Hwseta northern cape provincial office space rental – 80/20 preference points tender

Closing date and time: 21 September 2026. Office space must be available for occupation from 01 March 2027 up until 31 March 2030. Additional information requested during evaluation must be replied to within 5 working days.

Bidding procedure enquiries: Nolwazi Luthuli, telephone (011) 607 6944, email [email protected]. Technical enquiries: Shalendra Ballasur, telephone (011) 607 6900, email [email protected]. Bid box address: 10 Oliver Road, Montrio Corporate Park Block 3, 2nd Floor, Monument Heights, Kimberley, 8301.

Bids must be delivered by the stipulated time to the bid box at 10 Oliver Road, Montrio Corporate Park Block 3, 2nd Floor, Monument Heights, Kimberley, 8301. Late bids will not be accepted. Bids must be submitted on the official forms provided (not re-typed) or in the manner prescribed. The bid document comprises nine parts: Part 1 – HWSETA Invitation to Bid (SBD 1) completed and signed; Part 2 – SARS Tax Compliance Status PIN; Part 3 – Declaration of Interest (SBD 4) completed fully and signed; Part 4 – Preference Points Claim Form (SBD 6.1) completed and signed; Part 5 – detailed Pricing Schedule; Part 6 – detailed CSD report with MAAA number; Part 7 – supporting evaluation criteria documents; Part 8 – General Conditions of Contract, fully initialled on each page; Part 9 – Mandatory requirements including Annexure A pricing schedule completed in full, a copy of the title deed proving ownership, and if the bidder is an agent, a formal Power of Attorney or Letter of Authority signed by the property owner. Failure to submit any mandatory document leads to disqualification. Bidders must sign the Invitation to Bid and the POPIA consent. Proof of authority (e.g., company resolution) must be submitted. Bids that do not comply with mandatory requirements may not be considered for evaluation.

Format of bids: Bidders must complete the bid document comprising: Part 1: HWSETA Invitation to Bid SBD 1 (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 SBD6.1 (completed and signed); Part 5: Pricing schedule (detailed); Part 6: Proof of registration on CSD (detailed CSD report with MAAA number); Part 7: Required evaluation criteria submission documents; Part 8: General Conditions of Contract submitted with the bid; Part 9: Mandatory requirements including Annexure A pricing schedule completed in full, a copy of the title deed to prove ownership, and if the bidder is an agent, a formal Power of Attorney or Letter of Authority signed by the property owner. Failure to submit any mandatory documents leads to disqualification.

Bids are evaluated in four phases. Phase 1: Administrative and Mandatory Requirements – bidders must comply with Parts 1–4, 6 and 8 and mandatory requirements (Part 9); non-compliance leads to elimination. Phase 2: Technical and Functional Requirements – bidders must achieve 80 points out of 100 to qualify for Phase 3. Phase 3: Site Evaluation/Inspection – bidders must achieve 80 points out of 100 to qualify for Phase 4. Phase 4: Price and HWSETA Specific Goals – evaluated using the 80/20 preference point system. Functional evaluation: scores are converted to a percentage; only bidders meeting or exceeding the minimum threshold of 80% for functionality are evaluated for pricing and specific goals. Price points: maximum 80 points, calculated using the formula Ps = 80(1 - Pt/Pmin). Specific goals: maximum 20 points, allocated as follows: Black woman ownership 51%–100% = 3 points; People with disability ownership 20% or more = 4 points; Black youth ownership 30%–100% = 5 points; QSE/EME = 5 points; Black ownership 51%–100% = 3 points. Points are based on ownership of the main tendering entity; proof required (Sworn Affidavit for EME/QSE, B-BBEE certificate from SANAS accredited agency, certified disability certificate or medical report not older than three months). Failure to submit proof means points not claimed. Bidders do not rate themselves; the Bid Evaluation Committee scores. Adjudication: contract awarded to highest total points; ties broken by highest specific goals points, then drawing of lots. HWSETA may award to a bidder that did not score the highest on reasonable and justifiable grounds, or may make no award. Shortlisted bidders may be invited to make a presentation (virtual via TEAMS or physically at HWSETA Head Office, 17 Bradford Road, Bedfordview).

Office space must be in a business environment within 0–10 km radius of 10 Oliver Road, Monument Heights, Kimberley. Size must be between 370 m² and 407 m² Gross Lettable Area, not split between floors or buildings, in an existing complete built structure. Toilet facilities: separate male (min 2), female (min 2), disability friendly (min 1), conveniently accessible. Functional elevator connected to backup power supply. Tenants in building: names and nature of business must be submitted; evaluated for conduciveness to HWSETA operations. Parking: six covered staff bays, one open visitor bay, one disability friendly open bay (total 8). Business continuity: bidder must provide alternate energy supply for electricity interruptions. Maintenance: Lessor assumes full financial and operational responsibility for installation, servicing, maintenance, repair, and replacement of building equipment including alternate energy supply system, health and safety equipment, HVAC system (installation of decentralized HVAC funded through Tenant Installation Allowance, ongoing costs borne by bidder), and elevators/escalators. Tenant Installation Allowance: amount equal to one month's gross rent for every year of lease term; HWSETA reserves right to view invoices. Fit-Out: landlord hires professional team to complete internal fit-out; costs deducted from Tenant Installation Allowance; responsibilities include layout designs, core drilling, HVAC supply and installation, municipal approvals, compliance with statutory regulations, satisfaction of HWSETA, turnkey solution. Additional criteria: office space on ground floor = 25 points; on another floor = 20 points. Food and beverage area criteria (incomplete in source).

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 6

Schedule template. Failure to complete the

attached template shall lead to 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

information may be attached to the Pricing 6

Pricing schedule (Annexure A) must be completed in full; failure to complete leads to disqualification. All bid prices must be inclusive of 15% VAT where applicable; VAT must be included and shown separately. Pricing must include total bid price for the stated scope of work. HWSETA reserves the right to negotiate rates. Price points: maximum 80 points using the 80/20 preference point system. Tenant Installation Allowance: amount equal to one month's gross rent for every year of lease term.

Mandatory requirements: Annexure A pricing schedule completed in full; copy of title deed proving ownership; if bidder is an agent, formal Power of Attorney or Letter of Authority signed by property owner; Certificate of Occupancy. Tax compliance: valid SARS Tax Compliance Status PIN (or printed TCS certificate) must accompany proposal; for consortia/joint ventures/sub-contractors, each party must submit a separate TCS PIN/CSD number. No award to bidders not tax compliant; HWSETA may cancel contract if bidder ceases to be tax compliant. CSD registration: detailed CSD report with MAAA number must be submitted in Part 6. Declaration of Interest (SBD 4) must be completed and signed by each party. Preference Points Claim Form (SBD 6.1) must be completed and signed; for consortia/joint ventures, a consolidated B-BBEE certificate must be submitted. Prohibition: no award to persons in service of the State, or to entities where any Director, Manager, Principal stakeholder or stakeholder is in service of the State or is an advisor/consultant contracted with HWSETA. False or fraudulent information leads to immediate disqualification. General Conditions of Contract must be accepted and submitted duly signed. POPIA consent must be provided. Bidders must be registered on the National Treasury Central Supplier Database.

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.

General Conditions of Contract must be accepted; any award is conditional upon the bidder accepting the GCC as minimum terms and submitting the GCC duly signed. Additional information may be requested in writing during evaluation, with replies due within 5 working days. Confidentiality: the bid and all information shall be held in strict confidence; bidders are bound by a confidentiality agreement preventing unauthorised disclosure. Intellectual property: copyright of all customised/developed documentation belongs to HWSETA; all IP rights arising from execution of the agreement vest in HWSETA, which may cede and assign to the Department of Higher Education and Training. Payments: HWSETA will pay the fee as set out in the final contract; no additional amounts payable; invoices must comply with VAT Act; payment within 30 days after receipt of valid invoice. Non-compliance with delivery terms: service provider must give immediate written notice if unable to deliver; HWSETA may cancel contract for non-performance or misrepresentation. Warranties: service provider warrants it can conclude the agreement and has the necessary skill and capacity. Waiver: no waiver of breach shall prejudice remedies for continuing or other breaches. No amendment to contract is valid unless in writing and signed. Amendments or counter conditions will invalidate bids.

Special conditions: Proper bids for the services specified must be submitted. All providers are to take note of the implications of contravening the Prevention and Combating of Corrupt Activities Act and any other relevant Act. HWSETA reserves the right to award the 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, to negotiate with one or more preferred bidders regarding any terms and conditions including price without offering the same opportunity to other bidders, to accept part of a tender rather than the whole, to carry out site inspections, product evaluations or explanatory meetings to verify the nature and quality of services, to correct any mistakes at any stage, to cancel and/or terminate the tender process at any stage, to award to multiple bidders based on size or geographic considerations, and to award the tender to the second highest point scorer should the highest point scorer fail to deliver or turn down the offer. HWSETA reserves the right to conduct supplier due diligence prior to final award or at any time during the contract period, including site visits and requests for additional information such as the Occupancy Certificate.

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

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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.

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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.

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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.

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

And welfare sector education and training authority (hwseta) northern

Cape 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 Northern

Cape Provincial Office.

3. The office space must be in a business environment 0-10km radius of 10 Oliver Road, Monument

Heights, Kimberley.

4. The office space must be available for occupation from 01 March 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

March 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 environment 0-

YES NO address details:

10km radius of 10 Oliver Road, Monument

Heights, Kimberley.

3. Building Requirements

YES NO Please indicate the actual size of The office space size is between 370m2 to 407m2

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

• Six (6) 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 = 8

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. 4

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.