RFP NO.: NHBRC 03/2015 Page 1 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: ___________________________________________________
18
Embed
REQUEST FOR PROPOSAL LEASING OF … NO.: NHBRC 03/2015 Page 1 of 18 REQUEST FOR PROPOSAL LEASING OF OFFICE SPACE AND PARKING FACILITIES FOR THE NHBRC SATELLITE OFFICE IN BETHLEHEM,
This document is posted to help you gain knowledge. Please leave a comment to let me know what you think about it! Share it to your friends and learn new things together.
Transcript
RFP NO.: NHBRC 03/2015 Page 1 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.
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.
RFP NO.: NHBRC 03/2015 Page 7 of 18
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
RFP NO.: NHBRC 03/2015 Page 8 of 18
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.
RFP NO.: NHBRC 03/2015 Page 9 of 18
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
RFP NO.: NHBRC 03/2015 Page 10 of 18
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
RFP NO.: NHBRC 03/2015 Page 11 of 18
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.
RFP NO.: NHBRC 03/2015 Page 12 of 18
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.
RFP NO.: NHBRC 03/2015 Page 13 of 18
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
RFP NO.: NHBRC 03/2015 Page 14 of 18
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
RFP NO.: NHBRC 03/2015 Page 15 of 18
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)
Stage 1 (c) Site Visit Evaluation
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.