REQUEST FOR PROPOSALS (RFP) LEASING OF STUDENT ACCOMMODATION … · 2019-08-16 · request for...

REQUEST FOR PROPOSALS (RFP) LEASING OF STUDENT ACCOMMODATION FROM REPUTABLE SERVICE PROVIDERS WITHIN 20KM RADIUS OF CAPE PENINSULA UNIVERSITY OF TECHNOLOGY (CPUT) CAMPUSES (DISTRICT SIX, BELLVILLE, WELLINGTON & MOWBRAY).

RFB INVITATION DATE

INVITATION DATE: 27 OCTOBER 2018

COMPULSORY BRIEFING/ SITE BRIEFING SESSION

N/A

SUBMISSION INFORMATION

CLOSING DATE:

NB**:

30 NOVEMBER 2018 (1st Submissions for 2019 Lease Accommodation)

Continuous Submissions as per schedule dates until October 2021.

CLOSING TIME: 11H00

ADDRESS: Cape Peninsula University of Technology,

Symphony Road Bellville Campus 7535

Procurement Offices, Norman Building,

Bid Box in Procurement Department Accessible during Office hours Between 08h30 - 16H00

Initials:

CPUT 41 /18 CPUT: RFP Lease Accommodation Submissions from 01/11/2018 TO 26/02/2021.

RFP NUMBER: CPUT 41/18

Initials:

CPUT41/18: RFP: Lease for CPUT Student Accommodation Submissions from 01/11/2018 to 01/11/2021.

BIDDERS INFORMATION (KINDLY COMPLETE)

COMPANY NAME:

CONTACT PERSON:

DESIGNATION:

PHYSICAL ADDRESS:

OFFICE TELEPHONE NUMBER:

CELL NUMBER:

OFFICE FAX NUMBER:

E-MAIL ADDRESS:

I certify that this RFP is made without prior

understanding, agreement, or connection

with any corporation, firm or person

submitting a Bid for the same materials,

supplies or equipment and is in all

respects fair and without collusion or

fraud.

I agree to abide by all conditions of this

proposal and certify that I am authorised to

sign this proposal.

AUTHORISED SIGNATORY

SURNAME AND FULL NAME/S

DATE

IMPORTANT INFORMATION - PLEASE TAKE NOTE:

Procurement Office is only open Monday to Friday (08:30 am to 16:00 pm).

Bid Register in Procurement must be completed and signed upon submission.

Courier Services must be made aware of the Bid Register as well as the Bid Number and your

Company Name.

Failure to sign the RFB Register can lead to disqualification.

The Bidder is responsible for ensuring the employees/courier service locates the Bid Box at

Procurement for proper submission.

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1. REQUEST FOR RFP SCHEDULE

Interested Bidders are hereby invited in the manner specified to submit to CPUT, Student Accommodation Lease Proposals as specified in the RFP complying in all respects with the attached Instructions to Bidders.

The following information is specific to this RFP:

HEADING CONTENT

Compulsory Information

Meeting NONE

CPUT Representative/s to

whom Written Enquiries

must be Addressed

Name : Mr. Ndikho Macingwane

E-Mail Address : [email protected]

All Enquiries must be in Writing.

Physical Address for RFP

Submissions.

Address : Cape Peninsula University of Technology

Bellville Campus

Symphony Road,

Normans Building, Procurement

Bid Box: Procurement Offices

(RFP Register to be signed on Submission)

PLEASE NOTE THE

FOLLOWING:

No faxed or e-mailed Proposals will be accepted.

**Multiple Proposals from the same Bidder must be properly

labelled as option1,option 2,etc for easy of reference.**

Submission of RFP Documentation and Further Instructions

(Neglecting to follow these mandatory instructions can lead to disqualification)

2 (TWO) SEALED ENVELOPES must be submitted as follows:

1 (one) envelope/package with the Original RFP Document & Two Copies. Bidders are also requested to submit an electronic copy of their proposal in the form of a USB or disc.

Clearly mark the envelope/package as follows:

Original RFP Document;

RFP Number;

RFP Description;

Your Company Name.

Include Your Company Return Address.

mailto:[email protected]

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1 (one) envelope with the Original Pricing Schedule &Two

Copies

Clearly mark the envelope as follows:

Original Pricing Schedule;

RFP Number;

RFP Description;

Your Company Name.

Include Your Company Return Address.

RFP Document Fee Is a Bid document fee payable? YES

R 300,00 inclusive of VAT.

CPUT’s Banking Details for

Payment of Bid Document

Fee

Bank : ABSA Bank

Branch Name : Cape town

Account Name : Cape Peninsula University of Technology

Account Number :01162510521

Branch Code :632005

Reference :41/2018 & (Your Company Name)

Details when Paying at

CPUT’s Cashier’s for a Bid

Document Fee

Cost Code :0100/55056:

RFP Reference :41/18 & Your Company Name

Grounds on which RFPs

may be Disqualified

Instructions to Bidders for basic grounds set out on the Automatic

Disqualification.

Mandatory Documents to

be Submitted together with

the RFP.

See Mandatory Documentation/Requirements.

Criteria for Evaluation of

RFPs on Functionality and

See Functionality Criteria (if applicable).

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Weight of each Criteria

Contract Type Negotiable :Lease Agreement

Payment Terms (after

project

completion/delivery)

30 (thirty) days after Statement Date.

Period of RFP Validity after

Submission

120 (One hundred and twenty) days from the Closing Date of RFP

Submission.

For Cape Peninsula University of Technology who hereby

warrants that s(he) is duly authorised to sign this RFP on its behalf

Full Name(s)

Designation

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INDEX TO BID DOCUMENT

SECTION PAGES

CPUT RFP INVITATION 1

CPUT REQUEST FOR BID SCHEDULE 2 – 5

RFP INDEX 6

INSTRUCTION TO BIDDERS

7 - 17

MANDATORY REQUIREMENTS

18 – 19

SCOPE OF WORKS

20-33

OTHER REQUIREMENTS

40-42

REFERENCES

43

RETURNABLE DOCUMENTS AND ANNEXURE

44 - 64

RFP CLOSING DATES SUBMISSION SCHEDULE . NB: Bidder are requested to submit their proposals as soon as the properties become available for CPUT requirements.

Submissions Closing Dates CPUT Bellville Campus Bid Box: Procurement Norman’s Building Closing Time

Submissions for 2019 Intake 1st Submissions 30 November 2018 11h00

2nd Submissions 30 January 2019 11h00

3rd Submissions 31May 2019 11h00

4th Submission 30 August 2019 11h00

5th Submission 29 November 2019 11h00

Submissions for 2020

1st Submissions 28 February 2020 11h00

2nd Submissions 28 May 2020 11h00

3rd Submissions 27 August 2020 11h00

4th Submission 26 November 2020 11h00

Submissions for 2020

1st Submissions 25 February 2021 11h00

2nd Submissions 27 May 2021 11h00

3rd Submissions 31 August 2021 11h00

4th Submission 31 October 2021(Sunday) 11h00

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NB: 31 October 2021 (Sunday): Proposals will close on 01 November 2021. 2. INSTRUCTIONS TO BIDDERS

2.1 DEFINITIONS, GLOSSARY OF TERMS AND INTERPRETATION

In this RFP and its component documents (other than Terms and Conditions) the following terms will have the following meanings assigned to them, unless the context indicates otherwise:

2.1.1 Bidder(s) – means all persons participating in this RFP process and/or submitting

Proposals;

2.1.2 Bid(s)/Proposal(s) – means a Bidder's submission to CPUT offering to provide leased

student accommodation;

2.1.3 CIPC – means the Companies and Intellectual Property Commission;

2.1.4 Closing Date and Time – the closing date and time for submission of a Bid, specified in

the Bid/Proposal Request Schedule or on the front cover of this RFP;

2.1.5 Contract – means any contract flowing from this RFP between CPUT and a successful

Bidder for the leasing of student accommodation;

2.1.6 Date of Issue of RFP – means the date of issue of this RFP by CPUT specified in the

RFP Request Schedule or on the front cover of this RFP;

2.1.7 Goods/Services – means the merchandise, products, goods, work and/or services

described in the Bid/proposal Request Schedule and – Scope of Supply and Specifications, or elsewhere in this RFP;

2.1.8 Interested Party(ies) – means any firm(s) who has/have shown interest, attended the

compulsory information session and/ submitted a proposal.

2.1.9 Mandatory Documents – the mandatory documents referred to in the RFP Request

Schedule to be submitted by Bidders as part of their respective proposals;

2.1.10 Procurement Department – means the department within the Finance Division of CPUT

which generally deals with the procurement of Goods/Services/works on behalf of CPUT Departments;

2.1.11 Procurement Policy – means the Procurement Policy approved by Council, governing

the procurement of Goods/Services/works for CPUT;

2.1.12 Related Person – means, relative to a specified person, a related or inter-related person

as defined by sections 1 and 2(1) of the Companies Act 2010;

2.1.13 RFP – means this Request for proposal including all of its component parts, schedules

and annexures;

2.1.14 RFP Reference Number – means the Request for Proposal Reference Number specified

in the RFP Request Schedule or on the cover page of this RFP;

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2.1.15 RFP Short Title – means the Proposal Short Title specified in the Bid Request Schedule

or on the cover page of this RFP;

2.1.16 Verification Documents – means the documentation to be submitted by a Bidder in

order to verify each criterion, specified in this RFP;

2.1.17 CPUT – means the Cape Peninsula University of Technology, a higher education

institution in terms of the Higher Education Act;

2.1.18 CPUT Department – means a department, faculty, division, centre, unit, institute, club or

society of CPUT;

2.1.19 CPUT Representative – means the duly appointed representative of CPUT for the

purposes of this RFP, specified in the Bid Proposal Schedule;

2.1.20 Where CPUT and the bidders’ interpretation of the document differ, CPUT’s interpretation

will prevail;

2.1.21 Price/Offer – means the bidder’s total costs inclusive of all taxes in execution of the

contact.

2.1.22 Month – means a calendar month;

2.1.23 Approved – means as approved by delegated CPUT representative or committees;

2.1.24 General Conditions – means this document, namely “General Conditions Regarding

Offer of CPUT;

2.2 PURPOSE AND OBJECTIVE OF RFP

The purpose of this RFP is to reach the wider supply market in the procurement of Student Accommodation, establishing costs, pricing and general information on your business in order to determine the Bidder/s who are most capable of providing the services to CPUT.

2.3 INTRODUCTION AND APPLICATION

The CPUT Department specified in the attached RFP Request Schedule is considering the procurement of Student Accommodation for CPUT campuses.

This RFP, comprising the documents specified, has accordingly been issued by the Procurement Department under the RFP Number and RFP Short Title on the Date of Issue of RFP.

The purpose of these instructions is to inform prospective Bidders of the terms and conditions which will apply to the submission of Proposals for the Leasing of Student Accommodation Services.

By participating in this RFP process and/or submitting a Proposal, all Bidders undertake to be bound by the terms and conditions of this RFP. Each Bidder will submit a Proposal which conforms in all respects with this RFP. Bidders which submit responses to the RFP will be deemed to have accepted, and wilfully comply with all the terms and conditions.

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The Bid must be signed by a person fully authorised to commit the Bidder to the terms and conditions set out in this RFP. CPUT is entitled to assume that there is full authority in the signatory of the RFP.

2.4 EVALUATION CRITERIA

2.4.1 TOTAL COST

“Total Costs” will be an important parameter for Bidder assessment.

“Total Costs” is defined as follows:

“Total Costs” means the sum of all direct and indirect costs associated with the procurement/purchase of services incurred by CPUT, including but not limited to the invoice price, goods/services life, service costs, distribution costs, transaction costs, inventory costs, purchasing administration costs and other costs incurred with the use of the goods/services provided by the Bidder.

2.4.2 Bidders are expected to provide highly competitive costs.

2.5 BIDDER’S C AP AC IT Y AN D CAPABILITY

CPUT will make an assessment of Bidder/s capacity and capability on the basis and information provided by Bidders in response to this RFP.

2.6 EMPOWERMENT

CPUT is serious in its commitment to the previously disadvantaged groups and will expect selected Bidders to demonstrate that they share that commitment.

*Bidders are requested to indicate the CSR Projects they are engaged in or are willing to provide for CPUT.

2.7 SEQUESTRATION OR SURRENDERING OF ESTATE OF SERVICE PROVIDER

If either a provisional or a final sequestration of the Service Provider’s estate is ordered, or if

application is made for such an order, or in case the Service Provider applies for the surrendering of

his estate, or enters into, makes or obtains a deed of assignment of estate, or comes to another

agreement, or makes another arrangement with, or makes an assignment to the benefit of his

Creditors, or pretends to do so, or, if the Service Provider, being a firm, decides to liquidate the

company, or if the court should order such liquidation, or if he/she or the firm, as the case may be,

is sentenced in a competent court, or if, in the execution of a sentence, his movables and

immovable’s are seized, then CPUT shall have the right to terminate the contract and, without

having recourse to the law and nor remunerating the Service Provider, and subject to the right of

CPUT to sue the Service Provider for damage CPUT has suffered on account of the

aforementioned.

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2.8 JURISDICTION APPLYING

The contract should be set out in all respects according to the law of the Republic of South Africa,

and any possible dispute that may arise between CPUT and the Bidder in connection with the

contract shall be resolved in the Republic of South Africa at Cape Town.

2.9 CANCELLATION OF PROPOSAL AND/OR CONTRACT

If it is found that a Service Provider-

2.9.1 has offered, promised or given anyone who had to do with the inviting of proposals or the

allocation of a contract, any remuneration, fees, bonus, discount, or other inducement in

connection with the acquisition or execution of a contract.

2.9.2 is not executing a contract in a satisfactory manner;

2.9.3 is not adhering to the provisions of the General Conditions or of any other special

conditions of contract that may apply;

2.9.4 is acting in a fraudulent or improper manner or in bad faith toward

2.9.5 then CPUT may disqualify the Service Provider immediately or cancel the contract, after taking

into account all the circumstances and without prejudice to any other legal remedy to his / her

disposal in respect of-

a) any loss and/or damage suffered, and

b) any additional costs or expenses incurred in that the CPUT had to invite new proposals or

accept a less favourable offer, or whatever.

2.10 GENERAL

2.10.1 The lowest or any proposal shall not necessarily be accepted and CPUT reserve the right to accept or

reject the whole proposal or any part thereof.

2.10.2 If there is any difference or contradiction between the prices or particulars on the official proposal form

and those on the Service Provider’s accompanying letter the prices or particulars on the proposal form

shall be valid in all cases.

2.10.3 The proposal should be fully completed in black ink on the proposal form and submitted in a sealed

envelope that is addressed and endorsed in the manner indicated in the proposal advertisement and on

the form concerned.

2.10.4 The Service Provider must put his initials next to all changes that he / she make on the forms.

2.10.5 No corrections may be made with correction fluid, such as Tipp-Ex or a similar product. If a mistake

is made, it should be struck out once in ink, and the same person who formally signs the proposal

must sign in full at every correction made. Cape Peninsula University of Technology (CPUT) reserves

the right to reject a proposal if any correction made on it is not made in the manner set out above.

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2.11 GUIDELINES FOR SUBMISSION OF PROPOSAL

2.11.1 ACCEPTANCE OF PROPOSAL AT CPUT DISCRETION

CPUT reserves the right, exercisable at its sole discretion, to review, evaluate and dispose of any Proposals as it sees fit. Nothing stated in this RFP (whether express or implied) binds or obligates CPUT to accept the lowest of any proposal price contained in the RFP or to accept any RFP.

Bidders or their representatives can expect to discuss the details of their Proposals during the evaluation process. CPUT reserves the right to negotiate specific terms with the preferred Bidders prior or after the award of any final contract (if any).

2.11.2 CONFORMANCE

All Proposals must conform to each of the requirements set out in this RFP. Non- conforming Proposals will not be considered.

No proposal shall be considered unless it is fully completed and accompanied by sufficient information that makes it possible to judge whether the proposed services meet the specifications or not.

If the required particulars are not furnished in full, the proposal may be regarded as being non-compliant with specifications.

2.11.3 SUBMISSION VALIDITY PERIOD

Each Proposal submitted by a Bidder must remain valid for a period of 120 (hundred and twenty) days from the required date of submission.

The submission of a proposal to CPUT shall be regarded as being an agreement between the bidder and CPUT in terms of which the proposal shall remain valid for acceptance by CPUT for the period determined in the proposal invitation, during which period the bidder may not withdraw his proposal nor weaken or diminish the tenor of the proposal without written notification to CPUT.

2.12 BID DOCUMENTATION

2.12.1 ADDITIONAL BIDDER INFORMATION

CPUT may request additional data, discussions or presentations in support of responses to the RFP.

Additionally, CPUT may conduct a survey of any Bidder under consideration to confirm or clarify any information provided (including pricing) or to collect more evidence of managerial, financial and technical abilities, including but not limited to, meetings and visits to current customers served by the Bidder.

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All Service Providers shortlisted for responsive proposals will be subjected to a due diligence vetting process.

2.12.2 SUBMISSION OF RFP DOCUMENTATIONS

Each Bidder will in all material respects fully complete, sign and submit the prescribed RFP, and all mandatory supporting documentation required in terms of this RFP.

The Proposal will be completed and submitted in the English language only. Submission of the Proposal Documentations as prescribed in the RFP Schedule under the Heading “Submission of RFP Documentation and Further Instructions” must be followed. Disregarding these instructions will lead to disqualification.

The ‘’Original’’ RFP documentation and Pricing Schedule must be submitted into the official Bid Box located in Procurement Department during office hours only:

Cape Peninsula University of Technology Symphony Road Bellville Campus

7535 Bid Box Located at:

Norman’s Building: Procurement Department

The RFP Register must be completed on submission of RFP documentations.

2.12.3 JOINT VENTURE/CONSORTIUM SUBMISSIONS

Submission of documentation must include a copy of the legal Joint Venture/Consortium agreement. Furthermore, mandatory documentation and requirements must be submitted for each partner/business forming part of the Joint Venture/Consortium.

**Non- submission of a legal joint venture agreement is an automatic disqualification.

2.13 COMPULSORY INFORMATION MEETING (WHERE APPLICABLE)

2.13.1 If it is indicated in the Proposal Request Schedule that an information meeting is to be

held, the provisions of this clause will apply.

2.13.2 The CPUT Representative (or his/her delegate) will meet prospective Bidders at the address, on the date and at the time specified in theProposal Request Schedule, in order to brief the Bidders with regards to this RFP and/or for provision of any further information.

2.13.3 Attendance by all Bidders at the information meeting is compulsory (where applicable).

2.13.3 The Bidder, or its representative(s), will be required to sign an RFP attendance register on the date of the meeting, as proof of attendance.

2.13.4 CPUT reserves the right to limit the numbers of representatives from each Bidder.

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2.13.5 Bidders, or their representatives, attend the information meeting at their own risk and CPUT will not be liable for any loss, damage or injury incurred or suffered by Bidders or their representatives.

2.13.6 Failure to attend the Compulsory Information Meeting will result in the disqualification of a Bidder.

2.14 BIDDERS’ CODE OF CONDUCT

In the compilation and submission of Bids and in all matters arising out of or in connection with their participation in this RFP process, each Bidder agrees and undertakes:

2.14.1 to act fairly, reasonably, ethically and in good faith;

2.14.2 to comply with all applicable laws including without limitation the Prevention and

Combating of Corrupt Activities Act, the Competition Act and the Prevention of Organised Crime Act;

2.14.3 not to (and to procure and ensure that its officers, employees, representatives,

associates, relatives and agents do not) directly or indirectly approach or influence any officer or employee of CPUT, or any procurement agent or consultant appointed by CPUT, with a view to obtaining an unfair advantage for such Bidder's Bid, or attempt to influence the Bid adjudication process by means of any threat, gift or privilege;

2.14.4 not to request or attempt to obtain any information about competing Bids or the RFB

process that would give it an unfair advantage over other Bidders;

2.14.5 not to share Proposal information with other Bidders or potential Bidders or third parties, or to collude with other Bidders or potential Bidders;

2.14.6 prior to or as part of its Proposal submission to disclose in writing to CPUT any conflicts

of interest or duty or potential conflicts of interest or duty including:

any interest which any officer, employee, consultant or adviser of CPUT (or their respective spouses, children, siblings or parents) may have in the Bidder or a Related Person;

the details of any Related Person of the Bidder in the employ of CPUT or engaged by CPUT in an advisory capacity.

2.14.7 for the duration of the RFP process until Contract award, not to communicate with any employee, officer or procurement agent of CPUT on any matter relating to this RFB except with or through the CPUT Representative unless such communication involves a complaint about such representative.

2.14.8 to report in writing to the CPUT representative/EMC any of the following misconduct by

any employee, officer or procurement agent of CPUT or any Bidder relating to the RFB process:

any contravention of the Prevention and Combating of Corrupt Activities Act or similar

law;

the solicitation or extortion of any bribe, gift, privilege or advantage for the benefit of any person;

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the leaking of confidential information by any CPUT employee or other person relating to any aspect of this RFP including any competing Bids or the evaluation of Bids, prior to the award of any Contract; and

any conflict of interest or duty.

2.15 REJECTION OF PROPOSALS AND DISQUALIFICATION

The following will be rejected:

2.15.1 any Proposal which has not been duly delivered and received at the Bid Box and Physical

Address by the Closing Date and Time;

2.15.2 any Proposal (including Courier Service deliveries) not completed and signed on a submission in the Bid Register at Procurement Offices;

2.15.3 any Proposal envelope which is not correctly and fully completed with the mandatory

information as stipulated in the Request for Proposal Schedule under the Heading “Submission of RFP Documentation and Further Instructions”;

2.15.4 any modification or correction to any Proposal which has not been delivered and received

at the Bid Box on the Physical Address by the Closing Date and Time or, in any case where CPUT has issued an Addendum to this RFP, by the date and time specified for any Bid changes;

2.15.5 any Proposal where the Bidder's Certificate of Independent Bid Determination (4) of this

RFP is found not to be true or is incomplete in any respect;

2.15.6 The following Proposal are liable to be disqualified by CPUT:

Any Proposal which is unsigned, incomplete or otherwise does not comply with this RFB;

any Proposal which omits any Mandatory Document/Requirements and/or any Functionality Criteria, and no or insufficient explanation has been provided in the Bid documents;

where a Bidder is required to pay an RFP document fee and such fee has not been paid in the manner prescribed by that clause by the Closing Date and Time;

any Proposal submitted by any person who CPUT has resolved not to conduct business with due to present or past breaches of contract, default, misconduct, irregularities or poor performance by a Bidder or by any Related Person, or on other reasonable grounds;

a Proposal where the Bidder or any Related Person has, or would have, a conflict of interest or duty regarding the performance of any resulting contract for the supply of the Goods/Services;

the Proposal of any Bidder found to have contravened the Bidders' Code of Conduct;

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the Proposal of any Bidder who did not attend a compulsory information meeting (where applicable);

any other Proposal which contravenes the additional grounds on which a Proposal may be disqualified, specified in the RFP Request Schedule.

2.16 PRICE INSTRUCTIONS

2.16.1 Bidders will provide/ complete the Pricing Schedule and submit it separate to the Technical Proposal as per the RFP submission instructions.

2.16.2 The responses must remain in the format outlined in the instructions which contain the

requirements and costing information.

2.16.3 Bidders will give a breakdown of the RFP price showing the basic price and Value Added Tax ("VAT") separately, failing which the RFP will be deemed to be inclusive of VAT which will be payable by the Purchaser subject to the receipt of a VAT invoice.

2.16.4 CPUT reserves the right to split and award the RFP to more than 1 (one) Bidder if it so

desire.

2.16.5 Proposal should be inclusive of all associated costs and taxes, including insurance, charges for packaging, carriage, delivery to the premises, handling fees, toll fees, permits, all duties, licences and other related charges payable in respect of the goods from time to time.

2.17 DOCUMENTS PREPARARION/SUBMISSION COSTS

CPUT is not responsible for any costs (whether direct or indirect) incurred by a Bidder in preparing and/or submitting a Proposal or otherwise responding to this RFP or in any subsequent discussions or negotiations. All parties and participants must bear their own costs.

2.18 ADDITIONAL BIDDER INFORMATION

CPUT may request additional data, discussions or presentations in support of responses to this RFB. Additionally, CPUT may conduct a survey of any Bidder under

consideration to confirm or clarify any information provided (including pricing) or to collect more evidence of managerial, financial and technical abilities, including but not limited to, meetings and visits to current customers served by the Bidder.

2.19 RFP PROCEDURE AND INSTRUCTIONS

2.19.1 The Bidder must examine all parts of the Proposal documentation including all Annexures (“the RFP documentation”).

2.19.2 CONFIDENTIALITY: All information detailed in this RFP document is proprietary in nature and not to be divulged without written permission from Cape Peninsula University of Technology. By the same token, Cape Peninsula University of Technology will not divulge any bidder information without the written permission of the Bidder.

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2.19.3 The delivery of one complete signed copy of the RFP documentation, of which each page must be initialed in full by the Bidder and also signed in full in the spaces as provided for.

2.19.4 VALIDITY: The Proposal offer must be VAT inclusive and valid for a period of 120 (hundred and twenty) days from the submission closing date.

2.19.5 The Cape Peninsula University of Technology retains the right to award or refuse Proposal in its sole discretion and the lowest or any other Bidder shall not necessarily be accepted.

2.19.6 No late Proposal will be taken into consideration.

2.19.7 All Bidders will be required to complete a vendor application form detailing the

organization’s complete profile for registration on CPUT Vendor database list.

2.19.8 All Bidders shall be advised in writing either that their Proposal has been accepted or

declined, as the case may be, within a period of 120 (hundred and twenty) days or such extended period of time as indicated by the Cape Peninsula University of Technology to the Bidders, from the closing date of this RFP.

2.19.9 PAYMENTS: CPUT will pay the Bidder the Fee as set out in the final contract/agreement.

No additional amounts will be payable by CPUT to the Bidder.

2.19.10 The Bidder shall from time to time during the duration of the contract, invoice CPUT for the

services rendered which will be paid 30 days after receipt of an acceptable valid statement. No payment will be made to the Bidder unless an invoice complying with section 20 of VAT Act No.89 of 1991 has been submitted to CPUT.

2.19.20 The Cape Peninsula University of Technology may, before the acceptance of any

Proposal, determine that further terms and conditions be added to the RFP documentation which will be deemed for all purposes to form part of the RFP documentation, should the Cape Peninsula University of Technology not reach agreement with a preferential Bidder with regard to further terms and conditions, then the Cape Peninsula University of Technology retains the right not to award the RFP, to such preferential Bidder and to identify any of the other Bidders as preferential Bidders and to negotiate with other Bidders with a view to awarding the RFP, whether as explained in the Proposal documentation, or with the inclusion of any further RFP conditions in the sole discretion of the Cape Peninsula University of Technology as agreed upon with such a Bidder.

2.19.21 All enquiries with regard to the RFP documentation must be addressed to the contact

person and details as set out on the third page of this RFP document.

2.19.22 The RFP document should be completed by the delegated representative of the

Bidder. 2.20 NEGOTIATIONS

On receipt of Proposal from Bidders, CPUT proposes to evaluate those responses based on the published requirements.

Negotiations will be conducted with a reduced number of selected Bidders which may lead to one or more contracts for the student accommodation services.

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CPUT reserves the right to vary, at its sole discretion, this negotiation plan at any time and does not make any undertakings in relation to entering into any contracts for the student accommodation.

2.21 SPECIAL CONDITION OF CONTRACT

2.21.1 CONTRACT PERIOD

The envisaged term will be subject to negotiation as and when required.

2.21.2 NUNBER OF ROOMS REQUIRED & PRICING

CPUT (Cape Peninsula University of Technology) reserves the right to adjust the quantity required prior to, during or after the RFP process.

If deemed necessary, CPUT (Cape Peninsula University of Technology) reserves the right to split the RFP between more than 1 (one) Bidder to ensure competitive pricing and accurately supplied specifications.

2.21.3 SERVICE LEVEL AGREEMENT/CONTRACT DURATION

The successful Bidder will be required to sign the Lease agreement/ contract with the CPUT prior to occupation of the property.

2. 21.4 STANDARDS

The services supplied to CPUT will at all times conform to the relevant industry standards in terms of the RFP documents requirements and specifications.

2. 21.5 DELIVERY AND DOCUMENTS

Delivery of requirements will be made by the Bidder to the Institution in accordance with the terms specified in the RFP document.

The documents to be furnished by the Bidder to the Institution are as follows: Bidder’s delivery note/ invoice/ completion certificate showing the reference number, goods/services description, quantity, unit price and total amount.

2. 21.6 INSURANCE

The property under this contract will be fully insured in a freely convertible currency against loss or damage incidental to the building, acquisition, transportation, storage and delivery by the Bidder.

2. 21.7 HEALTH AND SAFETY REQULATIONS

The successful Service Provider shall adhere to all health and safety regulations as prescribed by the local health authority.

Initials:


CPUT may use the information submitted for this proposal to compile a database of

potential suitable residences should there be any future requests. CPUT will be under

no obligation to guarantee utilisation of the database.

2. 21.8 INVITATION FOR PROPOSALS

Bidders herewith are binded by the delivery of the originally signed RFP documentation, as contemplated in the RFP for the Student Accommodation services to the Cape Peninsula University of Technology, as defined in the RFP documentation, and further read with all the Proposal documentation (“the RFP documentation”) and its annexures.

3. MANDATORY DOCUMENT REQUIREMENTS AND CHECKLIST:

NB: Please complete the following checklist to reflect which documents have been submitted. Make sure that the relevant documents are included and referenced properly. Please attach certified copies unless otherwise stated in the checklist.

Make sure that the Annexures and Page Number are completed and references as per the exact Annexure/Page Number specified in your submitted Bid document.

MANDATORY DOCUMENTS & REQUIREMENTS

Supplier Instructions: Supplier

Complete shaded fields below the "Supplier Check

List"

Check List

(√) OR (X)

DESCRIPTION OF REQUIREMENT

(documents must be in the same order and referenced against applicable number as in this checklist:

1.

Duly completed original RFP document, two copies and a USB /DISK with a separate Pricing Schedule.

Kindly tick (√) as confirmation of completion & agreement

TAXATION:

2.

Valid Tax Clearance Certificate & a pin in terms of SARS

requirements.

It is an absolute requirement that the taxes of the successful Respondent ARE in order, or that a suitable arrangement has been made with SARS to satisfy them. Written proof from SARS in respect of this arrangement to be provided in the absence of a valid tax clearance certificate.

The Tax Clearance Certificate relating to the Bidder must be valid at the time of submission.

Kindly tick (√) as confirmation of submission.

3.

CIPC Registration Document for Companies and CCs

Letter from a registered accountant for all other entities confirming entity type OR Ownership legal documentations in terms of an Individual or Trust.


4. Latest Audited Financial Statements for 2 (two) consecutive years or signed financial statements by the Accounting Officer for Close


Initials:


Corporations and Individuals.

5.

Size and Specifications of building Requirements:

The Property must comply with the Policy on the Minimum Norms

and Standards for Student Housing at Public Institutions. An

addendum on compliance with the building requirements will have to

be completed by qualifying bidder.

Kindly tick (√) as confirmation of agreement

6. CPUT will only deal with the successful bidder ,not the third parties to this agreement

Kindly tick (√) as confirmation of agreement.

7. Approved building

Kindly tick (√) as confirmation of submission

8. Certificate of Compliance


9. Occupation Certificate


10. Public Liability Insurance: R10 million minimum


11. Zoning Certificate


12.

Reference also to the Policy on the minimum norms and standards for student housing at public universities (Government Gazette No. 39238. 29 September 2015).

Kindly tick (√) as confirmation of agreement

13.

Proof of Lease or Ownership or written mandate for a particular property as submitted.


14. TERMS:

Payment terms 30 days after statement date. Kindly tick (√) as confirmation of agreement.

Bid valid for 120 days from date of Bid closure. Kindly tick (√) as confirmation of agreement.

NB. All qualifying Service Providers for responsive proposals will be subjected to a diligence vetting process.

3.1 SUBMISSION OF BBBEE REQUIREMENT/S

BROAD BASED BLACK ECONOMIC EMPOWERMENT: 1. Valid Certified Copy of B-BBEE Certificate must be submitted with the

Certificate number being assigned to document/ OR A completed and valid Sworn Affidavit in terms of the BBBEE Act amendment.

Tick (√) as confirmation of submission or understanding.

●

Please Note: Neglecting to submit a B-BBEE Certificate will result in 0 (zero) points being allocated when calculating Price & B-BBEE scores.

Expiry Date Fill in expiry date. ● B-BBEEE Level Fill in B-BBEE level.

Initials:


I/ We hereby acknowledge my/ our understanding that failure to submit all the documents listed above, renders my/ our submission incomplete. As a result, my/ our submission will be disqualified and not considered any further in the tender process.

NAME: ………………………………………. DATE………………

SIGNATURE………………………………… 4. SCOPE OF WORK/ SUPPLY/SPECIFICATIONS

4.1 SPECIFICATIONS

4.1.1 INTRODUCTION

The Cape Peninsula University of Technology (CPUT) is inviting interested parties with

existing accommodation suitable for student accommodation to submit proposals to assist the

university with its urgent accommodation needs. Proposals for future development of student

accommodation will also be considered.

The accommodation provided must be in accordance with the Policy on the Minimum Norms

and Standards for Student Housing at Public Institutions.

document.

The refurbishment of these facilities is to be performed at the Service Provider’s own

cost.

4.1.2 RELEVANT EXPERIENCE/ CAPABILITY IN THE FIELD

The Bidder will be responsible for submitting confirmation regarding existing or previous contracts which are or were valid. An official letter, on an official letterhead from the Client confirming contract periods will be acceptable.

4.1.3 LEGAL REQUIREMENTS

If deemed necessary, CPUT reserves the right to request or add any addenda in terms of legal requirements for this Proposal in compliance with regulations and or legislation.

4.1.4 CPUT PROFILE

Corporate Name: Cape Peninsula University of Technology (CPUT)

Address: Symphony Way, Bellville, 7535

Telephone number: 021 959 6767 Website: http://www.cput.ac.za

4.2. BACKGROUND

Cape Peninsula University of Technology (CPUT) has a staff compliment of approximately

3000 and student compliment of approximately 35 000. There are two main campuses, in Bellville

and District Six respectively. There are also other remote sites. The majority of these remote site

campuses are in Cape Town metropole with rural campuses in George, 430 kilometers outside

of Cape Town, Worcester and Wellington.

http://www.cput.ac.za/

Initials:


4.3 TECHNICAL INFORMATION

4.3.1 LOCATION

The facility must preferably be within 5 km radius or a walking distance, but no further

than 20km away from a CPUT Campus with a minimum of fifty (50) Beds.

4.3.2 INFRASTRUCTURE REQUIREMENTS

Student Accommodation provided must be in accordance with the Policy on the Minimum Norms &Standards for Student Housing at Public Institutions with 50 Beds

Brief Description of requirements:

A- Feature is available and installed.

B- Feature is available but not yet installed.

D - Feature is currently under development (Indicate anticipated date of availability).

N - Feature is not available

Functional Description Feature

Availability

Vendor

comments

INFRUSTRUCTURE: The following basic infrastructure must be provided:

A.1 Student rooms with a minimum of 50 Beds

A.2 Ablution facilities

A.3 Self-catering facilities

A.4 Laundry facilities

A.5 Social spaces including a large common/meeting room and a smaller

common/meeting room.

(Social spaces may have multipurpose functions e.g. study, meeting,

TV, in-door sport

A.6 Study area

A.7 Reception/foyer area

A.8 Guest toilet

A.9 Cleaner store room

A.10 Storage room for use by students

Initials:


A.11 Internet connectivity / WiFi

A.12 Provision must be made for students with disabilities

A.13 Accommodation for Residence Manager with closed car port or lock-

up garage

A.14 Office for Residence Coordinator

A.15 Secure perimeter fence and security house at entrance to premises

where applicable

A.16 Rubbish removal area

NB** The required infrastructure must meet the size and

specifications provided under technical requirements (section

5).

A.17 SIZE AND SPECIFICATIONS OF BUILDING REQUIREMENTS: ROOMS

A.17.1 Rooms to be used as bedrooms should be either single or

double rooms.

A.17.2 Area (minimum room sizes)

Single: 8m²

Double:14m²

A.17.3 Finishes:

i. Walls: Plaster, painted

ii. Floors: Durable lino/tiles/carpet

iii. Ceiling: Plastered concrete or ceiling

A.17.4 Fittings, furniture & equipment:

i. Fitted/installed by Service Provider (per student)

• Industry accepted joinery to be used

• Curtain rail (double track)

• Towel rail

• Mirror

A.17.5 ii. Furniture & Fittings (per student)

• Bed

• Cupboard

• Study table

• Desk chair

• Book shelf

• Curtains

• Wastepaper bin

A.17.6 Services

i. Mechanical

•Fire fighting: Hose reel & extinguisher in

passage,

ii. Electrical

•Lighting: 100 lux •15 Amp socket (x2)

iii. Communication

• Network: fibre-optic and/or wireless connectivity.

Initials:


A.17.7 Notes

i. Bookshelf: If self-catering is allowed, the bookshelf must have a

separate section to make provision for storage of 2 small pots and 1

pan.

ii. Cupboards: Built-in cupboards with sufficient hanging space and

shelf space.

A separate built-in cupboard for groceries is to be provided if self-

catering facilities are available

iii. Windows: Bedroom windows on ground floor and other vulnerable

windows must be fitted with burglar bars.

A.17.8 Common rooms:

The following social spaces should be provided:

A large common/meeting room: The area (size) of the large common room should be a minimum of 1.5m² of communal space per student resident for the first 100 students and 1m² per student

resident for numbers in excess of 100. Such communal space shall comprise a combination of some or all of the

following:

Communal lounges; Games rooms; Television rooms -

DSTV;

Meeting/seminar rooms; Dedicated group study spaces;

Computer centres; or Other appropriate spaces.

A.17.9 Smaller TV/meeting room:

At least 9m²

A.17.10 A. Room Use: Recreation/meeting

B. Area: see above

C. Finishes:



iii. Ceiling: Plastered concrete or ceiling board

D. Fittings, furniture & equipment

i. Fitted/installed by contractor

• TV shelf/bracket

• Curtain track (double)

• AV equipment cupboard (theft proofed)

ii. Furniture & Fittings

• Plastic stacking chairs

• Curtains

• Rubbish bin (large)

• TV (theft-proof bracket)

E. Services

Initials:


i. Mechanical

• Wall mounted heaters (x2)

• Fire fighting: Hose reel & extinguisher in passage

• Smoke detector

• The provision of DSTV compulsory.

• Stacking chairs (at least 1 (one) for every 8 (eight)

resident) should be available.

A.17.11 Student study area:

A. Room Use: Student study area

B. Area: 0,1m2 per bed capacity

C. Finishes:



iii. Ceiling: Plastered concrete or ceiling board.



• Curtain track (double)

• Whiteboard


• Study tables

• Desk chairs

E. Services

i. Mechanical

• Wall mounted heater

• Fire fighting : Hose reel & extinguisher

in passage

• Smoke detector

ii. Electrical

• Lighting: 500 lux

• 15 Amp socket (x4)

iii. Communication

• Network: fibre-optic (x2) and wireless

connectivity

A.17.12 Passages:

Initials:


A. Use: Passage

B. As per design.

C. Finishes:



iii. Ceiling: Plastered concrete or ceiling board.



• Statutory fire equipment & signage (exit & fire)


• Notice boards(where applicable)

A.17.13 E. Services

i. Mechanical

• Fire fighting: Hose reel &

extinguisher in passage.

• Smoke detector

ii. Electrical



iii. Communication

• Intercom system linked to front

entrance.

Notes:

i. Passage lights on time-delay

motion sensor switch.

ii. Electrical



iii. Communication

• Intercom system linked to front entrance

D. Notes

i. Passage lights on time-delay motion sensor

switch.

A.17.14 Foyer or reception area:

A. Room Use: Entrance

B. Area : As per design

C. Finishes:






• Recessed floor mats

• Statutory fire equipment & signage (exit & fire)


Initials:


• Notice boards (where applicable)

• Rubbish bin

• Table

E. Services

i. Mechanical/Security


• Smoke detector

• CCTV fully functional with recording capabilities

• Biometric access control

• Door alarm

• Fire alarm control box

ii. Electrical


• 15 Amp socket

iii. Communication

• Intercom system linked to each passage

Notes

i. Biometric access control system, magnetic locks and

door alarm to be integrated in door design/installation.

Access control to be easily accessible to wheelchairs.

A.17.15 Guest toilet:

A. Use: Passage

B. Area: 2 ASM

C. Finishes:






• Statutory fire equipment


• Notice boards (where applicable)

E. Services

i. Mechanical


• Smoke detector

ii. Electrical


Initials:



iii. Communication

• Intercom system linked to front entrance

F. Notes

i. Passage lights on time-delay motion sensor

switch

A.17.16 Self-catering facilities:

The following minimum food preparation standards must be provided

in a separate kitchen(s):

*Suitable food storage, preparation and kitchen space shall be

provided.

*Stove: 1 four plate stove for 8 students.

*Cold storage: Sufficient capacity fridge/freezer combination is the

minimum requirement per 8 students.

*Sink: 1 per 15 students

*Lockable cupboards: 1 per 15 students.

*Microwave ovens: 1 per 15 students.

*Countertop space: Sufficient for 25% of the capacity of the

simultaneous usage.

A.17.17 Ablutions:

The following basic ablution facilities should be provided:

• Wash basins: 1 basin per 4 student residents.

• Shower cubicles:1 shower cubicle per 7 student

residents.

• Lavatories: 1 lavatory per 5 student residents • Shower and lavatory cubicles must be designed in such a way that individual privacy is provided (i.e. no communal showers or toilets).

A.17.18 A. Use: Ablution facilities

B. Area: Size driven by ratios below

C. Finishes:

i. Walls: Tiles to

ceiling

ii. Floors: Non-

slip tiles



i. Fitted/installed by contractor:

• Shower rail (2 per shower)

• Wash basin (1/4 students)

• Shower cubicle (1/7 students)

• Robe hook per cubicle

Initials:


• Mirror 300x400 (1/wash basin)

• Soap dish (1/cubicle)


• Shower curtains (2/cubicle) or shower doors

E. Services

i Mechanical

• Mechanical extract

ii. Electrical


• 15 Amp socket

F. Notes

i. Lights on time-delay motion sensor switch

ii. Fall from door to showers

iii. Ablution per passage

iv. Paraplegic toilet/shower in ablution at entry wing

v. Shower cubicle to have dry/wet zone

The Service Provider will be responsible for the

provision of toilet paper and servicing of sanitary bins.

These costs must be included in the pricing schedule.

A.17.19 Laundry:

A. Room Use: Laundry Fully Equip to service capacity of

students

B. Finishes:


ii. Floors: Durable lino/tiles


C. Fittings, furniture & equipment


• Double trough 1 per 40 student

• Fixed ironing boards


• Industrial tumble dryer 1/50 students

• Industrial washing machine 1/50 students

• Clothes horse

D. Services

i. Mechanical

• Mechanical extract

Initials:


ii. Electrical


• 15 Amp socket (x2 double)

E. Notes

i. Lights on time-delay motion sensor switch

ii. Floor tiles lay to fall with floor drain

iii. Dryer Direct Expel through outer wall

iv. Preferably one laundry per floor

v. Window on external wall preferable

vi. Sufficient power points for washing machines,

tumble dryers & student irons

** Secure outdoor washing-lines should be provided.

Washing machines and tumble dryers should not be coin-

operated. The cost of laundry facilities should be included in the overall price. Maintained and serviced regularly by

Service Provider.

A.17.20 Cleaners' store:

A. Room Use: Cleaner’s store

B. Area: 2 ASM

C. Finishes:



iii. Ceiling: Plastered concrete or ceiling board D. Fittings, furniture & equipment


• Shelves 300x1000 (x3)

E. Services

i.Electrical


• 15 Amp socket

F. Notes

i. One cleaner’s cupboard per cleaner

ii. No service ducts to pass through room

Cleaners' change room:

Sufficient space should be provided for a cleaners' change room providing lockable cupboards for individuals.

Initials:


Storage room (box room)

A. Area: ASM 0.15 m2/student

B. Finishes:



iii. Ceiling: Plastered concrete/ceiling board

C. Fittings, furniture & equipment


• Slatted shelving (3 rows)

• Security gate


• Noticeboards (where applicable)

E. Services

i. Mechanical

• Fire fighting: Hose reel & extinguisher in

passage

ii. Electrical


• 15 Amp socket

F. Notes

i. Small common room doubles as a box room

during vacations.

ii. Solid door

iii. 1 trunk per student

iv. Ventilation louvre

v. Air bricks

vi. Burglar bars on window; but preferably no

window.

A.17.21 IT room (Hub):

The most cost effective access to internet is required in all residences. It is preferable that all student rooms have access to the internet for study purposes. All communal spaces designed for study purposes in residences must have internet access.

The cost of internet access must be provided for in the pricing.

A. Room Use: IT equipment space

B. Area: ASM 0.03m2/student

C. Finishes:


Initials:






• Equipment as per IT&S Division specifications.

E. Services

i. Mechanical


• Smoke detector

• Electrical



F. Notes

i. Adequate ventilation – riser duct to roof space

ii. Reinforced louvre in door.

A.17.22 Residence Manager’s flat where applicable (Negotiable):

A. Facility Use: Accommodation for Residence Manager and family.

B. Area: 2/3 bedroomed flat which includes lounge/dining room, kitchen, bathroom and guest bathroom/toilet.

C. Finishes:






• Determined by each institution

E. Services

i. Mechanical

• Lighting: min 100 lux per room

• Sufficient 15 Amp sockets per room

ii. Electrical

• Lighting: min 100 lux per room

• Sufficient 15 Amp sockets per room

iii. Communication

• External line telephone

• Wireless and/or fibre optic network access

Initials:


Notes

Separate 200L geyser (NOT supplied from residence)

Lock up garage adjacent to flat

Small enclosed garden where possible with drying yard and washing-line.

Residence Manager’s Office:

A. Room Use: Study/office

B. Area: Sufficient to interview 2/3 students simultaneously

C. Finishes:






Door bell

Double curtain rail


Curtains/blinds

Office Desk

Office Chair

Filing cabinet

Visitors chairs (x2)

Wall safe

First Aid box

Door pin board

Wall pin board

Bookcase (3 tier)

E. Services

i. Mechanical

Fire fighting: Hose reel & extinguisher in passage

Smoke detector

ii. Electrical

Initials:


Lighting: 200 lux

15 Amp socket (x2)

iii. Communication

Telephone extension

Wireless and/or fibre-optic network

A.17.23 Provision for students with disabilities:

Universal design must include consideration of space to allow for independent movement of students with disabilities, especially in food preparation areas and bathrooms. The positioning of all announcement features such as intercoms, telephones, counter loops and induction loop systems for those with hearing impairments, door handles, gates and warning signals must be considered to ensure universal design and barrier-free access to all pathways, entrances and doorway.

A.17.24 SECURITY REQUIREMENTS:

In any building used to accommodate students, each student room as well as the building itself must be secure.

The following security features must be available: (Negotiable – dependant on location/position).

o Premises must be properly secured e.g. steel palisade fencing around perimeter (minimum height 1.8 m) – where applicable;

o Lockable gates – where applicable;

o Access control system with biometric and turnstiles, including guard house at entrance(s). – where applicable;

o Good external lighting;

o 24 hour security guards (enough for access control and patrol of premises). The cost of security guards must be included in the pricing;

o Burglar bars at windows accessible from ground floor;

o Fully functional surveillance system with recording capabilities

HEALTH AND SAFETY REQUIREMENTS:

Certificates of compliance must be obtained from the relevant authority with regard to the following services:

a) Fire safety, prevention and detection mechanisms and procedures;

b) Electricity and gas installations.

A certificate of compliance with occupational health and safety regulations and an evacuation diagram must be

Initials:


displayed on notice boards.

Statutory safety signage to be fitted throughout.

Adequate fire alarm system to be fitted.

Fire safety doors to be fitted to all fire escapes.

A.17.25 CLEANING REQUIREMENTS (The costs should be included in the

pricing).

All ablution areas must be cleaned at least once daily using cleaning industry standard chemicals and products.

An adequate number of cleaning staff members must be provided

Common areas must be cleaned daily.

Refuse bins must be provided.

Deep Cleaning of the entire residence inclusive of bedrooms must be done twice per annum.

Fumigation of the residences must be done quarterly.

A.17.26 RENTAL AMOUNT REQUIREMENTS

CPUT recovers the entire rental amount from students and it should therefore be affordable.

The leased accommodation offer should therefore include a complete

breakdown of all costs involved payable by the bidder.

5. FUNCTIONALITY REQUIREMENTS

CPUT will evaluate all proposals based on the following functionality criteria.

To ensure consideration for this RFP, your proposal should be complete and include all of the following

criteria:

The minimum points score requires to advance to the next Phase of Evaluation will be 60 points.

Bidders will be assessed in terms of experience in a similar environment, financial stability, operational

capacity, and management standards. Only Service Providers scoring 60 points and more will be

considered for further evaluation in terms of price and BBBEE.

Initials:


Functionality criteria

Requirement Assessment Points Allocated Weight

Company reference and experience 10

Provide three (3) contactable

references of similar size of

project within the past three years.

3 references

provided

10

2 references

provided

7

1 reference provided 3

Location and proximity 10

Distance of proposed

accommodation facility

from relevant CPUT

campus

Within 5 km or

walking distance

10

Between 5 - 10 km 7

Between 10 - 20 km 3

Availability of existing facility with minimum number of beds (50 beds) 5

Lead time required (in months or years). 10

Lead time required for minor

modifications and provision of

furniture and equipment

Less than three

months

10

More than a three

months

5

Building design, facilities and equipment’s 65

Rooms 10

Room sizes (single 8m² /double

14m²)

Meet size

requirement

:

Yes 3

No 0

Room furniture: basic (Bed,

mattress, study table, chair,

curtains/blinds, cupboard, waste

paper bin)

All basic room

furniture provided:

Yes 3

No 0

Room furniture: additional (Study

lamp, pin board, book shelve,

bedside table, wall mounted

heater)

Some additional

room furniture

provided:

Yes 4

No 0

Initials:


Ablutions 04

Wash basins (1 / 4 students) Meet requirement:

Yes 1

No 0

Shower cubicles (1 / 7 students) Meet requirement:

Yes 1

No 0

Lavatories (1 / 5 students) Meet requirement:

Yes 1

No 0

Privacy of showers and lavatories Meet requirement:

Yes 1

No 0

Kitchens 10

1 x 4-plate stove / 8 students Availability:

Yes 1

No 0

Meet ratio

requirement:

Yes 1

No 0

1 x sufficient fridge/freezer per

10 students

Availability:

Yes 1

No 0

Meet ratio

requirement:

Yes 1

No 0

1 x sink / 15 students Availability:

Yes 1

No 0

Meet ratio

requirement:

Yes 1

No 0

1 x lockable cupboard per student Meet requirement:

Initials:


Yes 1

No 0

1 x microwave oven / 15 students Availability:

Yes 1

No 0

Meet ratio

requirement:

Yes 1

No 0

Countertop space: sufficient for

25% simultaneous use

Meet requirement:

Yes 1

No 0

Recreational/multipurpose areas (Common rooms) 05

Large common

room/multipurpose facility

Availability:

Yes 1

No 0

Television Availability:

Yes 1

No 0

DSTV Availability:

Yes 1

No 0

Chair for each resident Availability:

Yes 1

No 0

Small common room Availability:

Yes 1

No 0

Initials:


Internet access 02

Internet access to be available

per cable or Wi-Fi

Availability:

In communal areas 1

In rooms 1 Reception area 02

Indoor reception area Availability:

Yes 1

No 0

Guest toilet Availability:

Yes 1

No 0 Laundry facilities 07

Washing machines (1/50

students)

Availability:

Yes 1

No 0

Meet ratio

requirement:

Yes 1

No 0

Payment for use:

Included in total price 1

Coin-operated 0

Tumble dryers (1/50 students) Availability:

Yes 1

No 0

Meet ratio

requirement:

Yes 1

No 0

Payment for use:

Included in total price 1

Coin-operated 0

Washing-lines Availability:

Yes 1 No 0

Storage space 01

Availability:

Yes 1

No 0

Initials:


Residence Coordinator’s office 02

Availability:

Yes 2

No 0 Residence Coordinator’s flat 04

Accommodation for Residence

Coordinator

3 or more bedrooms 2

Less than 3 bedrooms 1

Lock-up garage/car port Availability:

Yes 1

No 0

Provision for students with disabilities 04

Ablution facilities for people with

disabilities

Availability:

Yes 1

No 0

Rooms with special facilities for

people with disabilities

Availability:

Yes 1

No 0

Universal access: Access in all

areas of the residence

(including rooms, ablutions and

catering facilities) for people

with disabilities

Universal access:

Yes 2

No 0

Fire fighting: equipment and signage 04

Fire fighting equipment: hose

reels and extinguishers

Availability:

Yes 1

No 0

Fire safety doors at fire escapes Availability:

Yes 1

No 0

Fire safety signage Availability:

Yes 1

No 0

Fire alarms Availability:

Yes 1

No 0

Security 10

Lockable gates/doors Availability:

Initials:


Yes 2

No 0

Guards facility at entrance Availability:

Yes 2

No 0

Sufficient lighting Lighting sufficient 1

Lighting insufficient 0

Adequate number of security

guards

24 hours guard at

entrance

1

Additional guard for

patrol

1

Burglar bars at windows

accessible from ground floor.

Availability:

Yes 1

No 0

CCTV Availability:

Yes 1

No 0

Biometric access control with

Turnstile

Availability:

Yes 1

No 0

Total Score 100

6. OTHER REQUIREMENTS

6.1 INFRASTRUCTURE

6.1.1 The successful Bidder shall supply sufficient and competent full-time personnel to provide uninterrupted service on a continuous basis.

6.1.2 Sufficient and competent technicians shall be available at all times for fast and efficient maintenance and repairs to ensure the uninterrupted provision of the services.

Initials:


6.1.3 The successful Bidder will be required to operate the services using the existing

network infrastructure to the satisfactory of CPUT.

7. SERVICE AND TECHNICAL SUPPORT

7.1 Indicate the different Service Level Agreement offerings in detail and provide a detailed breakdown of the costs.

service

7.2 Bidders must give locations of their service and support centres throughout South Africa including an organogram of support and technical staff indicating the levels offered at each location.

locations

7.3 Bidders must provide an organogram of the project management team and the where team members will be located.

7.4 Bidders must provide a description of their service desk structure, incident logging,

response times and escalation procedures.

7.5 The successful Bidder must supply all resources needed to offer their services as part of the implementation plan and will be responsible for such resources.

7.6 Regular service management meetings will be a requirement of the SLA whereby any service issues will be discussed. The frequency of the meetings will be determined by mutual agreement between the Bidder and CPUT but typically they would start off on a monthly basis.

8. ADD-ON SERVICES

Any such add-on service(s) that is/are implemented at any time during the contracted period of this service agreement document, shall be clearly documented, undersigned

by both parties, and be included as (an) Annexure(s) to this document. Any costs incurred shall be for the account of the successful Bidder.

9. GENERAL

CPUT supports the principle of energy saving devices, recycling and the “Green Office” concept.

10. WORKING COMMITTEE

A working committee with members nominated by each party listed below, shall be formed as soon as possible after the acceptance and undersigning of this

document and convene whenever required, to discuss relevant issues such as problems, price adjustments ,etc and to make applicable recommendations to theTop Management of UNIVERSITY when required to do so.

The following parties must be represented:

i) Cape Peninsula University of Technology (CPUT) Ii) The Successful Bidder

11. NOTICE PERIOD

Notification to terminate this contract must be provided in writing by either one of the Parties at least three calendar months before the actual agreed on “termination date”, but may only be submitted six calendar months before the expiry date of the initial 60-calendar months’ contract period, or any other such period agreed on and undersigned by both Parties.

12. AUTHORITY

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By signing this Agreement both signatories confirm that they have read, understand and accept the contents and conditions of this document and any addenda attached hereto, and that they have the authority (ex-officio or by board resolution) to sign, endorse and execute all documents for and on behalf of their respective Parties.

BIDDERS FULL NAME/S BIDDERS SIGNATURE DATE

13. EVALUATION IN TERMS OF 80/20 PREFERENCE POINT SYSTEM

13.1 PRE-QUALIFICATION/MANDATORY CRITERIA – CHECKING OF DOCUMENTS

13.1.1 CPUT has defined minimum pre-qualification/mandatory criteria that must be met by the Bidder in order for CPUT to accept an offer for evaluation. This Bid will be evaluated in terms of three phases:

1st Stage Mandatory Compliance. 2nd Stage Functionality Capacity and Capability. 3rd Capability (on-site demonstration/presentation may be required). 4th Stage in terms of Price and BBBEE points.

13.1.2 The pre-qualification evaluation will be carried out by CPUT to determine which Bidder/s

responses are compliant or non-compliant with the Rspecifications/requirements issued.

13.1.3 Where there is failure to comply with the pre-qualification/mandatory criteria and/or CPUT is for any reason unable to verify whether the pre-qualification criteria are fully complied with, the proposal will be disqualified.

13.1.4 No points allocated for mandatory documents/mandatory requirements. Bidders not meeting these mandatory documents/mandatory requirements will be disqualified from the bidding process.

13.2 80/20 PRINCIPLE

13.2.1 Bids will be evaluated on the 80/20 preference points scoring system: that is, 80 of the points awarded will be based on price, as indicated in the table below; and 20 of the points awarded will be based on B-BBEE codes system.

13.2.2 CPUT may request additional information, clarification or verification in respect of any

information contained in or omitted from a Bidder’s Bid. This information will be requested in writing.

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13.2.3 CPUT will conduct a due diligence on any Bidder, which may include interviewing customer references or other activities to verify a Bidder’s or other information and capabilities (including visiting the Bidder’s various premises and/or sites to verify certain stated information or assumptions) and in these instances the Bidders will be obliged to provide CPUT with all necessary access, assistance and/or information which CPUT may reasonably request.

13.3 STAGE 3: PRICE (80) AND B-BBEE (20) CRITERIA

Stage 3 will focus on Price (80) and B-BBEE (20).

POINTS CRITERIA DOCUMENTS REQUIRED

80 Price Price schedule to be completed. Points for price will be allocated in

accordance with the formula.

20 B-BBEE

Valid B-BBEE Certificate from SANAS, an accredited verification agency (including assessment report) or an Affidavit as per BBBEE Amendment.

Points on B-BBEE will be allocated in accordance with the Bidders B-BBEE status.

13.2 B-BBEE SCORE CARD

B-BBEE CONTRIBUTION LEVEL

POINTS

Level 1 20

Level 2 18

Level 3 16

Level 4 12

Level 5 8

Level 6 6

Level 7 4

Level 8 1

Lower than Level 8 0

13.2.1 Failure to submit a BEE Certificate will result in a zero-point allocation as

far as BEE rating is concerned.

ANNEXURE A

LIST OF CONTACTABLE AND

VERIFIABLE CUSTOMER REFERENCES

Minimum of 3 References; and

Must include the E-Mail Address.

No

Name of Business

Contact Person

Office and/or Cell No.

Office Email Address

Nature of Work Completed

Value of Project/s

1.

2.

3.

4.

5.

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ANNEXURE B

CONTRACT OFFER

I/We……………………………………………………………………………………… (Name of individual, partnership, CC or company)

Identity number: ………………………………………………………………………………… (For individuals and partnerships only)

Registration number: (For CCs and companies only)

Date of incorporation: (For CCs and companies only)

of ……………………………………………………………………………………………

…………………………………………………………………………………………… (Business address)

Telephone number: Home: (…..) ………….. Work: (…..) ……………………..

Facsimile number: (…..) …………………………………..

carrying on business under the title of:

…………………………………………………………………………………………… (Name of business)

represented by: ……………………………………………………………………………………………

(Name of representative) in his/her capacity as: ……………………………………………………………………………………………

(Capacity of representative) being duly authorized by a resolution of the Board of Directors / Certificate of Partnership, as the case may be, dated …………………….; a certified copy of which is attached to these documents (for companies and partnerships only).

I/We hereby offer to undertake and perform the services herein described in the RFB terms and conditions at the price quoted per annum or the stipulated period in our attached comprehensive price schedule.

I/We further accept that if, after I/We have been notified of the acceptance of my/our offer, I/We fail to enter into a formal contract or fail to furnish any necessary documentation then CPUT reserves the right to cancel the contract and recover any damages, including but not limited to consideration which may be been paid for the execution of the work.

Signed at on this day of

2016

WITNESSES:

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ANNEXURE C

1. The Bidder hereby:

FORM OF BID

1.1 acknowledges that it has studied the contents of the RFP, and is fully acquainted therewith;

1.2 accepts and undertakes to comply with the terms and conditions contained in the RFP;

1.3 offers to execute the whole of the contract in accordance with the specifications and conditions of the RFP, at the price set out in the Pricing Schedule to the Bidder's Bid;

1.4 confirms that it has satisfied itself as to the correctness of its Bid, and that the price set out in the Pricing Schedule covers all the work items specified in the RFP;

1.5 accepts that any mistakes regarding the price set out in the Pricing Schedule will be binding;

1.6 declares that it is in a sound financial position and has the ability to meet its obligations in respect of any resulting contract;

1.7 agrees to be bound by its Bid for the period set out in the RFP from the closing date for the submission of Bids, and during which period its Bid will be irrevocable, and may be accepted by CPUT at any time before expiry of said period;

1.8 declares that the information provided in its Bid is true and correct and not misleading in any material respect;

1.9 acknowledges that CPUT is not bound to accept the lowest Bid it may receive;

1.10 acknowledges that unless CPUT agrees otherwise in writing no Contract will be deemed to have come into force unless and until a written Contract in respect of the Goods/Services, and any agreed amendments, is signed by CPUT and the Bidder; and

1.11 a Bidding contract comes to being upon the signing thereof by CPUT and the successful Bidder.

2. All correspondence in connection with this Bid will be directed to the Bidder's authorised representative, the details of whom are set out in this Bid.

3. Official proof of authorisation of the signatory to the Form of Bid, to be submitted with all the requisite documentation, is required.

SIGNED at on this day of 20 _.

Signed by or on behalf of THE BIDDER

If signed on behalf of the Bidder, the signatory hereby warrants that s(he) is duly authorised to sign this declaration on its behalf

Full Name(s)

Designation

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ANNEXURE D DECLARATION OF INTEREST

1. Any legal person, excluding persons employed by Cape Peninsula University of Technology (CPUT), or

persons having a kinship with persons employed by the CPUT, including a blood relationship, may make

an offer or offers in terms of this invitation to Bid (includes a price Bid, advertised competitive Bid, limited

Bid or proposal).

In view of possible allegations of favouritism, should the resulting Bid, or part thereof, be awarded to

persons employed by the CPUT, or to persons connected with or related to them, it is required that the

Bidder or his/her authorised representative declare his/her position in relation to the

evaluating/adjudicating authority where –

the Bidder is employed by the CPUT; and/or

the legal person on whose behalf the Bid document is signed, has a relationship with persons/a

person who are/is involved in the evaluation and or adjudication of the Bid(s), or where it is known

that such a relationship exists between the person or persons for or on whose behalf the declarant

acts and persons who are involved with the evaluation and or adjudication of the Bid.

2. In order to give effect to the above, the following questionnaire must be completed and

submitted with the Bid.

2.1 Full Name of Bidder or his or her Representative:

2.2 Identity Number:

2.3 Position occupied in the Company (director, trustee, shareholder1):

2.4 Company Registration Number:

2.5

Tax Reference Number:

2.6 VAT Registration Number:

2.6.1 The names of all directors / trustees / shareholders / members, their individual identity numbers, tax reference numbers and, if applicable, employee / personnel numbers must be indicated in paragraph 3 below.

1 “Shareholder” means a person who owns shares in the company and is actively involved in the management of the enterprise or business and exercises control over the enterprise.

2.7 Are you or any person connected with the Bidder presently employed by the CPUT?

YES / NO

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2.7.1 If so, furnish the following particulars: Name of person / director / trustee /

shareholder / members:

Name of CPUT Department / Division at which you / the person connected to the Bidder is employed:

Position occupied in the CPUT institution:

Any other particulars:

2.8 If you are presently employed by the CPUT, did you obtain the appropriate authority to undertake remunerative work outside employment in the public sector?

2.8.1 If yes, did you attach proof of such authority to the Bid document? (Note: Failure to submit proof of such authority, where applicable, may result in the disqualification of the Bid).

2.8.2 If no, furnish reasons for non- submission of such proof:

2.9 Did you or your spouse, or any of the company’s directors / trustees / shareholders / members or their spouses conduct business with the CPUT in the previous twelve months?

2.9.1 If so, furnish particulars:

2.10 Do you, or any person connected with the Bidder, have any relationship (family, friend, other) with a person employed by the CPUT and who may be involved with the evaluation and or adjudication of this Bid?


2.11 Are you, or any person connected with the Bidder, aware of any relationship (family, friend, other) between any other Bidder and any person employed by the CPUT who may be involved with the evaluation and or adjudication of this Bid?

YES / NO

YES / NO

YES / NO

YES / NO

YES / NO

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2.12 Do you or any of the directors / trustees / shareholders / members of the company have any interest in any other related companies whether or not they are Quoting for this contract?


3. FULL DETAILS OF DIRECTORS / TRUSTEES / MEMBERS / SHAREHOLDERS

Full Name/s

Identity Number

Personal Tax Reference Number

Personnel Number

4. DECLARATION

I, THE UNDERSIGNED

(FULL NAME/S)

CERTIFY THAT THE INFORMATION FURNISHED IN PARAGRAPHS 2 AND 3 ABOVE IS CORRECT.

I ACCEPT THAT THE CPUT MAY REJECT THE BID OR ACT AGAINST ME IN TERMS OF THE

GENERAL CONDITIONS OF CONTRACT SHOULD THIS DECLARATION PROVE TO BE FALSE.

SIGNATURE DATE

NAME OF BIDDER POSITION

YES / NO

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ANNEXURE E

CERTIFICATE OF INDEPENDENT BID DETERMINATION

1. This Standard Bidding Document (SBD) must form part of all Bids1 invited.

2. Section 4 (1) (b) (iii) of the Competition Act No. 89 of 1998, as amended, prohibits an agreement

between, or concerted practice by, firms, or a decision by an association of firms, if it is between parties

in a horizontal relationship and if it involves collusive Bidding (or Bid rigging). 2 Collusive Bidding is a pe

se prohibition meaning that it cannot be justified under any grounds.

3. The Procurement policy authorises the SCM section (which will include all persons delegated with

authority in terms of the Procurement policy section (page 6 of 28)) of the CPUT to:

3.1 Disregard the Bid of any Bidder if that Bidder or any of its directors have abused the institution’s

supply chain management system and or committed fraud or any other improper conduct in

relation to such system.

3.2 Cancel a contract awarded to a Bidder of goods and services if the Bidder committed any corrupt

or fraudulent act during the Bidding process or the execution of that contract.

4. This document serves as a declaration that would be used by institutions to ensure that, when Bids are

considered, reasonable steps are taken to prevent any form of Bid rigging.

5. In order to give effect to the above, the attached must be completed and submitted with the Bid.

1 Includes price quotations, advertised competitive Bids, limited Bids and proposals.

2 Bid rigging (or collusive Bidding) occurs when businesses, that would otherwise be expected to compete, secretly conspire to raise prices or lower the quality of goods and / or services for purchasers who wish to acquire goods and / or services through a Bidding process. Bid rigging is, therefore, an agreement between competitors not to compete.

6. This Standard Bidding Document (SBD) must form part of all Bids1 invited.

7. Section 4 (1) (b) (iii) of the Competition Act No. 89 of 1998, as amended, prohibits an agreement

between, or concerted practice by, firms, or a decision by an association of firms, if it is between parties

in a horizontal relationship and if it involves collusive Bidding (or Bid rigging). 2 Collusive Bidding is a pe

se prohibition meaning that it cannot be justified under any grounds.

8. The Procurement policy authorises the SCM section (which will include all persons delegated with

authority in terms of the Procurement policy of the CPUT to:

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8.1 Disregard the Bid of any Bidder if that Bidder or any of its directors have abused the institution’s

supply chain management system and or committed fraud or any other improper conduct in

relation to such a system.

8.2 Cancel a contract awarded to a Bidder of goods and services if the Bidder committed any corrupt

or fraudulent act during the Bidding process or the execution of that contract.

9. This document serves as a declaration that would be used by institutions to ensure that, when Bids are

considered, reasonable steps are taken to prevent any form of Bid rigging.

10. In order to give effect to the above, the attached must be completed and submitted with the Bid.

1 Includes price quotations, advertised competitive Bids, limited Bids and proposals.

2 Bid rigging (or collusive Bidding) occurs when businesses, that would otherwise be expected to compete,

secretly conspire to raise prices or lower the quality of goods and / or services for purchasers who wish to

acquire goods and / or services through a Bidding process. Bid rigging is, therefore, an agreement between

competitors not to compete.

CERTIFICATE OF INDEPENDENT BID DETERMINATION

I, the undersigned, in submitting the accompanying Proposal:

(RFP Number and Description)

in response to the invitation for the Proposal made by:

(Name of Institution)

do hereby make the following statements that I certify to be true and complete in every respect:

I certify, on behalf of: that:

(Name of Bidder)

1. I have read and I understand the contents of this Certificate;

2. I understand that the accompanying Bid will be disqualified if this Certificate is found not to be true and

complete in every respect;

3. I am authorised by the Bidder to sign this Certificate, and to submit the accompanying Bid, on behalf of

the Bidder;

4. Each person whose signature appears on the accompanying Bid has been authorised by the Bidder to

determine the terms of, and to sign the Bid, on behalf of the Bidder;

5. For the purposes of this Certificate and the accompanying bid, I understand that the word “competitor”

will include any individual or organisation, other than the Bidder, whether or not affiliated with the Bidder, who:

CAPE PENINSULA UNIVERSITY OF TECHNOLOGY (CPUT)

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5.1 Has been requested to submit a Bid in response to this Bid invitation;

5.2 Could potentially submit a Bid in response to this Bid invitation, based on their qualifications, abilities or experience; and

5.3 Provides the same goods and services as the Bidder and/or is in the same line of business as the Bidder.

6. The Bidder has arrived at the accompanying Bid independently from, and without consultation, communication, agreement or arrangement with any competitor. However, communication between partner in a joint venture or consortium3 will not be construed as collusive Bidding.

3 Joint venture or Consortium means an association of persons for the purpose of combining their expertise, property, capital, efforts, skill and knowledge in an activity for the execution of a contract.

7. In particular, without limiting the generality of paragraphs 6 above, there has been no consultation,

communication, agreement or arrangement with any competitor regarding:

7.1 prices;

7.2 Geographical area where product or service will be rendered (market allocation);

7.3 Methods, factors or formulas used to calculate prices;

7.4 The intention or decision to submit or not to submit, a Bid;

7.5 The submission of a Bid which does not meet the specifications and conditions of the Bid; or

7.6 bidding with the intention not to win the Bid.

8. In addition, there have been no consultations, communications, agreements or arrangements with any

competitor regarding the quality, quantity, specifications and conditions or delivery particulars of the products or services to which this bid invitation relates.

9. The, terms of the accompanying Bid have not been, and will not be, disclosed by the Bidder, directly or indirectly, to any competitor, prior to the date and time of the official Bid opening or of the awarding of the contract.

10. I am aware that, in addition and without prejudice to any other remedy provided to combat any restrictive practices related to Bids and contracts, Bids that are suspicious will be reported to the Competition Commission for investigation and possible imposition of administrative penalties in terms of section 59 of the Competition Act No. 89 of 1998 and or may be reported to the National Prosecuting Authority (NPA) for criminal investigation and or may be restricted from conducting business with the public sector for a period not exceeding ten (10) years in terms of the Prevention and Combating of Corrupt Activities Act No. 12 of 2004 or any other applicable legislation.

SIGNATURE DATE

NAME OF BIDDER POSITION

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ANNEXURE F

DETAILS OF BIDDER’ S N E AR EST O F F ICE (WESTERN CAPE)

INFORMATION REQUIRED DETAILS TO BE COMPLETED

Physical address of nearest

office:

Telephone number of nearest

office:

Time period for which the nearest

office has been used ( Year & month)

Is the office leased or owned? If leased ( How long).

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MANDATORY: Appendix 1

VALID SARS TAX CLEARANCE

I/We have attached to this Appendix 1 the following

documents:

Tick if

submitted Office

use

- Attach Original Valid Tax Clearance Yes No

Please sign that the contents of this Appendix has been verified

Name

Signature

Appendix 2

B-BBEE CERTIFICATE / IRBA/ AFFIDAVAT


documents:

Tick if

submitted Office

use

- Attach B-BBEE Certificate SANAS/IRBA/

AFFIDAVAT

Yes No


Name

Signature

FAILURE TO PROVIDE RELEVANT PROOF WILL RESULT IN DISQUALIFICATION

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Appendix 3

COMPANY REGISTRATION DOCUMENTS


documents:

Tick if

submitted Office

use

Attach proof of my/our company/closed corporation

registration and a copy of my/our CM/CK

certificates/ownership/ tittle deed.

Yes No


Name

Signature

Appendix 4

COPIES OF THE IDENTITY DOCUMENTS OF THOSE WITH EQUITY SHARES/ BOARD

MEMBERS/ DIRECTORS


documents:

Tick if

submitted Office

use

Attach copies of ID Documents Yes No


Name

Signature


Appendix 5

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PROOF OF PROXY (BOARD OF RESOLUTIONS)


documents:

Tick if

submitted Office

use

Attach signed proof of proxy / board resolutions Yes No


Name

Signature

Appendix 6

AUDITED FINANCIAL STATEMEMTS FOR PREVIOUS TWO YEARS


documents:

Tick if

submitted Office

use

Attach audited Financial Statements for the previous two

years

Yes No


Name

Signature


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Appendix 7

APPROVED BUILDING PLANS


documents:

Tick if

submitted Office

use

Attached approved building plans

Yes

No


Name

Signature

Appendix 8

CERTIFICATE OF COMPLIANCE


documents:

Tick if

submitted Office

use

Attached certificate of compliance Yes No


Name

Signature


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Appendix 9

OCCUPATIONAL CERTIFICATE


documents:

Tick if

submitted Office

use

Attached Occupational Certificate Yes No


Name

Signature

Appendix 10

ZONING CERTIFICATE


documents:

Tick if

submitted Office

use

Attached Zoning Certificate Yes No


Name

Signature


Appendix 11

PROOF OF LEASE OF OWNERSHIP


documents:

Tick if

submitted Office

use

Attached Proof Of Lease or Ownership Yes No


Name

Signature

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FUNCTIONALITY CRITERIA APPENDIX A.1

3 (THREE) REFERENCE LETTERS

I/We have attached to this Appendix A.1 the following

documents:

Tick if

submitted

Office use

References for similar arrangements should be

provided to demonstrate your ability to fulfil CPUT’s

requirements and demonstrate service provider’s

ability to maintain satisfied customers.

Reference Letters for to be Attached to this Appendix

A :

Official Letterhead from your Client with the

following:

- Name of your business mentioned on the letterhead

with Reference to

Proposal CPUT 41/18

- Period of contract

- Value of Contract

- Officially signed and dated with contact details

(Name, telephone, email

address)

- Recommendation

Yes No

I/We agree that:

1.1 The proposal herein shall remain binding upon me/us and open for acceptance by CPUT during the

validity period indicated.

1.2 I/We furthermore confirm that I/we have satisfied myself/ourselves as to the correctness and validity

of my/our proposal, that the price(s) and rate(s) quoted cover all the services in these documents; and that the price(s) and rate(s) cover all my/our obligations under a resulting contract. I/we accept that any mistakes regarding price(s) and calculations will be at my/our risk;

1.3 I/we hereby accept full responsibility for the proper execution and fulfilment of all obligations and conditions devolving on me/us under this agreement as the Principal(s) liable for the due fulfilment of

this contract.

1.4 Failure on the part of the Service Provider to sign this proposal form and thus to acknowledge and accept the conditions in writing or to complete the attached forms, questionnaires and specifications in all respects, may invalidate the proposal.

Are you duly authorized to sign the proposal? *YES / NO

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FORM OF PROPOSAL (CONTINUED)

Further, I/we, the undersigned, undertake not to withdraw or cancel this proposal for or within 120 (one

hundred and twenty) days; of the date it should be submitted and agree that Cape Peninsula University of

Technology (CPUT) may accept the proposal at any time during the said period of 120 (one hundred and

twenty) days.

Thus signed at (town/city) on this day of 2018.

Signature/s by proxy: Name of signatory Capacity of signatory

(of the person/s authorised to sign )

1.

2.

Signatures of witnesses: Name of signatory ID number

1.

2.

SIGNATURE (S) OF PROPOSER OR ASSIGNEE(S)

DATE:

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FORM OF PROPOSAL (CONTINUED)

FORM B DECLARATION

I ………. ..............................................................................................................

(Please print names and surname)

the fully authorized representative/sole owner of the bidding enterprise, (delete if not applicable)

hereby certify that:

a) as far as I know or is supposed to know, no member of our company has any direct or indirect vested

interest in Cape Peninsula University of Technology (CPUT). Member/s as detailed hereunder has a

direct/indirect vested interest in Cape Peninsula University of Technology (CPUT). (Delete if not

applicable).

Name and occupation of contact within the University.

…………..……………………………………………………………………………………………….

…………..……………………………………………………………………………………………….

b) the company profile as well as the detail business plan has been attached to the last page of this

document.

I/We agree that:

a) The contract that will be signed between me/us and Cape Peninsula University of Technology (CPUT),

if successful, would be bound by the laws of South Africa and that the domicilium citandi executandi

will be at Cape Town where all legal proceedings will take place.

b) if the University accepts my/our proposal, either wholly or in part, and I/We have been notified of such

acceptance, I/We shall comply with the conditions of the agreement, as contained in my/our proposal

and in the University’s acceptance of it, until a formal contract is concluded between me/us and the

University, and that, if the University should not wish to enter into a formal contract with me/us, I/We

shall comply with the conditions of the agreement, as contained in my/our proposal and in the

University’s acceptance of it.

Signed at ...................................... this ........ day of .................................................... 2018.

…………………………………………… …………………………………………………..

Signature of authorized signatory Capacity

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DETAILS OF BIDDING ENTERPRISE

*Detail on this page MUST be completed fully. Incomplete forms shall render the proposal invalid.

(N/A to be stated if not applicable).

REFERENCES AND VITAL INFORMATION

CLIENT REFERENCES OF CURRENT AND PREVIOUS CONTRACTS

Please provide references from three customers with similar requirements as CPUT (one reference

may be from a CPUT department or division). These references are to demonstrate your ability to fulfil

CPUT’s requirements and your ability to maintain satisfied customers.

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(Please mark blocks with ‘x’ where appropriate)

Name of Client/Company (1)

Contract period (in months) Ongoing Completed

Value of Contract (per month)

Type of business rendered

Contact

Full Name

Tel no. Alternative Tel

no.

Fax no.

E-mail


Contract period (in months)

Ongoing Completed



Contact

Full Name

Tel no.

Alternative Tel no.

Fax no.

E-mail


Contract period (in months)

Ongoing Completed



Contact

Full Name

Tel no. Alternative Tel

no.

Fax no.

E-mail

FINANCIAL STATUS

Details of the specific parties utilised by the company/ enterprise proposing


Auditor

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Bank Name

Bookkeep

Branch

er Full

Name

Tel no. ( )

Alternative Tel

no.

Fax no. ( ) E-mail

Address

Full

Name

Tel no. ( ) Alternative Tel

no.

Fax no. ( ) E-mail

Address


ADDITIONAL INFORMATION

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REQUEST FOR PROPOSALS (RFP) LEASING OF STUDENT ACCOMMODATION … · 2019-08-16 · request for...

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Transcript of REQUEST FOR PROPOSALS (RFP) LEASING OF STUDENT ACCOMMODATION … · 2019-08-16 · request for...