terms of reference provision of office rental space … · 2020-07-17 · caths/loph/022/2020 page...

CATHS/LOPH/022/2020

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TERMS OF REFERENCE

PROVISION OF OFFICE RENTAL SPACE

BID NUMBER: CATHS/LOPH/022/2020

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1. Background to CATHSSETA

The Skills Development Act (No 97 of 1998) (SDA) makes provision for the establishment of Sector

Education and Training Authorities (SETAs) for each national economic sector and thereby aims to develop

the skills of the South African workforce by increasing the investment in education and training in the

labour market; and encouraging employers to play a meaningful role in developing employees, particularly

the previously disadvantaged. The Culture, Arts, Tourism, Hospitality and Sport Sector Education and

Training Authority (CATHSSETA) was established through the SDA, to research and establish nationally

recognised Sector Skills Plan (SSP) supported by skills development programmes serving the interest of the

following sectors:

Culture, Arts and Heritage

Tourism and Travel Services

Hospitality

Gaming and Lotteries

Conservation; and

Sport, Recreation and Fitness

These sectors are diverse and unique and they play a significant role not only in the economy, but also in the

broader quest for social cohesion and formulation of a unique South African national identity.

2. Overall objective

Bidders are invited to tender for the provision of office rental space for Cathsseta Head Office.

3. Contract period

01 March 2021 to the 31 March 2026 with an option to renew for an additional 4 years (please provide costing for the additional 4 years)

4. Indication if the tender will be evaluated on functionality as well as minimum acceptable qualifying

score

Yes the bid will be evaluated on functionality and bidders require a minimum of 90 out of 100 points

allocated for functionality.

5. Indication if the bid will be evaluated related to local production and contents as well as the minimum

thresholds applicable to local production and contents

Not applicable

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6. Detailed scope of services to be rendered by the service provider

CATHSSETA requires and seeks to acquire offices for rental for a period of nine (9) years for their office in Gauteng. The current lease agreement is due to expire on the 30 April 2021. CATHSSETA would like to source suitable property for rental which is around the Gauteng area. See list below of preferred

areas. The offered office building must be ready for occupation as of the 01 March 2021. CATHSSETA to have the right of first refusal on extension of the lease. CATHSSETA requires office

accommodation of approximately 70 CATHSSETA employees in Gauteng area as follows:

Business Units Seating Requirements

BUSINESS UNIT: CEO’S OFFICE (8) DESCRIPTION SPACE

CATEGORY (M²)

QTY. TOTAL SURFACE

AREA NEEDED (M²)

CEO must include office space and connecting meeting space

28.8 1 28.8

Manager in the office of the CEO 12.96 1 12.96

Senior Coordinator

10.24 1 10.24 Governance Specialist

10.24 1 10.24 Internal Audit

10.24 1 10.24 Company Secretary 18.00 1 18.00 Communications Specialist and Officer (open plan)

5.76 2 5.76 TOTAL SURFACE AREA FOR THE UNIT 96.24m²

BUSINESS UNIT: CHIEF FINANCIAL OFFICER (13)

DESCRIPTION SPACE

CATEGORY (M²)

QTY. TOTAL SURFACE

AREA NEEDED (M²)

CFO 18.00 1 18.00 Administrator 10.24 1 10.24 Finance Manager 12.96 1 12.96 Accountants (sharing office) 10.24 2 20.48 Officers (open plan) 10.24 5 51.20 SCM Manager 10.24 1 10.24 Practitioners (sharing office) 10.24 2 20.48 TOTAL SURFACE AREA FOR THE UNIT 143.60m²

BUSINESS UNIT: EXECUTIVE LEARNING PROGRAMMES (23)

DESCRIPTION SPACE

CATEGORY (M²)

QTY. TOTAL SURFACE

AREA NEEDED (M²)

Office space for Executive 18.00 1 18.00 Administrator and Coordinator 10.24 2 20.48 Office for Manager Learning Programmes

12.96 1 12.96 Office for Manager Administration and Management

12.96 1 12.96 Open plan for 5 Specialists and 3 Administrators 10.24 8 81.92 Office for Regional Manager GP

12.96 1 12.96 Open plan for 4 SLO

5.76 4 23.04 Office for Specialist Quality Assurance

10.24 1 10.24 Open Plan for three Coordinators and 1 Administrator


BUSINESS UNIT: EXECUTIVE MANAGER: RESEARCH, PLANNING AND MONITORING (8)

DESCRIPTION SPACE CATEGORY

(M²)

QTY. TOTAL SURFACE

AREA NEEDED (M²)

Office space for Executive 18.00 1 18.00 Administrator 10.24 1 10.24 Office for 2 Specialists 12.96 2 25.92 Open plan for 4 Analysts 5.76 4 23.04 TOTAL SURFACE AREA FOR THE UNIT 77.2m²

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BUSINESS UNIT: EXECUTIVE MANAGER: CORPORATE SERVICES (18)

DESCRIPTION SPACE

CATEGORY (M²)

QTY. TOTAL SURFACE

AREA NEEDED (M²)

Office space for Executive 18.00 1 18.00 Administrator 10.24 1 10.24

Office for Human Capital Manager

12.96 1 12.96 Office for HR Practitioner

10.24 1 10.24

1 Office for 4 x HR Offices

5.7 4 23.08

Open plan for Driver and Hostess

5.76 2 11.52

Office for Manager ICT and KM

12.96 2 25.92 Office for 3 ICT

10.24 3 30.72

Office for Legal Specialist 1 Administrator

10.24 1 10.24

Open plan Knowledge management X 2


BUSINESS UNIT: EXECUTIVE MANAGER: CORPORATE SERVICES (ADMIN) DESCRIPTION SPACE

CATEGORY (M²)

QTY. TOTAL SURFACE

AREA NEEDED (M²)

Receptionist 8 1 8 Reception Area 50 1 50 Cleaner 6 1 6 TOTAL SURFACE AREA FOR THE UNIT 64m²

BUSINESS UNITS SEATING REQUIREMENTS DESCRIPTION SPACE

CATEGORY (M²)

QTY. TOTAL SURFACE

AREA NEEDED (M²)

TOTAL SURFACE AREA FOR ALL UNITS 70 761.04m²

Common Areas

FILING ROOMS

DESCRIPTION QTY. TOTAL SURFACE AREA NEEDED (M²) SCM & Finance 1 30 Corporate Services & HR 1 30 Executive Support 1 30 Skills 1 30 TOTAL SURFACE 120m²

STORE ROOMS DESCRIPTION QTY TOTAL SURFACE AREA NEEDED (M²) Records 1 20

Stationary and Branding Material 1 16

Groceries (consumables & non-consumables) 1 12

TOTAL SURFACE 48m²

INFORMATION TECHNOLOGY (IT)

DESCRIPTION QTY TOTAL SURFACE AREA NEEDED (M²)

Server Room 1 50

TOTAL SURFACE 50m²

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OTHER DESCRIPTION QTY. TOTAL SURFACE AREA NEEDED (M²) Pause Area / Canteen 1 50

Kitchen 2 40

Bathrooms Compliant with SANS 10400

TOTAL SURFACE 90m²

COMMON AREAS DESCRIPTION SPACE

CATEGORY (M²)

QTY. TOTAL SURFACE

AREA NEEDED (M²)

TOTAL COMMON SPACE (EXCL. MEETING ROOMS) 11 308.00m²

Boardrooms and Meeting Rooms

FUNCTION SITTING CAPACITY

QTY TOTAL SURFACE AREA

NEEDED (M²)

Board & Committee Meeting room 18 1 68

Meeting room - Executive 16 1 60

Meeting room - Management 10 1 28.8

Staff training/meeting room 40 1 150

Consultants room 10 1 28.8

Meeting room 8 1 24

Training room (Auditors) 8 1 24 TOTAL SURFACE AREA 383.60m²

BOARDROOMS AND MEETING ROOMS DESCRIPTION SPACE

CATEGORY (M²)

QTY. TOTAL SURFACE

AREA NEEDED (M²)

TOTAL SURFACE AREA 7 383.60m²

TOTAL REQUIRED SPACE DESCRIPTION SPACE

CATEGORY (M²)

QTY. TOTAL SURFACE

AREA NEEDED (M²)

TOTAL SURFACE AREA FOR ALL UNITS 70 761.04m² TOTAL COMMON SPACE (EXCL. MEETING ROOMS) 11 308.00m²

TOTAL MEETING ROOMS SPACE 7 383.60m²

TOTAL REQUIRED SPACE

1 452.64m²

Parking Space

PARKING SPACE DESCRIPTION QTY PARKING TYPE

CATHSSETA Executives and Employees 50 10

Covered/Undercover Parking CATHSSETA Visitors 10 Open Parking

Disabled Parking 2 Open Parking TOTAL 62

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PROPERTY SIZE AND PARKING BAYS

Gross Rentable Office Area of 1 452.64m².

CATHSSETA requires a minimum of 62 on-site parking bays for exclusive use by CATHSSETA Employees and its Visitors

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

It is preferable that the CATHSSETA 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.

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.

AVAILABILITY

Office space to be available from 30 November 2020 for tenant fit out. Compliance

Requirement.

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

PROPERTY LOCATION

The proposed premises need to be relatively close to CATHSSETA’s current Office Space or any

other suitable area. The following are areas of preference, but not limited:

Johannesburg Head Office Killarney, Illovo, Woodmead, Rosebank, Athol Oaklands, Graighall Park, Parktown, Benmore Gardens, Randburg, Blairgowrie, Ferndale, Kensington B, Sunninghill, Lonehill, Fourways, Sandton,

Bryanston, Linden, Parkhurst, Greenside, Bedfordveiw, Melrose, Midrand,

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

CATHSSETA’s vision, value , and/or mission

. .

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Note

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

ready for occupation and compliant to the CATHSSETA requirements and other building compliance as may be required by law.

The CATHSSETA invites Bidders in accordance with the information in this pack to submit a fixed price 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.

Failure to comply in any of the minimum requirements and submission of the required

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

CATHSSETA reserves the right not to evaluate further the proposed premises that are not at a

location suitable for CATHSSETA’s purposes/needs

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

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

CATHSSETA 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 CATHSSETA

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

KINDLY NOTE THAT, FAILURE TO SUBMIT THE REQUIRED DOCUMENTATION WITH THE PROPOSAL

WILL RESULT IN YOUR PROPOSAL BEING DISQUALIFIED WITHOUT FURTHER CONSIDERATION.

SCOPE OF SERVICES

CATHSSETA Requirements as per Scope of Services

Facilities Requirements

Item No. Description Specification

1. Office Size Gross Rentable Office Area of 1 452.64²

2. Property Grade A/B Grade (per SAPOA specifications)

3. Property Information

Bid proposal should clearly outline the following: - Physical address, stand number, locality plan and zoning

information,

Details of all partners to the offer,

Detailed rental option,

Tenant installation allowance, must be declared upfront. All costs for customization of the building according to CATHSSETA

requirements must be made available. Building layout drawings/ plans in CAD format. All the renovation

costs required to create the proposed design shall be the responsibility of the landlord.

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 62 on-site parking bays is required.

5. Security Bid proposal should clearly outline the provision of security of the

building:

Internal and External Security Access control systems (Access door

control, alarms and panic buttons); CCTV cameras on the perimeter; Electric Fencing; Fire detect into the building, Armed Response Alarm System, Cameras.

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6. Building Compliance

Bidders to attach the following building compliance in their bid response:

Occupational Health and Safety (OHS) certificate

Municipal approved building plans

Building insurance information

7. Differently abled

requirements CATHSSETA requires that the building must be wheelchair 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 shall be for the bidder’s

account.

8. Ablutions for Male and Females

Provide dedicated ablution facilities accommodating approximately 70 employees and visitors, including facilities for the physically disabled, in

line with SANS 10400.

If the ablutions facilities are shared by multi companies, the landlord is to provide cleaning services and the cost shall be borne by the landlord.

9. Technology and Communication

The space(s) on offer must have its own electric distribution board(s). Power supply to be connected and distributed through the building. Uninterrupted power supply (UPS) and back-up generator power

supply must be available in the event of power failure for the entire building. Provision to be made for telecommunication lines within the building

including LAN, WAN and Fibre Optic Cabling. The cost of which will be borne by the landlord. 10. Health & Safety The building is required to comply with all regulatory and environmental requirements. It is a requirement of this bid that the following (but not limited to) are submitted:

The Occupational Health and Safety (OHS) certificate to be

attached to a bidder’s response.

An Electricity Certificate of Compliance (COC) certificate to be

attached to a bidder’s response.

A Fire Certificate of Compliance (COC) certificate to be attached to a bidder’s response.

The Building should have Firefighting equipment in terms of the Fire Requirements (fire extinguishers, fire hoses, fire escape doors,

smoke detectors and emergency assembly area etc.) and these should be maintained and serviced regularly by the Landlord.

11. Maintenance and Building Support Services

The landlord shall be responsible for providing utilities and building services including:

Repairs and Maintenance

Landscaping, if any

Climate-controlled air conditioning

Pest Control

Refuse Removal

12. Lease Agreement

and Deposit The lease contract should be signed with the owner of the building/

landlord not an agency or third party

The lease offered must provide CATHSSETA with right of first refusal

The landlord must place the deposit made by CATHSSETA into an

interest-bearing account with any of the 4 Banks.

At the end of the agreement lessor must return the deposit as well

as the accrued interest to the tenant, presupposing there was no damage to the property.

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13. Occupation for Tenant Fit out Date

30 November 2020. The landlord shall be responsible for the fit-out in line with CATHSSETA space requirements

Methodology

The interested Bidders must outline the methodology how 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 CATHSSETA tabled in a document along with any supporting information.

8. Monitoring and report requirements after contract is signed

The following reports/information should on a regular basis, be submitted to the Cathsseta: Management Reports

Cathsseta will require monthly reports on the building status i.e. hydraulics, fire extinguishers, building safety etc.

Weekly reports on office readiness until tenant takes occupancy.

o Additional Requirements

o Hold monthly meetings with Cathsseta representative to discuss relevant leasing and building issues.

9. Price specification/ requirements

Firm price required

10. Mandatory Requirements regarding this bid

Submission of Compliance Requirements to the Minimum Requirements to be met for the

Rentable Office Space

Provide a copy of the Company Registration documents

Bid document must be signed and duly completed, together with all declaration of interest and standard bidding documents

Provide and attach a valid Tax Clearance pin

Provide and attach a valid BBBEE certificate should you wish to claim the BBBEE points

Bidder must be registered with CSD

Contact details for technical enquiries [email protected]

Contact details for procurement enquiries

[email protected]

7. Details of CATHSSETA role and functions in the service/project

The Service Provider will work under the direct supervision of the CEO or their delegated person who

will provide all management inputs. The divisions involved will supply the information needed.

mailto:[email protected]

mailto:[email protected]

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11. Validity period

Validity period: 90 days. The Bidder is required to confirm that it will hold its proposal valid for 90 days from

the closing date of the submission of proposals, during which time it will maintain without change to the

services with their proposed rates.

12. Available data/information to the potential supplier relevant to this bid

The Cathsseta Strategic Plan, Sector Skills Plan and Annual Performance Plan are available on the

CATHSSETA website. www.cathsseta.org.za

13.The following bid process will be followed

Description Due Date

Tender Advert Request for Proposal 17 July 2020

Briefing Session None

Closing date for Request for Proposals 07 August 2020 at 11H00

14.Evaluation process

Bid evaluation process if functionality/local content production is stipulated

All bids duly lodged will be examined to determine compliance with bidding requirements and conditions.

Bids that do not meet the minimum qualifying score for functionality/ or minimum stipulated

threshold will be eliminated from further evaluation.

The responsive proposals will then be evaluated further based on the 80/20 preference point system in

terms of the PPPFA Act and its regulations 2017.(See SBD 6.1)

The contract will be awarded to the bid proposal that scored the highest total number of points.

http://www.cathsseta.org.za/

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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 to be arranged in sequence of the above Facility requirements criteria in a pack with clearly marked sections.

15.Evaluation criteria that will be used to evaluate functionality

REFERENCE PAGE &

SECTION

NUMBER

TOTAL

POINTS

PROPERTY INFORMATION AND BUILDING GRADING

1

Bid proposal should clearly outline the following:

Physical address, Erf number, Zoning Information = 1 point

Property Size = 2 points

Details of all role players to the offer (i.e. Property Manager, Owner,

Leasing Agent etc.) = 1 point

Property Grade = 1 point

Building layout drawings = 1

If Single Tenant in the office = 2 points

If multi tenants in the office, provide names and detail of such tenants and their businesses. = 1 point

6 months Municipal bill statements reflecting available services all

the dues payable= 1 point

10

PROPOERTY LOCATION

2

GPS Location Map/Plan in relation to accessibility to public transportation

Within 0.25km of Taxi/Bus Routes/Public Transport Facility = 4 points

Within 0.5km of Taxi/Bus Routes/Public Transport Facility = 3 points

Within 1km of Taxi/Bus Routes/Public Transport Facility = 2 points

Outside 1km of Taxi/Bus Routes/Public Transport Facility = 1 point

10

PARKING FACILITIES

3

A minimum of 62 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. CATHSSETA however would prefer 62 dedicated bays for staff and

visitors, within a secure environment ( walled/fenced in area)

5

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

62 parking bays = 5 points Less than the required = 0 points

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

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SECURITY

4

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:

24 hour surveillance security provided – 2 points

Building access control, burglar bar windows and security gates = 3 points

Armed Response and Alarm System = 2 points

Provision of adequate perimeter security, = 3 points

10

BUILDING COMPLIANCE

5

The following building compliance documents must be supplied to CATHSSETA:

Municipal approved building plans =2 Points

The Occupancy Certificate must be valid = 2 points

The Occupancy Certificate Must be supported by the following

approved certificates: Electricity Certificate of Compliance = 2 points

Mechanical ventilation system compliance= 1 point Structural system compliance= 1 point Fire Certificate of Compliance = 1 points Building Insurance Information = 1 point

Bidder will be disqualified if they don’t submit of the above compliance certificate.

10

TECHNOLOGY & COMMUNICATION

6

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

Provision is made for the connection of telecommunication so that this can easily be distributed through the office areas. Provision of standby/backup power is required.

10

Power connected and facilities provided:

Alternative to the current Eskom/City Power source and power supply

=3 point

Power Supply connected to the building and distributed to all parts of

the premises to be leased = 2 points

Provide and option for CATHSSETA to install Telecommunication

connection, LAN, WAN and Fibre Optic Cable =5 point

If there is no standby/backup power 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 requirement is met.

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SPACE FOR REQUIRED OFFICE

7

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. Suitability of required Office Space:

The space is of suitable proportions in relation to CATHSSETA’s

needs = 3 points

The space is of an appropriate shape that can accommodate required offices = 3 points

The space has natural light all around with open windows = 2 points

Adequate ventilation either by natural/mechanical means = 2 points

Required Boardrooms and Meeting Rooms = 3 points

Customer waiting area to accommodate 2-3 people, water dispenser,

CATHSSETA’s Marketing Material and Decorative Items = 1 points

2 X kitchenettes with Built-in Cupboards and Sink = 2 Points

CATHSSETA dedicated Male and Female and disabled Ablutions =

2 points

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

Room = 2 points

Note: Above points will be allocated for proposed buildings that meet the

above requirements at the time of bid submission. Submit proof thereof

20

HEALTH & SAFETY

8

Building must comply with the required standards, Occupational Health and Safety etc. and should have firefighting equipment in terms of the fire requirements (fire extinguishers, fire hoses, fire escape doors, smoke detectors and emergency assembly area) and Fumigation.

Building Layout showing the above = 3 points

Fumigation Certificates = 2 points

5

MAINTENANCE

9

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, etc.) Cleaning Services of Ablution facilities in event of shared ablution facilities.

- 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; 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 CATHSSETA will be charged over and above = 5 points

No = 0 points

5

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FINANCIAL OFFERING

11 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

5 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) = 2 point

Total 100

16. Bidders must score a minimum qualifying score for functionality

90 points out of 100

Site Inspection

Only bidders who meet the minimum have met the minimum qualifying points 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 view is to validate the information provided in point 15 above. The following will used

as criteria.

17. Site Inspection Evaluation Criteria

Reference Page & Section No

Yes No

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

2 Does the building have doors and windows that open and close

including and mechanical ventilation

3 The proposed building must have a clear exit route

4

The proposed building must have no visible lighting wires hanging

5 Physical verification of space for required office space as listed in number 7 of the Evaluation Criteria

6 Office in a secure environment and all security provisions exists

7 Disability Accessibility provisions available

8 firefighting equipment in terms of the fire requirements (fire extinguishers, fire hoses, fire escape doors, smoke detectors and emergency assembly area)

9 Adequate parking area provision exists

DISABILITY ACCESSIBILITY

10

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

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

10

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18. General Bid administrative information

The completed response and submissions must be returned to –

CATHSSETA,

01 Newtown Avenue,

Killarney

Attention: Supply Chain Office

Bid proposals must consist of at least five (5) hardcopies and one (1) electronic copy. (CD or Memory

Stick).

Incomplete submissions including insufficient number of printed copies will result in

disqualification.

E-mail or fax proposals are not acceptable.

Questions for clarification of issues will be considered by the CATHSSETA up to the close of business

72 hours before the closing date and time. No verbal requests for information or clarification will be

accepted. Answers to queries shall be posted to the CATHSSETA web site www.Cathsseta.org.za

(under Bids), and will therefore be in the public domain.

All documentation and responses will be supplied and exchanged utilising standard Microsoft Office

(Word, Excel and PowerPoint) products.

Any attempt to gain information in a manner deemed to be fraudulent or disadvantageous to

other respondents or any attempt to influence the outcome of the response evaluation will result

in immediate disqualification from the bid process. It should also be noted that any attempt at

collusion or fronting, may be reported to SAPS in terms of Section 34 of the Prevention and

Combating of the Corrupt Activities Act (PRECCA, 2004)

MANDATORY REQUIREMENTS – GATE ONE

Bidders are required to indicate in the checklist below (using a tick) whether or not they have submitted all the

mandatory documents. Please note none submission of mandatory documents will disqualify the bidder from

proceeding to the next stage of technical specification evaluation.

MANDATORY REQUIREMENTS CHECKLIST – GATE ONE YES NO NA

Compare Service Provider details with compulsory briefing register

Invitation to Bid - SBD Form 1

Pricing Schedule – Firm Prices Purchases - SBD Form 3.1

Pricing Schedule – Non-Firm Prices Purchases - SBD Form 3.2

Pricing Schedule – Professional Services - SBD Form 3.3

Declaration of Interest - SBD Form 4

National Industrial Participation Programme - SBD Form 5

PPPFA 2017 Regulations Claim Form - SBD Form 6.1

Local Production Content - SBD Form 6.2

Contract Form - Purchase of Goods/Works - SBD Form 7.1 Contract Form - Rendering of Services - SBD Form 7.2

Contract Form - Sale of Goods/Works - SBD Form 7.3

http://www.theta.org.za/

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Declaration of Bidder’s Past Supply Chain Management Practices - SBD Form 8

Certificate of Independent Bid Determination - SBD Form 9

General Conditions of Contract

Special Conditions of Contract (If Applicable)

Valid Tax Clearance Pin

Valid BBBEE Certificate

Company Registration Documents

Central Supplier Database (CSD)

5 x Hardcopy Proposals & 1 x Electronic Copy

Technical Specification(s)/ Technical proposal based on TOR – Gate Two

The technical proposal should address the following content (if applicable) Refer to Evaluation Criteria:

Background information of service provider/Joint venture/Consortiums.

Service provider Profile / Management structure

Proposal regarding the scope of services to be rendered

Approach, Plan and Time Lines

Project Organisation and logistical arrangements

Methodology to ensure successful completion of contract

Business arrangement approach

An overview of the proposed business arrangement; How CATHSSETA and the service provider will manage risks and realise benefits;

Information and evidence to address the evaluation criteria set in the particular bid

documents:

Property Information and Building Grading

Property Location

Parking Facilities

Security

Building Compliance

Technology & Communication

Space for Required Office

Health & Safety

Maintenance

Disability Accessibility

Financial Offering; and

All bid proposals must at least adhere to the minimum requirements as specified in the Terms of Reference.

If the bidder suggests certain changes to the General conditions of contract or the special conditions of contract, the proposed changes will be evaluated and if acceptable by CATHSSETA such suggested changes may be included into the contract as special conditions of contract. If the suggested changes

are unacceptable, the General conditions of contract and the special conditions of contract will stand. The potential bidder will then have to decide to abide by the decision or to withdraw its bid proposal. If any clarity needs to be obtained for evaluation purposes CATHSSETA may require the potential service

provider to substantiate certain information, or to allow officials to undertake a financial/ physical inspection to assure that capacity and ability is proven.

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Supporting documentation should be attached as annexures and cross-referenced to the appropriate section of the bid.

Please note that the scope of services as indicated in this TOR reflects CATHSSETA true requirements and once the contract is signed amendments to the contract will only be allowed in exceptional circumstances. Please ensure that your costing is based on the scope of services to be rendered.

Disclaimer

The SETA reserves the right not to appoint a service provider and is also not obliged to provide reasons

for the rejection of any proposal. CATHSSETA reserves the right to:

Award contract or any part thereof to one or more Service Providers;

Reject all bids;

Consider any bids that may not conform to any aspect of the bidding requirements;

Decline to consider any bids that do not conform to any aspect of the bidding requirements;

Request further information from any Service Provider after the closing date;

Cancel this tender or any part thereof at any time.

Take note that if subcontractors are going to be utilized the following B-BBEE rules will be applicable for the allocation of B-BBEE points:

Pre-contract (Regulation11.8)

Post contract (Regulation 11.9)

Bidders notification

Unsuccessful respondents will be notified by e-mail

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SPECIAL CONDITIONS OF CONTRACT

Special conditions of Contract (SCC) relevant to a specific bid, (if applicable) should be compiled

separately for every bid and will supplement the General Conditions of Contract. Whenever there

is a conflict, the provisions of the SCC shall prevail. The following

conditions will be applicable to this bid:

No subcontracting

All Standard Bid documents must be completed and signed and will form

part of a signed contract.

19. Additional Bid requirements if an consortium/ joint venture/ trusts is submitting a bid proposal

The name of the entity with whom the CATHSSETA will ultimately contract and who will be responsible for the

overall service delivery. This is required in all instances and is particularly relevant in a consortium.

The names of all consortium/ joint venture members and evidence there-of.

SARS tax clearance certificates or pin (if consortium and/or joint venture kindly ensure that all members

submit a Tax Clearance Certificate or pin);

Consortiums must submit a Copy of Registration Documents with the Registrar of Companies (CIPS) All

members of a consortium or joint venture must provide a SARS tax clearance certificate or pin.

A trust, consortium or joint venture will qualify for their B-BBEE status level as an unincorporated entity,

provided that the entity submits their consolidated B-BBEE scorecard as if they were a group structure and that

such a consolidated B-BBEE scorecard is prepared for every separate tender.

Regarding joint ventures the joint venture agreement between the different suppliers must be provided clearly

indicating the role and responsibilities of each supplier towards the contract.

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