COMPULSORY BRIEFING SESSION
Office Space for the RAF
Johannesburg branch
RAF /2014/00029
Date: 21 November 2014
Time: 11:00
AGENDA
Background of the RFB
Purpose of the Bid
Evaluation Criteria
Mandatory Documents
Disqualification of Bids
Submission of Bids
Contact details
Questions and Answers
BACKGROUND
• RAF/2014/00029: Request for bid: The road accident fund(RAF) is
requesting lease proposals for approximately 8500 m2 of suitable office
space for the Johannesburg Branch for a period of 5 years.
Advertised in Tender Bulletin on Friday,14 November 2014
Advertised in Sunday times on Sunday, 16 November 2014
Closing on 09 December 2014 at 11h00
NOTE TO BIDDERS
• Please note that the dates changes on the advert placed in the Tender
Bulletin.
Documents available as of Friday,14 November 2014
Compulsory briefing session on Friday,21 November 2014
Tender Closure on Tuesday,09 December 2014 at 11h00
PURPOSE OF THE RFB
Background of the Project
 The Road Accident Fund requires rented office space for the RAF Johannesburg
Branch. The high-level requirements are for grade A or B office accommodation of
approximately 8 500m² gross lettable area (of which approximately 600m² must be
on ground floor) in one of the following areas:
• Newtown (restricted to the area shown in the attached map)
• Marshalltown (restricted to the area shown in the attached map)
• Braamfontein (restricted to the area shown in the attached map)
• Rosebank (restricted to the area shown in the attached map)
[Insert presentation title]
Page 5
SCOPE OF WORK
To achieve the above the Service Provider must deliver an existing building:
Overall scope of the project is to appoint an accredited Service Provider who’s building should cater
for the below requirements as stipulated in the bid document:
• Site accessibility
• Building – General Requirements
• Parking
• Building services
• Lease Option – Availability of the building 01 February 2015.
• Security
[Insert presentation title]
Page 6
EVALUATION CRITERIA
 EVALUATION CRITERIA AND METHODOLOGY
 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).
 Threshold to proceed to price and B-BBEE is 60.
 Price and B-BBEE Evaluations (90/10 points).
 Bidders who score less than 60 out of 100 on functional / technical
criteria will not be further evaluated on Price and BEE.
[Insert presentation title]
Page 7
MANDATORY EVALUATION CRITERIA
MANDATORY REQUIREMENTS
Mandatory
6.1
Comply
Not Comply
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
B.
A proposed Pricing Schedule ( In a separate envelope)
C.
Special Conditions of Contract
Special conditions of Contract should be negotiated and finalised between RAF and the bidder.
Mandatory
6.2
The Bidder confirms that the building is in one of the following locations:

Newtown (restricted to the area shown in the attached map)

Marshalltown (restricted to the area shown in the attached map)

Braamfontein (restricted to the area shown in the attached map)

Rosebank (restricted to the area shown in the attached map)
[Insert presentation title]
Page 8
MANDATORY EVALUATION CRITERIA Cont.
Mandatory
6.3
Not Comply
Comply
Not Comply
Comply
Not Comply
The Bidder confirms that the building offered is:

an existing building
Mandatory
6.4
Comply
The Bidder confirms that guaranteed availability will not be later
than 01 February 2015.
Mandatory
6.5
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 agent fees.
[Insert presentation title]
Page 9
MANDATORY EVALUATION CRITERIA End.
Mandatory
6.6
Comply
Not Comply
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 copy of the EAAB registration and a copy of the
valid Fidelity Fund certificate.
Substantiate / Comments
Mandatory
6.7
The Bidder must provide a company profile to prove that the bidder is an established
operation that is experienced.
Mandatory
6.8
Comply
The building should have access for people with disability.
[Insert presentation title]
Page 10
Not Comply
Technical Evaluation Criteria
• The Technical Criteria will be utilized to test the capability of the service providers
• Technical Requirements: Technical / Functional Criteria (Submission)
NB: Each building proposed will be evaluated, based on the submitted documentation, on
four items out of 50 points:
• Threshold: all bidders who score 30 or more out of 50 points will be considered for site
visits.
• Technical Requirements: Technical / Functional Criteria (Site Visit)
NB: Each building proposed will be evaluated, based on a site visit, on four items out of 50
points:
• Threshold: All bidders who score 60 or more out of 100 points will be evaluated further for
Price and BEE.
[Insert presentation title]
Page 11
Mandatory Documents
Complete and Signed Standard Bidding Document (SBD)
Valid and Original Tax Clearance Certificate(TCC)
Bid Conditions (Must have read and understood)
BEE certificate
[Insert presentation title]
Page 12
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
Submission of RFB responses
The Original signed bid document and Proposal clearly marked and indexed with all
pages numbered.
One (1) original and two (2) hard copies, submitted in a sealed envelope, clearly
marked (RAF/2014/00029) envelope, to the address provided below.
Submission Address :
 Road Accident Fund
 Eco Glades Reception (Block F)
 420 Witch-hazel Avenue, Centurion
 CLOSING TIME : 11:00 am (PER THE CLOCK AT THE RAF RECEPTION)
[Insert presentation title]
Page 14
Submission of Bid responses
Bid responses sent by courier must reach the reception at least 36 hours before the
closing date (09 December 2014), 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 attendance register has been signed
Name of company
Contact details
If a courier company is submitting on behalf of the bidder please ensure that they
write your company name and not the courier company name(for ease of
reference)
Late response will not be considered
[Insert presentation title]
Page 15
Contact Details
All queries must be forwarded to Yolandaba@raf.co.za
 Enquiries and clarification will close on Wednesday,26 November 2014 @
12H00.
Q and A Pack will be published on RAF website on Friday, 28 November
2014.
Questions and Answers
?
THANK YOU