__________________________________________________________________________________

1

Invitation to Tender

Tender Name: Provision of Office Rental Space – Port Elizabeth

Tender No. : RFP/OPS/OSR/2019/50

Date of Issue Friday, 25 October 2019

Closing Date Friday, 15 November 2019 at 15h00pm

Method of Submission Tender Box at PPECB Reception 45 Silwerboom Avenue, Plattekloof, 7500

Enquiries Procurement Unit

PPECB business hours 08:15 – 16:45 E-mail: unathim@ppecb.com

Category Human Resource Services

CONFIDENTIALITY AND PROPRIETARY NOTICE

This document contains information which is proprietary and confidential to the PPECB. No part of the content may be used, copied, disclosed or conveyed in whole or in part to any party in any manner whatsoever other than for purpose of submitting a tender bid, without prior written permission from PPECB. All copyright and intellectual property rights herein vests in PPECB. Unauthorized use of the PPECB’s Logo and/or branding in any proposal document is strictly prohibited. No PPECB branding or co-branding may be used in any submission documentation or proposal without the explicit permission of the PPECB’s Marketing and Communication Department.

__________________________________________________________________________________

2

Contents 1. INVITATION TO TENDER ............................................................................................................. 3

2. PPECB BACKGROUND ................................................................................................................. 3

3. TIMELINE AND BID PROCESS ...................................................................................................... 4

4. BACKGROUND AND PURPOSE ................................................................................................... 4

5. TENDER INFORMATION AND INSTRUCTIONS............................................................................ 5

6. REQUIREMENTS FOR TENDER SUBMISSION .............................................................................. 6

7. SCOPE OF SERVICES .................................................................................................................... 7

8. ELIGIBILITY TO BID/MINIMUM REQUIREMENTS ....................................................................... 9

9. PREFERENTIAL PROCUREMENT ................................................................................................ 12

10. BID EVALUATION .................................................................................................................. 12

11. DEADLINE FOR SUBMISSION ................................................................................................ 18

12. ELIMINATION CRITERIA ........................................................................................................ 18

13. VALIDITY PERIOD OF PROPOSAL .......................................................................................... 18

14. APPOINTMENT OF SERVICE PROVIDER ............................................................................... 18

15. ENQUIRIES AND CONTACT WITH THE PPECB ...................................................................... 19

16. MEDIUM OF COMMUNICATION .......................................................................................... 19

17. COST OF PROPOSAL .............................................................................................................. 19

18. CORRECTNESS OF RESPONSES ............................................................................................. 19

19. VERIFICATION OF DOCUMENTS ........................................................................................... 20

20. SUB-CONTRACTING .............................................................................................................. 20

21. TRAVEL EXPENSES ................................................................................................................ 20

22. ADDITIONAL TERMS AND CONDITIONS .............................................................................. 20

23. RESERVATIONS ..................................................................................................................... 21

24. SERVICE PROVIDER BUSINESS PROFILE ............................................................................... 22

25. VENDOR’S FINANCIAL INFORMATION ................................................................................. 23

26. COMPANY ANALYSIS AND FINANCIAL VIABILITY ................................................................ 23

27. SERVICE PROVIDER TERMS AND CONDITIONS .................................................................... 23

28. FUTURE PLANS ...................................................................................................................... 24

29. FORM OF CONTRACT ............................................................................................................ 24

30. GENERAL TERMS AND CONDITIONS .................................................................................... 24

31. DISCLAIMER .......................................................................................................................... 28

__________________________________________________________________________________

3

1. INVITATION TO TENDER

Bidders are invited to tender for the provision of offices for rental for a period of five (5) years

with an option to renew in the Newton Park, Port Elizabeth area for Perishable Products Export

Control Board. The offered office building must be ready for occupation and compliant to the

PPECB requirements and other building compliance as may be required by law.

Bidders must comply with the instructions to Bidders and all other requirements of this

Invitation to Tender. Non-compliance may lead to a tender not being considered by the PPECB.

2. PPECB BACKGROUND

PPECB is a Schedule 3A Public Entity that is constituted and mandated in terms of the PPEC Act,

No 9, of 1983 to perform cold chain services. PPECB also delivers inspection and food safety

services as mandated by the Department of Agriculture, Forestry and Fisheries under the APS

Act, No.119 of 1990.

PPECB’s executive Authority is the Minister of Agriculture, Forestry and Fisheries who appoints

the board of directors. The board comprises of representatives from the perishable product

industries.

PPECB employs more than 500 people, who deal with more than 200 products and 500 varieties.

There are 50 service types, over 30 offices in 11 production regions, at more than 1,500

locations. A large percentage of staff are inspectors and therefore not office bound. In addition

to these offices PPECB also has a number of sub offices that operate on a seasonal or ad-hoc

basis.

PPECB, mandated by the Department of Agriculture, Forestry and Fisheries, has been delivering

end-point inspection services on perishable products destined for export since 1991. Inspectors,

stationed across the country; deliver inspection services on 200 product types at more than

1500 locations.

PPECB is responsible for South Africa's cold chain management and ensures that products for

export are handled, stored and transported at specific temperatures and optimum conditions.

Please visit PPECB’s website on www.ppecb.com for more information on the PPECB.

__________________________________________________________________________________

4

3. TIMELINE AND BID PROCESS

The period of validity of tender and the withdrawal of offers, after the closing date and time

is 180 days. The project timeframes of this bid are set out below:

Activity Due Date

Advertisement of bid on Government e-tender portal and PPECB Website

25 October 2019

Briefing and clarification session Not applicable

Questions relating to bid from bidder(s) Questions must be submitted 10 November

2019

Bid closing date 15 November 2019 at 15:00pm

Notice to bidder(s) PPECB will endeavor to inform bidders of the progress until conclusion of the tender.

All dates and times in this bid are South African standard time.

Any time or date in this bid is subject to change at PPECB’s discretion. The

establishment of a time or date in this bid does not create an obligation on the part of

PPECB to take any action, or create any right in any way for any bidder to demand that

any action be taken on the date established. The bidder accepts that, if PPECB extends

the deadline for bid submission (the Closing Date) for any reason, the requirements of

this bid otherwise apply equally to the extended deadline.

4. BACKGROUND AND PURPOSE

PPECB requires and seeks to acquire offices for rental for a period of five (5) years for all the

offices in Port Elizabeth. The current lease agreement expires on December 2019. PPECB

would like to source suitable property for rental which is around the Newton Park area. The

offered office building must be ready for occupation for tenant fit out as of the 01 March

2020. PPECB to have the right of first refusal on extension of the lease. PPECB requires office

accommodation of approximately 40 PPECB employees in the Port Elizabeth area as follows:

__________________________________________________________________________________

5

Facility Specification

Boardroom To accommodate 40 people

Reception Area Provide for customer waiting area for not more than 2-3 people,

water dispenser, PPECB marketing material and decorative

materials.

Strong Room 3 storage rooms for records keeping

Kitchen With built-in cupboards and sink

1 x big kitchen

2 x kitchenettes

Offices 14 Offices

Security Solid and Secure Environment, Daily and good surveillance

system

Parking Are Under shade parking lot for minimum 24 cars

Addition 8 x parking space

NB: Please refer to ANNEXURE B- CURRENT OFFICE FLORR PLAN.

Note: It is estimated that the rentable area required would be between 585 – 600m².

PPECB would like to source suitable property for rental. The offered office building must be

ready for occupation and compliant to the PPECB requirements and other building

compliance as may be required by law.

5. TENDER INFORMATION AND INSTRUCTIONS

The tender submission and assessment process will be conducted in compliance with the Public

Finance Management Act of 1999, Supply Chain Regulations and PPECB’s Procurement Policy.

PPECB is committed to support and grow Black Economic Empowerment and Small Medium

Enterprises in South Africa, emphasis being placed on procurement from historically

disadvantaged South Africans.

The following terms shall have the following meanings:

Invitation to Tender: This Document Contact Office: The Procurement Office

PPECB 45 Silverboom Avenue Plattekloof

Public Entity: Perishable Products Export Control Board (PPECB) Bidder: The person / organisation submitting a tender bid to

the PPECB under this tender.

The PPECB invites Bidders in accordance with the information in this pack to submit a fixed

prices for providing the required products and services.

Bidders are required to submit detailed evidence to demonstrate its ability to provide the

products and services they will deliver on this tender.

__________________________________________________________________________________

6

The tender shall be submitted on the Forms of Tender incorporated herein. The form shall be

signed by each Bidder and submitted in the manner and by the date and time stated below

together with the documents listed duly completed.

The bid will consist of three parts and shall be submitted in two separate sealed envelopes

indicating the name of the bidder, tender number and date.

All of the following documents must be submitted as part of the response to this bid request.

Form No Document Description 1. SBD 1 Invitation to Bid 2. SBD 2 Tax Clearance Certificate Requirements 3. SBD 3.1 Pricing Schedule 4. SBD 4 Declaration of Interest 5. SBD 6.1 Preference Point Claim Form 6. SBD 7.1 Contract Form: Purchase of goods/works 7. SBD 8 Declaration of Bidder’s past SCM Practices 8. SBD 9 Certificate of Independent Bid Determination

6. REQUIREMENTS FOR TENDER SUBMISSION

The Bidder will submit 2 envelopes as follows

Envelope 1 - The entire technical proposal/specifications (No Pricing in this envelope).

Please insert a copy of the tender documents in Ms Word format on a USB stick in

envelope 1 as well.

Envelope 2 – All the pricing and SBD documents indicated under Point No. 4 above.

The Standard bidding forms (SBD Forms) must be signed by an authorized person representing

the bidder.

The tender and accompanying documents shall be carefully parcelled, sealed and be delivered to the Procurement Office no later than 15h00pmon 15 November 2019. Failure to comply with these instructions may result in the tender being considered ineligible. Written tenders will only be accepted in a sealed envelope or parcel which shall bear the word:

BID: Provision of Office Rental Space – Port Elizabeth

No late tender shall be considered. Late tenders will be opened after the Contract has been

awarded, for the sole purpose of identifying Bidders.

Tenders will be opened in accordance with the relevant procedures.

__________________________________________________________________________________

7

7. SCOPE OF SERVICES

PPECB Requirements as per Scope of Services

Facilities Requirements

Item No.

Description Specification

1. Office Size Gross Rentable Office Area of 585 – 600m²

2. Property Grade B Grade (per SAPOA specifications)

3. Property Information

Bid proposal should clearly outline the following: - Physical address, stand number, Details of all partners to the offer, Detailed rental option, Tenant installation allowance, Building layout drawings/ plans in CAD format Building insurance information If multi tenants, provide names and detail of business

4. Parking Facilities Bid proposal should have a detailed layout of the parking areas as detailed in functionality.

A minimum of 32 on-site parking bays is required.

5. Security Bid proposal should clearly outline the provision of security of the building: Access control into the building Armed Response Alarm System

6. Building Compliance

The following certification of compliance must be in place: Municipal approved building plans and Occupancy Certificate Should the Occupancy Certificate not be in place, the bidder must sign an undertaking that the bidder will start the process of obtaining the certificate and submit to PPECB as soon as it has been issued.

7. Differently abled requirements

The landlord must conduct a site disability accessibility assessment report completed by an expert in the field. This will give you the information regarding the suitability of the building for different types of disabilities. PPECB requires that the building bust be wheel chair friendly, and accommodation has to be made for visually impaired and hearing impaired. Any building works required for accessibility and accommodation of the differently abled be for the bidder’s account.

8. Ablutions for Male and Females

The bidder shall provide fully functional new or fully refurbished ablution facilities that meet the OHS Act requirements. If the ablutions are shared by multi companies, the landlord is to provide cleaning services.

9. Technology and Communication

Power supply to be connected and distributed through the building. Provision to be made for telecommunication lines within the building. Provision of LAN, WAN and Fibre Optica Cabling.

__________________________________________________________________________________

8

Provide Standby power generator

10. Health & Safety Building must comply with the required standards, OHS etc.; and should have Firefighting equipment in terms of the Fire Requirements (fire extinguishers, fire hoses, fire escape doors and smoke detectors etc.) and these should be maintained and serviced regularly by the Landlord.

11. Maintenance Proposals should clearly specify the responsibilities of the Landlord around maintenance issues (air conditioning units, fire equipment, lifts, electricity, fumigation, plumbing work, day-to-day maintenance of the building, etc.)

1. The office premises (interior and exterior) to be fully

serviced and maintained by the Landlord;

2. Turn-around time to be clearly stated on maintenance and

repair work by the Landlord; PPECB reserves the right to

negotiate the turnaround times should it not be

satisfactory.

12. Building Support Services

Services must be available on occupation: Water; Electricity; Sanitation; and Refuse removal service

13. Lease Agreement Draft lease agreement to be attached to the bid documents

14. Occupation for Tenant Fit out Date

01 March 2020

Pro-forma lease agreement to be attached to tender document.

Methodology

The interested Bidders must outline the methodology it intends adopting to meet the deliverables specified above and demonstrate in their proposal. To clearly demonstrate how they can provide the Scope of Services required by the PPECB tabled in a document along with any supporting information. KINDLY NOTE THAT A FAILURE TO EXPRESSLY COVER THIS IN YOUR PROPOSAL WILL RESULT IN YOU PROPOSAL BEING REJECTED WITHOUT FURTHER CONSIDERATION

__________________________________________________________________________________

9

8. ELIGIBILITY TO BID/MINIMUM REQUIREMENTS

The minimum tender mandatory requirements as set out in Tables A and B for the rentable office

space are as follows:

TABLE A: Mandatory Minimum Requirements for Rental Office Space:

#

Description

Mandatory Requirement

for Award

Disqualification if not submitted

with Bid Document

1 Compliance Certificates and or a signed undertaking YES Yes

2

Service Provider/Consortium/Joint Venture (JV) Members to be registered on the National Treasury Central Supplier Database (“CSD”). The following information will be verified on the

Business Registration including details of directorship and membership, etc. Tax Compliance Status and Certificate, ID Number, Tender Defaulting and Restriction Status. Onus is on the Service Provider to make sure that all these are active and compliant on the CSD during Bid Validity Period. Non - compliance of the Bidder will result in the tender being non - responsive CSD Summary report

Yes No

3 SBD 4) : Declaration of interest (bidder); (Signed and Completed)

Yes Yes

4

(SBD 4) : Declaration of Interest (to be completed by each director / trustee / member / shareholder mentioned above); If more than one director / trustee / member / shareholder all of them are required to Sign and Complete the document.); (Signed and Completed)

Yes Yes

5 Preference Point Claim in terms of the Preferential Procurement. (Required to Claim Preference Points not an elimination on compliance)

No No

6 (SBD 8) : Declaration of bidder’s Past Supply Chain Management Practices (Signed and Completed)

Yes Yes

7 (SBD 9) Certificate of Independent Bid Determination (Signed and Completed)

Yes Yes

8

Original or certified copy of an original valid B-BBEE Certificate from an accredited verification agency or BBBEE Affidavit signed by a Commissioner of Oath. Failure to submit or submitting a copy of an original or a copy of certified copy will result in awarding of 0(zero) point on preference points under BBBEE. Consortium/Joint Venture to submit valid combined BBBEE Certificate.

No No

__________________________________________________________________________________

10

9 Submission of Compliance Requirements to the Minimum Requirements (Table B) to be met for the Rentable Office Space

Yes Yes

10 PPECB Lease Agreement

KINDLY NOTE THAT, FAILURE TO SUBMIT THE REQUIRED DOCUMENTATION WITH THE PROPOSAL WILL RESULT IN YOUR PROPOSAL BEING DISQUALIFIED WITHOUT FURTHER CONSIDERATION.

TABLE B: Mandatory Minimum Requirements for Rental Office Space

MANDATORY REQUIREMENT (1) Comply

(Yes/No)

Property Size and Parking Bays

Gross Rentable Office Area of at least 585-600m².

PPECB requires a minimum of 32 on-site parking bays for exclusive use by PPECB

Expansion opportunities may be required in future. Expansion possibilities are to be clearly demonstrated.

It is preferable that the PPECB be the only tenant in the building but should there be multiple tenants there needs to be logical divisions accessed only from common lobby areas/separate entrances.

Compliance Requirement

Proof of compliance on Property Size, Paraplegic Access and Parking Bays are required. Bidder to attach at a minimum but not limited to the Property prospectus, As-Built Drawings, schematic drawings and, photographs for the above requirements.

Close by public parking must be available

MANDATORY REQUIREMENT (2) Comply

(Yes/No)

Property Grade

A or B Grade Office Accommodation as per South African Property Owners Association (SAPOA) specifications with air conditioning.

Compliance Requirement

Attach tabulated current property specification of the proposed building confirming compliance to A/B Grade requirements (as per SAPOA specifications); air conditioning

Detailed prospectus

Definition:

Grade A: Generally not older than 10 years, unless renovated; prime location; high-quality finishes; adequate on-site parking; air-conditioning.

Grade B: Generally 10 to 20 years old, unless renovated; accommodation to modern standards; prime location; air-conditioning; on-site parking.

__________________________________________________________________________________

11

MANDATORY REQUIREMENT (3) Comply

(Yes/No)

Availability

Office space to be available from 01 February 2020 for tenant fit out.

Compliance Requirement

Written Confirmation availability of Office Building from Date/Month/Year

MANDATORY REQUIREMENT (4) Comply

(Yes/No)

Property Location

The proposed premises need to be relatively close to PPECB’s current Office Space or any other suitable area

Suitable Area includes the following:

Close proximity to Public Transport

Conducive to a Professional Working Environment

Free from noise, congestion

Near Office Parks/Office Building

If proposed premise has multi tenants in one office, such tenants must be compatible with the PPECB’s vision, value , and/or mission

Compliance Requirement

GPS Co-ordinate or Locational Map (Google Maps) indicating the location or location in relation.

Names and detail of tenants and their businesses

6 months Municipal bill statements reflecting all the dues payable.

PPECB reserves the right not to evaluate further the proposed premises that are not at a location suitable for PPECB’s purposes/needs.

Note:

Failure to comply in any of the above minimum requirements and submit the required supporting

documentation will result in your proposal being disqualified without further consideration.

A site inspection may be conducted to corroborate the information submitted. Should it be found that

Bidders submitted information that is false, they will be automatically disqualified from further evaluation.

PPECB reserves the right not to appoint the Service Provider should it not be satisfied with the

supporting documents submitted or the location of the office or any other factor which PPECB

deems relevant in deciding whether the property complies with the mandatory requirements.

__________________________________________________________________________________

12

9. PREFERENTIAL PROCUREMENT

This bid is subject to the Preferential Procurement Policy Framework Act and the Preferential

Procurement Regulations, 2017 as applicable to Public Entity as listed under Schedule 3(A) of the

Public Finance Management Act and the PPECB Procurement Policy as amended from time to time.

10. BID EVALUATION

The evaluation is based on functionality, which will be evaluated using the following criteria and

points:

i. Administration Phase 1

Tax Clearance Certificate

SBD 4, SBD 8 and SBD 9

Special conditions met

All other mandatory documents

ii. Paper-based Evaluation – Phase 2

The tender submission will be technically evaluated out of a maximum of 100 points based on the bidder’s paper-based submission.

A threshold of 80 out of the 100 has been set

Only bidders achieving 80% will qualify to be evaluated for Phase 3

iii. Site Inspection – Phase 3

The site inspection will be verification of the bidder’s paper-based submission.

A threshold of 30 out of the 60 has been set (50%)

All bidders achieving less than the set threshold will be declared non-responsive and will not be further evaluated on BBBEE and Price.

Only bidders achieving 50% will qualify to be evaluated for Phase 4

iv. Price and Preference – Phase 4

All bidders meeting the set threshold will be further evaluated on B-BBEE and Price.

OBJECTIVE CRITERIA

i. No tender will be awarded if the proposed solution does not meet the technical compliance criterion as set out below.

ii. Should the bidder fail to submit an Occupancy Certificate or a signed letter of undertaking, the PPECB will not consider such equipment for evaluation.

iii. The PPECB reserve the right not to consider proposals from bidders who are currently in litigation with the PPECB.

iv. The PPECB further reserve the right not to award this tender to any bidder based on the proven poor record of accomplishment of the bidder in previous projects within the PPECB and the referee submitted by the bidder.

__________________________________________________________________________________

13

10.1 Technical Evaluation – Paper Based

The minimum required points for bidder to be considered for the next stage (Site Inspection) is 90

points. Any bidder that scores below the minimum threshold points will be regarded as non-

responsive and therefore disqualified.

VERY IMPORTANT: Technical documents must be arranged in sequence of the above criteria in a

pack with clearly marked sections.

TECHNICAL EVALUATION CRITERIA

REFERENCE PAGE & SECTION NUMBER

TOTAL POINTS

PROPERTY INFORMATION AND BUILDING GRADING

1

Bid proposal should clearly outline the following:

10

- Physical address, Erf number, GPS Location = 1 point

- Details of all role players to the offer (i.e. Property Manager, Owner, Leasing Agent etc.) = 1 point

- Breakdown of Monthly Rental Rate Calculation = 3 points

- Breakdown on detail of Tenant installation allowance. Bidder to specify whether it is included on the monthly

rate if not shown on the Pricing Schedule) = 1 point

- If Single Tenant in the office = 2 points

- If multi tenants in the office, provide names and detail of such tenants and their businesses. = 2 point

In order to qualify for points in this section a minimum of three items need to attract a point score

PARKING FACILITIES

2

A minimum of 32 on-site parking bays is required. It is required that the Disabled parking is either already included in the minimum parking bays or sufficient space is available for conversion to Disabled Parking. PPECB however would prefer 24 dedicated bays for staff and visitors, within a secure environment ( walled/fenced in area)

10 Bid proposal should have a detailed layout showing the types of parking offered.

Points:

25-32 parking bays = 10 points

__________________________________________________________________________________

14

Public parking bays = 5 points

Less than 24 = 0 points

Bidder to submit proof thereof for point’s allocation. i.e. Photographs

SECURITY

3

Security system must be part of the building. It is required that the premises be secured with adequate perimeter boundary fencing (wall, Palisade etc.) Bid proposal should clearly outline the provision of security features of the building, including:

15 * 24 hour surveillance security provided – 3 points

* Building access control, burglar bar windows and security gates = 4 points

* Armed Response and Alarm System = 3 points

* Provision of adequate perimeter security, = 5 points

BUILDING COMPLIANCE

4

The following building compliance documents must be supplied to PPECB.

10

Municipal approved building plans = 5 Points

The Occupancy Certificate must be valid. The Occupancy Certificate compromises the following approval certificates:

▪ Electrical compliance

▪ Electrical compliance

▪ Mechanical ventilation system compliance

▪ Structural system compliance

▪ Fire protection system compliance

▪ Fire installation compliance

The bidder must provide an Occupancy Certificate to PPECB prior to award of the bid or provide a signed undertaking that to will initiate the process to obtain the Occupancy Certificate one the bid has been awarded. = 5 points

TECHNOLOGY & COMMUNICATION

5

Power supply is to be connected to the building and distributed to all parts to accommodate easy tenant fit out.

10

Provision is made for the connection of telecommunication so that this can easily be distributed through the office areas.

Provision of standby power will be an advantage but not mandatory.

Points:

Power connected and facilities provided:

Alternative to the current Eskom source and power supply =3 point

__________________________________________________________________________________

15

Power Supply connected to the building and distributed to all parts of the premises to be leased = 2 points

Provide and option for PPECB to install Telecommunication connection, LAN, WAN and Fibre Optica Cable =5 point

If there is no Power Supply connected to the building and distributed to all parts of the premises to be leased the Bidder will be scored zero for this section regardless of whether telecommunication and standby power requirement is met

SPACE FOR REQUIRED OFFICE

6

The space needs to be suitable for the intended use. The usable office area needs to be in an appropriate shape that can accommodate the required offices. All spaces will need contact with natural light and ventilation.

30

(It is also preferred that the space is empty, not requiring any demolitions, at the commencement of the lease)

Points:

Suitability of required Office Space:

- The space is of suitable proportions in relation to PPECB’s needs = 5 points

- The space is of an appropriate shape that can accommodate required offices = 4 points

- The space has natural light all around = 2 points

- Adequate ventilation either by natural/mechanical means = 2 points

- Existing Boardroom that can accommodate 40 people = 2 points

- Customer waiting area to accommodate 2-3 people , water dispenser, PPECB’s Marketing Material and Decorative Items = 2 points

- 1 BIG Kitchen and 2 X kitchenettes with Built-in Cupboards and Sink = 2 points

- PPECB dedicated Male and Female and disabled Ablutions = 2 points

- Consulting Room = 2 points

- 2 Store Rooms for Record Keeping = 2 points

- No demolitions are required prior to office fit out = 5 points

- Dedicated secure, locked up and air-conditioned space for a Server Room

Note: Above points will be allocated for proposed buildings that meet the above requirements at the time of bid submission. Submit proof thereof

HEALTH & SAFETY

7

Building must comply with the required standards, Occupational Health and Safety etc.; and should have fire fighting equipment in terms of the fire requirements (fire extinguishers, fire hoses, fire escape doors, smoke detectors) and these should be maintained and serviced regularly by the Landlord. Prior to occupation, the building is to be fumigated by a specialist

5

__________________________________________________________________________________

16

against any kind of pests, insects, etc. and the landlord must provide proof that the building was fumigated.

Regional Office –responsibility of the lessor to calibrate and service fire equipment

Sub-offices – responsibility of the lessor

Points:

Confirmation provided:

Yes = 5 points

No = 0 points

MAINTENANCE

8

Proposals should include a clearly defined maintenance plan, setting out the Landlord’s responsibility around maintenance issues (air conditioning units, fire equipment, lifts, electricity, fumigation, plumbing work, day-to-day maintenance of the building, geyser, pest control, cleaning services etc.)

5

- The office premises to be fully serviced and maintained by the Landlord;

- Turn-around time to be clearly stated on maintenance and repair work by the Landlord;

- Proposals to allow PPECB to do its own repairs in cases where the Landlord’s turn-around time was not met and to have the expenses reimbursed by the landlord.

Points:

Submission of a clearly defined Maintenance Plan itemizing the role and responsibility of the Landlord and whether the costs are included in the rate per month or whether PPECB will be charged over and above = 5 points

No = 0 points

DISABILITY ACCESSIBILITY

9

The bidder must provide a site disability accessibility assessment report completed by an expert in the field. This will give you the information regarding the suitability of the building for different types of disabilities.

The building must have the following:

• Ramp access with handrails = 2 points

• Hand Rails for staircases = 2 points 10

• Disability toilet with handrails = 2 points

• Disability parking bay = 2 points

• Doors must be able to cater for wheelchair access (entrance at reception, passageways, and toilets) = 2 points

BUILDING SUPPORT SERVICES

10 The bidder must provide proof that the following facilities are available at the proposed premises:

10

__________________________________________________________________________________

17

- Water

- Electricity

- Sanitation

Points:

Confirmation provided:

Yes = 10 points

No = 0 points

Submit proof for allocation of points i.e. Municipal Bill etc.

DRAFT LEASE AGREEMENT

11 Submission of Lease Agreement = 5 points

5 No = 0 Points

Total 120

10.2 Site Inspection

Only bidders who have met the paper-based threshold will qualify for the site-inspection phase of

the evaluation. Onsite inspection to be done at a client site facilitated by the bidder.

The minimum required points for bidder to be considered for the next stage (Preference

Procurement Point - Evaluation Criteria) is 60 points. Any bidder that scores below the minimum

threshold points will be regarded as non-responsive and therefore disqualified.

EVALUATION CRITERIA Reference Page & Section No

Max. Points

Min. Points

1 Verify that the proposed office premises exists and that they meet the bid requirements building exists and meet PPECB requirements

10 10

2 The proposed building must have doors and windows that open and close

10

3 The proposed building must have a clear exit route 10

4 The proposed building must have no visible lighting wires hanging

10

5 Floors and building structure must compliant to building regulations

10 10

6 Office must be in a secure environment 10 10

__________________________________________________________________________________

18

Stage 3– Preference Procurement Point - Evaluation Criteria

Preference points for this bid shall be awarded for price and the B-BBEE Status Level

of Contribution. The maximum points for this bid are allocated as follows:

CRITERIA POINTS

Price 80

B-BBEE status level of contribution 20

TOTAL POINTS 100

11. DEADLINE FOR SUBMISSION

Proposals shall be submitted at the email address mentioned above no later than Friday, 15

November 2019 at 15h00pm. The PPECB business hours are between 08:15 – 16:45.

Where a proposal is not received by the PPECB by the due date and at the correct location, it

will be regarded as a late bid. Late proposals will not be considered.

12. ELIMINATION CRITERIA

Proposals will be eliminated under the following conditions:

• Submission after the deadline; and • Proposals submitted at wrong address

• Mandatory Minimum Requirements for Rental Office Space as listed in TABLE A

13. VALIDITY PERIOD OF PROPOSAL

Each proposal shall be valid for a minimum period of 180 days calculated from the closing

date.

14. APPOINTMENT OF SERVICE PROVIDER

a) The contract will be awarded to the bidder who scores the highest total number of

points during the evaluation process, except where the law permits otherwise.

b) Appointment as a successful service provider shall be subject to the parties agreeing

to mutually acceptable contractual terms and conditions. In the event of the parties

failing to reach such agreement within a mutually agreed date after provisional

appointment date, PPECB reserves the right to appoint an alternative supplier.

c) PPECB reserves the right not to award this bid to any service provider

__________________________________________________________________________________

19

15. ENQUIRIES AND CONTACT WITH THE PPECB

Any enquiry regarding this RFP shall be submitted in writing to PPECB at unathim@ppecb.com

with “RFP No: RFP No. RFP/OPS/OSR/2019/50 - The provision of Office Space Rental for

PPECB Port Elizabeth” as the subject.

Contact by any means whatsoever with PPECB personnel is not permitted during the RFP

process other than as required through existing service arrangements and/or as requested by

the PPECB as part of the RFP process. Any form of canvassing by the bidder to any member of

staff or supplier, for purposes of influencing the award of the contract, will automatically

disqualify the bidder from the evaluation process. Bidders shall not offer or give any

consideration of any kind to any employee or representative of the PPECB as an inducement

or reward for doing, or refraining from doing, any act in relation to the obtaining or execution

of this or any other contract with the PPECB.

16. MEDIUM OF COMMUNICATION

All documentation submitted in response to this RFP must be in English, unless otherwise

indicated under technical specification.

17. COST OF PROPOSAL

Bidders are expected to fully acquaint themselves with the conditions, requirements and

specifications of this RFP before submitting proposals. Each bidder assumes all risks for resource

commitment and expenses, direct or indirect, of proposal preparation and participation

throughout the RFP process. The PPECB is not responsible directly or indirectly for any costs

incurred by bidders.

18. CORRECTNESS OF RESPONSES

18.1 The bidder furthermore confirms satisfaction regarding the correctness and validity of

their proposal and that all prices and rates quoted cover all the work/items specified in

the RFP, and that prices and rates quoted cover all obligations under any resulting

contract.

18.2 The bidder accepts that any mistakes regarding prices and calculations will be at their

own risk.

__________________________________________________________________________________

20

19. VERIFICATION OF DOCUMENTS

19.1 Bidders should check the numbers of the pages to satisfy themselves that none are

missing or duplicated. No liability will be accepted by the PPECB in regard to anything

arising from the fact that pages are missing or duplicated.

19.2 Pricing schedule and B-BBEE credentials should be submitted with the proposal, but as a

separate document and no such information should be available in the technical

proposal.

20. SUB-CONTRACTING

20.1 A bidder will not be awarded points for B-BBEE status level if it is indicated in the

tender documents that such a bidder intends sub-contracting more than 25% of the

value of the contract to any other enterprise that does not qualify for at least the

points that such a bidder qualifies for, unless the intended sub-contractor is an

exempted micro enterprise that has the capability and ability to execute the sub-

contract.

20.2 A bidder awarded a contract may not sub-contract more than 25% of the value of the

contract to any other enterprise that does not have an equal or higher B-BBEE status

level than the person concerned, unless the contract is sub-contracted to an

exempted micro enterprise that has the capability and ability to execute the sub

contract.

21. TRAVEL EXPENSES

21.1 All travel expenses shall not be for PPECB’s account except for delivery of the goods per

order.

22. ADDITIONAL TERMS AND CONDITIONS

22.1 A bidder shall not assume that information and/or documents supplied to PPECB, at

any time prior to this request, are still available to PPECB, and shall consequently not

make any reference to such information document in its response to this request.

22.2 Copies of any affiliations, memberships and/or accreditations that support your

submission must be included in the tender.

__________________________________________________________________________________

21

22.3 In case of proposal from a joint venture, the following must be submitted together with the proposal:

• Joint Venture Agreement including split of work signed by both parties;

• The original or certified copy of the B-BBEE certificate of the joint venture;

• The Tax Clearance Certificate of each joint venture member;

• Proof of ownership/shareholder certificates/copies of Identity document; and

• Company registration certificates.

22.4 An omission to disclose material information, a factual inaccuracy, and/or a

misrepresentation of fact may result in the disqualification of a tender, or

cancellation of any subsequent contract.

22.5 Failure to comply with any of the terms and conditions as set out in this document will

invalidate the Proposal.

23. RESERVATIONS

a) PPECB’s decision/s regarding the acceptance or non-acceptance of a Proposal shall be final

and PPECB is not obliged to furnish any reason for such decision.

b) Proposals shall be considered and evaluated against a pre-determined evaluation value

structure determined by PPECB. All Suppliers shall provide all information requested in this

RFP in order to facilitate the evaluation process. Suppliers shall strictly adhere to the

instructions stated in this RFP. PPECB shall not be bound to divulge such evaluation criteria,

but may do so in its sole and absolute discretion.

c) PPECB may, during and after the evaluation of the Proposals and in its sole and absolute

discretion, decide to:

To reject all proposals.

Accept one or more Proposals;

Accept a Proposal other than the lowest priced Proposal;

Accept no Proposal;

Consider or accept any Proposal not conforming with the requirements of this RFP;

Refuse to consider any Proposal not conforming with the requirements of this RFP;

Ask any Supplier to supply further information after the closing date;

Cancel this RFP or any part thereof at any time;

__________________________________________________________________________________

22

Award the contract pursuant to this RFP or any part thereof to any one or more

Suppliers; or Re-issue this RFP at any time after the closing date.

24. SERVICE PROVIDER BUSINESS PROFILE

Service Provider’s Response

Age of Business

State last 3 years revenue, profit and loss

Total Number of current customers.

Number of Customers for these services/product (list per service/product).

Number of references available for this services: In [Country]? Total?

Profile of Customers

Current Number of Employees.

Service Provider principal business.

With which customers have you formed business partnerships to provide coal supply services?

Detail the commercial nature of any third party agreements which form part of the proposed solution.

Will you sub-contract any part of the products or services proposed in the solution? If yes, please state which products or services and the nature of the agreements.

__________________________________________________________________________________

23

25. VENDOR’S FINANCIAL INFORMATION

Service Provider Financial Information

The Service Provider to provide current audited financial statements (hard copies) as well as the

two prior years’ financial results.

Measurement Year 3 Year 2 Year 1

(Latest full FY)

ROE Profit after Tax

Owner’s equity

Return on assets Profit before interest & Tax

Total assets

Assets Turnover Sales

Total Assets

Net Margin Profit before interest & Tax

Sales

Gross Margin Gross Profit

Sales

26. COMPANY ANALYSIS AND FINANCIAL VIABILITY

Discuss the financial strength of your company. In addition to the summary provided in section

12 above, Please provide documentation that substantiates the financial strength of your

company. Similarly, please provide details of your last two (2) financial statements in your

response.

27. SERVICE PROVIDER TERMS AND CONDITIONS

Service Provider’s Response

Please include copies of your standard terms

and conditions

Please identify non-standard terms and

conditions that are being offered to PPECB.

[Your text here]

__________________________________________________________________________________

24

28. FUTURE PLANS

Please advise your product/service roadmap for the next 3 years. Briefly discuss any recent

events or on-going plans that will be advantageous to PPECB.

29. FORM OF CONTRACT

The PPECB and the successful Bidder will enter into a written contract and/or Service Level

Agreement in respect of the products and services detailed in this Invitation to Tender.

The form of contract and/or Service Level Agreement will be as agreed between the PPECB and

the successful Bidder.

30. GENERAL TERMS AND CONDITIONS

Confidentiality

Some of the information contained in the Tender Documents may be of a confidential

nature and must only be used for purposes of responding to this RFP. This confidentiality

clause extends to bidder partners whom you may decide to involve in preparing a response

to this RFP.

For purposes of this process, the term “Confidential Information” shall include all technical

and business information, including, without limiting the generality of the foregoing, all

secret knowledge and information (including any and all financial, commercial, market,

technical, functional and scientific information, and information relating to a party’s

strategic objectives and planning and its past, present and future research and

development), technical, functional and scientific requirements and specifications, data

concerning business relationships, demonstrations, processes, machinery, know-how,

architectural information, information contained in a party’s software and associated

material and documentation, plans, designs and drawings and all material of whatever

description, whether subject to or protected by copyright, patent or trademark, registered

[Your text here]

__________________________________________________________________________________

25

or un-registered, or otherwise disclosed or communicated before or after the date of this

process.

The receiving party shall not, during the period of validity of this process, or at any time

thereafter, use or disclose, directly or indirectly, the confidential information of PPECB (even

if received before the date of this process) to any person whether in the employment of the

receiving party or not, who does not take part in the performance of this process.

The receiving party shall take all such steps as may be reasonably necessary to prevent

PPECB’s confidential information coming into the possession of unauthorized third parties.

In protecting the receiving party’s confidential information, PPECB shall use the same degree

of care, but no less than a reasonable degree of care, to prevent the unauthorized use or

disclosure of the confidential information as the receiving party uses to protect its own

confidential information.

Any documentation, software or records relating to confidential information of PPECB,

which comes into the possession of the receiving party during the period of validity of this

process or at any time thereafter or which has so come into its possession before the period

of validity of this process:

• shall be deemed to form part of the confidential information of PPECB,

• shall be deemed to be the property of PPECB;

• shall not be copied, reproduced, published or circulated by the receiving party unless and

to the extent that such copying is necessary for the performance of this process and all other

processes as contemplated in; and shall be surrendered to PPECB on demand, and in any

event on the termination of the investigations and negotiations, and the receiving party shall

not retain any extracts thereof.

News and press releases

Bidders or their agents shall not make any news releases concerning this RFP or the

awarding of the same or any resulting agreement(s) without the consent of, and then only in

co-ordination with PPECB.

__________________________________________________________________________________

26

General legal conditions

The laws of the Republic of South Africa shall govern this RFP and any subsequent

agreement entered into. Bidders accept hereby that the courts of the Republic of South

Africa shall have jurisdiction.

PPECB shall not be liable for any costs incurred by the Bidder in the preparation of response

to this RFP. The preparation of response will be made without obligation to acquire any of

the items included in any Bidder’s proposal or to select any proposal, or to discuss the

reasons why such Bidder’s or any other proposal was accepted or rejected.

PPECB may request written clarification or further information regarding any aspect of this

proposal. The Bidder must supply the requested information in writing within two (2)

business days after the request has been made, otherwise the proposal may be disqualified.

In the case of consortium, joint venture or subcontractors, Bidders are required to provide

copies of signed agreements stipulating the work split and Rand value.

PPECB reserves the right to cancel/reject any proposal and not to award the proposal to the

lowest bidder or award parts of the proposal to different bidders, or not to award the

proposal at all.

By submitting a proposal in response to this RFP, the Bidder accepts the evaluation criteria

as it stands.

Should the Bidder withdraw the proposal before the proposal validity period expires, PPECB

reserves the right to recover any additional expense incurred by PPECB having to accept any

less favourable proposal or the additional expenditure incurred by PPECB in the preparation

of a new RFP and by the subsequent acceptance of any less favourable proposal.

Any amendment or change of any nature made to this RFP or the Tender Documents shall

only be of force and effect if it is in writing, signed by a PPECB authorized signatory and

added to this RFP as an addendum.

__________________________________________________________________________________

27

PPECB will not be held liable for any expenses incurred by Bidders, in preparing and

submitting the proposal.

In the evaluation of proposal, PPECB reserves the right to conduct independent reference

checks.

Should the evaluation of the proposals not be completed within the validity period, PPECB

has discretion to extend the validity period. Upon receipt of the request to extend the

validity period of the bid, the Bidder must respond within the required timeframes and in

writing on whether or not it agrees to hold its original proposal responses valid under the

same terms and conditions for a further period.

All Bidders must make full disclosure of any potential conflict of interests. PPECB will make

the final determination as to whether the potential conflict of interest precludes the award

of the tender to the Bidder.

While information in this RFP document has been prepared in good faith, it does not purport

to be totally comprehensive, nor to have been independently verified. PPECB does not

accept any liability for its adequacy, accuracy or completeness, nor does it make

representation or warranties with respect to information contained in it, or upon which the

RFP is based.

Prior to submitting the proposal, Bidders should satisfy themselves of the accuracy and

completeness of all the information submitted. Bidders should be confident that the pricing

submitted is sufficient for the company to meet all its obligations in terms of this RFP

document and any contract that may result from this RFP process. Failure to do so may lead

to disqualification.

No gifts, inducements or any other consideration should be promised or offered by any

Bidders in this RFP process, either directly or indirectly, to any official in PPECB during the

currency of this RFP, and any subsequent due diligence, negotiation or contracting processes

that may follow.

__________________________________________________________________________________

28

Please note that a potential bidder must have a B-BBEE certificate that has been issued by a

verification agency accredited by the South African Accreditation System (SANAS) or the

bidder must submit an affidavit stating its B-BBEE status level. Exempt Micro Enterprises

(EME's) must acquire an affidavit regarding their B-BBEE status level - no verification is

required. This is also applicable to Qualifying Small Enterprises (QSE's) with 51% or more

black ownership.

31. DISCLAIMER

This RFP is a request for proposals only and not an offer document; answers to it must not

be construed as acceptance of an offer or imply the existence of a contract between the

parties. By submission of its proposal, bidders shall be deemed to have satisfied themselves

with and to have accepted all Terms & Conditions of this RFP. The PPECB makes no

representation, warranty, assurance, guarantee or endorsements to bidder concerning the

RFP, whether with regard to its accuracy, completeness or otherwise and the PPECB shall

have no liability towards the bidder or any other party in connection therewith.

__________________________________________________________________________________

29

DECLARATION BY THE BIDDER

Only bidders who have completed the declaration below will be considered for evaluation.

RFP No: RFP/OPS/OSR/2019/50

I hereby undertake to render services described in the attached RFP documents to PPECB in

accordance with the requirements and task directives / proposal specifications stipulated in RFP No.

RFP/OPS/OSR/2019/50 at the price/s quoted. My offer/s remains binding upon me and open for

acceptance by the PPECB during the validity period indicated and calculated from the closing date of

the proposal.

I confirm that I am satisfied with the correctness and validity of my proposal; that the price(s) and

rate(s) quoted cover all the services specified in the proposal documents; that the price(s) and

rate(s) cover all my obligations and I accept that any mistakes regarding price(s) and rate(s) and

calculations will be at my own risk.

I accept full responsibility for the proper execution and fulfilment of all obligations and conditions

devolving on me under this proposal as the principal liable for the due fulfilment of this proposal.

I declare that I have no participation in any collusive practices with any bidder or any other person

regarding this or any other proposal.

I accept that the PPECB may take appropriate action should there be a conflict of interest or if this

declaration proves to be false.

I confirm that I am duly authorised to sign this proposal.

NAME (PRINT) …………………………..….

CAPACITY …………………………….

SIGNATURE …………………………….

COMPANY NAME ………………………….…

DATE ……………………………..

WITNESSES

1 …….……………………………

2 ……….…………………………

DATE: .…………………………..

__________________________________________________________________________________

30

ANNEXURE A: SUMMARY OF TENDER PRICE

BREAKDOWN OF AN ALL-INCLUSIVE TENDER PRICE

Tender Price Proposed Property

Address

Property

Size

Price

per m2

Monthly

Rate per

month excl.

VAT

Annual rental Rate

over per annum

excl. VAT

1st Year

2nd Year

3rd Year

4th Year

5th Year

Total for 5 Years

VAT

TOTAL RENTAL INCL.

VAT

Tender Price

Basement Parking Bays Shaded Parking Bays Open Parking Bays

Number of offered bays

Price per bay per month

Number of offered bays

Price per bay per month

Number of offered bays

Price per bay per month

1st Year

2nd Year

n3rd Year

4th Year

5th Year

Total for 5 Years

VAT

TOTAL RENTAL INCL. VAT

__________________________________________________________________________________

31

ANNEXURE B: CURRENT OFFICE FLOOR PLAN

__________________________________________________________________________________

32

ANNEXURE C: STANDARD LEASE AGREEMENT