executive property market survey wellington for … · european union delegation to new zealand...
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EUROPEAN UNION
DELEGATION TO NEW ZEALAND
Wellington, 12th April 2017 NZL/2017/D/0016
CALL FOR TENDER
Executive property market survey Wellington
FOR THE
DELEGATION OF THE EUROPEAN UNION TO NEW ZEALAND
REFERENCE NUMBER: DELNZ 17016
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INTRODUCTION 1.
The Delegation of the European Union to New Zealand ("the Delegation") is a diplomatic mission that represents the 28 member states of the European Union.
The European External Action Service (EEAS), represented by the Delegation is planning to award the contract for Executive residential property market survey for Wellington.
SUBJECT OF THE CONTRACT 2.
The purpose of this call for tender is to seek a competitive price for performing a property market survey in Wellington, New Zealand.
The Delegation is seeking a registered valuer to perform an analysis of the current executive residential property market in Wellington and produce a report.
2.1. Scope of the Service
The Delegation requires an up-to-date property market report that covers the following three sections:
- an overall analysis of the executive residential property market in Wellington, including properties for sale and rent, price range being NZD 2 million plus.
- a detailed description of a minimum of 10 current rent and sale options, which match the criteria specified in Annex IV.
- a comparative analysis of the above mentioned 10 current rent and sale options against the current EU Delegation Residence.
Completed report is required to be presented by 5 May 2017.
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CRITERIA 3.
There are three types of criteria that must be met under this call for tender: (i) exclusion criteria, (ii)
selection criteria, and (iii) award criteria.
3.1. Exclusion Criteria
Tenderers shall be excluded from participation in a procurement procedure if:
• they are bankrupt or being wound up, are having their affairs administered by the courts have entered into an arrangement with creditors, have suspended business activities or are in any analogous situation arising from a similar procedure provided for in national legislation or regulations;
• they have been convicted of an offence concerning their professional conduct by a judgment which has the force of res judicata;
• they have been guilty of grave professional misconduct proven by any means which the contracting authority can justify;
• they have not fulfilled obligations relating to the payment of social security contributions or the payment of taxes in accordance with the legal provisions of the country in which they are established or with those of the country of the contracting authority or those of the country where the contract is to be performed;
• they have been the subject of a judgement which has the force of res judicata for fraud, corruption, involvement in a criminal organisation or any other illegal activity detrimental to the Communities' financial interests;
• following another procurement procedure or grant award procedure financed by the Community budget, they have been declared to be in serious breach of contract for failure to comply with their contractual obligations.
3.2. Selection Criteria
Tenderers should have the necessary financial, economic, technical and professional capacity to perform their obligations under the contract. In particular, the tenderer must:
• Be a member of the New Zealand Property Institute, either an ANZIV or Senior member (SPINZ)
• be not engaged in nor, to the best of its knowledge, threatened by any litigation, or administrative proceedings the outcome of which might have a material adverse effect on performance of contractor’s obligations;
• to the best of its knowledge and belief after due enquiry, be not in violation of any legislative requirement relevant for the performance of contractor's obligations;
In order to demonstrate your eligibility under the abovementioned criteria you should submit, as part of
your tender, the properly executed Declaration of Honour in Annex I.
3.3. Award Criteria
A best-value-for-money procedure will be used to award the contract. Total price will be compared with points scored from a quality evaluation. The Delegation values high quality service at an affordable price.
You will be scored on the following criteria:
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• The ability to perform the service effectively and within the very short timeframe: report to be presented by 5th May 2017 (max. 40 points).
• Quality/experience in the Executive residential property market in Wellington (price range above NZD 2 million) and work history of the valuer responsible for delivering the services (max.20 points).
• Technical merit in providing in-depth research and reporting: ability, technical knowledge, efficiency, experience of research of the same nature and scope and quality control. (max. 20 points).
• General quality of proposal, accuracy and conformity with the service requests (max 20 points)
In order to demonstrate quality in the abovementioned criteria you should submit, as part of your
tender, detailed descriptions of the service you provide as per the Award Criteria (Annex II).
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PRESENTATION OF TENDERS 4.
Tenders must be submitted taking account of the following:
• Prices must:
o be denominated in New Zealand Dollars and be firm and not subject to revision;
o be exclusive of GST.
• The tender must be signed and dated
• The forms filled in by the tenderer may not be altered in any way.
Submission of a tender implies that you (the tenderer):
• accepts all the terms and conditions governing the contract at Annex VI to this specification, including the General Conditions found at: http://ec.europa.eu/budget/contracts_grants/info_contracts/lowVal_contracts/LowVal_contracts_en.cfm
and:
• waive your own terms and conditions.
Documents to be submitted:
email 1 – Technical Bid:
(1) A signed Declaration of Honour (complete Annex I);
(2) Your Technical Bid (Annex II).
email 2 – Financial Bid:
(1) Your Financial Bid (complete Annex III).
Documents constituting the technical bid:
To contain the completed form from Annex I and your document prepared from the
instructions in Annex II.
Documents constituting the financial bid:
To contain the completed form from Annex III.
If any of the documents listed above in "Documents to submitted" are missing or incomplete, the tender will be judged not to conform to requirements and will be rejected, subject to the application of Article 160(3) of the Rules of Application of the Financial Regulation (2012) applicable to the general budget of the European Union; which states:
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If, after the tenders have been opened, some clarification is required in connection with a
tender, or if obvious clerical errors in the tender must be corrected, the contracting
authority may contact the tenderer, although such contact may not lead to any alteration
of the terms of the tender.
4.1. Period of Validity of the Tender
Your tender must remain valid for a minimum of two months from the deadline for the submission of
tenders.
4.2. How Your Tender Will Be Evaluated
The technical evaluation will be made by establishing a technical score based on the award criteria:
AWARD CRITERIA POINTS
The ability to perform the service effectively and within the timeframe 40
Quality/experience in the Executive residential property market in Wellington (price range above NZD 2 million) and work history of the valuer responsible for delivering the services
20
Technical merit in providing in-depth research and reporting: ability, technical knowledge, efficiency, experience of research of the same nature and scope and quality control
20
General quality of proposal, accuracy and conformity with the service requests
20
TOTAL 100
Equal priority is given to offers on quality and price (weight of 50% each). For this reason, the award will be made according to the following rule:
Score = 50 x 𝑦𝑜𝑢𝑟 𝑞𝑢𝑎𝑙𝑖𝑡𝑦 𝑠𝑐𝑜𝑟𝑒
𝑏𝑒𝑠𝑡 𝑞𝑢𝑎𝑙𝑖𝑡𝑦 𝑠𝑐𝑜𝑟𝑒+ 50 x
𝑙𝑜𝑤𝑒𝑠𝑡 𝑝𝑟𝑖𝑐𝑒
𝑦𝑜𝑢𝑟 𝑝𝑟𝑖𝑐𝑒
The tender with the highest score will be proposed for award of the contract.
The maximum possible score is 100 and will only occur when one offer gets the best technical score and is the cheapest one at the same time.
PAYMENT OF INVOICES 5.
An invoice for services provided is to be created.
The standard payment terms of the Delegation are payment within 30 days of receipt of invoice.
Payment will be made in New Zealand Dollars.
In order to allow the Delegation to make payments, the contractor will be obliged to submit to the Delegation properly completed accounting forms (Legal Entity and Bank Account Forms) before the contract can be signed. These forms will be forwarded in due course.
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QUESTIONS 6.
All questions must be submitted in writing (via email is sufficient). Questions submitted after 5pm on Thursday 20th April 2017 will not be answered. Answers to questions will be sent to all known candidates via reply email. Please submit any questions you may have by writing to:
TENDER SUBMISSION DEADLINE 7.
Tenders must be submitted by email (2 separate emails – "financial bid" and "technical bid") to:
Submission deadline:
no later than 5pm Thursday 20th April 2017.
Tenders submitted after this time will not be accepted. The technical bid and financial bid must be separate because the technical bid is evaluated before the financial bid is opened.
ANNEX I. DECLARATION OF HONOUR ON EXCLUSION CRITERIA AND ABSENCE OF CONFLICT 8.OF INTEREST
[Please print and submit with your tender]
The undersigned ..................................................................................... :
representing the following legal entity:
full official name: ...........................................................................................
official legal form
(e.g. limited liability company):
full official address: ...........................................................................................
...........................................................................................
...........................................................................................
GST registration number: ...........................................................................................
declares that the above mentioned legal entity is not in one of the following situations:
a) is bankrupt or being wound up, is having its affairs administered by the courts, has entered into an arrangement with creditors, has suspended business activities, is the subject of proceedings concerning those matters, or is in any analogous situation arising from a similar procedure provided for in national legislation or regulations;
b) has been convicted of an offence concerning professional conduct by a judgment of a competent authority of a Member State which has the force of res judicata;
c) has been guilty of grave professional misconduct proven by any means which the contracting authorities can justify including by decisions of the European Investment Bank and international organisations;
d) is not in compliance with all its obligations relating to the payment of social security contributions and the payment of taxes in accordance with the legal provisions of the country in which it is established, with those of the country of the contracting authority and those of the country where the contract is to be performed;
e) has been the subject of a judgement which has the force of res judicata for fraud, corruption, involvement in a criminal organisation, money laundering or any other illegal activity, where such activity is detrimental to the Union's financial interests;
f) is a subject of an administrative penalty for being guilty of misrepresentation in supplying the information required by the contracting authority as a condition of participation in a procurement procedure or failing to supply this information, or having been declared to be in serious breach of its obligations under contracts covered by the Union's budget.
declares that the natural persons with power of representation, decision-making or control over the above-mentioned legal entity are not in the situations referred to in b) and e) above;
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declares that the above mentioned legal entity:
g) has no conflict of interest in connection with the contract; a conflict of interest could arise in particular as a result of economic interests, political or national affinity, family, emotional life or any other shared interest;
h) will inform the contracting authority, without delay, of any situation considered a conflict of interest or which could give rise to a conflict of interest;
i) has not granted and will not grant, has not sought and will not seek, has not attempted and will not attempt to obtain, and has not accepted and will not accept any advantage, financial or in kind, to or from any party whatsoever, where such advantage constitutes an illegal practice or involves corruption, either directly or indirectly, inasmuch as it is an incentive or reward relating to award of the contract;
j) provided accurate, sincere and complete information to the contracting authority within the context of this procurement procedure ;
acknowledges that the abovementioned legal entity may be subject to administrative and financial penalties if any of the declarations or information provided prove to be false.
In case of award of contract, the following evidence shall be provided upon request and within the time limit set by the contracting authority:
For situations described in (a), (b) and (e), production of a recent extract from the judicial record is required or, failing that, a recent equivalent document issued by a judicial or administrative authority in the country of origin or provenance showing that those requirements are satisfied. Where the tenderer is a legal person and the national legislation of the country in which the tenderer is established does not allow the provision of such documents for legal persons, the documents should be provided for natural persons, such as the company directors or any person with powers of representation, decision making or control in relation to the tenderer.
For the situation described in point (d) above, recent certificates or letters issued by the competent authorities of the State concerned are required. These documents must provide evidence covering all taxes and social security contributions for which the tenderer is liable, including for example, VAT, income tax (natural persons only), company tax (legal persons only) and social security contributions.
For any of the situations (a), (b), (d) or (e), where any document described in two paragraphs above is not issued in the country concerned, it may be replaced by a sworn or, failing that, a solemn statement made by the interested party before a judicial or administrative authority, a notary or a qualified professional body in his country of origin or provenance.
If the tenderer is a legal person, information on the natural persons with power of representation, decision making or control over the legal person shall be provided only upon request by the contracting authority.
............................................................. ................................. ...............................................................
Full name Date Signature
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ANNEX II. TECHNICAL BID 9.
Please provide a detailed description of your business and the service(s) you propose under all points in 2.1 Scope of the Service, 3.2 Selection Criteria and 3.3 Award Criteria.
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ANNEX III. FINANCIAL BID 10.
[Please print and submit with your tender]
SECTION A – COMPANY INFORMATION
Complete the following:
(1) Full name of the company_________________________________________________________________
(2) Physical address________________________________________________________________________
(3) Postal address________________________________________________________________________
(4) Telephone number(s) ______________________ Fax number(s) ________________________
(5) Email address (and website if available)______________________________________________
(6) Name & designation of Principal Officer * ___________________________________________
* A Principal Officer refers to: the proprietor (for sole proprietorships), a partner (for partnerships) or a director (for incorporated companies).
SECTION B – QUOTATION PRICE
Please submit a schedule of price(s). Prices must be exclusive of GST. You must indicate all other additional charges that may arise.
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ANNEX IV. CRITERIA SPECIFICATION FOR PROPERTY SEARCH 11.
Criteria for residential property (house) to rent or purchase in Wellington:
Exclusive criteria:
- An entrance and reception area to provide sufficient space for at least 40 people;
- a separate dining room to seat at least 14 people;
- a kitchen area suitable for a diplomatic residence;
- at least 4 bedrooms;
- at least 2 bathrooms and additional guest lavatory;
- a family room (or 5th bedroom) that can be used for private purposes;
- at least 2 parking slots;
- easy access from the road;
- building should have a good visibility;
- should have a good separation between private and public areas;
- should have outside areas suitable for functions ;
- should have sealed parking territory.
Non-exclusive but desirable criteria:
- whole territory should be sealed;
- a garage;
- cloakroom beside the entrance;
- panoramic views;
- a covered terrace, a porch and a swimming pool;
- most of static security installations already in place (gates, security lights, fences, etc).
A private accommodation should be separated from, and if possible independent of, the reception area.
The total internal surface area should be between 400-600m². This building should be located either in the
diplomatic area or in an appropriate residential area, with the preference given to the following suburbs of
Wellington: CBD, Wadestown, Karori, Kelburn, Ngaio, Khandallah, Johnsonville, Thornton.
In terms of security, the property should be surrounded by a perimeter wall or a fence in order to avoid
intrusion and there should be a back-off distance between the building and the street.
We would very much appreciate to receive an index of the real estate market (rent price – price/m2) in
Wellington given the accessibility, popularity, access to services and infrastructure for each area in
Wellington.
The building must be compliant with all local building standards and regulations, in particular in terms of
occupational health & safety, fire prevention and anti-seismic construction codes. Compliance with EU
standards or other international standards is a valuable asset. The overall quality of finishes as well as the
technical and mechanical equipment facilities should be in line with EU or international standards.
The building should be available for occupation, after fitting-out works completion, on 01/08/2017 at the
latest.
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The detailed description of the properties should provide:
Detailed information on rental/ purchase conditions, including rental/purchase price per square meter;
a full description of the building and land;
surfaces in square meters;
photos of the facades taken from the street level and inside the property and photos of all rooms.
A Summary of the described properties should be provided via an Excel spreadsheet (Annex V).
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ANNEX V. SUMMARY OF DESCRIBED PROPERTIES 12.
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ANNEX VI. DRAFT PURCHASE ORDER 13.