ANNEXURE A

TERMS OF REFERENCE

APPOINTMENT OF A REPUTABLE SERVICE PROVIDER TO PROVIDE LEASE OFFICE SPACE ACCOMMODATION TO THE NRCS DURBAN OFFICES FOR A PERIOD OF 10 (TEN) YEARS

(NRCS 001-2018/2019)

COMPULSORY BRIEFING SESSION TO BE HELD AT THE NRCS DURBAN OFFICE ON 06 NOVEMBER 2018 @ 10:30, AT UNIT 13 CEDAR PARK, INDUSTRIAL ESTATE, 3 QUARRY PARK PLACE, BRIARDENE (OFFICE TELEPHONE 031-

533-6700)

CLOSING DATE 19 NOVEMBER 2018

Annexure A: Doc No. NRCS 001-2018/2019 Lease of Building: NRCS Durban Offices

Technical Enquiry: Lillian PhashaTelephone: 012 482 8927E-mail: Lillian.phasha@nrcs.org.za

and

Technical Enquiry: Dhiresh NundkisunTelephone: 013-533- 6710E-mail: dhiresh. nundkisun@nrcs.org.za

and

SCM Enquiry: Ambition Manabile Telephone: 012 482 8921E-mail: ambition.manabile@nrcs.org.za

ANNEXURE A TERMS OF REFERENCES/ SPECIFICATIONS

1 Background

The National Regulator for Compulsory Specification (NRCS) was established on the 1 st of September 2008, under the auspices of the

National Regulator for Compulsory Specifications Act (NRCS Act), Act 5 of 2008.

The NRCS is primarily responsible for the administration of three Acts that reside under its jurisdiction, namely the NRCS Act, the

Legal Metrology Act, 2014 (Act 9 of 2014) hereinafter called the LM Act, and the National Building Regulations and Building Standards

Act, 1977 (Act 103 of 1977) hereinafter NBR Act. The NRCS also administers regulations that fall under the jurisdiction of other

governments departments, as per agreements.

2 Objective

The NRCS is embarking on a process to lease a building in Durban to house the NRCS Regional Offices situated in Durban. It is

incumbent on the bidder to interpret the NRCS’ requirements as outlined in the specifications provided in this document and at the

Compulsory Briefing Session.

The NRCS requires a building preferably an A-grade building which will be able to accommodate 20 employees. The building must

provide for a Reception Area and allow for enough parking for employees, customers and trailers. The office accommodation should

at least be close to major public transport routes if possible, that will suit both the needs of the employees and customers.

The intention is to appoint Bidders who manages commercial properties or own commercial properties for leasing. Bidders must

propose buildings that will suit the NRCS requirements. The premises should be suitable for a typical administrative office

environment.

Ideally the NRCS would want to have the building suitably fitted out to NRCS’s requirements. As it is not part of the NRCS’s core

functions, the NRCS would not be involved in appointing a Professional Team and Contractors to fit out the office accommodation and

expects the Landlord to do this. The Landlord must specify the tenant installation allowance.

It is important for the NRCS to be informed of the time frame (considering NRCS’s existing contractual obligations) when a suitable

building will be ready for occupation. The location of the NRCS Office must be easily accessible from existing freeways/main roads,

preferably within walking distance from public transport services, clearly visible from traffic routes and entrance from street level is

required. Parking for visitors must be available on the proposed premises.

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A security infrastructure for the offices will be required and it is imperative that cognizance is given to any risk/s attached to the

prospective buildings to the NRCS employees, staff and visitors. The building must be disabled friendly.

3. TECHNICAL BUILDING REQUIREMENTS

3.1. Location Southern part areas of Durban 25 kilometer within Central Business District (CBD area) or preferably within city hall.

Prominence of the location and opportunity to expose the corporate Regional office will be treated as an advantage.

3.2. Site Accessibility Close proximity of public transport nodes

Preferably single tenant building

In a Secure Campus or Area

Wheel chair access to building required

Accommodation on consecutive floors from ground floor up, must have a lift for above ground floor level

3.3. Building A Grade office accommodation

The following square meters (841.50 m²) for office space are required below:

Areas required m²

Manager Office 15

Inspectors (Open plan preferably) 95

Additional Office Space 12

Reception Area 25

Boardroom

2 x 45m² with catering facilities and an additional small (30 square) boardroom

Filing room 25

IT Server Room 7

Kitchen Canteen 20

Ablutions m² as required by the law

Storage for standards and equipment’s 50

Storage for the workshop 80

Storage for samples 50

Lockable storage for seized products 100 (5x2)

Four lockable parking bays required for secured -

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trailers parking

Note: Accommodate large trailer for outside parking

30 parking bays- 20 sheltered and 10 open parking bays

-

Additional

Horse and Trailer space 22.5

LABORATORIES SQUARE METERS

FOODS ASSOCIATED INDUSTRIES

Areas required m² Specifications Details

Product Receiving Area (Food and Associated Industries)

40

Access for delivery vehicles and removal of samples.

Epoxy coated/ Aircon

Food & Associated industrieslaboratories

Pictures of laboratories (Food & Associated industries)

Located near freezing facilities and refuse area. Floor drainage double sealed accessible water trap required for cleaning.Floor concrete and sloped 1:80 and epoxy painted.Freezer Freezer area Adjacent to kitchen with openings leading to kitchen. Filtered and air replacement lights (Daylight tubes 540 lux) Air-conditioned with clear separations between the prep and sensory room. Individual cubicles portioned for sensory analysis.Lab temperature to remain at a constant 16 degrees

Epoxy coated/ Aircon

Industrial Wash up area (Food and Associated Industries)

Situated close to Laboratories. Floor concrete and sloped 1:80 and epoxy painted. Floor drainage required for cleaning.

Epoxy coated floor/Aircon

Service passage Connecting all Food and associated industry and Legal Metrology labs and freezers. Floor concrete and epoxy painted. Walls smoothly plastered and epoxy painted. Wall to floor junctions coved.

LEGAL METROLOGYArea required m² Specification / special

needs Details

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Calibration Lab

40

2 x plug points + ground level airconConcrete workbench/top (4m x 1m x 1m high)Plumbing, hot and cold water floor drain, with a 6m² section of sloped floor to aid draining.

Lab temperature to remain at a constant 19 degrees

Epoxy coated/ fully adjustable Aircon (No centrally controlled aircon allowed)

Workshop (Legal Metrology)

100

Adequate ventilation for minor spray/painting1 internal compressed air point, serviced from secure external compressor room.2 x electrical pointsfloor drain, with 3m x 1m of sloped floor leading to drain to aid draining. 1 x plumbing point (Hot and cold water) with threaded tap for fittings).With Roller door - 6m highFloor to be able to withstand 6-ton hoist on metal wheelsOne 2000mm x 2000mm x 200mm deep floor pit.6 m High platform that can carry the load of 5 tons. Accessible by staircase as per Figure bb:

Epoxy coated floor

Figure bb

Inspection Lab 40

6 x plug points + aircon floor drain, with a section of sloped floor to aid draining.Plumbing, hot and cold water

Epoxy coated/ fully adjustable Aircon (No centrally controlled

aircon allowed)

3.4. Boardroom

2 x 45m² with catering facilities and an additional small (30 square) boardroom

3.5. Reception Area

The receptionist area should be 25m² be closed up be closed up with a restricted access to the offices.

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3.6. Security The proposed building should be enclosed and have a fully functional perimeter security and access control system. The

system should allow for the safe entering and exiting of NRCS staff and visitors, a safe working environment and the protection of vehicles and assets.

The NRCS does not object to sharing the same building with other tenants. However, the NRCS does not prefer to share the same floor with other tenants for security reasons.

3.7. Parking Approximately 30 (Thirty) parking bays to accommodate both the NRCS staff and visitor’s vehicles, of which 20 (twenty)

should be sheltered and 10 open. These parking bays provided shall be made available to the NRCS on a 24-hour basis. Allowance should be made for at least 2 (Two) parking bays to accommodate persons with disabilities.

All parking is to be provided within a safe and secure environment.

3.8. Storage for equipment The storage place must be safeguarded from any moisture and have climate control

3.9. Water Supply The municipal water and electricity supply should be metered separately for the NRCS billing.

3.10. Lightning Protection The building shall have sufficient lightning protection. Configuration as required by the National Building Regulations

3.11. Lighting (OHS) All interior lighting shall conform to SABS 0114-1:1996. The lighting design shall take into consideration the type of work that

will be performed which includes general office work and computer based work areas

3.12. Control Each functional area shall have independent control of lights and emergency lights shall comply with the National Building

Regulations

3.13. Data and Telephone Cabling The building should allow for the installation of adequately cabling for the installation of ITC and telephone equipment

3.14. Heating, Ventilation and air conditioning The ventilation of the building must be in accordance with the Occupational Health and Safety Act, 1993 (Act 85 of 1993).

The building should be fully air-conditioned and the air conditioning system should be sufficiently adequate to provide a

summer / winter working environment compliant to industry standards. There should preferably be a maintenance contract in

place.

The air conditioning installation / units should have a remaining life expectancy of at least 5 years. A Mechanical Engineer’s

report will be required.

3.15. IT Server Room Server room with suitable fire resistant storage space and dedicated air conditioning, as well as a 7 m2 with raised floor to

prevent potential water damage in the event of any water leakage in the building.

3.16. Ablutions male and female facilities to adhere to the National Building Regulations Act. Male and Female Staff ablutions to include: Waste container

Female bathrooms to be provide with sanitary bins

Hand-wash basin with hot and cold water including a waterproof vanity slab around the basin

Shower

A mirror of at least 1200 mm in height for the full length of the said vanity slab

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Note: Facilities for people with disabilities will be a requirement 3.17. Electrical Supply

The power supply shall be metered separately. The installation is to comply with all relevant regulations and by-laws. It must

be taken into account that all operational staff at NRCS are equipped with a computer. The power needs to be clean and

stable. The quality and capacity / KVA of incoming power supply should thus be able to meet NRCS’s requirements.

3.18. Uninterrupted power supply (UPS) in the event of power failure to the laboratories, computers and servers will be required The NRCS will be responsible for the provision of UPS equipment but the cabling must be available, to ensure that an un-

interrupted power supply to all electronic equipment including laboratories should be available.

Note: The NRCS will not contribute to any upgrading / provisioning of additional power supply to the building / site. An Electrical Compliance certificate must be provided to the NRCS as prima facie proof that all electrical installations in the building are safe and comply with the rules and regulations set out in the South African National Standards 10142-1. GENERATOR SUPPLY PREFERABLY 5-12 HRS – BACK UP ENERGY MUST BE PROVIDED FOR THE FREEZER ROOMS

3.19. Power Points Power points to be provided as per NRCS requirements with the following guidelines:

Each person will be equipped with one single normal power point and one red dedicated power point

Normal power points to be provided for multifunction machines

The operations room will be suitably equipped for multifunction machines

Single-phase 15 Amp socket outlets in passages and operational are\as shall be provided for cleaning and maintenance.

3.20. Sufficient entrances and exits to and from the building Green rating option added advantage

Exterior Signage and Branding allowable

Building maintenance to be included

3.21. Fire Protection & Risk Management Fire control, safety and risk management shall be in full compliance with the National Building Regulations. SABS 0040 as

amended. NRCS will require that a complete Automatic Sprinkler Inspection Bureau (ASIB) report to be submitted along with

all other information regarding Fire compliance.

Double Tier Cable Trays in ceiling voids.

3.22. Security The proposed building should preferable have a fully functional security and access control system. The system should allow

for the safe entering and exiting of NRCS staff and visitors, a safe working environment and the protection of vehicles and

assets.

The NRCS prefers to have its own accommodation space even if is in a complex or office park.

3.23. Amenities Fully Air-conditioned offices

Air-conditioning to remain the responsibility of the landlord

Option available to tie in with building maintenance services (by landlord)

Ablution facilities to be available on all floors

Ablution facilities for physically disabled on all floors

4. Special Condition The following special conditions are to be adhered to by the bidders:

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4.1 The NRCS reserves the right to make a selection solely on the information received in the bids or to negotiate further with one or more

bidder/s.

4.2 The NRCS will visit the buildings of the prospective bidders that meet the minimum requirements.

4.3 The NRCS reserves the right:

4.3.1 To cancel this award at any time;

4.3.2 Not to accept any bids;

4.3.3 To accept one or more bids for further negotiation;

4.3.4 To contact any bidder during evaluation period, to clarify information only, without informing any other bidder.

4.4 The bidder accepts that the NRCS will have the right to contract with any other service provider for provision of services not covered by this

specification.

4.5 The General Conditions of Contract (GCC) must be signed or initial on each and every page by the bidder as included in the bid document;

4.6 Government procedures will be followed in appointing the prospective bidder.

4.7 All intellectual property rights emanating from the award will vest with the NRCS.

4.8 The NRCS will not award the bid to any prospective bidder who has not registered on the Central Database Supplier as regulated by the National Treasury Department. The bidder will provide the NRCS with its supplier number and unique number.

4.9 Tenant installation - The Landlord must specify the TI allowance either in a fixed amount or the equivalent monthly rentals.

4.10 Option to purchase- The lease agreement should include an option allowing the NRCS to purchase the building should it opt to do so.

4.11 The building shall comply with all the applicable laws of South Africa and the by-laws of the local authority. The NRCS reserves the right to

request proof of such documentation.

4.12 Bidders shall not make available or disclose details pertaining to their project proposal with anyone not specifically involved, unless

authorized to do so by the NRCS.

4.13 Bidders shall not issue any press release or other public announcement pertaining to details of their project without the prior written

approval of the NRCS.

4.14 Bidders are advised that submission of a project proposal gives rise to no contractual obligations on the part of the NRCS.

4.15 The NRCS reserves the right not to accept any bid which does not comply with the specifications and conditions set out in the bid

documents.

4.16 The NRCS will not be liable for costs incurred during the site visits or any other cost related to the submission of the bid.

4.17 The preferred bidder is expected to ensure that the building is insured and proof of such should be provided to the NRCS.

5 MANDATORY REQUIREMENTS

Please note that failure to adhere to the following requirements which may lead to an immediate disqualification:

a. The prospective bidder must be registered on Central Supplier Database (CSD) prior to submitting bids.

b. The following key information will be accessed and verified on CSD, namely

i. Business registration, including details of directorship and membership;

ii. Tax compliance status

c. Completed and signed SBD forms 1, 3.1, 4, 6.1, 8 and 9

d. Compulsory briefing session

e Provide a copy of the approved Municipality building plan and accompanying occupancy certificate

f. Late Submissions will not be accepted

6 EVALUATION CRITERIA

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NOTE: For the purpose of comparison and in order to ensure a meaningful evaluation, bidders must submit detailed information insubstantiation of compliance to the evaluation criteria mentioned.

Minimum Functionality Score

Minimum Required Score for functionality is 65 points out of 100 points and any bidder scoring less than 65 points will not be considered for further evaluation. Bidders meeting the minimum score of 65 points out of 100 points will be invited for presentations and will at this time be provided with the presentation guidelines.

Phases of SCM processes

Minimum qualification criteria for this phase

Total Points

Weight Minimum requirement to qualify for next phase

1. Desktop evaluation Confirm responsiveness of bids and verify documents submitted

100 60% 65% or more of functionality evaluation

2. Site visit evaluation Bidder must have achieved 65% on functionality evaluation

100 40% Score of 65% or more on overall functionality assessment

Service Providers that then qualify in terms of the overall functionality assessment cut-off points of 65 points will then be evaluated in terms of price and preference point system. Bidders meeting the minimum score of 60 points out of 100 points sites visits will be conducted at the time provided by the NRCS. Bidders should look at the site visits guidelines.

Sub-Criteria Description Weightings

Location One of the following preferred locations

Other areas not more than 25 kilometer radius from the Central Business

District (CBD) Durban City Hall area

Note: Any other area above 25 kilometer radius is a 0 (zero)

10

Site accessibility

Easy access to both staff and suppliers 2 10

Close proximity to public transport nodes 2

Preferably single tenant building 2

In a secure area (campus) 2

Accommodation on consecutive floors from ground floor up preferred 2

Building type Grade A office accommodation 5 45

Approximately 841.50 m² 4

Vertical movements (e.g. stairs, lifts, hoists & escalators) 2

Wheel chair access to building required 2

Adequate lighting 2

Adequate Air-conditioning and ventilation 2

Access controlled Laboratory available 5

Access controlled Secure Storage for equipment 5

Access Storage for seized products 4

Cabling for (UPS) in the event of power failure 2

Sufficient entrances and exits to and from the building as per building

regulations

2

Green rating option added advantage 2

Exterior Signage and Branding allowable 2

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Sub-Criteria Description Weightings

Location One of the following preferred locations

Other areas not more than 25 kilometer radius from the Central Business

District (CBD) Durban City Hall area

Note: Any other area above 25 kilometer radius is a 0 (zero)

10

Site accessibility

Easy access to both staff and suppliers 2 10

Close proximity to public transport nodes 2

Preferably single tenant building 2

In a secure area (campus) 2

Accommodation on consecutive floors from ground floor up preferred 2

Option to tie in with building maintenance 2

Existing fire detection and prevention service 2

Photos of the building 2

Lease Options 10 years with an option to renew 2 5

Availability (occupancy) of the office space 2

A signed and endorsed lease proposal to be included with each lease bid

submitted for perusal and consideration by the NRCS

1

Security The building must be secured, please provide crime statistic of the area The building must be in a safe neighborhood

6 10

The building must have access control system 4

Amenities The building must have good, clean and conditioned rest rooms 4 10

The building must have air conditioned offices 2

The bidder must have an Option to tie in with building maintenance service 2

Provision for power points for UPS and cabling 2

Parking There must have adequate parking for both visitors and staff on site 4 10

The building must have secure on-site parking available in accordance with

City by-laws

4

The building must have parking for physically disabled or must indicate

that it will be provided should the building win the bid

2

Minimum Threshold Points 65

Total 100

SITE VISITS Sub-Criteria Description WeightingsSite Visit Suitability of the building 20 100

Accessibility 20Security 20

Amenities 20

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Parking 20

Total 100

The bids will be evaluated on a scale of 0-5. Each panel member will rate individual criterion on the score sheet using the following scale

Value Description5 – Excellent Meets and exceed the functionality requirements4 – Very Good Above average compliance to the requirements3 – Good Satisfactory and should be adequate for stated element2 – Average Compliance to the requirements1 – Poor Unacceptable, does not meet set criteria0 Non-Submission

The value scored for each criterion will be multiplied with the specified weighting for the relevant criterion to obtain the marks scored for each criterion. Theses marks will be added and expressed as a fraction of the best possible score for all criteria.Bidder/s that meets the minimum required percentage or minimum points, will be evaluated in terms of price and preference as per the PPPFA Act, No.5 of 2000 and its associated Regulations issued by the National Treasury.

NOTE: For the purpose of comparison and in order to ensure a meaningful evaluation, bidders must submit detailed information in substantiation of compliance to the evaluation criteria mentioned.Bid will be evaluated on the basis of the PPPFA 80/20-point system as presented in the Preferential Procurement Regulations 2017, for

this purpose SBD 6.1 form should be scrutinized, completed and submitted together with your quotation. The 80/20-point system will be

as follows:

Price Assessment 80 PointsTOTAL 80

Preferential Elements 20 Points B-BBEE Status Level of Contributor Number of Points (80/20 system)1 202 183 144 125 86 67 48 2Non-compliant contributor 0

8. PACKAGING OF BID

Bid No. NRCS 001-2018/2019

Description: Appointment of a reputable service provider to provide lease office space accommodation to the NRCS Durban offices for a period of 10 (ten) years

Bid closing date and time: 19 November 2018 at 11H00 (Submission of late bids will not be accepted)

Name and address of the bidder: _____________________________

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NB: The bid proposal envelope shall contain one original hard copy document, clearly marked “original”, and three (3) hard copies, clearly marked “Copy” (i.e. three documents to be included in each envelope.Note: The bids are to be delivered at the following addresses:

Sealed documents individually marked the above reference and description, must be placed in the Tender box situated at ground floor, SABS Campus by the closing date and time. All Suppliers are encouraged to make their submission before the closing date and time. Bids will be publicly opened at SABS Campus 1 Dr Lategan Road, Groenkloof, Pretoria. No tenders will be accepted after the closing time. No tender per facsimile, posted or e-mailed will be accepted.

All Suppliers are encouraged to make their submission before the closing date and time. Bids will be publicly opened at the addresses mentioned above. No tenders will be accepted after the closing time. No tender per facsimile, posted or e-mailed will be accepted .

9. BID DOCUMENT CHECKLIST

A completed and signed bid document must be submitted in a file. The bid/tender documentation must be placed into a file with dividers between every schedule. The schedule must be numbered as follows:

Schedule No. Description Submitted (Yes/No)Schedule 1 Valid and original SARS Tax Clearance CertificateSchedule 2 Latest company registration certificate from the

Companies and Intellectual Property Commission (CIPC) / Proof of company registration

Schedule 3 Certified ID copies of the directors / trustees / shareholders and their shareholding percentages

Schedule 4 Original and valid B-BBEE status levels verification certificate or a certified copy thereof, substantiating your B-BBEE rating.

Schedule 5 Functionality Criteria

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