Office space lease for hwseta free state provincial office (44 months, 392–431 m², bloemfontein)

Bid response documents may be deposited in the bid box situated at (street address)

47 Kellner street Bloemfontein Free State, 9301

Bidding procedure enquiries may be directed to technical enquiries may be directed to:

Contact person nolwazi luthuli contact person shalendra ballasur

Telephone number (011) 607 6944 telephone number (011) 607 6900

Facsimile number facsimile number

E-mail address [email protected] E-mail address [email protected]

Supplier information

Name of bidder

Postal address

Street address

Telephone number code number

Cellphone number

E-mail address

VAT registration

Number

Supplier tax central

Compliance status compliance supplier

Or

System pin: database

No: MAAA

Are you the

Accredited

Are you a foreign based

REPRESENTATIVE IN Yes No

Supplier for the goods

SOUTH AFRICA FOR Yes No

/Services offered?

The goods [if yes, answer the

/Services [if yes enclose proof] questionnaire below]

Offered?

Questionnaire to bidding foreign suppliers

Is the entity a resident of the republic of south africa (RSA)? yes NO

Does the entity have a branch in the RSA? yes NO

Does the entity have a permanent establishment in the RSA? yes NO

Does the entity have any source of income in the RSA? yes NO

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 Below.

P a g e | 6

Part a

Terms and conditions for bidding

1. 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 in the

Manner prescribed in the bid document.

1.3. This bid is subject to the preferential procurement policy framework act, 2000 and the

Preferential procurement regulations, the general conditions of contract (gcc) and,

If applicable, any other special conditions of contract.

1.4. The successful bidder will be required to fill in and sign a written contract form

(Sbd7).

2. 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 verify the taxpayer’s profile and tax status.

2.3 Application for tax compliance status (tcs) pin may be made via e-filing through the SARS

Website www.SARS.GOV.ZA.

2.4 Bidders may also submit a printed tcs certificate together with the bid.

2.5 In bids where consortia / joint ventures / sub-contractors are involved; each party must

Submit a separate tcs certificate / pin / csd number.

2.6 Where NO tcs pin is available but the bidder is registered on the central supplier

Database (csd), a csd number must be provided.

2.7 NO bids will be considered from persons in the service of the state, companies with

Directors who are persons in the service of the state, or close corporations with

Members persons in the service of the state.”

Nb: failure to provide / or comply with any of the above particulars may render the bid

Invalid.

Signature of bidder:

...................................................

Capacity under which this bid is signed:

...................................................

(Proof of authority must be submitted e.g. company resolution)

Date: .................................

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Consent in terms of section 11 of the protection of personal information act, 2013

(“Popia”)

In order for Health and Welfare Sector Education and Training Authority ("HWSETA”) to consider the bidder’s

response to the tender advertisement to become a Service Provider of HWSETA, it will be necessary for

HWSETA to Process Service Provider’ personal information which may be shared with HWSETA for the

purposes of the bid and publication of comprehensive information on all the tenders awarded by HWSETA, in

line with the National treasury Instruction No. /2023.

HWSETA is committed to transparency and accountability in its procurement processes. As part of our mandate,

we ensure that all tender awards are published within the prescribed number of working days of the successful

bidder accepting the bid award in writing. This information is made available on the e-Tender Portal, the

HWSETA website and other media platforms where the bids were originally advertised.

HWSETA will process the Service Provider’s Personal Information in accordance with its Privacy Policy, which

can be accessed on HWSETA website. Access to your Personal Information and Purpose Specification:

Personal Information will be processed by the HWSETA for purposes of assessing the Service Provider's

submission in relation to the advertised tender and the purposes of assessing current Services required by the

HWSETA. We may also share the Service Provider’s Personal Information with third parties within the Republic

of South Africa, including to carry out verification and background checks. In this regard, the Service Provider

acknowledges that HWSETA’s authorized verification agent(s) and Service Providers will access Personal

Information and conduct background screening.

Consent:

Consent: By [ticking] "Yes" and signing below, the Service Provider agrees and voluntarily consents to HWSETA

and/or its associated third parties appointed by it’s processing of its Personal Information for the purposes of

evaluating the submitted bid, publication of personal information on the platforms mentioned above, including to

confirm and verify any information provided in the submission and Service Provider gives HWSETA permission

to do so. The Service Provider understands that it is free to withdraw its consent on written notice to HWSETA in

accordance with HWSETA Privacy Policy and the Service Provider agrees that the Personal Information may be

disclosed by the HWSETA to third parties. Please note that if the Service Provider withdraws consent at any

stage, HWSETA may be unable to process the bid submitted, confirm the information provided with third parties

and render the purpose impossible.

Select your response YES NO

Supplier Name

Date D MM YYYY

Compulsory briefing session: 9 September 2026 at 10h00 via Microsoft Teams (attendance is mandatory).

Closing date and time: 21 September 2026 at 11h00.

Lease period (beneficial occupation): 1 February 2027 to 31 March 2030 (44 months). Beneficial occupation must be provided before the lease start date for renovations and installations.

Bid validity: 180 days from the closing date.

SCM / Bidding procedure enquiries: Nolwazi Luthuli – telephone (011) 607 6944, email [email protected] or [email protected].

Technical enquiries: Shalendra Ballasur – telephone (011) 607 6900, email [email protected].

Clarifications: Must be requested in writing via email to [email protected], quoting the bid number. Telephonic requests are not accepted.

Submission address: HWSETA Office, 47 Kellner Street, Bloemfontein, Free State, 9301.

Submission method: Bids must be delivered in a sealed envelope to the HWSETA tender box at 47 Kellner Street, Bloemfontein, Free State, 9301, or couriered to the same address. No faxed or emailed bids are accepted.

Closing date and time: 21 September 2026 at 11h00. Late bids will not be accepted under any circumstances.

Delivery hours: Monday to Friday 07:30–16:00 before the closing date; on the closing date 09:00–11:00.

Format: An original plus six copies (seven documents total) must be submitted. All pages must be sequentially numbered. Bids must be completed on the official forms provided (not re-typed).

Returnable documents (all must be completed, signed and submitted):

• SBD 1 (Invitation to Bid) – pages 6–7 of the RFB
• SBD 4 (Declaration of Interest) – Annexure B
• SBD 6.1 (Preference Points Claim Form) – Annexure D
• General Conditions of Contract (Annexure A) – fully initialled on each page
• Pricing Schedule (Annexure A) – completed in full on the HWSETA template; additional supporting information may be attached
• Proof of CSD registration – detailed CSD report with MAAA number
• Valid SARS Tax Compliance Status PIN (or printed TCS certificate)
• Title deed proving ownership of the property; if the bidder is an agent, a formal Power of Attorney or Letter of Authority signed by the property owner
• Certificate of Occupancy
• Supporting documents for all technical/functional evaluation criteria (Part 7)

Disqualification risks: Missing any mandatory document; unsigned or incomplete returnable forms; pricing schedule not in the required format; late submission; counter-conditions or amendments to bid conditions; failure to submit six copies plus original.

Four-phase evaluation:

Phase 1 – Administrative and Mandatory Requirements (Part A): Compliance with Parts 1–4, Part 6, Part 8, and mandatory requirements in paragraph 15.1 (Part 9). Bidders may be given 5 working days to cure certain administrative omissions (unsigned bid document, missing copies, missing SBD 4, missing CIPC registration, missing SBD 1, missing SBD 6.1, missing General Conditions of Contract, missing CSD proof, missing JV tax pins). Failure to cure leads to elimination.

Phase 2 – Technical and Functional Requirements: Bidders must score at least 80 out of 100 points (80%) to proceed. Criteria 1–10 are pass/fail (YES/NO) – failure to answer YES to all or incomplete Table 1 disqualifies the bid. Criteria 11–14 are self-scored by the bidder according to a points scheme; non-allocation of points results in zero for that criterion.

Phase 3 – Site Evaluation/Inspection: Bidders must achieve 80 out of 100 points (80%) to proceed.

Phase 4 – Price and HWSETA Specific Goals: 80/20 preference point system (price max 80 points, specific goals max 20 points). Price points calculated using the formula Ps = 80(1 – (Pt – Pmin)/Pmin) for tenders up to R50 million. Specific goals (20 points total): Black woman ownership 51–100% (3 points); People with disability ownership ≥20% (4 points); Black youth ownership 30–100% (5 points); QSE/EME status (5 points); Black ownership 51–100% (3 points). Proof required: Sworn Affidavit (EME/QSE) or SANAS-accredited B-BBEE certificate; certified disability certificate or medical/functional assessment report not older than three months. Only bidders who complete and sign the declaration on SBD 6.1 are considered for specific goal points.

Tie-break: Highest specific goal points; if still tied, drawing of lots. HWSETA reserves the right to award to a lower-scoring bid on justifiable grounds or to make no award.

Scope: Provision of office space for HWSETA Free State Provincial Office.

Location: Business environment within a 0–15 km radius of 47 Kellner Street, Westdene, Bloemfontein.

Size: Gross Lettable Area (GLA) between 392 m² and 431 m². Space must be a single contiguous area – not split across two floors or two buildings.

Building: Existing, complete built structure.

Lease period: 1 February 2027 to 31 March 2030 (44 months). Beneficial occupation required before lease start for fit-out.

Toilet facilities: Separate male toilets (minimum 2), separate female toilets (minimum 2), disability-friendly toilet (minimum 1) conveniently accessible.

Elevator: Functional elevator for movement of goods, persons and disabled persons; must be connected to backup power supply.

Parking: 8 dedicated covered staff parking bays; 1 dedicated open visitor bay; 1 dedicated demarcated disability-friendly open bay (total 10 bays).

Business continuity: Alternate energy supply must be provided for the office space in the event of electricity interruptions.

Maintenance (lessor responsibility, costs included in operational cost on pricing schedule):

• Alternate energy supply system – installation, maintenance and servicing
• Health and safety equipment – fire extinguishers, fire hoses, fire alarm systems, fire sprinkler systems, smoke detector systems, access control systems
• HVAC – installation of fully decentralised system funded through Tenant Installation Allowance; all ongoing repair and replacement costs borne by lessor
• Elevators and escalators – maintenance and servicing

Tenant Installation Allowance: Equal to one month’s gross rent for every year of the lease term. HWSETA reserves the right to view fit-out invoices.

Fit-out: Landlord hires professional team; all fees and costs deducted from Tenant Installation Allowance. Responsibilities include layout designs, spatial planning, core drilling for network cables, HVAC supply and installation, municipal approvals, statutory compliance, turnkey delivery to HWSETA satisfaction.

Mandatory property documents: Title deed; if agent, Power of Attorney/Letter of Authority from owner; Certificate of Occupancy.

Current tenants: Names and detailed description of business nature must be submitted for HWSETA assessment of compatibility.

20.1 Company Profile

1.3 HWSETA reserves the right:

1.3.1 To award this tender to a bidder that did not score the highest total number of points,

only in accordance with section 2 (1) (f) of the PPPFA (Act )

1.3.2 To negotiate with one or more preferred bidder(s) identified in the evaluation process,

regarding any terms and conditions, including price without offering the same

opportunity to any other bidder(s) who has not been awarded the status of the preferred

bidder(s).

1.3.3 To accept part of a tender rather than the whole tender.

1.3.4 To carry out site inspections, product evaluations or explanatory meetings in order to

verify the nature and quality of the services offered by the bidder(s), whether before or

after Adjudication of the Bid.

1.3.5 To correct any mistakes at any stage of the tender that may have been in the Bid

documents or occurred at any stage of the tender process.

1.3.6 To cancel and /or terminate the tender process at any stage, including after the closing

date and/ or after presentations have been made, and or after tenders have been

evaluated and/or after the preferred bidder(s) have been notified of their status as such.

1.3.7 Award to multiple bidders based either on size or geographic considerations.

1.3.8 To award the tender to the second highest point scorer should the highest point scorer

fail to deliver or turn down the offer.

1.4 The HWSETA reserves the right to conduct supplier due diligence prior to final award or at any time during

the contract period. This may include site visits and request for additional information. Additional information

may include but not limited to requesting the Occupancy Certificate

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2.1 The General Conditions of Contract must be accepted.

2.2 Any award made to a bidder(s) under this bid is conditional, amongst others, upon-

2.2.1 The bidder(s) accepting the terms and conditions contained in the General Conditions of Contract as the

minimum terms and conditions upon which HWSETA is prepared to enter into a contract with the

successful Bidder.

2.2.2 The bidder submitting the General conditions of Contract to the HWSETA together with its bid, duly signed

by an authorised representative of the bidder.

2.2.3 To carry out site inspections, product evaluations or explanatory meetings in order to verify the nature and

quality of the services offered by the bidder(s), whether before or after Adjudication of the Bid.

Phase 1: Administrative and Mandatory Requirements (Part A)

Bidders must comply with the administrative requirements as per Parts 1– 4, Part 6 and Part 8

read with 3.1 of the condition of contract as well as the mandatory requirements as per

paragraph 15.1, Part 9. Bidders who comply with these requirements will qualify for evaluation

in Phase 2: Technical and Functional Requirements.

Phase 2: Technical and Functional Requirements

In Phase 2: Technical and Functional Requirements, bidders are required to achieve 80 points

out of 100 to qualify for evaluation in Phase 3: Site Evaluation/Inspection.

Phase 3: Site Evaluation/Inspection

In Phase 3: Site Evaluation/Inspection, bidders are required to achieve 80 points out of 100 to

qualify for evaluation in Phase 4: Price and HWSETA specific goals.

Phase 4: Price and HWSETA Specific Goals

All proposals submitted will be evaluated in accordance with either the 80/20 or 90/10

preference point system where the lowest acceptable tender will be used to determine the

applicable preference point system.

Section 3: phase 2 – technical and functional evaluation

In Phase 2: Technical and Functional Requirements, bidders are required to achieve 80 points

out of 100 to qualify for evaluation in Phase 3: Site Evaluation/Inspection.

Table 1: technical & functional requirements. Criteria 1 – 10.

YES NO A fully completed Annexure A: Pricing Schedule

must be submitted. Additional information may be

attached to the Pricing Schedule template. Failure

to complete the attached template shall lead to 6

disqualification.

Table 2: technical & functional requirements. Criteria 11 – 14.

Instructions:

The bidder is required to complete Table 2, which details the remaining 4 (four) technical &

functional requirements of the bid. In the column titled “THE BIDDER TO INDICATE LEVEL

Of compliance to the below requirements by allocating him / herself points

ACCORDING TO THE POINTS SCHEME”, the points allocated by the bidder, is a declaration

that the said requirement is being provided, or, where applicable, a commitment that the

said requirement will be provided, as per the respective criteria. NON-ALLOCATION

Of points by the bidder will unfortunately result in a zero

Score.

Table 2

Bidder to indicate level *the technical & functional requirements of compliance to the

(Points allocation) below requirements by

Allocating him /

Herself points

According to the

Points scheme. Non-

Allocation of points

By the bidder will

Unfortunately

Result in a zero

Score.

11. Office Space Location

• Office space on the ground floor = 25 points

Points: _________

• Office space on a floor, other than on the ground floor = 20 points

12. Food and Beverage Area

 Bids submitted that do not comply with the following may not be considered for evaluation:

A bid without all mandatory required documents.

Pricing schedules not in the required format.

Shortlisted bidders might be invited to make a presentation if applicable , to the HWSETA

before a final decision is made to award. The presentation will either be virtual via TEAMS or

physically at the HWSETA Head Office situated at 17 Bradford Road, Bedfordview.

15.1 Bidders must complete the necessary bid document. The bid document comprises of the following:

Part 1: HWSETA Invitation to Bid SBD 1(must be completed and signed)

Part 2: SARS Tax Compliance Status PIN

Part 3: Declaration of interest SBD4 (completed fully and signed)

Part 4: Preference Points Claim Form in terms of the Preferential Procurement Regulations 2022

SBD6.1(completed and signed)

Part 5: Pricing schedule (be detailed)

Part 6 Proof of registration as a Service Provider on the National Treasury Central Supplier Database (CSD).

(Supply a copy of a detailed CSD report with MAAA number)

Part 7 Required evaluation criteria submission documents

Part 8 General Condition of Contract to be submitted with the bid document

Part 9 Mandatory requirements MUST be provided (Failure to submit any of the below mandatory documents

together with your proposal submission will lead to disqualification)

 Annexure A: pricing schedule must be submitted. The HWSETA Pricing Schedule template must be

completed in full. Additional information may be provided by the bidder which must be attached to the

 A copy of the title deed to prove ownership of the property must be submitted

 If the bidder is an agent, a formal Power of Attorney or letter of Authority, signed by the property owner,

must be submitted

15.2 PART 1: Invitation to Bid

Bidders must complete and submit the “Invitation to Bid” document and sign it where specified.

15.3 PART 2: SARS Tax Pin (to be obtained from SARS)

15.3.1 A valid SARS Tax status pin must accompany Service Provider’s proposal. In case of a consortium/ joint

venture, or where sub-Service providers are utilised, a valid SARS Tax status pin for each consortium/ joint

venture member and/or sub-contractor (individual) must be submitted. No tender shall be awarded to a

bidder who is not tax compliant. HWSETA reserves the right to cancel a contract with a successful bidder

in the event that such bidder does not remain tax compliant for the full term of the contract.

15.4 PART 3: Declaration of Interest (Annexure C)

15.4.1 Each party to the bid must complete and submit the Declaration of Interest and sign it.

15.4.2 Note: The HWSETA prohibits an award to the following persons:

15..4.2.1 Persons who are in the service of the State.

15.4.2.2 To a natural person, of which any Director, Manager, Principal stakeholder or stakeholder is a person

in the service of the State or who is an advisor or consultant contracted with the HWSETA

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15.4.3 Bidders providing false or fraudulent information of documentation shall subject themselves to immediate

disqualification

15.5 PART 4: Preference Points Claim Form in terms of the Preferential Procurement Regulations 2022

(Annexure D) SBD 6.1

15.5.1 Bidders must complete and submit the Preference Points Claim Form (Purchases).

15.5.2 for a consortium or joint venture:

A consolidated B-BBEE certificate must be submitted

15.6 Part 5: pricing schedule

 Value Added Tax must be included and shown separately.

 All bid prices must be inclusive of 15% value-Added Tax where applicable

The pricing schedule included in the bid document must be completed in full and submitted in Part 5. The bidder

may attach any other document to further compliment the pricing schedule.

15.7 Part 6: proof of csd registration

A detailed copy of the CSD report together with the MAAA number must be submitted in Part 6.

15.8 Part 7: evalution criteria evidence

All the supporting evaluation criteria supporting documents must be submitted under Part 7 of the proposal

15.9 Part 8: general conditions of contract (annexture a

The fully initialled (on each page) General Conditions of Contract must be submitted under Part 8 of the

15.10 Part 9: mandatory requirements

 Annexure A: pricing schedule template must be completed in full. Additional information may be

provided by the bidder must be attached to the HWSETA Pricing schedule

 A copy of the title deed to prove ownership of the property must be submitted

 If the bidder is an agent, a formal Power of Attorney or letter of Authority, signed by the property owner,

must be submitted

(Failure to submit any of the above listed mandatory documents together with your proposal submission will lead

to disqualification)

18.2 If the bidder fails to provide detailed costing as required in the pricing schedule.

18.3 If the bidder is prohibited from being awarded a tender in terms of paragraph 15.4

18.4 If the bidder is not registered on the National Treasury Central Supplier Database.

reference.

21.2.2 Bidders must, as part of their bid documents, submit supportive documentation for all technical

requirements as indicated- hereunder. The panel responsible for scoring the respective bids will

evaluate and score all bids based on their submissions and the information provided.

21.2.3 Bidders will not rate themselves but need to ensure that all information is supplied as required. The

bid Evaluation Committee (BEC) will evaluate and score all responsive bids and will verify all

documents submitted by the bidders.

21.3 FUNCTIONAL EVALUATION CRITERIA (refer to PART B of the RFB))

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21.3.1 The value scored for each criterion will be multiplied with the specified weighting for the relevant

criterion to obtain- the marks scored for each criterion.

21.3.2 The scores will be converted to a percentage and only bidders that have met or exceeded

the minimum threshold of 80% for functionality will be evaluated and scored in terms of pricing and

negotiate rates submitted by bidders. The pricing schedule must include the total bid price for the stated

scope of work.

In terms of Regulation 4 of the Preferential Regulations pertaining to the Preferential Procurement Policy

Framework Act 2000 (Act ) Preferential Procurement Regulations, 2022 responsive bids will be

adjudicated by the state on the 80/20 preference point for Specific goals in terms of which points are awarded

to the bidders on the bases of:

The bidder’s price (maximum 80 points)

Specific goals (maximum 20 points)

bidders Operational Cost that must be specified in 5

Annexure A: Pricing Schedule.

• A copy of the title deed to prove ownership of the YES NO property must be submitted.

• If the bidder is an agent, a formal Power of Attorney

or Letter of Authority, signed by the property owner

must be submitted.

• Certificate of Occupancy.

10. Pricing Schedule

YES NO A fully completed Annexure A: Pricing Schedule

must be submitted. Additional information may be

attached to the Pricing Schedule template. Failure

to complete the attached template shall lead to 6

disqualification.

Table 2: technical & functional requirements. Criteria 11 – 14.

Pricing format: Annexure A (HWSETA Pricing Schedule template) must be completed in full; additional information may be attached. VAT (15%) must be included and shown separately. All bid prices must be inclusive of 15% VAT where applicable.

Tenant Installation Allowance: One month’s gross rent per year of lease term (44 months = approx. 3.67 months’ gross rent total). Fit-out costs deducted from this allowance.

Operational costs: Maintenance and servicing costs for alternate energy, health & safety equipment, HVAC, elevators/escalators must be specified in the pricing schedule as part of operational cost.

Payment terms: HWSETA pays the fee per final contract; no additional amounts payable. Invoices must comply with Section 20 of the VAT Act. Payment within 30 days of receipt of a valid invoice into the bidder’s bank account (banking details to be submitted on award).

Price negotiation: HWSETA reserves the right to negotiate rates submitted by bidders.

Preference point system: 80/20 (price max 80 points, specific goals max 20 points) for tenders up to R50 million. Formula: Ps = 80(1 – (Pt – Pmin)/Pmin).

No bid bonds, guarantees or sureties are mentioned in the document.

Mandatory registrations and status:

• Central Supplier Database (CSD) registration – detailed CSD report with MAAA number required
• Valid SARS Tax Compliance Status PIN (or printed TCS certificate); each JV/consortium member and sub-contractor must submit separate PIN/CSD number
• CIPC registration proof (company registration)
• B-BBEE certificate (SANAS-accredited) or Sworn Affidavit (EME/QSE) for specific goal points
• Not a person in the service of the state; no directors/members in the service of the state

Returnable forms (compressed):

• SBD 1 – Invitation to Bid (offer cover page, bidder details, signed)
• SBD 4 – Declaration of Interest (discloses state employment/connection; false declaration disqualifies)
• SBD 6.1 – Preference Points Claim Form (claims B-BBEE/specific goal points; must be signed)
• General Conditions of Contract (Annexure A) – fully initialled on each page
• Authority to Sign / Board Resolution – proof of signatory authority

Mandatory property documents:

• Title deed proving ownership
• If agent: Power of Attorney or Letter of Authority signed by property owner
• Certificate of Occupancy

Minimum thresholds:

• Phase 2 (Technical/Functional): 80% (80/100 points)
• Phase 3 (Site Inspection): 80% (80/100 points)
• Failure to meet 80% in Phase 2 disqualifies the bid from further evaluation

Specific goal documentation (for 20 points):

• Sworn Affidavit (EME/QSE) or SANAS-accredited B-BBEE certificate
• Certified disability certificate or medical/functional assessment report ≤3 months old (for disability points)
• Only the main tendering entity’s ownership counts

Other: POPIA consent form must be completed (tick YES/NO and sign).

we ensure that all tender awards are published within the prescribed number of working days of the successful

bidder accepting the bid award in writing. This information is made available on the e-Tender Portal, the

Section 1: introduction and background

1. The HWSETA is a statutory entity established in March 2000. The HWSETA is responsible for education,

training and skills development of the health, social development and veterinary sectors. The HWSETA

seeks to achieve the following within the sector:

a) Develop and implement the Sector Skills Plan.

b) Skills development planning, programs, and initiatives.

c) Monitoring of education and training.

d) Identification of workplaces for practical work experience.

e) Support and facilitate the development of the National Skills Development Strategy.

f) Disbursement of levies collected.

g) Forge links with all stakeholders and relevant bodies.

h) Account for the effective and efficient use of public monies in line with the provisions of the

• Scope: The Bidder shall maintain and service all

building health and safety equipment and

systems.

• Inclusions: This includes, but is not limited to:

fire extinguishers, fire hoses, fire alarm systems,

fire sprinkler systems, smoke detector systems,

and access control systems.

5.1 Copyright of all customised/developed documentation relating to this contract belongs to the HWSETA. The

successful bidder may not disclose any information, documentation or products to other clients without the

written approval of the HWSETA.

5.2 All the intellectual property rights arising from the execution of this Agreement relating to any

customisation/development for the HWSETA, shall vest in HWSETA who shall be entitled to cede and assign

such to the Department of Higher Education and Training and the Service provider undertakes to honour such

intellectual property rights and all future rights by keeping the know-how and all published and unpublished

material confidential.

P a g e | 10

5.3 In the event that the service provider would like to use information or data generated by the service, prior written

permission must be obtained from HWSETA.

5.4 HWSETA shall own all materials produced by the Service provider during the course of, or as part of the service

including without limitation, deliverables, computer programmes (source code and object code), programming aids

and tools, documentation, reports, data, designs, concepts and other information whether capable of being

copyrighted or not (“IP”) which IP HWSETA shall be entitled to freely cede and assign to the Department of Higher

give effect to this cession, assignment or transfer.

5.6 The Service provider hereby irrevocably cedes, assigns and transfers to HWSETA or the Department of Higher

Education and Training, as HWSETA directs, all rights, title and interest in and to all IP (which includes, but is not

limited to methodologies and products) connected with or applicable to the Services.

5.7 The Service provider acknowledges and agrees that:

5.7.1 Each provision of this clause is separate, and separately enforceable from any other provisions of this

agreement.

5.7.3 The invalidity or non-enforceability of any one or more provision hereof, shall not prejudice or effect the

enforceability and validity of the remaining provisions of this agreement; and

5.7.4 This contract contains various stipulatio alteri in favour of the Department of Higher Education and Training,

which rights shall continue in effect after termination of this Agreement, and which rights can be exercised

and enforced at any time by the Department of Higher Education and Training.

5.8 Clause 5.7.3 shall survive termination of this agreement.

9.1 The waiver (whether express or implied) by any Party of any breach of the terms or conditions of this contract by the

other Party shall not prejudice any remedy of the waiving party in respect of any continuing or other breach of the

terms and conditions hereof.

9.2 No favour, delay, relaxation, or indulgence on the part of any Party in exercising any power or right conferred on such

21.4 HWSETA SPECIFIC GOALS (Phase 1c)

For this tenderer will be allocating 20 points for the HWSETA specific goals stated in the table below as

may be supported by proof/documentation stated in the condition of this tender.

Note to the tenders: the tenderer must indicate how they claim the points for each preference point

system – Refer to the attached SBD 6.1 form)

Hwseta specific definition point

No.

Goals allocation

Classification

1. Black woman 3

ownership is a generic term which

percentage 51% means African woman,

to 100% (3 Coloured woman and

points) Indian woman

Less than 51%

(0 points)

2. People with people who have a long- 4

disability term or recurring physical

ownership or mental impairment

percentage 20% which substantially limits

or more (4 their prospects of entry

points) Less into, or advancement in,

than 20% (0 employment.

points)

3. Black youth 5

ownership

percentage

persons between the

30%-100%

ages of 14 and 35

ownership (5

points) Less

than 30% (0

points)

4 5

P a g e | 20

QSE/EME (5 A Qualifying Small Business

points)

Enterprise (QSE) in terms of a code

of good practise on black economic

empowerment issued in terms of

section 9(1) of the Broad-Based

Black Economic Empowerment Act

An Exempted Micro

Enterprise (EME)in terms

of the code of good

practise on black

economic empowerment

issued in terms of section

9(1) of the Broad -Based

Black Economic

Empowerment Act

Black ownership Is a generic term which

5. percentage means Africans, 3

51%-100% (3 Coloureds and Indians

points) Less

than 51% (0

points

Total maximum points 20

NB: Points will be allocated based on ownership to the company (main tendering entity). Please

attach proof/required documents.

 Sworn Affidavit (EME/QSE) or

 B-BBEE certificate by SANAS accredited agency

 Certified disability certificate issued by a registered medical professional in case of claiming

points for disability. This certificate should clearly state the nature and severity of your

disability, confirming that you’re unable to work.

Or

 A medical report and functional assessment report completed by a registered doctor and

should not be older than three months.

Note to tenderers: the tenderer must indicate how they claim points for each preference point system)

Failure on the part of a tenderer to submit proof or documentation required in terms of this tender to claim points for

specific goals with the tender, will be interpreted to mean that preference points for specific goals are not claimed.

HWSETA reserves the right to require of a tenderer, either before a tender is adjudicated or at any time subsequently,

to substantiate any claim in regard to preferences, in any manner required.

The points scored by a bidder in respect of points indicated above will be added to the points scored for price.

Bidders are requested to complete the various specific goals forms in order to claim points.

P a g e | 21

Only a bidder who has completed and signed the declaration part of the preference claim form will be considered for

specific goal points.

21.5. PRICE/FINANCIAL FORMULAR AND POINTS ALLOCATION (Phase 1d)

The Preferential Procurement Regulations 2022 were gazetted on 4 November 2022 (No.47452) with

effect from 16 January 2023. The 80/20 preference points systems will be applied in accordance with

the formula and applicable points provided for in the respective status level contributor tables in the

Regulations.

Price/financial proposals must be submitted in South African rand. HWSETA reserves the right to

negotiate rates submitted by bidders. The pricing schedule must include the total bid price for the stated

scope of work.

In terms of Regulation 4 of the Preferential Regulations pertaining to the Preferential Procurement Policy

Framework Act 2000 (Act ) Preferential Procurement Regulations, 2022 responsive bids will be

adjudicated by the state on the 80/20 preference point for Specific goals in terms of which points are awarded

to the bidders on the bases of:

The bidder’s price (maximum 80 points)

Specific goals (maximum 20 points)

The following formula will be used to calculate the points for price in respect of bidders with Rand value up to

R50 000 000:

− bddd

ɐe = 80(1 −be bddd )

Where

Ps= Points scored for price of tender under consideration;

Pt= Price for tender under consideration; and

Pmin = Price of lowest acceptable tender

A maximum of 80 points may be allocated for price and 20 points may be awarded to a tenderer for the specific goal

specified for the tender. The points scored for the specific goal must be added to the points scored for the price and

the total must be rounded off to the nearest two decimal places. Subject to section 2(1) (f) of the Act, the contract

must be awarded to the tenderer scoring- the highest points.

P a g e | 22

21.6 Adjudication of bid

HWSETA reserves the right to arrange contracts with more than one contractor.

In the event that two or more bids have sored equal total points, the contract will be awarded to the bidder

scoring the highest number of points for specific goals. Should two or more bids be equal in all respects, the

award shall be decided by drawing of lots.

A contract may, on reasonable and justifiable grounds, be awarded to a bid that did not score the highest

number of points.

The Board will consider the recommendations of the Bid Adjudication Committee as well as the Tender

Standing Committee and make the final award.

The successful bidder will usually be the service provider scoring the highest number of points, or it may be

a lower scoring bid on justifiable grounds, or no award at all.

Part a evaluation criteria

The bids will be evaluated on functionality separately first. Bids scoring less than 80% on the functionality will not be

considered further in the evaluation and will be disregarded.

P a g e | 23

Appointment of a service provider to provide office space for the health

And welfare sector education and training authority (hwseta) free state

Provincial office.

Part b

Section 1: introduction and background

1. The HWSETA is a statutory entity established in March 2000. The HWSETA is responsible for education,

training and skills development of the health, social development and veterinary sectors. The HWSETA

seeks to achieve the following within the sector:

a) Develop and implement the Sector Skills Plan.

b) Skills development planning, programs, and initiatives.

c) Monitoring of education and training.

d) Identification of workplaces for practical work experience.

e) Support and facilitate the development of the National Skills Development Strategy.

f) Disbursement of levies collected.

g) Forge links with all stakeholders and relevant bodies.

h) Account for the effective and efficient use of public monies in line with the provisions of the

Public Finance Management Act.

i) Promotion of the employment of disabled persons.

1. 2. The HWSETA is seeking a suitably qualified bidder to provide office space for their Free State

Provincial Office.

3. The office space must be in a business environment 0-15km radius of 47 Kellner Street, Westdene,

Bloemfontein.

4. The office space must be available for occupation from 01 February 2027 up until 31 March 2030.

Section 2: evaluation criteria

Bids will be evaluated in four phases:

Phase 1: Administrative and Mandatory Requirements (Part A)

Bidders must comply with the administrative requirements as per Parts 1– 4, Part 6 and Part 8

read with 3.1 of the condition of contract as well as the mandatory requirements as per

paragraph 15.1, Part 9. Bidders who comply with these requirements will qualify for evaluation

in Phase 2: Technical and Functional Requirements.

Phase 2: Technical and Functional Requirements

In Phase 2: Technical and Functional Requirements, bidders are required to achieve 80 points

out of 100 to qualify for evaluation in Phase 3: Site Evaluation/Inspection.

Phase 3: Site Evaluation/Inspection

In Phase 3: Site Evaluation/Inspection, bidders are required to achieve 80 points out of 100 to

qualify for evaluation in Phase 4: Price and HWSETA specific goals.

Phase 4: Price and HWSETA Specific Goals

All proposals submitted will be evaluated in accordance with either the 80/20 or 90/10

preference point system where the lowest acceptable tender will be used to determine the

applicable preference point system.

Section 3: phase 2 – technical and functional evaluation

In Phase 2: Technical and Functional Requirements, bidders are required to achieve 80 points

out of 100 to qualify for evaluation in Phase 3: Site Evaluation/Inspection.

Table 1: technical & functional requirements. Criteria 1 – 10.

Instructions:

The bidder is required to complete Table 1, which details the first 10 (ten) technical & functional

requirements of the bid. Please indicate the page in the bid where the supporting information and or

documentation can be found. If the bidder does not answer “YES” to the first ten criteria and

if Table 1 is not fully completed, the bid will unfortunately not be considered further.

Table 1

Technical & functional supporting information and / or

Requirements documentation

1. Duration of Agreement (Lease Period)

Yes NO

The bidder agrees to the lease period of 01

February 2027 up until 31 March 2030, with

beneficial occupation provided before the

start date of the lease for renovations and

installations.

2. Location

Please provide the buildings’ The office space is in a business

YES NO address details:

environment 0-15km radius of 47 Kellner

Street, Westdene, Bloemfontein.

3. Building Requirements

YES NO Please indicate the actual size of The office space size is between 392m2 to 431m2

the office space in m2 (GLA) that is Gross Lettable Area.

being tendered.

The proposed space must not be split

between two separate floors or two separate m2

buildings. It must be one single space.

The office space is in an existing building that is a YES NO

complete built structure.

Toilet facilities:

NO yes

Separate Male (minimum quantity of 2),

Separate Female (minimum quantity of 2),

disability friendly toilet (minimum quantity

of 1) that is conveniently accessible. 3

• There is a functional elevator to cater for the NO YES

movement of goods, persons, and disabled

persons between floors.

• The elevator is connected to the backup

power supply in the building.

Tenants in building: NO

YES Please indicate page in the The names of the current tenants together with,

a detailed description of the nature of the bid were information on the

respective tenants’ business must be submitted. tenants in the building can be

reviewed.

Note:

The current tenants of the proposed building/s Page:

will be evaluated by determining if the nature of

their business is conducive to the HWSETA ____________________

operations and shall be deemed acceptable

by the HWSETA in its sole and absolute

discretion, e.g. if a neighboring business

poses a security risk.

4. Parking

The bidder shall provide the following: YES NO

• Eight (8) on-site, dedicated staff parking bays

available as covered parking.

• One (1) on-site, dedicated open parking bay

for HWSETA visitor.

• One (1) on site, dedicated, demarcated and

disability friendly open parking bay.

Total = 10

5. Business Continuity

Electricity Outage: YES NO

The bidder agrees to provide an alternate energy

supply for the proposed office space in the event of

electricity interruptions.

6. Maintenance

Lessor maintenance obligations

Yes NO

The Lessor shall assume full financial and

operational responsibility for the installation,

servicing, maintenance, repair, and

replacement of all building equipment and

systems detailed below for the entire duration

of the lease.

Alternate energy supply system

• Scope: The Bidder shall install, maintain, and

service the alternate energy supply system.

Health and safety equipment

• Scope: The Bidder shall maintain and service all

building health and safety equipment and

systems.

• Inclusions: This includes, but is not limited to:

fire extinguishers, fire hoses, fire alarm systems,

fire sprinkler systems, smoke detector systems,

and access control systems.

Heating, ventilation, and air

Conditioning (HVAC)

• Installation: The Bidder shall install a fully

decentralized HVAC system upon completion

of the fit-out.

• Funding: The cost of system decentralization,

including the supply and installation of any

additional air-conditioning units, shall be funded

through the Tenant Installation Allowance.

• Maintenance: All ongoing repair and

replacement costs for the HVAC system shall

be borne entirely by the Bidder.

Elevators and escalators

• Scope: The Bidder shall maintain and service

all elevators and escalators within the building.

Note:

Maintenance and servicing costs will form part of the

bidders Operational Cost that must be specified in 5

Annexure A: Pricing Schedule.

7. Tenant Installation Allowance

The bidder agrees to provide a Tenant

Installation Allowance of an amount equal to

one month’s gross rent for every year of the YES NO

lease term.

The HWSETA reserves the right to view the

invoices received by the bidder for the fit out

of the premises.

8. Fit-Out

The landlord will hire a professional team to

complete the internal fit-out of the office

premises. All fees for this team and all fit-

out costs will be deducted from the Tenant

Installation Allowance. YES NO

The team's responsibilities include, but are not

limited to, the following activities:

• Layout designs and detailed spatial planning.
• Core drilling for network cables where required.
• Supply and installation of HVAC systems.
• Securing the necessary municipal approvals.
• Ensuring that the fit-out of the premises is

compliant with all South African Statutory

Regulations and Acts.

• Ensuring that the fit-out requirements is to the

satisfaction of the HWSETA.

• Providing a complete turnkey solution.

9. Documents / Information

• A copy of the title deed to prove ownership of the YES NO property must be submitted.

• If the bidder is an agent, a formal Power of Attorney

or Letter of Authority, signed by the property owner

must be submitted.

• Certificate of Occupancy.