% - 79% staff parking Threshold of 50% in bays within facility adjacent buildings • Parking for visitors may 21% - 50% staff parking 1 be offered in adjacent bays in adjacent buildings building/s and this should be stated in the bid Less than 50% staff parking bays within facility Proposed office layout Documents are certified 5 5 25 indicating the tenant and in line with CoT installation. specification and space

The layout must be certified by architect Uncertified document/s which are in line with space requirements The bill of quantities must be 3 certified by quantity surveyor Certified document/s which are not in line with space requirements The CoT reserves the right to change the layout within the given allowance Non submission of office layout Energy efficiency and Water Number of energy 5 20 conservation efficiency and water conservation strategies: Commitment to implementation of creative design strategies to 4 and above reduce utility costs These strategies should be indicated as a layer or item 3 (equipment) in the office design and be effected by date of 2 occupation. Capability and experience Four letters or more 4 5 20 required to provide turnkey office accommodation services Three Letters 3 Your response must demonstrate experience in providing a full turnkey office accommodation Two Letters 2 solution including cleaning and maintenance services. One Letter 1 Proof in a form of a reference letter/s from previous clients confirming the services offered by the service provider appointed by the client(s). This should be clearly stated in the information sheet. Total 100 5.4 STAGE 4: SITE INSPECTION A site visit to the building should be conducted before the award. All inspections will be carried out as per Annexure E attached to this specification. Site inspections of all facilities will be executed during the technical evaluation phase during which the following must be provided by the successful tenderer outlined in Annexture E. Failure to comply with these requirements will result in the bidder being disqualified. 5.5 STAGE 5: PREFERENTIAL POINT SYSTEM The preferential points to be used will be the 90/10 points system in terms of the Preferential Procurement Policy Framework Act, 2000 (Act ) Regulations 2022. The system comprises of the following elements: 90 points for price 10 points for Specific goals SPECIFIC GOALS Bidders are required to submit supporting documents for their bids to claim the specific goal points. Non-compliance with specific goals will not lead to disqualification but bidders will not be allocated specific goal points. Bidders will score points out of 90 or 80 for price only and zero (0) points out of 10 or 20 for specific goals. Cot shall act against any bidder or person when it detects that the specific goals were claimed or obtained on a fraudulent basis. The specific goal for this bid is outlined below. Specific goals 90/10 Proof of specific goals to be submitted preference point system BB-BEE score of companies Valid Certified copy of BBBEE certificate. Sworn Affidavit for B-BBEE Level 1 • 4 Points qualifying small enterprise or Level 2 • 3.5 Points Exempt Micro Enterprises or Level 3 • 3 Points CIPC BBBEE certificate. Level 4 • 2.5 Points Level 5 • 2 Points Level 6 • 1.5 Points Level 7 • 1 Point Specific goals 90/10 Proof of specific goals to be submitted preference point system Level 8 • 0.5 Points Non-compliant 0 Points EME and/ or QSE 1 Point Valid Sworn affidavit for B-BBEE qualifying small enterprise or Exempt Micro Enterprises or CIPC BBBEE certificate At least 51% of Women-owned 1 Point Certified copy of Identity companies Document/s and proof of ownership (Sworn affidavit for B-BBEE qualifying small enterprise or Exempt Micro Enterprises, CIPC registration or any other proof of ownership) At least 51% owned companies 1 Point Medical Certificate with by People with disability doctor’s details (Practice Number, Physical Address, and contact numbers) and proof of ownership (Sworn affidavit for B-BBEE qualifying small enterprise or Exempt Micro Enterprises, CIPC registration or any other proof of ownership At least 51% owned companies 1 Point Certified copy of Identity by Youth Document/s and proof of ownership (Sworn affidavit for B-BBEE qualifying small enterprise or Exempt Micro Enterprises, CIPC registration or any other proof of ownership Local Economic Participation Municipal Account City of Tshwane 2 Points statement/Lease agreement. Gauteng 1 Point National 1 Point For points to be allocated as per above the tenderers will be required to submit proof of documentation as evidence for claims made. Any tenderer that does not submit evidence as stated in the bid document to claim applicable points will be allocated zero points. TYPE OF AGREEMENT REQUIRED The successful bidder will be required to sign a lease agreement prior to execution of work and the leasing of the building. B-BBEE Minimum Level: 1