RFP 20/2014 2014 PROVISION VISION OF ACCOMMODATIO COMMODATION N - - PowerPoint PPT Presentation

RFP 20/2014 2014 PROVISION VISION OF ACCOMMODATIO COMMODATION N FOR THE OFFICE FICE OF THE TAX OMBUD UDS S COMPUL PULSORY ORY BRIE IEFING FING SESSION ON

• 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

Procu curem remen ent t Presen sentat tatio ion

• Presented by Faradh Khan

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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

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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

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• 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

• mbuds (OTO)
• The lease period may be for 5 years with an
• ption 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
• r 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

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• 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

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• 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

Prici cing ng secti tion

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• Presented by Faradh Khan

LEASE OFFER

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Offices Stores Covered Parking Shaded Parking Open Parking Gross rental

• f

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

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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 0.0 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 0.0 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 0.0

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 0.0 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 0.0 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 0.0

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

Finan anci cial l Stabil ilit ity secti tion

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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-BB BBEE E secti tion

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• Presented by Faradh Khan

SARS BBBEE REQUIREMENTS

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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

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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

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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

Techn hnic ical al Presentat entation ion

• Presented by Faradh Khan

TECHNICAL REQUIREMENTS

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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

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(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
• f landlords proposed office space.
• Rentable Area
• Usable Area
• Common Areas
• Supplementary Areas
• Vertical

TECHNICAL REQUIREMENTS

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(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

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(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

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(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

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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

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 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 : TenderOffice@sars.gov.za

CONCLUSION

Questions & Answers