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RFP 20/2014
PROVISION OF
ACCOMMODATION FOR THE
OFFICE OF THE TAX OMBUDS
COMPULSORY BRIEFING
SESSION
• Presented by Faradh Khan
Agenda
Agenda Item
Welcome and Introduction
Procurement Presentation
Tender Pack
Mandatory Tender Returnable's
Bid Evaluation / Adjudication Criteria
Pricing
Financial stability
BEE requirements
Technical Presentation
Overview of the requirements
• Questions and Answers?
Team Members
Members Roles
Zinogazi Ntsele
Chair Person
Simonie McMahon
Mduduzi Shabangu
Eric Mkhawane
Technical evaluator
Technical evaluator
Technical evaluator
Lynne Erasmus BEE Specialist
Thabang Thinane
Shakira Noormohamed
Dan Van Ryneveld
Procurement Finance
Business Finance
Business Finance
Natasha Jones
Takalani Tshikunde
Aser Makgate
Corporate Legal Specialist
Governance
Tender Office
Procurement Presentation
• Presented by Faradh Khan
4
Standard for
Uniformity
Constitution
PFMA
PPPF Act and Preferential
Procurement Regulations
B-BBEE Act (ICT Charter)
Other prescripts
Legislative
Framework
Uniform Procurement
directives to three
spheres of government
Supply Chain Management
Guidelines
Standard Bidding Documents
Practice Notes Supply Chain Professional Body and Skills
Development
National
Treasury
guidelines
Statutory Framework
What
about?
Local
Accords
IPAP
NGP
CSDP
NIPP
National Developmental Plan – SA Vision
5
Tender Principles
Public Procurement
Fairness Competitive Equitable Cost
Effectiveness Transparency
SARS 20/2014
PPPFA of 2011(Not Exempted)
SA Local Procurement Accords
1. Leveraging on Public
procurement
6. Complementarities
between Private
Procurement and State
Procurement
12.SD Opportunities and
Social Economic
Enterprises
Supplier
Development
Preferential
Procurement
Skills
Development
Regional
Economic
Development
• Focus on big contracts for BBBEE
• OEM localisation for companies that comply with BBBEE codes.
• Develop local suppliers for the manufacturing of strategic items that are procured overseas.
• Build capacity of the existing and future small enterprises.
• Build capacity for small enterprises through skills development.
• Training and development , prioritising youth and women.
• Partnership with training institutions for practical training.
• Continuous investment in sector skill s development
• Localise the manufacturing of material items used in that region where possible.
• Build capacity and capability of regional suppliers.
• Enlist the support of Financial institutions to fund the small enterprises.
• Direct investment in Special Economic Zones
• Support local content initiatives
• Develop and agree on local content targets
• Monitor and report on local content targets, outputs and outcomes.
• Build long term relationships with suppliers.
Expected public procurement outcomes
TENDER INFORMATION
• Tender documents is available on the SARS website
http://www.sars.gov.za/Procurement/Pages/Published-
Tenders.aspx OR
• Compulsory briefing session on 20 October 2014
• Collected at the Brooklyn office until 26 October 2014
• Closing date to send queries is 31 October 2014
• Tender Closing date 11 November 2014 at 11h00
9
• SARS has been given a mandate to acquire accommodation for the Office of Tax Ombuds
• This office will operate independently from SARS
PURPOSE
• To provision of office space and the fit- out of the
space to accommodate the office of the tax
ombuds (OTO)
• The lease period may be for 5 years with an
option to extend
• SARS reserves the right to accept a quotation as
a whole, partially or not at all; and
• A lease agreement as well as a
JBCC/development agreement will be signed
between SARS & the winning bidder
SCOPE
• Locality Map (Locality map of the proposed building
or premises clearly indicating relationship to other
amenities and traffic routes.)
• Information / confirmation on the Suitability for OTO
• Information of parking provided
• State availability
• Drawings included
• Internal Fit out Professional Team
IMMEDIATE DISQUALIFYING CRITERIA
IMMEDIATE DISQUALIFYING CRITERIA
13
• PHASE A:
• Locality Map
Indicate proximity to commercial, banking, public
transport & routes ( please stipulate distances) .
• Information/Confirmation on suitability to the OTO
Zoning of premise (G1 office space);
Minimum floor space of 1,000m² with dedicated ablution
facilities;
Vertical movements; and
Parking bays.
IMMEDIATE DISQUALIFYING CRITERIA
14
• Availability
Beneficial Occupation 12th January 2014.
• Drawings included
Provide a set of CAD drawings of proposed building/s.
PHASE B:
Internal Fit-out - Professional Team
Detailed Project Plan for the execution of fit-out;
detailed proposal of professional teams; and
practical completion date of project.
• An original valid Tax Clearance Certificate;
• All SBD documents, completed as instructed;
• SARS Oaths of Secrecy signed by each member of the
Bidder’s Bid team in the presence of a Commissioner of
Oaths;
• Ensure all relevant Annexures are completed and/or signed;
• Submit a valid SANAS accredited BEE certificate.
PREQUALIFYING CRITERIA
Technical Evaluation Weighting 100
Pricing
As per the Section 6 & 7 of this document, titled “Schedule of Quantities”.
Weighting 90
BEE Compliance
Conformance of the service provider to the PPPFA
Weighting 10
NB: The minimum technical pre-requisite is 75 %
EVALUATION & ADJUDICATION PROCESS
No. Description of criteria Points
1 Required suburb 20
2 Security aspects of the property 10
3 OSHACT compliance 20
4 Transport network in the vicinity 10
5 Size 10
6 Parking 10
7 Physical site and building assessment
20
Pricing section
• Presented by Faradh Khan
LEASE OFFER
18
Offices Stores Covered
Parking
Shaded
Parking
Open
Parking
Gross rental of
lettable area at
lease
commencement
R
m²
R
m²
Grading of Office
Space (according
to the SAPOA
definitions of office
building grades)
No of Parking bays
Bays
Bays
Bays
Rental per m² per
month or rental per
parking bay per
month at lease
commencement.
R R R R R
Total Rental per
month (indicated
as Gross)
R R R R R
VAT per month R R R
Total per month R R R
Annual escalation
Rate
% % %
PRICING
19
Capacity
space
Current
Rate /m² Monthly Fee Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Year 7 Year 8 Year 9 Total
Rental Office Space R 0.00 R 0.00 R 0.00 R 0.00 R 0.00 R 0.00 R 0.00 R 0.00 R 0.00 R 0.00 R 0.00
Parking Bays R 0.00 R 0.00 R 0.00 R 0.00 R 0.00 R 0.00 R 0.00 R 0.00 R 0.00 R 0.00 R 0.00
R 0.00 R 0.00 R 0.00 R 0.00 R 0.00 R 0.00 R 0.00 R 0.00 R 0.00 R 0.00
R 0.00 R 0.00 R 0.00 R 0.00 R 0.00 R 0.00 R 0.00 R 0.00 R 0.00 R 0.00
R 0.00 R 0.00 R 0.00 R 0.00 R 0.00 R 0.00 R 0.00 R 0.00 R 0.00 R 0.00
R 0.00 R 0.00 R 0.00 R 0.00 R 0.00 R 0.00 R 0.00 R 0.00 R 0.00 R 0.00
Rental Office Space R 0.00 R 0.00 R 0.00 R 0.00 R 0.00 R 0.00 R 0.00 R 0.00 R 0.00
Parking Bays R 0.00 R 0.00 R 0.00 R 0.00 R 0.00 R 0.00 R 0.00 R 0.00 R 0.00
PRICING TEMPLATE:
Provision of Office Space and the fit-out to
accommodate the Ombudsman Tax office
Tender Number RFP20/2014
Bidder Name:
Cost of Rate /m² over contract term (9 years)
COST OVER 9 YEAR PERIOD
Annual Escalation
Operating Costs
Sub total
VAT
Total
Financial Stability section
• Presented by Faradh Khan
21
FINANCIAL STABILITY:
The bidder is expected to submit Reviewed or audited Financial
statements for the past 3 (three) financial years which should
include amongst others the following documents:
•Statement of financial position;
•Statement of financial performance; and
•Cash-flow statement; and Notes
FINANCIAL ANALYSIS
B-BBEE section
• Presented by Faradh Khan
SARS BBBEE REQUIREMENTS
23
Classification Turn Over
Submission Requirement
Exempted Micro Enterprise (EME) Below R5 million p.a
Certified Copy of BBBEE Rating Certificate from a SANAS Accredited rating agency or a Registered Auditor approved by IRBA or a letter from an Accounting Officer as contemplated in the CCA
Qualifying Small Enterprise (QSE) Between R5 million and R35 million p.a
Certified Copy of BBBEE Rating Certificate from a SANAS Accredited rating agency or a Registered Auditor approved by IRBA
Large Entity (LE) Above R35 million p.a
Certified Copy of BBBEE Rating Certificate from a SANAS Accredited rating agency or a Registered Auditor approved by IRBA
Joint Ventures and Consortiums (JV's collectively) Incorporated JV's must submit the B-BBEE status of the entity. Unincorporated JV's must submit a consolidated B-BBEE scorecard as if they were a group structure for every separate tender.
KEY SECTIONS TO COMPLETE IN SBD 6.1
24
BID DECLARATION 6.1 Bidders who claim points in respect of B-BBEE Status Level of Contribution must complete the following:
7. B-BBEE STATUS LEVEL OF CONTRIBUTION CLAIMED IN TERMS OF PARAGRAPHS 1.3.1.2 AND 5.1
7.1 B-BBEE Status Level of Contribution: …………. = ……………(maximum of 10 or 20 points)
(Points claimed in respect of paragraph 7.1 must be in accordance with the table reflected in paragraph 5.1 and must be
substantiated by means of a B-BBEE certificate issued by a Verification Agency accredited by SANAS or a Registered
Auditor approved by IRBA or an Accounting Officer as contemplated in the CCA).
8 SUB-CONTRACTING 8.1 Will any portion of the contract be sub-contracted? YES / NO (delete which is not applicable)
8.1.1 If yes, indicate:
(i) what percentage of the contract will be subcontracted? ............……………….…%
(ii) the name of the sub-contractor? …………………………………………………………..
(iii) the B-BBEE status level of the sub-contractor? ……………..
(iv) whether the sub-contractor is an EME? YES / NO (delete which is not applicable)
POINTS AWARDED FOR B-BBEE CONTRIBUTION
25
B-BBEE Contributor Level Number of Points
(80/20 system)
Number of Points
(90/10 system)
1 20 10
2 18 9
3 16 8
4 12 5
5 8 4
6 6 3
7 4 2
8 2 1
Non-Compliant Contributor 0 0
Technical Presentation
• Presented by Faradh Khan
TECHNICAL REQUIREMENTS
27
Clarification of Technical Process:
• Submit AutoCAD 2010 DWG format Plans;
• on CD as part of initial tender bid.
Landlord
• Space Planners will design layout; then
• Evaluate if proposed building suitable.
• If suitable, Space Planners will produce relatively detailed working drawings.
SARS • Landlords professional team to do full costing based on proposed layout returned by SARS.
• Costing to be submitted as part of final bid documents to SARS.
Landlord
(1) Proposal
(2) Design
(3) Cost
TECHNICAL REQUIREMENTS
28
(1) Proposal Stage Clarified:
Required from Prospective Landlord:
• AutoCAD Plans showing:
• ALL structural elements of layout.
• All vertical service penetrations.
• Location of common services (bathrooms, reception, etc).
• Location and names of adjoining tenants.
• AutoCAD Plans showing:
• Elevations
• Primary section to determine clear heights (FFL to U/S slab).
• AutoCAD Plans showing:
• Polylines indicating SAPOA 2007 Second Edition Rev 1 based measurement
of landlords proposed office space.
• Rentable Area
• Usable Area
• Common Areas
• Supplementary Areas
• Vertical
TECHNICAL REQUIREMENTS
29
(2) SARS Stage Clarified:
SARS will:
• Develop high-level design Layout.
• Assess for suitability.
If suitable, SARS will develop worked up detail drawings:
• Furniture Plan
• Demolition Plan
• Construction Plan
• Floor and Wall Finishes Plan
• Shop Fitting Plan – if applicable.
• Indicative End-User Electrical Layout Plan **
• Indicative End-User Proposed Ceiling and Lighting Plan **
Issue in AutoCAD format to Landlords Professional Team:
TECHNICAL REQUIREMENTS
30
(3) Landlords Costing Stage Clarified:
Landlords Professional Team will:
• Landlords professional team to do full costing based on proposed
drawings returned by SARS.
• Project is “Turn-Key” Project and Landlord’s costing are to reflect this
principal in all aspects.
• Landlords costing to include all professional fee’s and any and all
disbursements required to affect project; including but not limited too:
• Architects Services / QS Services
• Mechanical and Electrical Design Engineer Services
• Rational Fire Engineer Design Services
• Project Management Services / Safety Consultant
• All aspects of submission to council and council approval.
Submit All-inclusive final Cost to SARS
TECHNICAL REQUIREMENTS
31
(3) Landlords Costing Stage Clarified (continued):
Detailed estimated TOTAL TENNANT FIT OUT COST: Must include at the
very least (and not limited too):
1. Estimate of Total Escalated Building Cost:
Summary of all Costs to do Tenant Fit out.
Pre-Tender and Post-Tender escalations.
2. Professional Fee’s:
3. Sundry Costs
Legal Fee’s
Council Plan Scrutiny Fee’s
4. LESS TI
Breakdown of Proposed Tennant Financial Allowance
Landlord to clearly indicate what costs are for SARS and what costs
are for Landlord.
TECHNICAL SPECIFICATIONS & REQUIREMENTS
32
The proposed premises need to be offered as a “white box” for
this bid in preparation of the execution for the required and
agreed internal fit out (specifications and drawings attached as
part of the bid document).SARS will provide the Professional
team with detailed spatial planning and conceptual working
drawings specific to the selected premises.
Alternatively and if required in the specific circumstances, OTO
may elect to appoint its own Professional Team and Contractors,
to provide a complete accommodation solution at the offered
premises.
NB: Bidders must submit separate tender responses for each
premises offered, should more than one premises be offered for
consideration.
EXCLUSIONS FROM THE INTERNAL FIT-OUT
33
• Furniture;
• OTO specific internal corporate signage;
• Information Technology infrastructure;
• Internal security infrastructure; and
• Move management.
CONTACTS & IMPORTANT DATES
34
Closing date of collecting : 24th October 2014 @ 16H00
Clarification of queries : 20th October – 31st October 2014
Tender Closing Date : 11th November 2014 @ 11H00 AM
THE BID DOCUMENTS MAY BE HAND DELIVERED TO SARS (ATTENTION OF TENDER OFFICE) OR BE PLACED IN THE TENDER BOX AT THE MAIN ENTRANCE, LINTON
HOUSE, 570 FEHRSEN STREET, BROOKLYN BRIDGE, PRETORIA. LATE BIDS WILL NOT BE ACCEPTED AND RETURNED TO THE BIDDER
Submissions – ALL BIDS MUST BE SUBMITTED ON THE OFFICIAL FORMS – (NOT TO
BE RE-TYPED, please initial each page)
ALL QUESTIONS SHOULD BE IN WRITING TO ENSURE CONSISTENT RESPONSE TO ALL BIDDERS
Tender Office
Tel: 012 422 6821
E-mail : [email protected]
CONCLUSION
Questions & Answers