Office Accommodation - Electoral Commission

Returnable Documents:

The Electoral Commission needs to embark on a competitive (tender) process to acquire office space for Mpumalanga Provincial Office in the Municipality Area of City of Mbombela (Nelspruit) and therefore invites interested bidders to submit their bid proposals in response to the bid requirements. Only ready-built office space or existing structures that can be easily adapted to the required specifications will be considered. Bid proposals in respect of green-field projects, that is still to be built on open land are not suitable and will not be considered. Only Grade P or A building will be acceptable. 2. BID REQUIREMENTS 2.1 Bidders are required to submit their comprehensive company profile that describes the nature of the business and the normal activities of the prospective landlord with the details of track record relating to the leasing of premises. 2.2 Bidders must submit their written bid proposals which sufficiently address amongst others the office space requirements, as indicated in the Detailed Specifications stipulated herein (Section 3.2) and must include a floor plan of the proposed site. 2.3 In addition to the above, bidders are required to submit information as indicated in Section 3.9 (lease agreement) and Section 4.2 (rental and cost) schedules of the bid specifications. 2.4 The information received will be used in the bid evaluation and adjudication stages and the Electoral Commission will not request additional information for evaluation purposes in the event of the bidder’s failure to include essential material. Bid responses received will be evaluated as they are submitted. 2.5 The Electoral Commission does, however, reserve the right to verify the information provided. If the information is found to be factually incorrect, misrepresented, the bidder’s bid proposal may be disqualified. The Bid Evaluation Committee may, therefore, request clarification on certain aspects should it be deemed necessary but will not add information that was originally omitted. 2.6 Where consortiums or joint ventures submit their bid response or where subcontractors are included in the response, full details of all the partners/participants and their letters of agreement should be included in the bid submission. The approved landlord(s) shall be obliged to inform the Electoral Commission about all the changes of nominated partners/participants during the course of the contract and the Electoral Commission reserves the right to cancel the contract should the Electoral Commission consider any of the changes as operationally or materially significant. Note: Where specific written submissions are called for in this bid, they must be provided. All such submissions will be used in the evaluation and adjudication stages of the bid. Failure to submit the correct written documentation and/or evidence may therefore lead to disqualification of a bid proposal. of 50 3. GENERAL SPECIFICATIONS 3.1 Objectives The Electoral Commission does not, at this stage, invest in permanent office space in Mpumalanga province and therefore requires the leasing of a suitable office space for its provincial office in the Municipal Area of City of Mbombela (Nelspruit) in Mpumalanga province. The Electoral Commission desires to lease office space that is suitable to its operational requirements. The activities performed at the provincial office are for the day-to-day office space and parking facility. Based on the Electoral Commission’s needs determination and space planning assessment to ensure operational functionality at a provincial level, the required office space Gross Lettable (Rentable) Area (GLA) as provided for by the South African Property Owners Association (SAPOA) should be 1006 m2. The Usable Area in excess of the requirement will not be paid by the Electoral Commission. SAPOA “Method of Measuring Floor Areas” will be used to determine Gross Rentable Area for costing purposes. Facilities with 5% (956 m2) smaller than 1006 m2 and a 15% (1157 m2) tolerance for a larger than 1006 m2 will be accepted. The Electoral Commission has determined a 15% tolerance range for the accommodation needs. The Electoral Commission will only pay for a maximum of 1157 m2 regardless of the size of the building, for any facilities greater in size of the tolerance range. Gross Lettable Area is more commonly known in commercial real estate (CRE) terms by its abbreviation GLA. It is generally comprised of office space, factory, or shops. This is the space that a commercial property landlord bases his/her rent and expense charges to a tenant on. It is normally expressed in m2. Only Grade P or A building will be accepted. Proof of grading from a credible institution, and municipal zoning of property must be submitted. The bidder must attach a valid valuation report to confirm the grading of the building.

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