request for proposal leasing of … no.: nhbrc 03/2015 page 1 of 18 request for proposal leasing of...

RFP NO.: NHBRC 03/2015 of 18

REQUEST FOR PROPOSAL

LEASING OF OFFICE SPACE AND PARKING FACILITIES FOR THE NHBRC

SATELLITE OFFICE IN BETHLEHEM, FOR A PERIOD OF THREE (3) YEARS WITH

THE OPTION TO EXTEND FOR A FURTHER THREE (3) YEARS.

RFP NO.: NHBRC 03/2015

CLOSING DATE: 01 July 2015

TIME: 11H00

NAME OF COMPANY:

___________________________________________________


Table of Contents

1. TERMS AND CONDITIONS ................................................................................................................. 3

2. BACKGROUND .................................................................................................................................... 6

3. RISK MANAGEMENT BY THE NHBRC ............................................................................................... 6

4. BUSINESS OVERVIEW ....................................................................................................................... 6

5. TECHNICAL INFORMATION TO BE SUBMITTED BY SERVICE PROVIDER(S) .............................. 8

6. TECHNICAL AND PRICE EVALUATION CRITERIA ......................................................................... 14

7. RFP SUBMISSION INSTRUCTIONS ................................................................................................. 17

8. AVAILABILITY OF THE RFP DOCUMENT ........................................................................................ 17

9. RFP CLOSING DATE ......................................................................................................................... 17

10. VALIDITY PERIOD OF BIDS ............................................................................................................. 17

11. ADMINISTRATION ENQUIRIES SHOULD BE DIRECTED TO BOTH: ............................................ 17

12. SUBMISSIONS OF PROPOSALS ..................................................................................................... 18

13. CHECKLIST AND SBD FORMS ........................................................................................................ 18


1. TERMS AND CONDITIONS

This Request for Proposal (RFP) has been compiled by the NHBRC and it is made available to the

Bidders on the following basis.

Bidders submitting a Bid in response to this RFP are deemed to do so, on the basis that they

acknowledge and accept the terms and conditions set out below:

1.1. The NHBRC reserves the right to amend, modify or withdraw this RFP or amend, modify or terminate

any of the procedures or requirements set out herein at any time (and from time to time), without prior

notice and without liability to compensate or reimburse any person.

1.2. The NHBRC reserves the right to carry out site inspections or call for supporting documentation in

order to confirm any information provided by a Bidder in its RFP Bid.

1.3. This RFP is not intended to form the basis of a decision to enter into any transaction involving the

NHBRC, and does not constitute an offer or recommendation to enter into such transaction, or an

intention to enter into any legal relationship with any person.

1.4. A Bid submitted in response to this RFP will constitute a binding offer which will remain binding and

irrevocable for a period of six months from the date of submission to the NHBRC. The offer constituted

by the Bid will be deemed not to have been accepted and no agreement will be deemed to be reached

with any Bidder, unless and until a definitive Agreement and other related transaction documents are

concluded between the NHBRC and the Preferred Bidder.

1.5. The distribution of this RFP outside the Republic of South Africa may be restricted or prohibited by the

laws of other countries. Recipients of this RFP are advised to familiarize themselves with and comply

with all such restrictions or prohibitions applicable in those jurisdictions, and neither the NHBRC, nor

any of their respective directors, officers, employees, agents, representatives or advisors, accepts

liability to any person for any damages arising out of or in connection with the breach of any restriction

or provision outside the Republic of South Africa. Persons contemplating submitting a Bid are advised

to obtain legal advice as to the possible consequences thereof in terms of the law of the jurisdictions in

which they are located.

1.6. Recipients of this RFP document may only distribute it to other parties whom they wish to involve as

part of their Bidder consortium in submitting a Bid.

1.7. Neither the NHBRC nor any of their respective directors, officers, employees, agents, representatives

or advisors will assume any obligation for any costs or expenses incurred by any party in or

associated with preparing or submitting a Bid in response to the RFP.

1.8. No entity may be involved, whether directly or indirectly, in more than one Bid in response to this RFP.

A failure to comply with this requirement may, within the sole discretion of the NHBRC, result in

disqualification of the relevant entity.

1.9. Any material change in the control and/or composition of any Bidder or any core member of a Bidder

after submission of a Bid, shall require the prior written approval of the NHBRC, and any failure to

seek such approval from the NHBRC shall result in the NHBRC being entitled, in its sole discretion, to

exclude the relevant Bidder from any further participation in the bid process. The NHBRC shall be the

sole arbiter as to what constitutes a “material change in the control and/or composition of any Bidder”,


and as to what constitutes a “core member of a Bidder” for purposes of such approval. Any request

for such approval shall be made to the NHBRC’s Supply Chain Management in writing and shall

provide sufficient reasons and information to allow the NHBRC to make a decision. The NHBRC

reserves the right to accept or reject any such request for approval at its sole discretion.

1.10. Briefing Session: Should the briefing session be held, the sharing of information and clarifications of

issues related to this Bid, as given by the NHBRC during such session will form part of this Bid and

responses.

1.11. Any requirement set out in this RFP that stipulates the form and/or content of any aspect of a Bid, is

stipulated for the sole benefit of the NHBRC, and save as expressly stated to the contrary, may be

waived by the NHBRC in its sole discretion at any stage in the RFP process.

1.12. The NHBRC and its advisors may rely on a Bid as being accurate and complete in relation to the

information and proposals provided therein by the Bidders.

1.13. All Bids submitted to NHBRC will become the property of the NHBRC and will as such not be returned

to the Bidder. The NHBRC will make all reasonable efforts to maintain proposals in confidence.

Proprietary information should be identified as such in each proposal.

1.14. If the NHBRC amends this RFP, the amendment will be sent to each Bidder in writing or publicized as

the case maybe. No oral amendments by any person will be considered or acknowledged.

1.15. RFP shall be considered irregular if they show any omissions, alteration of form, additions, or

conditions not called for, or irregularities of any kind. However, the NHBRC reserves the right to waive

any irregularities and to make award in the best interest of the company.

1.16. The NHBRC reserves the right to accept or reject in part or whole any bid submitted, and to waive any

technicalities for the best interest of the company.

1.17. RFP’s shall be rejected, among other reasons, for any of the following specific reasons:

1.17.1. RFP’s received after the closing date and time as specified.

1.17.2. Unbalanced value of any items.

1.17.3. If the original Tax Clearance Certificate is not submitted

1.17.4. RFP documents not initialed on every page, and

1.17.5. RFP containing irregularities.

1.17.6. Potential service provider(s)s shall be disqualified and their RFP’s not considered, among

other reasons, for any of the following specific reasons:

1.17.7. Reason for believing collusion among bidders.

1.17.8. The service provider(s) being in arrears on any existing contract or having defaulted on

previous contracts.

Any uncompleted work that in the judgment of the company shall prevent or hinder the

prompt completion of additional work, if awarded.

1.17.9. The service provider having proven conviction/s on any Competition Commission enquiry or

have been subjected to such investigation.


1.18. EXCLUSION OF RFP’s

1.18.1. RFP’s that may be viewed by the NHBRC to have priced their services unreasonably above

or below the NHBRC estimates and budget such suppliers may be requested to demonstrate

how they envisage delivering at such cost and/or price.

1.18.2. If the NHBRC is not satisfied with the motivation so provided, such suppliers will be excluded

from further evaluation and thereby not considered for appointment to provide the service.

1.19. The NHBRC reserves the right to require that any bidder provide a formal presentation of its RFP at

a date and time to be determined by the NHBRC. The NHBRC shall provide all instructions and

clarification regarding the purpose and scope of the demonstration. All expenses must be borne by

the bidder.

1.20. All costs associated with the preparation and submission of the Bid is the responsibility of the

Service provider(s). The costs shall not be chargeable to the NHBRC by successful or unsuccessful

Bidder.

1.21. This document is released for the sole purpose of responding to this RFP and must be considered

confidential. In addition, the use, reproduction or disclosure of the requirements, specifications or

other material in this RFP is strictly prohibited.

1.22. All Bids must be formulated and submitted in accordance with the requirements of this RFP.


2. BACKGROUND

2.1. ABOUT THE NHBRC

2.1.1. Mandate of the NHBRC in terms of the Housing Consumers Protection Measures Act.

2.1.2. The National Home Builders Registration Council (NHBRC) has a mandate through the

Housing Consumer Protection Measures Act (Act No. 95 of 1998) providing warranty

protection against defects in new homes. The Act state that the objects of the Council are,

inter alia:

3(b) “to regulate the home building industry”;

3(d) “to establish and promote ethical and technical standards in the home building

industry”; and

3(e) “to improve structural quality in the interests of housing consumers and the home

building industry”;

The Council is furthermore empowered by the Act:

5(5) (a) “to engage in undertakings to promote improved structural quality of homes

constructed in the Republic;

5(5) (b) ”to engage in undertakings to improve ethical and technical standards in the home

building industry;

5(5) (c) “to keep a record of competent persons”; and

5(h) “to generally do all things necessary or expedient to achieve its objects and the

objectives of this Act.”

3. RISK MANAGEMENT BY THE NHBRC

The NHBRC's primary mandate is to manage the risk of structural defects in the home building

industry and in so doing, protect the consumer. A prime activity of the NHBRC is to manage its risk

exposure in terms of the warranty scheme, in order to ensure that it is not unduly exposed to claims.

The current risk management tools being used by the Council include the Registration of Home

Builders, enrolment and inspection of homes, the Home Building Manual available on sale at any of

the NHBRC provincial offices which incorporates design and construction rules and the appointment of

competent persons by the Home Builder to perform certain tasks.

4. BUSINESS OVERVIEW

The National Home Builders Registration Council is a statutory body with the responsibility to provide

warranty cover (protection) and regulatory services to the home-building industry. This is done in

terms of the Housing Consumers Protection Measures Act (No 95 of 1998). It is the NHBRC’s

mandate to provide protection to housing consumers against defined defects and to regulate the home

building industry. Our mandate determines our scope of business as well as the principles and area of

business in which we operate. As a consequence our business is focused on specific business models

in defined geographical areas with specific business objectives for all South African Housing

Consumers.


The NHBRC is a medium sized organization with a staff complement of approximately 580 employees.

The NHBRC’s Head Office is located in Sunninghill, Gauteng with 9 Provincial offices of varying sizes,

and 12 satellite offices.

Table 1: NHBRC Office locations

# OFFICE

1 Head Office (Sunninghill)

2 DR site (at Pretoria Regional Office)

3 KwaZulu Natal (Durban) – Regional

4 Western Cape (Bellville) – Regional

5 Eastern Cape (Port Elizabeth) – Regional

6 North West (Rustenburg) – Regional

7 Limpopo (Pietersburg) – Regional

8 Mpumalanga (Nelspruit) – Regional

9 Gauteng (Sunninghill) – Regional

10 Pretoria (Pretoria) – Regional

11 Free State (Bloemfontein) – Regional

12 Shelly Beach (Satelite)

13 New Castle

14 East London

15 George

16 Northern Cape (Kimberly)

17 Klerksdorp

18 Tzaneen

19 Bela Bela

20 Witbank

21 Bethlehem

22 Mafikeng

23 Eric Molobi Innovation Hub (Soshanguve)

24 Thulemela


5. TECHNICAL INFORMATION TO BE SUBMITTED BY SERVICE PROVIDER(S)

5.1. Purpose

5.1.1. To invite and find suitably qualified service providers to submit proposals for the provision of

leased office space and parking facilities for the National Home Builders Registration Council

(NHBRC), for a period of three (3) years with an option to renew for an additional three (3)

years.

5.1.2. The office space must be suitable for five (5) office bound employees and fifteen (15) visiting

customers. The leased building must be located in the BethlehemCentral Business District

(CBD) and accessible by public transport.

5.2. Background

5.2.1. The current NHBRC Bethlehem satellite office lease agreement expires at the end of

November 2015.

5.2.2. It is envisaged that the proposed leased offices will be in the Bethlehem CBD and should

cater for all NHBRC requirements as stipulated in the bid document.

5.3. Requirements for NHBRC Bethlehem Office

5.3.1. The National Home Builders Registration Council is looking for an office space and secure

parking facilities in a secure environment and located in the Bethlehem CBD and should

meet the following requirements:

a) The building must be in a secure environment that promotes the safety of the

NHBRC’s employees, stakeholders and visitors and must have provision for access by

people with disabilities.

b) There should be onsite parking for staff and customers.

c) Provision or accessibility to the Telkom fibre optic network must be made available.

d) The building should be situated in an accessible area where public transport such as

taxis, busses and rail transport is available and next to major routes.

e) NHBRC require the office premises to be customized to fit its image and suit its

functions.

f) All building related issues such as Zoning rights, Servitudes, The City of Dihlabeng Local

Municipality requirements, Occupational Health Certificates, Electrical Compliance

Certificates, environmental, heritage, and other related statutory requirements should be

complied with.

g) The building should allow for staff to work beyond office hours if required.


5.4. Required Grading of the Building

5.4.1. The requirement of the building should be Grade A and should meet following requirements:

a) Generally not older than fifteen (15) years or which has had a major renovation,

b) High quality modern finishes,

c) Air conditioning,

d) Adequate onsite parking,

e) A good quality lobby finish,

f) Quality access to/from an attractive street environment, and

g) Adequate safety and security.

5.5. Lease Option and Occupation Date

5.5.1. The lease must be flexible in order to enable the following:

a) Expansion

b) Extension / Renewal

5.5.2. The building should be completed and ready for occupation by the 1st of December 2015.

5.6. Security Requirements

5.6.1. The building should be secured with the following security measures;

a) Burglar proofing and alarm system in good working condition

b) Security Fencing

c) Modern technology for controlled access to premises

d) Adequate lighting in Parking area for officials working late

5.7. Amenities

5.7.1. The proposed office space should have the following:

a) Well-functioning air-conditioning systems in individual offices, meeting rooms and rest

rooms, each with air conditioner certificate.

b) Air condition installation and maintenance is the responsibility of the landlord. A

comprehensive list of all items installed, their current condition, maintenance history

and asset registers of all air conditioners to be supplied.

c) A minimum of two (2) cubicles per ablution facility for both males and females and

make provision for people with disabilities.

d) Uninterrupted Power Supply (UPS) (a copy of the Certificate of Compliance for

Electrical installation must be submitted) and an automated backup generator must be

provided and rated to carry office load excluding air-conditioners.

e) A fitted kitchen.

f) A continuous water supply

g) Lift in multi-story building.

h) Building is disability friendly


5.8. Floor Plans and Photographs of Proposed Building and Parking Facilities

5.8.1. The bidder must submit floor plans and photographs of the proposed building and parking

facilities and conduct space planning for the various divisions of the NHBRC’s staff, to

demonstrate that the proposed building can accommodate the staff establishment as

indicated in Table 2.

5.8.2. Copies of all plans As is Built

5.8.3. Irrigation layout and pipes.

5.8.4. Plans to be made available in PDF, PDF-A, A0, CAD, formats.

5.9. Parking Requirements

5.9.1. Parking must be provided within the same building or premises as indicated in Table 2.

5.9.2. Designated and Secured parking is required for staff and additional parking for clients as

indicated in Table 3.

5.10. Fire, Protection and Risk Management

5.10.1. Fire control, safety and risk management shall be in full compliance with the National

Building Regulations and building standard Acts 1997 (Act 103 of 1997, as amended), SANS

0040, SANS (10400) and (10040) as amended.

5.10.2. Complete ASIB (Automatic Sprinkler Inspection Bureau) report will be required, along with all

other information regarding fire compliance, provisioning, certification and continuous

maintenance of the installation will be the responsibility of the landlord.

5.10.3. The building shall be equipped with evacuation plans and procedures in terms of the

following:

a) Compliant to the Occupational Health and Safety Standards and Requirements ACT,

SANS 10400, (a copy of the Occupational Health and Safety and Certificate must be

submitted).

b) Comply with OHSA, 1993 (Act 85 of 1993 as amended and latest issue of SABS 0142

(code of practice for the wiring of premises).

c) Code of practice – interior lighting SABS 0114:1996. Part 1 (including the required

lumens);

Offices Entrance halls and reception areas: 160 lux

Offices Conference facilities, general offices, typing & filing: 500 lux

Offices Computer and business machine operation: 630 lux

Offices Drawing offices: 800 lux


5.11. IT Requirements

5.11.1. Suitable location for a server room with the following requirements should be provided for by

the landlord:

a) Brick walls or fire rated dry walling.

b) Space for a maximum of two server cabinets (estimate 6m2 minimum).

c) Anti-static flooring in the server room.

d) Fire rated door.

e) Fire extinguisher (inside and outside). Inside fire extinguisher needs to comply with

FM200 or higher.

f) The NHBRC must be able to add an access control system to the server room door.

g) Dedicated single phase generator feed from the main generator DB board to the UPS

(Uninterrupted Power Supply).

h) Single air-conditioner in the server room with space for a second air-conditioner in

future.

i) Suitable route for network reticulation to the server room. The bidder must provide

upfront approval should core drilling be needed to be done to allow installation of a

new fibre network link

j) Available trunking in the building for network reticulation (dedicated power (UPS) plug

and Normal power plug per workstation).

k) Routes into server room for Telkom cabling as outlined in the Telkom RFO (Request

For Occupation).

l) The premises must be within the required Telkom fibre network radius.

m) 75 days’ work access is required prior to commencement of occupation as per

Telkom’s requirements will be needed.

5.12. NHBRC Brand Image and Signage Rights

5.12.1. The bidder should allow the NHBRC Brand signage to be visible to the public.

5.12.2. The Signage within the building must be allowed to be both mounted/fitted and/or movable.

5.12.3. NHBRC will provide the signage and it is the bidders responsibility to mount in an agreed

upon location.

5.13. Ownership of the Building

5.13.1. The bidder will be expected to provide proof of ownership of the building and proof of grading

as per the registered architect.

5.14. Tenant Installation Items

5.14.1. The bidder must submit a list of items that will form part of a standard tenant installation that

will be covered by the landlord.


5.15. Office Space Schedule

5.15.1. The office space needs for NHBRC are specified in Table 2:

5.16. Maintenance and Rates

5.16.1. The landlord is responsible for office and building maintenance including but not limited to

mechanical, electrical and structural.

5.16.2. Insurance relating to structure is the responsibility of the landlord.

5.16.3. Full schedule and breakdown of operational cost and charges to be supplied and

estimates of water and electricity.

5.16.4. Rental rates and operational charges shall include all future maintenance requirements to

keep the building operational and shall be adjusted annually. Additional repairs need to

be quoted for on an ad-hoc basis.

5.16.5. The operational cost shall be proportionally borne by the NHBRC with other tenants.

5.17. Relationship Management

5.17.1. The bidder must demonstrate the capability and ability to provide a turn-key service which

will be a one–stop service provider should NHBRC require maintenance and ad-hoc

repair services.

5.17.2. The bidder should make provision of a designated single point of contact to manage all

queries, issues and requests that might arise.

5.18. General

5.18.1. Regular Building and Maintenance Assessments required as follows:

a) Assessments of the performance of the service provider(s) will be conducted on a

regular basis. If there is dissatisfaction with the performance, the lease stipulations will

be exercised.

b) The Facilities Manager and / or an appointed representative by the NHBRC will meet with the Landlord to discuss issues of mutual concern, review performance and to discuss any improvements for efficiency and effectiveness for the service rendered.


Table 2: Office Space Requirements

NHBRC BETHLEHEM OFFICE

NEW OFFICE SPACE REQUIREMENTS

No. POSITION NUMBER OF PEOPLE SHARING

NUMBER OF OFFICE REQUIRED

OFFICE DIMENSIONS

TOTAL SPACE REQUIRED (M²)

1. Reception 1 1 6x4 12

2. Meeting Rooms 0 0 0 0

3. Board Room 1 5x4 20

4. Customer Service 2 1 4x4 16

5. Office Administration 1 1 3x4 12

6. Office Assistant 1 Share with CSC

7. Copy Area 1 2x3 6

8. Filing Area 1 1 4x5 20

9. Finance

10. Provincial Manager 1 1 3x4 12

11. Kitchen 1 1 2x3 6

12. Cleaning Room1

13. Inspectors 2 1 4x4 16

14. Inspection Administrators

15. Quality Assessor 1 1 3x3 9

16. Engineer

17. Marketing

18. PSA

19. Technical Coordinator

20. Legal

21. Recreation Room 1 4x5 20

22. CLO’s

23. CO’s

24. Server Room 1 2x3 6

25. Stationary Store

26. Safe Room

27. Archive

28. Store Room 1 4x5 20

TOTAL 179

Table 3: Parking Requirements

1. Staff Secure Parking 4

2. Clients Secure Parking 2

TOTAL 6


6. TECHNICAL AND PRICE EVALUATION CRITERIA

6.1 In accordance with the NHBRC Supply Chain Management Policy, the bid evaluation

process shall be carried out in three (2) stages namely:

Stage 1 (a) Compliance check of Mandatory Requirements Evaluation

Stage 1 (b) Paper Based Evaluation (Functionality)

Stage 1 (c) Site Visit Evaluation

Stage 2: Price and Preference Points Evaluation

Stage 1 (a) Compliance check of Mandatory Requirements

Bids must fully comply with all the Mandatory Requirements for the Stage 1 (a) Compliance check

of Mandatory Requirements in order to qualify for Stage 1 (b) Paper Based Evaluation

(Functionality) and those bids which fail to comply with all the requirements will be invalidated or

disqualified from the process.

Mandatory Requirements (Original or Certified

Copy)

Comply Not comply

Proof of Address (Municipal Statement).

Occupational Health and Safety Certificates (Must be

Valid).

Proof of ownership documents.

Draft Lease Agreement.

Building Plans/Drawings.

Copy of Certificate of Compliance (Must be Valid).

Approval for core drilling and trenching if required

(Letter from designated Authority).

Approval for work access to premises seventy five

(75) days prior to occupation (Letter from designated

Authority).

Proof of premises being within the five (5) km radius

of current Telkom Fibre network.

Stage 1 (a) Compliance check of Mandatory Requirements


Stage 1 (b): Paper Based Evaluation (Functionality)

Bidders must achieve at least 70 out of 100 points for the Stage 1 (b) Paper Based Evaluation

(Functionality) in order to qualify for the Stage 1 (c) Site Visit Evaluation and those bids which fail

to meet the minimum qualifying score will not be considered further in the process.

No. Evaluation Criteria Weight

1 Building Requirements (60) Amenities 25

Parking 5

Health and Safety 5

Information Technology 10

Building Grading and Size 15

2 Relationship Management (15) Lease Options 10

Maintenance and Rates 10

3 Pre-Occupation Requirements (25) Tenant Installation Plan 10

Space Plan 5

Brand Image and Signage Rights 10

Total 100

Minimum Qualifying Score (Threshold) to site Visit Evaluation 70

Stage 1 (b) Paper Based Evaluation (Functionality)


Bidders must achieve at least 70 out of 100 points for Stage 1 (c) Site Visit Evaluation in order to qualify for

Stage 2 Price and Preference Points Evaluation and those bidders who fail to meet the minimum

qualifying score will not be considered further in the process.

No. Evaluation Criteria Weight

1 Building Location (20) Accessibility 10

Visibility 5

Aesthetics 5

2 Environment (10) Rentable area verification 5

Green Building 5

3 Amenities (General Condition) (30) Ablution facilities 5

Air conditions 5

Kitchen 5

Disability Friendliness 5

Lifts, Flooring, Power and Water 5

Server Room 5

Presentation of Take On documents

(40)

Per Attached Schedule 40

Total 100

Minimum Qualifying Score (Threshold) to Preference and Pricing 70


Each panel member will rate the above-mentioned criteria using the following values scale:

Value Description

5 – Excellent Meets and exceeds NHBRC functionality requirements

4 – Very Good Above average compliance to requirements

3 – Good Satisfactory and should be adequate for stated element

2 – Average Below average compliance to requirements

1 – Poor Unacceptable, does not meet criteria


The points for the panel members will be added and expressed as a fraction of the best possible score for

each particular criterion as set out above.

Stage 2: Price and Preference Points Evaluation

Only bids that achieve minimum qualifying score for ‘Stage (c) Site Visit Evaluation’ will be evaluated

further.

The contract will be awarded in terms of Regulations 4 of the Preferential Procurement Regulations

pertaining to the Preferential Procurement Policy Framework Act, 2000 (Act 5 of 2000), bids will be

adjudicated in terms of a (80/20) preference point system in terms of which points are awarded to

bidders on the basis of:

The formula that will be utilized in calculating points scores for prices is as follows:

80/20 Preference point system (for acquisition of services, works or goods with a Rand value less than R1million) (all applicable taxes included)

(

)

Where: Ps = Points scored for comparative price of bid or offer under consideration Pt = Comparative price of bid or offer under consideration

Pmin = Comparative price of lowest acceptable bid or offer.

The points scored will be rounded off to the nearest two decimal places.

The points will be awarded to a Bidder for attaining the B-BBEE status level of contribution in

accordance with the table below:

BBBEE Level 80/20

Level 1 20

Level 2 18

Level 3 16

Level 4 12

Level 5 8

Level 6 6

Level 7 4

Level 8 2

Non-Compliant Contributor

0

The points scored for price will be added to the points scored for B-BBEE status level to obtain the

Bidders total points scored out of 100 points.


7. RFP SUBMISSION INSTRUCTIONS

7.1 All RFP documents must be sealed in a clearly marked envelope and deposited into the tender box at

the NHBRC Regional Office, NHBRC Regional Office, Unit 4 Hydro Park, 98 Kellner St, Westdene,

Bloemfontein reception area.

8. AVAILABILITY OF THE RFP DOCUMENT

8.1 Bid documents can be downloaded on the NHBRC Website (www.nhbrc.org.za/current-tenders)

from the 29 May 2015.

Province Physical Address & Contact Number

Regional office: Free State Unit 4 Hydro Park 98 Kellner St Westdene Bloemfontein Tel: (051) 448 7955

8.2 The compulsory briefing session will be held on the 05 June 2015 at 11h00 at the following address.

Province Physical Address & Contact Number

He Regional office: Free State Unit 4 Hydro Park 98 Kellner St Westdene Bloemfontein Tel: (051) 448 7955

Note: Bidders who have not attended the compulsory briefing session will be disqualified

9. RFP CLOSING DATE

9.1 Bid documents should be marked for Attention: Supply Chain Manager, and deposited into

the Bid boxes at the NHBRC Regional Office, Unit 4 Hydro Park, 98 Kellner St, Westdene,

Bloemfontein on or before the 1 July 2015 at 11h00. No emailed or faxed Bids will be accepted.

The Bid document should be supplied in a sealed envelope and clearly marked with the Bid

number and the full name of the service provider(s).

9.2 No late submissions will be accepted.

10. VALIDITY PERIOD OF BIDS

10.1 All bids submitted by the bidders must be valid for a period of 90 days from the closing date specified

above.

11. ADMINISTRATION ENQUIRIES SHOULD BE DIRECTED TO BOTH:

Mncedi Mabona

Tel. 011 317 0475 or e-mail: [email protected]

Bernard Kekana

Tel. 011 317 0281 or e-mail: [email protected]

http://www.nhbrc.org.za/current-tenders

mailto:[email protected]

mailto:[email protected]


12. SUBMISSIONS OF PROPOSALS

12.1 Submission of bid MUST include one (1) original and four (4) copies of the proposals in a

clearly marked envelope and deposited into the Bid box.

12.2 All costs and expenses incurred by the Bidder relating to the participation in, and preparation of

this proposal process shall be borne by the Bidder exclusively. All documentation and manuals

submitted in respect of this RFP shall be retained by NHBRC, whether or not the proposal is

accepted.

13. CHECKLIST AND SBD FORMS

13.1 The following documents as listed below are required to be made available with the distribution of

the RFP:

DOCUMENTS TO BE SUBMITTED

No. Please note; the items marked with an (X) are mandatory requirements and failure to

meet the requirements will result in your bid being disqualified.

Yes/No

1. Original and valid B-BBEE Status Level or certified copy.

2. X SBD1 Invitation to bid which must be signed and thoroughly completed.

3. X SBD2 Tax Clearance Certificate which must be original and valid.

4. X SBD 3.1 or SBD 3.2 Pricing schedule, If not filed please refer to Annexure or

Addendum in your submission where price is mentioned.

5. X SBD 3.3 Pricing schedule if not filed please refer to Annexure or Addendum in your

submission where price is mentioned.

6. X SBD 4 Declaration of interest must be signed and thoroughly completed.

7. X SBD 6.1 Preference claim form must be signed and thoroughly completed

regardless if points are claimed or not.

8. X SBD 8 Declaration of Bidder’s past supply chain management practices must be

signed and thoroughly completed.

9. X SBD 9 Certificate of independent bid determination must be signed and thoroughly

completed.

10. General Conditions of the contract (GCC).

11. X Other documents as mentioned in the bid terms of reference.

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