Request for a Proposal

SPECIFICATIONS FOR TENDER: SAS113

OFFICE SPACE RENTALFOR SASSETA

1BACKGROUND

The Safety and Security SETA needs to lease office space for a period of five (5) years.

The office space rental tender is open to the public and advertised on the SASSETA website and in local newspapers.

2OBJECTIVES

Proper and efficient office space and an enhanced SASSETA image
Compliance with occupational health and safety requirements
The ability to operate optimally
Access for disabled people

3REQUIREMENTS

Suitable location in Midrand or surrounding areas
Building is neat and relatively new
Building fits into the SASSETA branding requirements
Security is good
+- 2700 sq m

4SPECIFICATIONS

Comply / Do not comply / Comments
Between 2600 and 2700 sq m / Choose an item.
At least a grade “B” air conditioned building / Choose an item.
Market-related rental / Choose an item.
At least 80 under-cover secure parking bays / Choose an item.
Access to public transport / Choose an item.
Location in Midrand or surrounding areas / Choose an item.
Emergency back-up generator facility / Choose an item.
Emergency uninterrupted power supply (UPS) / Choose an item.
Telkom line facilities / Choose an item.
Maintenance service level agreements for generators, air conditioned and physical security(Bidders to submit the agreements) / Choose an item.
Minimum duration is five (5) years with an option to renew for another five (5) years and a further right of first refusal for further renewals / Choose an item.

5Service Providers must comply with the following specifications when preparing their tender documents:

5.1Company Profile

The Service Provider must supply SASSETA with the following information:

Company Name
Certification of Registration
Valid Tax Clearance Certificate
Details of equity status and BEE initiatives (As indicated on Tender Declaration Form to be attached)
Company ownership status
Organisational chart for your firm

NB: Please note that the above requirements are mandatory and MUST accompany the proposal.Non-compliance with the above will automatically lead to disqualification.

5.2Contactable references

Supply the most five contactable references by simply stating the following:

Name of client
Position
Contact telephone numbers
Work performed.
Dates when work performed.

5.3Expertise and Capacity

The proposal should reflect levels of expertise and capacity in the deliverance of office accommodation.

5.4Cost.

Indicate rates per square meter (Please provide a clear breakdown of costs)

NB: PROPOSALS MUST BE PROPERLY INDEXED

6Conditions for selection/short listing

6.1Tenders submitted will be adjudicated by SASSETA using a system that awards points in line with the guidelines of the Supply Chain Management covering the following items:

The price tendered
BEE status
SMME
Capacity to deliver
Expertise
Skills transfer
Gender component

6.2The tender obtaining the highest number of points will usually be awarded the contract, although other factors may lead to a different decision.

6.3In the event of equal points scored, the tender will be awarded to the tenderer scoring the highest on BEE

6.4The short-listed candidates will be notified within 30 days and will be required to make a presentation to the Tender Committee.

6.5The appointment of any Service Provider will only take effect after the Service Provider has received written confirmation of such appointment from SASSETA and contract signed.

6.6The successful bidder will be required to sign a Deed of Suretyship as part of the contract.

7General

7.1The Service Providers are required to submit their proposals on or before 12:00 noon onFriday the 13 April 2012. Any tender document received after closing date and time will not be considered.

7.2Submissions should be delivered to SASSETA offices: Level 3 East, Gallagher House, Gallagher Estate, 19 Richards Drive, Midrand.

7.3Two (2) bound hard copies AND one(1) unbound hard copy of the proposal must be submitted

7.4If you do not hear from us within 6 weeks after closing date, please accept that your proposal was unsuccessful.

8Disclaimer

SASSETA reserves the right not to appoint a provider and is also not obliged to provide reasons for the rejection of any proposal.

This document contains all information required, and no communication will be entered into on the subject of this tender prior to the closing date. Failure to adhere to this point could jeopardise the bid.

ANNEXURE B

DECLARATION OF INTEREST (SBD 4)

1.Any legal person, including persons employed by the state¹, or persons having a kinship with persons employed by the state, including a blood relationship, may make an offer or offers in terms of this invitation to bid (includes a price quotation, advertised competitive bid, limited bid or proposal). In view of possible allegations of favouritism, should the resulting bid, or part thereof, be awarded to persons employed by the state, or to persons connected with or related to them, it is required that the bidder or his/her authorised representative declare his/her positionin relation to the evaluating/adjudicating authority where-

-the bidder is employed by the state; and/or

-the legal person on whose behalf the bidding document is signed, has a relationship with persons/a person who are/is involved in the evaluation and or adjudication of the bid(s), or where it is known that such a relationship exists between the person or persons for or on whose behalf the declarant acts and persons who are involved with the evaluation and or adjudication of the bid.

2.In order to give effect to the above, the following questionnaire must be completed and submitted with the bid.

2.1Full Name of bidder or his or her representative: ......

2.2Identity Number: ......

2.3Position occupied in the Company (director, trustee, shareholder²): ......

2.4Company Registration Number: ...... ……………………………………..…….

2.5Tax Reference Number: ...... …………………………………………………….………

2.6VAT Registration Number: ...... ……………………………………………………....

2.6.1The names of all directors / trustees / shareholders / members, their individual identity numbers, tax reference numbers and, if applicable, employee / persal numbers must be indicated in paragraph 3 below.

¹“State” means –

(a)any national or provincial department, national or provincial public entity or constitutional institution within the meaning of the Public Finance Management Act, 1999 (Act No. 1 of 1999);

(b)any municipality or municipal entity;

(c)provincial legislature;

(d)national Assembly or the national Council of provinces; or

(e)Parliament.

²”Shareholder” means a person who owns shares in the company and is actively involved in the management of the enterprise or business and exercises control over the enterprise.

2.7Are you or any person connected with the bidder YES / NO

presently employed by the state?

2.7.1If so, furnish the following particulars:

Name of person / director / trustee / shareholder/ member: ………………………………

Name of state institution at which you or the person

connected to the bidder is employed: ………………..………………………………………

Position occupied in the state institution: ……………………………………………………

Any other particulars:

………………………………………………………………

2.7.2If you are presently employed by the state, did you obtainYES / NO

the appropriate authority to undertake remunerative

work outside employment in the public sector?

2.7.2.1If yes, did you attached proof of such authority to the bidYES / NO

document?

(Note: Failure to submit proof of such authority, where

applicable, may result in the disqualification of the bid.

2.7.2.2If no, furnish reasons for non-submission of such proof:

…………………………………………………………………….

2.8Did you or your spouse, or any of the company’s directors/ YES / NO

trustees / shareholders/ members or their spouses conduct

businesswith the state in the previous twelve months?

2.8.1If so, furnish particulars:

…………………………………………………………………..

…………………………………………………………………...

2.9Do you, or any person connected with the bidder, haveYES / NO

any relationship (family, friend, other) with a person

employed by thestate and who may be involved with

the evaluation and or adjudication of this bid?

2.9.1If so, furnish particulars.

……………………………………………………………...

…………………………………………………………..….

………………………………………………………………

2.10 Are you, or any person connected with the bidder,YES/NO

aware of any relationship (family, friend, other) between

any other bidder and any person employed by the state

who may be involved with the evaluation and or adjudication

of this bid?

2.10.1If so, furnish particulars.

………………………………………………………………

2.11Do you or any of the directors / trustees /shareholders / members YES/NO

of the company have any interest in any other related companies

whether or not they are bidding for this contract?

2.11.1If so, furnish particulars:

…………………………………………………………………………….

3Full details of directors / trustees / members / shareholders.

Full Name / Identity Number / Personal Tax Reference Number / State Employee Number / Persal Number

4DECLARATION

I, THE UNDERSIGNED (NAME)……………………………………………………………………

CERTIFY THAT THE INFORMATION FURNISHED IN PARAGRAPHS 2 and 3 ABOVE IS CORRECT. I ACCEPT THAT THE STATE MAY REJECT THE BID OR ACT AGAINST ME IN TERMS OF PARAGRAPH 23 OF THE GENERAL CONDITIONS OF CONTRACT SHOULD THIS DECLARATION PROVE TO BE FALSE.

………………………………….. ..……………………………………………......

Signature Date

………………………………….………………………………………………......

Position Name of bidder