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) Offer - Annexure A 2) Site Visit Checklist - Annexure B 5. STAGES OF EVALUATION The following tender will be evaluated under (4) stages Stage 1: Administrative compliance Stage 2: Mandatory Requirements Stage 3: Site Inspection 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) Compulsory Returnable Submitted Checklist (Guide for Documentation (Submission of (YES or NO) Bidder and the Bid these are compulsory) Evaluation Committee) 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 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 Compulsory Returnable Submitted Checklist (Guide for Documentation (Submission of (YES or NO) Bidder and the Bid these are compulsory) Evaluation Committee) 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 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) Compulsory Returnable Submitted Checklist (Guide for Documentation (Submission of (YES or NO) Bidder and the Bid these are compulsory) Evaluation Committee) above must be provided for all JV Agreement signed by all parties. In addition to the above the parties? All required bidder must submit a Joint Venture (JV) documents as per (i.e. a to agreement signed by the relevant f) must be provided for all parties. partners of the JV. 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 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. • Certificate confirming the building GLA and parking available. The certificate must be signed by a registered architect/engineer. Failure to comply with the above mandatory requirements will result in a disqualification. 5.3. STAGE 3: SITE INSPECTION A site visit to the building should be conducted before the award. All inspections will be carried out as per annexure B 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 Annexure B. Failure to meet these requirements will result in the bidder being disqualified. 6. 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. 7. VALIDITY PERIOD The validity period for the tender after closure is 90 days. CoT shall have right and power to extent any tender validity period beyond any initial validity period set and subsequent extensions. SCM shall ensure that an extension of validity is requested in writing from all bidders before the validity expiry date. Extension of validity shall be finalised while the quotations/bids are still valid. 8. MARKET ANALYSIS The city of Tshwane reserves the right to conduct market analysis. Should the city exercise this option, where a tenderer offers a price that is deemed not to be viable to supply goods or services as required, written confirmation will be made with the tenderer if they will be able to deliver on the price, if a tenderer confirm that they cannot, The tenderer will be disqualified on the basis of being non-responsive. If they confirm that they can deliver, a tight contract to mitigate the risk of non-performance will be entered into with the service provider. Further action on failures by the supplier to deliver will be handled in terms of the contract including performance warnings and listing on the database of restricted suppliers. The city further reserves the right to negotiate a market related price with a tenderer scoring the highest points. If the tenderer does not agree to a market-related price, the city reserves the right to negotiate a market-related price with the tenderer scoring the second highest points, if the tenderer scoring the second highest points does not agree to a market-related price, negotiate a market-related price with the tenderer scoring the third highest points. If a market-related price is not agreed, the city reserves the right to cancel the tender. A site visit to the building should be conducted before the award. 9. DRAFT SERVICE LEVEL AGREEMENTS Specification to be accompanied by draft service level agreements ANNEXURE A OFFER Item Description (To be completed by Bidder) The Name of the Building Building Erf Description/s Building Physical Address Grading of the Building as per SAPOA grading (Attach proof of grading from SAPOA) Building Description (I.e. single/multi-storey, number of floors) For Multi-storey Buildings: Availability of lifts (Yes/No) The Size of the building with Gross Lettable Area and parking (confirmation letter signed by a registered architect/engineer is required) Number of Parking bays offered: GIS Location of the building (Attach Map) Attach Project Plan Attach pictures of the building as part of this document Provide total costs which will be incurred by the landlord as a result of the donation: Office Space Rental Parking Tenant Installation Allowance Rates and Taxes Insurance Other *Annexures must be completed in full *All pages and annexures of the bid document must be completed and signed. ANNEXURE B: SITE VISIT CHECKLIST ITEM DESCRIPTION AS SPECIFIED NOT IN COMMENTS OF ITEMS TO IN BIDDER’S ACCORDANCE BE DOCUMENT WITH BIDDER’S CONFIRMED AND DOCUMENT ON SITE REQUIREMENTS AND

1 Location Location of Building 2 Access Public Transport General Entrances 3 Building Building Structure Is on Site Available Gla If Office Space Is Not on the Ground Floor, Confirm Availability of Lifts or Provision Within Project Timeline 4 Parking Number of On- Site Parking Bays Adjacent Buildings Where Parking Will Be Sought (if Applicable) Mbd 1 Part a Invitation to Bid You Are Hereby Invited to Bid for Requirements of the City of Tshwane Municipality Closing 27 February Closing Bid Number: Gpm 19 2025/25 10:00 Date: 2026 Time: Tender for the Leasing of Rental Free Office Space in Region 1, Description Inclusive of Office Space and Parking Facilities for 5 Years the Successful Bidder Will Be Required to Fill in and Sign a Written Contract Form (mbd7). Bid Response Documents May Be Deposited in the Bid Box Situated at (street Address) Tshwane House Supply Chain Management 320 Madiba Street Pretoria Cbd 0002 Supplier Information Name of Bidder Postal Address Street Address Telephone Code Number Number Cellphone Number Facsimile Code Number Number E-mail Address Vat Registration Number Tax Compliance Tcs Pin: or Csd No: Status B-bbee Status Level B-bbee Yes Verification Yes Status Level Certificate Sworn [tick Applicable Affidavit No No Box] [a B-bbee Status Level Verification Certificate/ Sworn Affidavit (for Emes & Qses) Must Be Submitted in Order to Qualify for Preference Points for B-bbee] Are You a Are You the Foreign Accredited Based Yes Norepresentativ Yes No Supplier E in South for the Africa for the [if Yes, Answer Part B:3 [if Yes Enclose Proof] Goodsgoods ] /services /services /works /works Offered? Offered? Total Number Total Bid of Items R N/a Price Offered Signature of .................................... Date Bidder Capacity Under Which This Bid Is Signed Bidding Procedure Enquiries May Be Technical Information May Be Directed Directed To: To: Supply Chain Department Department Group Property Management Management Contact Contact Relebogile Malatswane Koleka Nolutshungu Person Person Telephone Telephone 012 358 2735 012 358 3580 Number Number Relebogilem@tshwane.g Email Address Email Address Kolekan@tshwane.gov.za Ov.za Part B Terms and Conditions for Bidding Bid Submission 1.1 Bids Must Be Delivered by the Stipulated Time to the Correct Address. Late Bids Will Not Be Accepted for Consideration. 1.2 All Bids Must Be Submitted on the Official Forms Provided–(not to Be Re-typed) or Online 1.3 This Bid Is Subject to the Preferential Procurement Policy Framework Act and the Preferential Procurement Regulations, 2022, the General Conditions of Contract (gcc) And, If Applicable, Any Other Special Conditions of Contract. Tax Compliance Requirements 2.1 Bidders Must Ensure Compliance with Their Tax Obligations. 2.2 Bidders Are Required to Submit Their Unique Personal Identification Number (pin) Issued by Sars to Enable the Organ of State to View the Taxpayer’s Profile and Tax Status. 2.3 Application for the Tax Compliance Status (tcs) Certificate or Pin May Also Be Made Via E-filing. in Order to Use This Provision, Taxpayers Will Need to Register with Sars as E-filers Through the Website Www.sars.gov.za. 2.4 Foreign Suppliers Must Complete the Pre-award Questionnaire in Part B:3. 2.5 Bidders May Also Submit a Printed Tcs Certificate Together with the Bid. 2.6 in Bids Where Consortia / Joint Ventures / Sub-contractors Are Involved, Each Party Must Submit a Separate Tcs Certificate / Pin / Csd Number. 2.7 Where No Tcs Is Available but the Bidder Is Registered on the Central Supplier Database (csd), a Csd Number Must Be Provided. Questionnaire to Bidding Foreign Suppliers 3.1 Is the Entity a Resident of the Republic of South Africa (rsa)? Yes ☐ No ☐ 3.2 Does the Entity Have a Branch in the Rsa? Yes ☐ No ☐ 3.3 Does the Entity Have a Permanent Establishment in the Rsa? Yes ☐ No ☐ 3.4 Does the Entity Have Any Source of Income in the Rsa? Yes ☐ No ☐ 3.5 Is the Entity Liable in the Rsa for Any Form of Taxation? Yes ☐ No ☐ If the Answer Is “no” to All of the Above, Then IT Is Not a Requirement to Register for a Tax Compliance Status System Pin Code From the South African Revenue Service (sars) and If Not Register as Per 2.3 Above. Nb: Failure to Provide Any of the Above Particulars May Render the Bid Invalid. No Bids Will Be Considered From Persons in the Service of the State. Signature of Bidder: ....................................... Capacity Under Which This Bid Is Signed: ....................................... Date: ........................ Mbd 4 Declaration of Interest No Bid Will Be Accepted From Persons in the Service of the State1. Any Person, Having a Kinship with Persons in the Service of the State, Including a Blood Relationship, May Make an Offer or Offers in Terms of This Invitation to Bid. in View of Possible Allegations of Favouritism, Should the Resulting Bid, or Part Thereof, Be Awarded to Persons Connected with or Related to Persons in Service of the State, IT Is Required That the Bidder or Their Authorised Representative Declare Their Position in Relation to the Evaluating/adjudicating Authority. in Order to Give Effect to the Above, the Following Questionnaire Must Be Completed and Submitted with the Bid. 3.1 Full Name of Bidder or His or Her Representative: ....................................... 3.2 Identity Number: ................................................................................. 3.3 Position Occupied in the Company (director, Trustee, Hareholder2) ............... 3.4 Company Registration Number: ............................................................. 3.5 Tax Reference Number: ....................................................................... 3.6 Vat Registration Number: .................................................................... 3.7 the Names of All Directors / Trustees / Shareholders Members, Their Individual Identity Numbers and State Employee Numbers Must Be Indicated in Paragraph 4 Below. 3.8 Are You Presently in the Service of the State? Yes / No 3.8.1 If Yes, Furnish Particulars. ..................................................................... ........................................................................................................ 1 Mscm Regulations: “in the Service of the State” Means to Be – (a) a Member of – (i) Any Municipal Council; (ii) Any Provincial Legislature; or (iii) the National Assembly or the National Council of Provinces; (b) a Member of the Board of Directors of Any Municipal Entity; (c) an Official of Any Municipality or Municipal Entity; (d) an Employee of Any National or Provincial Department, National or Provincial Public Entity or Constitutional Institution Within the Meaning of the Public Finance Management Act, 1999 (act No.); (e) a Member of the Accounting Authority of Any National or Provincial Public Entity; or (f) an Employee of Parliament or a Provincial Legislature. 2 Shareholder” Means a Person Who Owns Shares in the Company and Is Actively Involved in the Management of the Company or Business and Exercises Control Over the Company.