RFP 20/2014 PROVISION OF ACCOMMODATION FOR THE OFFICE … … · Beneficial Occupation 12th January 2014. • Drawings included Provide a set of CAD drawings of proposed building/s

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


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

http://www.sars.gov.za/Procurement/Pages/Published-Tenders.aspx





• 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


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.


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


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


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


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


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


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.


• Elevations

• Primary section to determine clear heights (FFL to U/S slab).


• Polylines indicating SAPOA 2007 Second Edition Rev 1 based measurement

of landlords proposed office space.

• Rentable Area

• Usable Area

• Common Areas

• Supplementary Areas

• Vertical


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:


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


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

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• 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]

mailto:[email protected]/

CONCLUSION

Questions & Answers