Appointment of a Service Provider to Provide Office Accommodation to the Public Protector South Africa (ppsa) in Durban for a Period of 9 Years and 11 Months.

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

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 Durban

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

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 2 16

SENIOR INVESTIGATOR X 3 36

INVESTIGATOR X 8 80

SENIOR ADMINISTRATIVE OFFICER 10

ADMIN ASSISTANT X2 16

RECEPTIONIST 8

MESSENGER 8

INTERN X 3 24

PUBLIC WAITING AREA / RECEPTION

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 1 12

STOREROOM X 1 12

REGISTRY AND USED WITH DUPLICATING

ARCHIVES (OLD RECORDS)

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, FACILITIES

MANAGEMENT AND ABLUTIONS ACC. SANS 10400

(FOR MALE AND FEMALE, FOR VISITORS AND FOR

PEOPLE WITH DISABILITIES)

TOTAL SQUARE METER = 700

PARKING BAYS 27

SECURED AND/OR UNDERCOVER PARKING 19

SECURED AND LOCKABLE GARAGE FOR OFFICE VEHICLES 04

PARKING FOR DISABLED STAFF 01

VISITORS’ VEHICLE 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

4.3 Access for people living with disabilities, (lifts if offices are not on ground floor, Ramps

and Signage)

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

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

6.1 Property Developers/Owners, Facilities Management or similar companies

should demonstrate the following:

6.1.1 Relevant skills, experience in well-established facilities management services i.e.

provision of leasing office accommodation.

6.1.2 The building to be within the CBD or within 5km radius and easily accessible including

people with disabilities.

6.1.3 The property should be accessible to public transport (buses, taxis and rail).

The property size should be of a minimum of 700m2 and 27 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

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.