The bid will be evaluated in four (4) phases as outlined below 7.1 Phase1 evaluation: Administrative Compliance: Bidders must ensure that they complete, and sign documents as indicated below, and the documents must be submitted as part of the bid document by the closing date and time: ❖ Signed SBD 1: Invitation to Bid ❖ Completed SBD 3.1: Pricing Schedule ❖ Signed SBD 4: Bidders Disclosure ❖ Signed SBD 6.1: Preference Points claim form in terms of the Preferential Procurement Regulations 2022 ❖ Bidders must submit proof for specific goals claim. ❖ The bidder must be registered on Central Supplier Database (CSD): The bidder must ensure that their company is registered on CSD (attach the CSD report with the bid document or provide bidder CSD registration number). Specific goals requirements Required Proof (Copies) Enterprises with ownership of 51% • CIPC registration documents and, or more by person/s who are black • B-BBEE certificate/sworn affidavit and, person/s. • South African Identification Document • CSD Enterprises with ownership of 51% • CIPC registration documents and, or more by person/s who are • B-BBEE certificate/sworn affidavit and, women • South African Identification Document • CSD Enterprises with ownership of 51% • CIPC registration documents and, or more by person/s who are youth • B-BBEE certificate/sworn affidavit and • South African Identification Document • CSD Enterprise with ownership of 51% or • Letter from the Doctor confirming more by person/s with disability Disability • Medical certificate • South African Identification Document 7.2 Phase 2 evaluation: Mandatory Requirements: 7.2.1 Below are mandatory required documents which must be submitted with the bid document and only bidders that have submitted all the documents will be evaluated for phase 3 evaluation. Non submission of all mandatory documents will disqualify the bidder. DESCRIPTION Bidders must provide substantiation in all instances where there is indication of c o m p l i a n c e o r non- compliance, bidders must indicate with yes/no) MANDATORY REQUIREMENTS (1) Comply (Yes) Comply (No) 1. PROPERTY OWNERSHIP If the bidder is not the owner, proof of property ownership, proof of agreements/mandate between the owner(s) and the property management company, registered and practicing as such. Compliance requirement: • Copy of the Title deed if owner is directly bidding or • Signed deed of transfer or • If acting on behalf of the owner attach both copy of the tittle deed/signed deed of transfer and copy of power of attorney/ signed mandate letter or • Signed deed of sale agreement by both the buyer and seller or • Signed lease agreements 2. Electrical Certificate of Compliance (ECOC) or Letter of compliance The ECOC / Letter of Compliance for the building/proposed office space confirms that electrical installation (wiring, DB board, plugs, etc.) meets the national safety standards. 3. Plumbing Certificate of Compliance (PCOC) or Letter of compliance The PCOC or Letter of Compliance for the building/proposed office space confirms that all plumbing work (geysers, pipes, fittings, etc.) meets national safety standards 4. Provide 3 (three) months latest statements issued by local municipality confirming that the account status on all municipal rates/levies/tax payments are up to date. For the accounts that are not up to date the bidder to submit an existing agreement between the bidder and Municipality indicating how the account will be brought up to date. 5. Proof of valid insurance/letter of intent (supported by a quotation from the insurer) to insure the proposed building (Property/Building Insurance). The Insurance or letter of intent to have a detail of the property or building that is being insured. 6. Occupational Health and Safety certificate. 7.3 PHASE 3 EVALUATION: FUNCTIONALITY Functionality evaluation will be conducted in two phases namely: Functionality A (Technical evaluation) and Functionality B (Site Visit), both amount to 100 points. FUNCTIONALITY A: TECHNICAL EVALUATON The Technical threshold for this bid is 100 points. Bids that fail to meet 80 points will not be considered for functionality B Due Diligence evaluation (site visit) Evaluation Criteria Supporting Submission requirements Points Documents 1. Building Structure The space needs to be suitable for the intended use, as per the requirements stated in the TOR. The usable office space needs to be in appropriate shape that (40) can accommodate the requirements of PPSA. Approved floor plans or Usable office area for PPSA space of 708m2 20 layouts should clearly A. Office area 0 points No evidence submitted or evidence of less than indicate the required 708m2 submitted square meters 20 points Submitted evidence of minimum 708m2 floor plans B. Parking area Submission of floor plans Number of onsite parking bays 24 or layouts should clearly indicate number of 10 parking bays as per the 0 points No of parking bays less than 24 requirements. 10 points Number of onsite parking bays minimum of 24 C. Building Building accessibility parking bays, ramps or elevators for people with Submission of floor disabilities, including wheelchairs access. plans or layouts should accessibility for people with clearly indicate disabilities 5 parking bays, ramps or elevators for people with disabilities including wheelchairs access 0 points No evidence of access to the building for people with disabilities 5 points Submitted evidence of access for people with disabilities D. Ablution facilities for Accessible ablution facilities (male and female) for people with disabilities, Submission of floor including wheelchairs access plans or layouts people with disabilities should clearly indicate ablution 5 facilities for people with disabilities including wheelchairs access 0 points No evidence of ablution facilities for people with disabilities 5 points Submitted of ablution facilities for people with disabilities 2. Planned The bidder must submit planned maintenance schedule and clearly specify Bidder to submit the responsibilities and liabilities of the Landlord around maintenance issues maintenance schedule maintenance (10) (air conditioning units, fire equipment, lifts, electricity, back-up power, back- for the planned up water, plumbing work, day-to-day maintenance of the building. maintenance for all 10 equipment and services 0 points No evidence submitted for the duration of the contract. 10 points Detailed maintenance plan for planned maintenance submitted 3. Unplanned The bidder must submit the schedule with turnaround times for unplanned 10 Bidder to submit the maintenance (10) maintenance request for the building (air conditioning units, fire equipment, maintenance schedule for the unplanned lifts, electricity, back-up power, back-up water, plumbing work) maintenance indicating 0 points No evidence submitted the turnaround times for resolving issues in the 10 points Detailed maintenance plan for unplanned maintenance building for all submitted equipment and services for the duration of the contract. 4. Capacity to Deliver Provide at least 4 (four) duly signed and dated reference letters which confirm that the bidder (10) has provided a commercial leasing services, the letters should have contact details of referee and not more than 5 (five) years old. The PPSA reserves the right to verify the 10 authenticity of references provided by the bidder. Signed Reference letters 0 points No evidence submitted 1 point 1 (one) duly signed reference letter 5 points 3 (three) duly signed reference letters 10 points 4 (four) or more duly signed reference letters 5. Experience and CV’s to be provided of the team who will be the direct liaison with the PPSA, e.g. the Property Manager and Building/Facility Manager. Expertise (10) CV will be used as evidence to substantiate the number of years of experience CVs indicating years of 0 points CV’s provided for the Property Manager and Building /Facility 10 experience in Property Manager – less than 2 years of experience Management and 5 points CVs provided only for the Property Manager or the Building/ Building /Facility Facility Manager – 3 to 4 years of experience Management field 10 points CVs provided for both the Property Manager and Building/ Facility Manager- 5 years and above of experience 6. IT Infrastructure (5) Availability of High-Speed Fiber Optic to Business Infrastructure at the proposed building Detailed proposal High-Speed Fiber 0 points No Fiber Optic or Access to fiber Optic connection more than 100m outside indicating availability, Optic 5 the proposed building distance and access to 3 points Access to High-Speed Fiber Optic connection between 50m to 100m outside high- the proposed building and permission granted to install secondary microwave speed fiber optic link. 5 points Access to High-Speed Fiber Optic connection points inside the proposed connection building and permission granted to install secondary a microwave link. points. 7. Other ICT A bidder to provide confirmation that server room requirements will be provided as specified 5 Submission of latest requirements (5) floor plans or layouts showcasing server Server-room area • Server room: room requirements by • Server room area - 4 x 4 = 16 square meters. PPSA • Server room walls and ceilings - fireproof solid brick walls and fireproof ceiling required (certificate of compliance from a fire professional must be submitted to PPSA). 0 points No evidence submitted or minimum requirements of the above 5 points Compliance with all minimum server room requirements 8. Building Grade: A, Bidder to indicate the condition of the proposed building if it is a new development or existing Submission of a B or similar (10) facility set-up or newly renovated. grading certificate from 0 points Aged dilapidated or damaged building 10 an accredited organization 5 points B or any Graded building in good condition or renovated 10 points A Grade building or newly constructed building TOTAL 100 FUNCTIONALITY B: SITE VISIT CHECKLIST The Due Diligence (site visit) threshold for this bid is 100 points. Bids that fail to meet 80 points will not be considered for Phase 4 Evaluation. Bid Evaluation Committee (BEC) PointsNo. Definition Points Allocation Comments Allocated 1. Proposed Building Location 10 1.1. The proposed building is located in a radius of 5km from • CBD Comment: 1.1.1 Within 0m - 5km from Bisho/King Williams Town CBD 10 1.1.2 Within 5km - 10km of Bisho/King Williams Town CBD 5 1.1.3 > 10km From Bisho/King Williams Town CBD 0 2. Building Grade: A, B or similar 10 2.1 A - Grade building 10 2.2 B or any Graded building in good condition or renovated 5 2.3 Aged dilapidated or damaged building 0 3. Disability Accessibility 10 3.1. The proposed office space provides the following facilities for People Living with Disabilities: Bidder to submit OHS compliant certificate with SANS 10400 • Disability ramp to the main entrance and elevator to 10 access all areas of the proposed office space. • Disability ramp to the main entrance and no elevator to 5 access all areas of the proposed office space • No ramp, no elevator for people living with disability to 0 access all areas of the proposed office space 4. Electricity Supply 10 4.1. The proposed office space has a dedicated electricity 10 meter or prepaid meter registered with local Municipality or accredited service provider. 4.2. The proposed office space has an electrical supply but does not 5 have a dedicated electricity meter registered with local municipality or accredited service provider. 4.3 The proposed office space has non-compliant electricity meter 0 registered with local municipality. 5. Water Supply 10 5.1. The proposed office space has a dedicated water 10 account/meter registered with local Municipality. 5.2. The proposed office space has a water supply but does not 5 have a dedicated water account/meter registered with local municipality. 5.3 The proposed office space has non-compliant water 0 account/meter registered with local municipality. 6. Back-up or Alternate power 5 6.1. The proposed office space has back-up power, generator or solar 5 power source provided to the leased building equivalent to one from the grid 6.2. No back-up power, generator or solar power source provided not 0 equivalent to the grid 7. Back-up Water System 5 7.1. The proposed office space has automated back-up water 5 system provided supplying common arears (ablution facilities and kitchen areas) 7.2 No back-up water system or back-up water not providing the 0 common arears (ablution facilities and kitchen areas) 8. Accessibility to Public Transport 10 8.1. The proposed office space is accessible to public transport 10 with a distance of up to 1km. 8.2. The proposed office space is accessible to public transport 5 with a distance of more than 1km to 2km. 8.3. The proposed office space is accessible to public transport 0 of more than 2km. 9. Fire Protection System 10 9.1. The proposed offices have the following fire protection systems: • Fire extinguishers and any other fire protection system 10 • Proposed building has got only fire extinguishers 5 • No fire protection systems 0 10. Heating, Ventilation and Air-Conditioning (HVAC) 10 10.1. Proposed offices have an HVAC system including ducting 10 10.2 Proposed offices have no HVAC system 0 11. Parking facility on site 10 11.1 24 or more onsite parking bays 10 11.2 Less than 24 parking bays or no parking bays 0 Total 100 7.4 Phase 4: Pricing and Specific goals: Only bidders scoring 80 points or more on Functionality evaluation (due diligence) will be evaluated for pricing and specific goals. Pricing is 80 Specific goals are 20 7.4.1 The points scored for the specific goal will be added to the points scored for price and the total will be rounded off to the nearest two decimal places. 7.4.2 The contract will be awarded to the tender scoring the highest points. 7.4.4 If two or more tenders score an equal total number of points, the contract will be awarded to the tenderer that scored the highest points for specific goals, and if two or more tenderers score equal total points in all respects, the award must be decided by the drawing of lots. 7.5 PRICE 7.5.1 To provide detailed financial proposals, refer to pricing schedule below. SBD3.1 DETAILED PRICING SCHEDULE 7.5.2 ALL-INCLUSIVE COST-TO-COMPANY GROSS RENTAL (VAT INCLUSIVE), WHICH COMPRISES THE FOLLOWING: DESCRIPTION YEAR 1 YEAR 2 YEAR 3 YEAR 4 YEAR 5 YEAR 6 YEAR 7 YEAR 8 YEAR 9 11 MONTHS COST COST COST COST COST COST COST COST COST INCLUDING COST INCLUDING INCLUDING INCLUDING INCLUDING INCLUDING INCLUDING INCLUDING ESCALATIONS INCLUDING ESCALATIONS ESCALATIONS ESCALATIONS ESCALATIONS ESCALATIONS ESCALATIONS ESCALATIONS ESCALATIONS OFFICE SPACE AND PARKING BAYS Rate per m2 R R R R R R R R R R Monthly Basic R R R R R R R R R R Rental for the full area Rate per Parking R R R R R R R R R R Bay Monthly Basic R R R R R R R R R R Rental for a l l p a r k i n g b a y s Monthly Basic R R R R R R R R R R Rental for full area and parking bays (Including VAT) Annual Basic R R R R R R R R R R Rental for full area and parking bays (Incl VAT) Office space and Parking Bays Grand Total (Including 15% VAT and escalations): R 7.6 OPERATION COSTS AND EXPENSES Provide a full list of all applicable items that are included in the All-inclusive Operating Costs DESCRIPTION of YEAR 1 YEAR 2 YEAR 3 YEAR 4 YEAR 5 YEAR 6 YEAR 7 YEAR 8 YEAR 9 11 MONTHS Operating Cost COST INCLUDINGESCALATIONS INCLUDINGESCALATIONS INCLUDINGESCALATIONS INCLUDINGESCALATIONS INCLUDINGESCALATIONS INCLUDINGESCALATIONS INCLUDINGESCALATIONS INCLUDINGESCALATIONS INCLUDINGESCALATIONS Provide a full list of all applicable items that are included in the All-inclusive Operating Cost Services Water consumption R R R R R R R R R R Electricity consumption R R R R R R R R R R Back-up power R R R R R R R R R R Back-up water R R R R R R R R R R Sanitation R R R R R R R R R R Maintenance Internal maintenance R R R R R R R R R R External maintenance R R R R R R R R R R Garden (if applicable) R R R R R R R R R R Air conditioning R R R R R R R R R R Lifts R R R R R R R R R R Floor covering normal R R R R R R R R R R wear Rates and Insurance Municipal rates R R R R R R R R R R Insurance R R R R R R R R R R SASRIA insurance R R R R R R R R R R Other Responsibilities Contracts costs R R R R R R R R R R Stamp duty R R R R R R R R R R Fire Fighting equipment R R R R R R R R R R Cost of alterations R R R R R R R R R R Monthly operating costs & R R R R R R R R R R expenses for the full area upon which Operating costs & expenses are levied (Including VAT) Annual operating costs & R R R R R R R R R R expenses for the full area upon which Operating costs & expenses are levied (Including VAT) Annual escalations rate Not % (%) applicable Operating costs Grand Total (Including 15% VAT and escalations): R B. TENANT INSTALLATION OR TENANT INSTALLATION ALLOWANCE Space Planning and interior design inclusive of research, detailing, drawings and revisions R allowances Tenant installation allowance R Total R Grand Total for Office space and Parking Bays + Operating costs (Including 15% VAT and escalations): R DATE: .......................................................................................... CAPACITY UNDER WHICH THIS BID IS SIGNED: ............................................................ PART B: 8. General conditions of contracts 8.1 The General Conditions of Contracts (GCC) as set out by the National Treasury will be applicable in all instances. 9. Other bid requirements 9.1 The PPSA reserves the right to disqualify any bidder which does not comply with anyone or more of the required information as indicated below: 9.1.1 If the bidder/s submit their bids without all the data and information requested. 9.1.2 Proposal that did not submit mandatory documents stipulated in the RFP document. 9.1.3 Proposal that fails to comply with the specification. 9.1.4 Proposal that contains any information that is found to be incorrect or misleading in any way or Bidders who submit information that is fraudulent, factually untrue or inaccurate information. 9.1.5 Bidders who submit incomplete information and documentation according to the requirements of this RFP document. 9.1.6 Bidders who receive information not available to other potential bidders through fraudulent means. 10. PPSA reserves the right: 10.1 Not to award or cancel this bid at any time 10.2 To negotiate with one or more Preferred or Reserved Bidders identified in the evaluation process, regarding any terms and conditions, including price without offering the same opportunity to any other Bidder who has not been awarded the status of the Preferred or Reserved Bidder. 10.3 To award in part or in full. 10.4 To award this bid to one or more bidders. 10.5 To negotiate prices of items that are contracted and should these items be available at a competitive price than the contracted price, PPSA will request the current bidder to reduce their price to be inline failing which; these will be purchased out of contract. 10.6 To cancel and/or terminate the bid process at any stage, including after the Closing Date and/or after presentations have been made, and/or after bids have been evaluated and/or after the Preferred Bidders have been notified of their status as such. 10.7 To carry out explanatory meetings to verify the nature and quality of the services bidding for, whether before or after adjudication of the bid at the bidder’s corporate offices and / or at client sites if so required. 10.8 To award the contract to a Bidder whose bid was not the lowest in price. 10.9 To award the bid to a Bidder who is not the highest scoring Bidder. 10.10 To correct any mistakes at any stage of the bid that may have been in the bid documents or occurred at any stage of the bid process. 10.11 The PPSA is entitled to amend any bid conditions, bid validity period, RFP specifications, or extend the bid closing date, all before the bid closing date. All bidders, to whom the RFP documents have been issued and where the PPSA has record of such bidders, may be advised in writing of such amendments in good time and any such changes will also be posted on the PPSA’s website under the relevant tender information. All prospective bidders should therefore ensure that they visit the website regularly and before they submit their bid response to ensure that they are kept updated on any amendments in this regard. 10.12 The PPSA reserves the right not to accept the lowest priced bid or any bid in part or in whole. It normally awards the contract to the bidder who proves to be fully capable of handling the contract and whose bid is functionally acceptable and/or financially advantageous to the PPSA. 10.13 The PPSA reserves the right to request all relevant information, agreements, and other documents to verify information supplied in the bid response. 10.14 The bidder hereby gives consent to the PPSA to conduct background checks, including FICA verification, on the bidding entity and any of its directors / trustees / shareholders

1 MANDATE OF THE PPSA 1.1 The Public Protector South Africa (PPSA) is a Chapter 9 institution constituted under Section 182 of the Constitution of the Republic of South Africa, in which the PPSA has the power to: 1.2 Investigate any conduct in state affairs or in the public administration in any sphere of government that is alleged or suspected to be improper or that will result in impropriety or prejudice. 1.3 Report on that conduct; and take appropriate remedial action. 1.4 The PPSA is independent and subject only to the Constitution and the law, always impartial and must exercise its powers and perform its functions without fear, favor or prejudice. The PPSA is accountable to the National Assembly and must report on its activities and performance to the National Assembly at least once a year. The PPSA has the power as regulated by the national legislation to investigate any conduct in state affairs, or in the public administration in any sphere of government that is alleged or suspected to be improper or to result in any impropriety or prejudice. 1.5 The PPSA has national footprint, which is Head Office, nine (09) Provincial Offices, six (06) Regional Offices and two (2) Satellite Offices with the corporate organogram consists of the following departments, a) Executive Authority b) Investigations branches c) Stakeholder Management and d) Corporate services 2 OBJECTIVE 2.1 The PPSA is looking for a new or renovated building to be utilized as corporate office space for the implementation of its mandate. The facility should be located in Bisho/King Wiliams Town within the CBD and be easily accessible to both internal and external stakeholders. 2.2 The PPSA herein invites suitably qualified and experienced Property Developers/Owners, Facilities Management service providers or similar to submit bids for the leasing of their office accommodation facilities/properties for the PPSA Provincial office to run its day-to-day office operations. 3. OBJECTIVES AND PROBLEM STATEMENT 3.1 The Batho Pele principles sets out standards that government and organs of state should maintain with regards to service delivery. There are clear implications of this policy for the design and management of government office buildings, including: (a) Providing adequate, well designed and clearly marked reception and public service areas to enable the general public to access the required services promptly and with ease; (b) Ensuring that the PPSA office facilities can be easily used by everyone, including old people and people with disabilities. 4. STRUCTURAL DIMENSIONS OR REQUIREMENTS 4.1 The scope of this project will include the provision of office accommodation and parking bays for the PPSA provincial office as outlined in Table 1 below. REQUIREMENTS SIZE IN SQUARE METRE (SQM) PROVINCIAL REPRESENTATIVE 14 SECRETARY 8 OUTREACH OFFICER X 3 24 SENIOR INVESTIGATOR X 4 48 INVESTIGATOR X 10 100 SENIOR ADMINISTRATIVE OFFICER 8 ADMIN ASSISTANT X4 32 RECEPTIONIST 8 MESSENGER 8 PUBLIC WAITING AREA / RECEPTION 12 DUPLICATING/BUSINESS CENTRE 4 BOARDROOM 40 COMMITTEE/MEETING ROOMS X 2 28 CONSULTATION ROOMS – INVESTIGATIONS X 3 24 SERVER ROOM + NETWORK ROOM 6 LIBRARY 16 STRONG ROOMS X 2 24 REGISTRY AND USED WITH DUPLICATING 50 ARCHIVES (OLD RECORDS) 40 FIRST AID ROOM/ SICK BAYS 10 KITCHEN 12 PAUSE AREA 14 GENERAL STORE (FOR e.g., FURNITURE ETC.) 5 WELLNESS ROOM 10 CLEANERS ROOM 18 CIRCULATION, TECHNICAL SUPPORT, 121 FACILITIES MANAGEMENT AND ABLUTIONS ACC. SANS 10400 (FOR MALE AND FEMALE, FOR VISITORS AND FOR PEOPLE WITH DISABILITIES) TOTAL SQUARE METER = 708 PARKING BAYS 24 SECURED AND/OR UNDERCOVER PARKING 18 SECURED AND LOCKABLE GARAGE FOR OFFICE VEHICLES 02 PARKING FOR DISABLED STAFF 01 VISITORS VEHICLES 03 4.2 Provide a stand-alone, single tenanted building or multiple tenanted but interconnected (multi-storey) office space to ensure an acceptably secure working environment as per the required m2/ that is visible and prominent from major routes. 4.3 Access for people living with disabilities, (lifts if offices not on ground floor, Ramps and Signage) 4.4 The proposed building/s must be easily accessible within reasonable walking distance from taxi rank or public transport route or rail etc. 4.5 The proposed building should have a professional look and feel and be in a safe, secure environment that does not present a security risk to PPSA staff members including those who may be working after hours. 4.6 Bidders should have the capability to offer a solution in specialized services including but not limited to space-planning, interior design, architecture services, engineering (Mechanical, Electrical, Electronic, Acoustics, fire, etc.), Facilities Management and Lease contract management. All services should be supplied by bona fide service providers in good standing and may be subject to a vetting process by PPSA. 4.7 For the purposes of tenant installation and/or renovations, the bidders shall submit a proposal showing the building designs and core installations as well as miscellaneous installation that are required for the building. 4.8 Any alterations/ refurbishments by the bidder should meet PPSA’s requirements. 5. DURATION OF APPOINTMENT 5.1 The duration of the lease contract will be for a period of 9 years and 11 months with an option to renew or extend upon expiry of the lease. 6. GUIDELINES FOR RESPONSE Property Developers/Owners, Facilities Management or similar company should demonstrate the following: 6.1 Relevant skills, experience in well-established facilities management services i.e. provision of leasing office accommodation. 6.2 The building to be within the CBD or within 5km radius and easily accessible including people with disabilities. 6.3 The property should be accessible to public transport (buses, taxis and rail). The property size should be of a minimum of 708m2 and 24 parking bays (including secured overnight parking bays for 02 PPSA vehicles). a) Submit a detailed Project Methodology/Project Plan or Development Implementation Plan with fixed deliverables and timelines. A detailed explanation of the methodology and approach that will be followed to conduct and deliver the required office accommodation for the PPSA. Project Methodology should demonstrate the ability and capacity to deliver the project within four (04) months of award by the PPSA. b) The PPSA will conduct a site inspection to verify the property descriptions, location, accessibility, main roads. NB: Skilled and experienced team members to execute the range of activities and tasks specified in the terms of reference with integrity in a professional manner. This should include the CVs of the project team (Team Leader) that will service the PPSA account.

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