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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
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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
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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
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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
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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
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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
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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
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Mandatory Comply Not ComplyThe Bidder confirms that the building offered is:
A complete built structure
Substantiate / Comments
MANDATORY EVALUATION CRITERIA
MANDATORY REQUIREMENTS
Page 11[Insert presentation title]
Mandatory Comply Not Comply
The Bidder confirms that the building offered is:
• Grade A or B
Substantiate / Comments
MANDATORY EVALUATION CRITERIA
MANDATORY REQUIREMENTS
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MANDATORY EVALUATION CRITERIA
MANDATORY REQUIREMENTS
Mandatory Comply Not Comply
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).
Substantiate / Comments
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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.
Substantiate / Comments
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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 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.
Substantiate / Comments
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MANDATORY EVALUATION CRITERIAMANDATORY REQUIREMENTS
Mandatory Comply Not
Comply
The building should have access for people with special needs/
disability (e.g. wheel chair ramp)
Substantiate / Comments
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MANDATORY EVALUATION CRITERIAMANDATORY REQUIREMENTS
Mandatory Comply Not
Comply
The bidder confirms that the lettable area offered is 217m²
(Nelspruit)
The bidder confirms that the lettable area offered is 85m²
(Tzaneen)
Substantiate / Comments
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MANDATORY EVALUATION CRITERIA•MANDATORY REQUIREMENTS
Mandatory Comply Not
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.
Substantiate / Comments
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MANDATORY EVALUATION CRITERIA•MANDATORY REQUIREMENTS
Mandatory Comply Not
Comply
6.10 the bidder confirms that Exterior and shop fronts signage and branding will be allowable
Substantiate / Comments
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MANDATORY EVALUATION CRITERIA•MANDATORY REQUIREMENTS
Mandatory Comply Not
Comply
6.11 The bidder confirms that Uninterrupted power supply (UPS) and back-up generator power supply is available.
Substantiate / Comments
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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
Building – General Requirements
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
Page 21[Insert presentation title]
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
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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
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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)
Page 24[Insert presentation title]
SITE VISITS ASSESMENT
Building – General Requirements
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”.
Page 25[Insert presentation title]
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
Page 26[Insert presentation title]
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
Page 28[Insert presentation title]
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
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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 pinkyh@raf.co.za
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.
Page 31[Insert presentation title]
RAF ETHICS OFFICE
•Presentation by Cynthia Mogola
Thank you
Questions and Answers
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