awtoritÀ tad -djar housing authority · awtoritÀ tad-djar housing authority _____ 22, triq pietro...
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AWTORITÀ TAD-DJAR HOUSING AUTHORITY
__________________________________________________________________________________
22, Triq Pietro Floriani, Furjana FRN 1060. Tel: 22991000; Freephone: 80072232
www.housingauthority.gov.mt
Expression of Interest (EOI)
Invitation to submit Proposals for the
Lease of Premises to house Administrative Offices of
Housing Authority in Malta
Reference: EOI / 001 / 2015
Published in Government Gazette of 24
th November 2015
Closing date for submissions: 16th
December 2015
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1. INTRODUCTION
The Housing Authority falls under the Ministry for the Family and Social Solidarity. The mission of the
Housing Authority states ‘’Through social housing, help provide life solutions to those who really need it’’.
In fact it has been contributing to the strengthening of our societies ever since its establishment, by being
committed to improving the quality of life, whilst pursuing a better future for our communities. This is
achieved by developing and implementing various schemes that are intended to improve the quality of life
not just through ownership but also by providing social accommodation, improving quality of
accommodation, accessibility and embellishing Housing Estates.
To be better suited to provide its services, the Housing Authority is looking for suitable premises for a long
term lease.
Objectives
The purpose of this Expression of Interest (EOI) is to submit proposals for the lease of premises to house
administrative offices of Housing Authority in Malta.
The Housing Authority, hereinafter referred to as “HA”, is hereby inviting interested parties to submit
proposals for the leasing of suitable premises for office space in localities in accordance with the
requirements, specifications and criteria detailed in this document.
Nothing in this invitation is to be construed as creating a binding contract between the HA and the
proponent until the two parties enter into a final, binding contract.
2. SELECTION CRITERIA
2.1 The following requirements must be satisfied:
a) The areas of the property shall be approximately as follows:
Offices 2350 square mtrs
Storage space 700 square mtrs for filing system
Parking space 1200 minimum square mtrs and a minimum of 50 car spaces
Premises shall be fully accessible to persons with special needs.
b) The premises shall be used as offices and layouts shall include top management offices, board room/s, reception areas, kitchenettes, bathrooms / toilets.
c) The rentable areas to be proposed have to satisfy the requirements and abide by the
regulations of the Occupational Health and Safety Regulations (OHSA). d) The rental period shall be fixed and be at least for twenty (20) years.
e) Preference would be given to premises located in central areas and to
premises which have natural lighting.
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2.2 With reference to the requirements, the following conditions are to be noted:
a) The buildings shall be either designed for general office use or shall be easily capable of being modified to meet such use. Preference shall be given to those properties that are ready to move into in a finished state on awarding date or that will be ready within six (6) months from awarding date. Finished state includes all mechanical, electrical and computer network installations in place, including heating and cooling equipment and fire and security alarm systems but excluding furnishings.
b) Whilst preference will be given for property with the least number of floors, lifts are
required for any property spread over more than one floor.
c) Preferably, offered premises would require a minimum form of refurbishment or improvements to arrange the layout to accommodate the requirements.
d) The premises shall be equipped with the appropriate sanitary facilities to cater for
staff working on the premises.
e) The building shall be covered by a relevant MEPA permit to be used as an „Office‟.
f) Buildings have to be in conformity with „Access for all‟ design guidelines published by the National Commission for Persons with Disability in 2005.
g) Preference shall be given to property that is free and unencumbered. h) The HA shall be entitled to agree in writing with the owner of the premises to be
leased for itself to carry out the works which it deems necessary for such premises to be fit for use, provided that the HA shall have the right to keep the rent due or the rent which is still due to be paid as reimbursement in lieu of the expenses made in carrying out the mentioned works, and this subject to the right of HA for any greater amount, if the amount of these expenses is more than such rent.
3. REQUEST FOR CLARIFICATIONS
Interested parties may submit requests for clarifications in writing to Housing Authority by sending an email on: [email protected]; refer to Section 6 - Timeframes. The HA shall reply to all queries and, where necessary, amend the EOI document as per Section 6 in this document. Questions and answers and amendments to the EOI document shall be uploaded on the HA‟s website: www.housingauthority.gov.mt. HA may, at its discretion, extend the deadline for submissions.
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4. SUBMISSIONS
Interested parties are to submit their proposal/s in a sealed envelope or parcel and deposited in
the Expression of Interest Box at the following address by not later than 1000hrs of 16th
December 2015.
Housing Authority 22 Triq Pietro Floriani Floriana
The envelope or parcel shall be marked:
EOI / 001 / 2015
Lease of Premises to house Administrative Offices of the Housing Authority in Malta
The proposal should include the information enlisted hereunder:
a) A document indicating the personal and contact details of the site owner, also referring to current and previous uses of the site being proposed. In the case of a company, a copy of the Memorandum and Articles (M&A) is required.
b) A site plan (scale 1:2500) clearly indicating the location of the site.
c) A block plan (scale 1:100) clearly indicating the detail of the site.
d) Front and side elevations of the site and building (scale 1:100).
e) As-built layout plans in scale 1:100.
f) As-built drawings in AutoCAD format.
g) Copies of all MEPA permits of the site and building.
h) Photos of the site indicating access to the site, the building (including the interior), and other facilities on site.
i) Details of security features, and accessibility features.
j) Confirmation of when the site and building will be ready.
k) The cost of the rent payable per annum for the duration of the contract in euro, exclusive of VAT and inclusive of all applicable taxes and charges.
5. CONDITIONS FOR PARTICIPATION
Participants in this Expression of Interest must observe the following conditions:
a) Submissions are to be made strictly in accordance with this document.
b) Additional material, brochures or promotional material may be submitted together with the information requested therein.
c) All information requested in this document must be provided. If any section is not
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deemed to be applicable the bidder shall indicate it accordingly, without prejudice to the right of the HA to disqualify bidders that do not provide the required information.
d) The submitted proposal is to be signed by the candidate‟s authorised signatory with
evidence of such authorisation.
e) In the case where the bidder is a „consortium‟ the information requested herein must be provided for each company forming part of the „consortium‟.
f) The proposal must be drawn up in English.
g) Any correspondence, including the actual proposal must always include the reference
number indicated on the front page of this document.
h) The HA may invite interested parties to supplement or clarify the documents they submit.
i) The HA shall have the right to visit the site during the adjudication period. 6. TIMEFRAMES
Date Time (*)
Date Published 24th November 2015 -
Final date for request for any additional information from the Contracting Authority
1st December 2015 1200hrs
Final date for the Contracting Authority to reply to additional information and clarification requests
9th December 2015 1200hrs
Closing date for the Submission of Expression of Interest documents
16th December 2015 1000hrs
Expression of Interest Opening Session 16th December 2015 1000hrs
*All times Central European Time (CET)
7. EVALUATION OF PROPOSALS
Following the closing date, the Evaluation Committee shall evaluate the received proposals
against the criteria, specifications and conditions set out in this EOI.
If, in the opinion of the Evaluation Committee, a proposal is unclear in any respect, the Evaluation
Committee may, in its discretion, seek clarification from the proponent. Failure to supply
clarification to the satisfaction of the Evaluation Committee shall render the proposal liable to
disqualification.
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After evaluation of proposals, the Committee shall draw up a short-list of proposals for the
consideration of the HA.
Being short-listed does not give rise to a contract or any obligation between the HA and the
proponent. No legal relationship shall exist between the HA and a proponent until such time as a
binding contract is entered by them.
The HA shall, without limiting other options available to it, invite short-listed proponents to enter
into pre-contractual negotiations, which may or may not lead to a final, binding contract.
The HA reserves the right not to proceed further with the whole EOI process.
8. DISCLAIMERS
a. Information in this document is for the reference of interested parties only. This document does
not constitute a warranty, statement or representation, expressed, implied or imputed by the HA
as to the accuracy, reliability or completeness of the facts contained therein.
b. The HA does not accept liability to any interested party in respect of damages, costs or claims
caused by the use of or reliance on the information contained in this document.
c. No information in this document or in the replies to clarifications should be relied upon by
interested parties as a representation, statement or warranty as to the intentions, policy or action
of the HA in the future. Such information is to be utilized by interested parties to set up their own
judgment independently.
d. The submission of a proposal shall be considered as an acceptance by the proponent of the
terms and conditions outlined in this document.
e. The HA reserves the right to reject at its sole and absolute discretion, any or all of the submitted
proposals, and is not bound to give reasons for rejection.
f. Each proponent shall be solely responsible for the fees, costs and expenses incurred in
participating in the present process, and the HA will under no circumstances be liable for any
such fee, costs, expenses, re-imbursements, loss or damage whatsoever arising out of or in
connection with the proposal process.
g. The HA reserves the right to change, alter, amend, vary all and any information, terms and
conditions of this present document and this without incurring any form of liability whatsoever
from any third party that may have forwarded a proposal in the present process or any interested
party.
9. CONTRACT
The successful bidder, hereinafter referred to as “the Lessor”, will be required to enter into a
contract of lease with the HA for a period of twenty (20) years, which period shall be „di rispetto‟,
meaning that the HA may terminate the lease at any time prior to the twenty (20) years as long as
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it gives the Lessor six months‟ prior notice. The Contract shall include all the conditions enlisted in
this document.
The following conditions shall apply:
a) The contract shall include the right to extend the lease for a further ten (10) year period beyond the expiration date, at the same fixed annual rent plus twenty five per cent (25%), provided that six (6) months‟ prior notice of the extension shall be given to the Lessor.
b) The Lessor warrants that he/she is the owner of the site and/or has the right to lease the site and building which are the subject of this Request for Proposals.
c) The Lessor warrants that, to the best of his/her knowledge, the site and building proposed or any part thereof do not infringe or violate any third party property rights including without limitation, trademarks, patents, copyrights or trade secrets.
d) The Lessor shall have the right to access the site and the building by providing at least one week‟s notice to the HA. Access shall be exercised during the time periods stipulated by the HA.
e) The Lessor expressly waives its right to any abatement of any penalty he may incur in terms of this Agreement to which he may be entitled in terms of section 1122(1) (b) of the Civil Code.
10. CONSEQUENCES OF DELAY
Without prejudice to the HA‟s right to dissolve the contract ipso jure, failure to deliver the site
and/or building as agreed by interested parties, in addition to any liabilities incurred by the Lessor
under these Conditions and / or the Contract, render the Lessor liable to pay by way of penalty
€150 per day for the first 30 days and €500 per day thereafter, unless the HA, after having been
notified by the Lessor, is of the opinion that such delay has arisen from causes which were
unavoidable and could not be foreseen or overcome by the Lessor. In such case the HA shall
decide the extent, if any, of the deduction of the penalty. This is without prejudice to the right of
the HA to terminate the contract and obtain compensation for damages from the Lessor.
In the event of any of the following, the HA shall have the right to carry out the works itself or
request a third party to carry out the works, with expenses to be paid by the Lessor, without
prejudice to the rights of the HA to recover from the Lessor, any damages incurred:
a) Late delivery of the site and/or building in whole, or in part, or not in accordance with the requirements and specifications of this document, or outright failure to effect delivery of the site and/or building;
b) Abandonment of the Contract, provided that the Contract shall be deemed abandoned in any of the following circumstances:
(i) If the Lessor fails to commence Work within seven (7) working days from the date of the Letter of Acceptance or from the order to start work whichever is the latest;
(ii) If the Lessor stops Work for seven (7) consecutive working days without previously
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obtaining the written permission of the HA;
(iii) If the Lessor for any cause whatsoever, becomes unable or fails to carry out the Contract as agreed; or if he does not progress with the work in the manner intended by the Contract; or if the preparations for commencement or subsequent rate of progress is slow, such that in the opinion of the Director the Lessor is unable to complete and deliver the work or goods by the expiration date of the Contract Term; or if the Lessor refuses or neglects to comply with the directions given to him by the Director.
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11. FINANCIAL BID - Reference: EOI / 001 / 2015
Expression of Interest (EOI): Invitation to submit proposals for the lease of premises to house
Administrative Offices of the Housing Authority in Malta.
Rent Payable per annum for the duration of the contract as outlined in the Request for Proposal Document:
Property
Locality
Fixed amount in Euro per annum
for LEASE (Excluding VAT but including all applicable taxes
and charges)
In figures
Fixed amount in Euro per annum
for LEASE
(Excluding VAT but including all applicable taxes and charges)
In words
Name / Company Name …………………………………………………………………..………………………..
Email ……………………………………………………………………………………..…………………………..
Telephone Number ……………………………………………. Mobile:
Signature ………………………………………………………..
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Documents to be submitted with proposal/s:
CHECKLIST
The proposal should include all the following declarations (as applicable) and
information:
1) Annex 1
DECLARATION & BIDDER‟S DETAILS FORM.
2) Annex 2
DECLARATION OF OWNERSHIP BY INDIVIDUAL PERSON
Including authenticated document. (as applicable)
3) Annex 3
DECLARATION OF OWNERSHIP BY COMPANY REPRESENTATIVE
including authenticated document. (as applicable)
4) Annex 4
DECLARATION BY AN INDIVIDUAL PERSON THAT SUBMITTED
INFORMATION IS CORRECT. (as applicable)
5) Annex 5 - DECLARATION BY COMPANY REPRESENTATIVE THAT
SUBMITTED INFORMATION IS CORRECT. (as applicable)
A document referring to current and previous uses of the site being proposed. In
the case of a company, a copy of the M&A is required.
A site plan (scale 1:2500) clearly indicating the location of the site.
A block plan (scale 1:100) clearly indicating the details of the site.
Front and side elevations of the site and building (scale 1:100).
As-built layout plans in scale 1:100.
As-built drawings in AutoCAD format.
Copies of all MEPA permits of the site and building.
Photos of the site indicating access to the site, the building (including the
interior), and other facilities on site.
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Details of security features, and accessibility features.
Confirmation of when the site and building will be ready,
The cost of the rent payable per annum for the duration of the contract in euro,
exclusive of VAT and all applicable taxes and charges.
Note: All fees incurred to obtain the above documents are to be paid by the bidder/contractor. The
HA is not liable for any of these fees.
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Annex 1 - DECLARATION & BIDDER’S DETAILS FORM
Reference: EOI / 001 / 2015
Expression of Interest (EOI): Invitation to submit Proposals for the Lease of
Premises to house Administrative Offices of the Housing Authority in Malta
With reference to this expression of interest Ref. EOI/001/2015 published in the Government Gazette by
the Housing Authority on the 24th November 2015 and in terms of the conditions therein mentioned and
those thereto attached.
I/We............................................................................................................................................... (Name of
individual or firm submitting quotation to be entered in BLOCK letters) hereby acknowledge that I am/we
are fully conversant with of all the conditions of this Expression of Interest.
Name / Company Name:
Address
Registered Company Number (if applicable)
VAT Number (if applicable)
Telephone No.
Mobile No.
E-mail address
Signature: Date: (the person or persons authorised to sign on behalf of the
bidder)
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Annex 2 - DECLARATION OF OWNERSHIP BY INDIVIDUAL PERSON
Reference: EOI / 001 / 2015
Expression of Interest (EOI): Invitation to submit Proposals for the Lease of
Premises to house Administrative Offices of the Housing Authority in Malta
I (Full Name) ……………………………………………………………………..
with I.D.Card No. ……………………………………..
residing at (personal address) …………………………………………………………………
……………………………………………………………………………………………………..
……………………………………………………………………………………………………..
hereby declare that the property (address of proposed property)
……………………………………………………………………………………………………..
……………………………………………………………………………………………………..
proposed in EOI / 001 / 2015 is my sole and exclusive ownership.
I accept that in case this information results to be false I shall forfeit the right to
participate in the above-mentioned EOI without being given due notice.
In sustain of this declaration I am attaching an authenticated document as proof of
ownership.
Signature:
Full Name (In Block Capitals) …………….…………………………………………….
Tel / Mob No: ……………………………………….
Email: ………..…………………………………………………………………………….
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Annex 3 - DECLARATION OF OWNERSHIP BY COMPANY REPRESENTATIVE
Reference: EOI / 001 / 2015
Expression of Interest (EOI): Invitation to submit Proposals for the Lease of
Premises to house Administrative Offices of the Housing Authority in Malta
I (Full Name) ……………………………………………………………………..
with I.D.Card No. ……………………………………..
residing at (personal address) …………………………………………………………………
……………………………………………………………………………………………………..
……………………………………………………………………………………………………..
in the capacity of (whether Director, Manager etc.) ………………………………………….
of company (Name of Company) ………….....................................................................
with Registration No. ………………… hereby declare that the property (address of
proposed property)
……………………………………………………………………………………………………..
……………………………………………………………………………………………………..
proposed in EOI/001/2015 forms part of the property of the mentioned company.
In sustain of this declaration I am attaching an authenticated document as proof of
ownership.
I accept that in case this information results to be false I shall forfeit the right to
participate in the above-mentioned EOI without due notice.
Signature:
Full Name (In Block Capitals) …………….…………………………………………….
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Annex 4 - DECLARATION BY AN INDIVIDUAL PERSON THAT SUBMITTED
INFORMATION IS CORRECT
Reference: EOI / 001 / 2015
Expression of Interest (EOI): Invitation to submit Proposals for the Lease of
Premises to house Administrative Offices of the Housing Authority in Malta
I (Full Name) ……………………………………………………………………..
with I.D.Card No. ……………………………………..
residing at (personal address) …………………………………………………………………
……………………………………………………………………………………………………..
……………………………………………………………………………………………………..
hereby declare that the information submitted in the EOI/001/2015 is correct and true.
I accept that in case this information results to be false I shall forfeit the right to
participate in the above-mentioned EOI without due notice.
Signature:
Full Name (In Block Capitals) …………….…………………………………………….
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Annex 5 - DECLARATION BY COMPANY REPRESENTATIVE THAT SUBMITTED
INFORMATION IS CORRECT
Reference: EOI / 001 / 2015
Expression of Interest (EOI): Invitation to submit Proposals for the Lease of
Premises to house Administrative Offices of the Housing Authority in Malta
I (Full Name) ……………………………………………………………………..
with I.D.Card No. ……………………………………..
residing at (personal address) …………………………………………………………………
……………………………………………………………………………………………………..
……………………………………………………………………………………………………..
in the capacity of (whether Director, Manager etc.) ………………………………………….
of company (Name of Company) …………......................................................................
with Registration No. ………………… hereby declare that the information submitted in
EOI/001/2015 is correct and true.
I accept that in case this information results to be false I shall forfeit the right to
participate in the above-mentioned EOI without being given due notice.
Signature:
Full Name (In Block Capitals) …………….…………………………………………….