road accident fund compulsory briefing session raf/2015/00010 & raf/2015/00011 date: 18 june...

ROAD ACCIDENT FUNDCOMPULSORY BRIEFING SESSION

RAF/2015/00010 & RAF/2015/00011

Date: 18 June 2015

Time: 11:00

AGENDA

Background of the RFB

Purpose of the Bids

Evaluation Criteria

Mandatory Documents

Disqualification of Bids

Submission of Bids

Contact details

Pricing Schedule

RAF ethics office

Questions and Answers

Background

• RAF/2015/00010 & RAF/2015/00011 : Request For Bid: The Road Accident Fund requires the rental of office space for the RAF Nelspruit & Tzaneen Branches for a period of five (5) years.

Advertised on 05 June 2015

Closing on 03 July 2015

[Insert presentation title]

PURPOSE OF THE RFB

The Road Accident Fund requires the rental of office space for the RAF Nelspruit Branch for a period of 5 years. The high-level requirements are for grade A or B office accommodation of approximately 217m² gross lettable area.

The office space must be within 1km radius from Mbombela shopping centre.

Background of the RAF/2015/00011

The Road Accident Fund requires the rental of office space for the RAF Tzaneen Branch for a period of 5 years. The high-level requirements are for grade A or B office accommodation of approximately 85m² gross lettable area.

The office space must be within 1km radius from Tzaneen Mall.

Background of the RAF/2015/00010

•RAF/2015/00010 & RAF/2015/00011


SCOPE OF WORK

The requirements for site accessibility include:

Accommodation must be on the ground floor The building should allow for comfortable entrance / exit to and from the building by staff, clients and service providersThe building must make provision for access control which must be accessible to both staff and suppliers The building should have access for people with special needs/ disability (e.g. wheel chair ramp)

Building – General Requirements

The building must be an existing building ( complete built structure)A or B grade office accommodationExterior and shop fronts signage and branding must be allowableA building with a green rating would be advantageousThe accommodation to be made available as “white shell” Existing wheel chair access to the building

Site accessibility


Scope of work continues

− 15 Secure on-site parking of which 2 will cater for physically disabled people, must be available in accordance with municipal by-laws. Confirmation of which should be included in the proposal.

RAF should be given right of first refusal to any additional parking that becomes available to the landlord in the course of the five (5) years.

• Building services

The building must make provision for goods and passengers lifts(if applicable) Ablution facilities, including facilities for the physically disabled must be available,

preferably on the same floor level as the offices to be rented The accommodation must provide lighting as per building regulation The office accommodation must be fully air-conditioned and ventilated

Parking


SCOPE OF WORK CONTINUES

Uninterrupted power supply (UPS) and back-up generator power supply must be available in the event of power failure for the entire building

The space(s) on offer must have its own electric distribution board(s)The accommodation must have existing fire detection and prevention servicesThe accommodation must have double tier cable trays in ceiling voids or make allowance for these

The lease offered must be for 5 yearsThe lease offered must allow for further extension of the lease if requiredThe lease offered must provide a termination optionThe lease offered must provide the RAF with right of first refusalThe lease offered must indicate the tenant installation allowanceThe lease offered must provide an option for building maintenance by the lessor / landlord as part of the lease

The lease offered must provide for air-conditioning as part of the lease

• Building services

•RAF/2015/00010 & RAF/2015/00011


EVALUATION CRITERIA

The evaluation criteria will be based on the following requirements:

Mandatory (Comply or Not Comply) – Bidders who do not meet the mandatory

requirements will be disqualified.

Technical Functional Requirement (100 points).

Price and B-BBEE Evaluations (90/10 points) for Nelspruit. Price and B-BBEE Evaluations (80/20 points) for Tzaneen.

Bidders scoring 60 points out of 100 points on functional / technical criteria will be subjected to site visits and further evaluated on price and B-BBEE upon confirmation of infrastructure during site visits

EVALUATION CRITERIA AND METHODOLOGY

•RAF/2015/00010 & RAF/2015/00011


MANDATORY EVALUATION CRITERIA

MANDATORY REQUIREMENTS

Mandatory Comply Not Comply

The bidder must confirm that they have read and understood the terms and

conditions set out in the attached Special Conditions of Contract and

mandatory clauses to be incorporated into the lease agreement which terms

and conditions the bidder accepts, in the event that the RAF awards the

contract to the bidder pursuant to this bid. The bidder must submit with the

bid:

A. A proposed Lease Agreement for 5 years with an option to renew for a

further 5 years

B. Complete the attached Pricing Schedule ( In a separate envelope)

C. Special Conditions of Contract

D. Floor Plans

Substantiate / Comments


Mandatory Comply Not ComplyThe Bidder confirms that the building offered is:

A complete built structure






The Bidder confirms that the building offered is:

• Grade A or B








The Bidder confirms that the building offered is:

• Within 1 KM Radius from Mbombela shopping Centre. (Nelspruit).

• Within 1 KM Radius from Tzaneen mall ( Tzaneen).



MANDATORY EVALUATION CRITERIA•MANDATORY REQUIREMENTS

Mandatory Comply Not

Comply

Indicate under “Substantiate / Comments” below whether the

bidder is the owner/landlord or an agent/broker and, where the

bidder is an agent or broker, the bidder must provide proof of

mandate if acting on behalf of the owner/landlord. Please provide

for each building offered. The RAF does not pay commission on

agent fees.





Comply

Indicate under “Substantiate / Comments” below whether the

bidder is the owner/landlord or an agent/broker and, where the

bidder is an agent or broker, the bidder must confirm that they

are registered with the Estate Agencies Affairs Board and are in

possession of a valid Fidelity Fund certificate and provide a

certified copy of the EAAB registration and a certified copy of the

valid Fidelity Fund certificate.



MANDATORY EVALUATION CRITERIAMANDATORY REQUIREMENTS


Comply

The building should have access for people with special needs/

disability (e.g. wheel chair ramp)



MANDATORY EVALUATION CRITERIAMANDATORY REQUIREMENTS


Comply

The bidder confirms that the lettable area offered is 217m²

(Nelspruit)

The bidder confirms that the lettable area offered is 85m²

(Tzaneen)





Comply

6.9 the bidder confirms that they are in possession of the following certificate, Certificate of Occupancy of the Building concerned, issued by the Municipality

Please attach a certified copy of the Certificate.





Comply

6.10 the bidder confirms that Exterior and shop fronts signage and branding will be allowable





Comply

6.11 The bidder confirms that Uninterrupted power supply (UPS) and back-up generator power supply is available.



Functional criteria Points

Technical Evaluation Criteria

Technical Requirements: Technical / Functional Criteria (Submission)

NB: Each building proposed will be evaluated, based on the submitted documentation, on the following:

Allocation of Points

Total Points


15 Secure on-site parking of which 2 will cater for physically disabled

people, must be available in accordance with municipal by-laws.

Confirmation of which should be included in the proposal.

10

A building with a green rating would be advantageous 5

RAF should be given right of first refusal to any additional parking that

becomes available to the landlord in the course of the five (5) years.

2

The accommodation to be made available as “white shell”. 5 22


Technical evaluation criteria cont….

Functional criteria PointsBuilding Services

3

The building must make provision for goods and passengers lifts(if

applicable)

Ablution facilities, including facilities for the physically disabled must be

available, preferably on the same floor level as the offices to be rented 5

The lease offered must make provision for expansion of the

accommodation if additional space is required during the period of the

lease or a renewed period of the lease

5

The accommodation must provide lighting as per building regulation

5

The office accommodation must be fully air-conditioned and ventilated 5

The space(s) on offer must have its own electric distribution board(s) 5

The accommodation must have existing fire detection and prevention

services 5

The accommodation must have double tier cable trays in ceiling voids

or make allowance for these 5 38


Points

Technical Evaluation Criteria

Site Accessibility

Accommodation must be on the ground floor 10

The building should allow for comfortable entrance / exit to and from

the building by staff, clients and service providers

10

The building must make provision of access control which must be

accessible to both staff and suppliers 10

The building must comply with OHS, emergency evacuation process.

The bidder must provide us with a certified copy of the certificate of

compliance

10 40

SUB-TOTAL 100


SITE VISITS ASSESMENTTechnical Requirements: Technical / Functional

Criteria (Site Visit)

NB: Each building proposed will be evaluated, based on a site visit, on the following:

Comply Comments

Yes No

Site Accessibility

Accommodation must be on the ground

floor

The building should allow for comfortable

entrance / exit to and from the building

by staff, clients and service providers

The building must make provision of

access control which must be accessible

to both staff and suppliers

The building should have access for

people with special needs/ disability (e.g.

wheel chair ramp)


SITE VISITS ASSESMENT


The building must be an existing building

( complete built structure)

A or B grade office accommodation

The accommodation to be made available

as “white shell”.


SITE VISITS ASSESMENTBuilding Services

The accommodation must provide

lighting as per building regulation

The office accommodation must be fully

air-conditioned and ventilated

The space(s) on offer must have its own

distribution board(s)

The accommodation must have existing

fire detection and prevention services

The accommodation must have double

tier cable trays in ceiling voids or make

allowance for these


Mandatory Documents

Standard Bidding Document (SBD)

Tax Clearance Certificate

Bid Conditions

BEE certificate

Disqualification of bids

Bidders shall be disqualified if they fail to:

Submit a valid and original tax clearance certificate

Submit true and correct information

Comply with mandatory requirements

Comply with prescribed response format


Original signed bid document clearly marked and indexed with all pages numbered.

One (1)original and a hard copy, submitted in a sealed, clearly marked (RAF/2015/00010 for Nelspruit & RAF/2015/00010 for Tzaneen ) envelope, to the address provided below.Submission Address :

Road Accident Fund Eco Glades Reception (Block F) 420 Witch-hazel Avenue, Centurion, Pretoria CLOSING TIME : 11:00 am (PER THE CLOCK AT THE RAF RECEPTION)

Submission of RFB responses


Bid responses sent by courier must reach the reception at least 36 hours before the closing date (03 July 2015), to be deposited into the Bid

box. Submission Register must be signed at the reception by bidder when

submitting bid documents.

Important note: Please ensure that the submission register has been signed Name of company Contact details Bidders are requested to submit the pricing schedule on a separate

envelope.

Late response will not be considered

Submission of Bid responses

Contact Details

All queries must be forwarded to [email protected]

Enquiries and clarification will close on the 22 June 2015@ 11H00.

Q and A pack will be published on RAF website on 24 June 2015.

mailto:[email protected]


RAF ETHICS OFFICE

•Presentation by Cynthia Mogola

Thank you

Questions and Answers

road accident fund compulsory briefing session raf/2015/00010 & raf/2015/00011 date: 18 june...

Documents

entire building

building regulation

b office accommodation

rental of office space

ventilated parking slide

raf tzaneen branch

raf nelspruit branch

highlevel requirements