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["Specifications, Evaluation Criteria and Works Space Norms Kwazulu Natal Provincial Office"]
[]
["No.","Contents","Page"]
[1,"Specification evaluation criteria for procurement of office accommodation",2]
[2,"Comparison of existing facilities at current office with Legal Aid SA Space Norms",5]
[3,"Legal Aid SA - Workspace Norms",6]

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["      Legal Aid SA - Specification evaluation criteria for procurement of office accommodation including evaluation criteria - Carletonville Satellite Office"]
[]
["No.","Specifications","YES","NO","Comment"]
[1,"Operational lease"]
["1.1.","The properties should be offered on an operational lease, for a  minimum period of 3 years and maximum of five (5) years. Were possible, seven or ten (10) years lease may be considered. Hence the rates for seven and ten year leases must also be provided."]
["1.2.","The building must be zoned by the local authority  for office, business or commercial purposes. "]
["1.3.","The premises must have an electrical compliance certificate and a municipal occupation certificate. This must be provided within five working days of Legal Aid SA notifying a potential Landlord of the bid being successful. No leasing contracts will be entered into if the abovementioned documents are not provided. The second successful bidder will than qualify for appointment provided the above mentioned documents are provided within five working days. "]
["1.4.","The service provider should be willing to offer the building for purchase by the Legal Aid SA, or be willing to have a clause in the lease regarding right of first refusal in case where the building goes on sale. The building can only be purchased if it is a standalone  and if Legal Aid South Africa is the only tenant in the building."]
["1.5.","The service provider should be willing to undertake all refurbishments on behalf of Legal Aid SA;"]
["1.6.","No deposit shall be paid for rental of the building;"]
[1.7,"Where possible a separate electricity meter should be in place."]
[1.8,"Legal Aid South Africa reserves the right not to make any appointment and shall not entertain any claim for costs that may have been incurred in the preparation and the submission of the proposals."]
[]
[2,"Area coverage and Pre-Conditions"]
["2.1.","Where the service provider resides in a different region from the one they tendered for, no additional costs for delivery of refurbishment/maintenance materials or any such cost whatsoever should be charged to Legal Aid SA."]
["2.2.","The service provider shall have technically skilled personnel that will ensure proper and adequate maintenance (and any responsibility) of our office for the duration of the agreement."]
["2.3.","The service provider must have its registered office in South Africa, under South African law."]
["2.4.","The bidder should provide a copy of title deed for the building to prove ownership. "]
["2.5.","An agent of the landlord should provide a mandate letter detailing all responsibilities that the owner of the building requires him/her to do."]
[]
[3,"Refurbishment: The following documents should be submitted by the bidder:"]
[null,"Commitment letter to refurbish the premises as per the tenant specification with a tenant installation amount which will be applied as follows:"]
["3.1.","Partitioning as per Legal Aid SA's specification"]
["3.2.","Air-conditioning (preferably split units)   "]
["3.3.","Painting - with corporate colours"]
["3.4.","Floor covering - with corporate colours"]
["3.5.","Power skirtings - with two power plugs per work station, one being specifically for computers)"]
["3.6.","Network and telephone points."]
[3.7,"Blinds - with corporate colours"]
["3.8.","Space plan"]
["3.9.","UPS facility integrated into specific power points(Tenant responsible for UPS Unit)"]
[]
[3,"Pricing"]
["3.1.","The service provider will be required to provide total costs of the accommodation, which shall include but not limited to:"]
["3.2.","Rental rate per square meter and rate per parking bay for offices;"]
["3.3.","Annual escalation rate per annum together with a motivation justifying the rate;"]
["3.4.","Tenant installation amount offered by the landlord;"]
["3.5.","Tenants share of proportionate costs if any together with details"]
[]
[4,"Evaluation"]
[null,"The evaluation will be conducted in following phases;"]
["4.1.","Functionality Criteria: In this phase, Legal Aid SA will look at the most appropriate property aligned to its operation, compatible with its infrastructure, costs effectiveness, and references. These will include site visits of properties and presentation by the landlords where necessary. The building will be evaluated on the following functionality criteria:"]
[null,"Criteria","Weights"]
["4.1.1.","Building location and accessibility: Proximity to courts, shopping centres, public transportation and ease of accessibility for disable people.",35]
["4.1.2.","Refurbishment: Tenant Installation allowance amount or value of  improvements to premises offered.",10]
["4.1.3.","Building requirements: Office space offered should be on the ground floor or building with functional lift if it is a multi story building, Building should have a safe lockable parking for organisation vehicles, The building status should be in a good condition. A minimum of two toilets  for males and two for females. Building must have the potential to enhance our organisational image.",55]
[null,"TOTAL  ",{"$f":"SUM(C50:C52)","v":100}]
[null,"Bids that score 80 or more points on functionality will be evaluated for pricing."]
["4.2.","Pricing evaluation: Pricing will be evaluated according to the following preference points system: "]
["4.2.1.","80/20 point system for all tenders below R50 million. The points will be allocated as follows:\n20 points: BBBEE level of contribution.\n80 points: Price. \n"]
["4.2.2.","90/10 point system for all tenders above R50million. The points will be allocated as follows: \n10 points: BBBEE level of contribution. \n90 points: Price. "]
[]
[6,"Implementation"]
[6.1,"Upon occupation, a snag list shall be drawn within 30 days and be submitted to the service provider, who will attend to the defects within 30 days upon receipt thereof."]
[6.2,"Service providers should give a minimum of 12 months guarantee on the services and products for the five year and above leases and a minimum of 6 months for three year leases."]
[6.3,"Standard Lease Agreement used by Legal Aid SA shall form part of the tender document and it is preferable that such be used.  In cases where service providers need their lease agreements used, no levies or contract drafting costs shall be payable by Legal Aid SA.  Such leases shall be vetted by Legal Aid SA’s legal team to ensure compliance with the organization’s policies and regulations."]
[6.4,"SLA (service level agreements) may be drawn for refurbishment project, setting out the project plan for delivery of the services.  By tendering, the service provider agrees to use the standard format of the service level agreement of Legal Aid SA. Noncompliance with the SLA on refurbishments, may lead to a breach of contract which will entitle Legal Aid SA to exercise its rights as per agreement of lease."]
[6.5,"Landlord should put it in writing that he/she shall make the building friendly to disabled persons)"]
[]
[7,"Building location requirements"]
["7.1.","Location in proximity to Courts – the accommodation must be close to lower Courts, allowing relatively quick and easy access to the courts by both staff members and clients; approximately within one kilometre (1km) radius from courts. "]
["7.2.","Accessible to the public – the accommodation should be close to public transport interchange facilities, such as taxi ranks, train stations and bus terminals.  "]
[]
[8,"Building Requirements"]
["8.1.","The building should preferably be on the ground floor (or building with functional lifts), and have secured safe lockable parking for the organizations’ vehicles.  Buildings with additional open parking for the employees and clients will be an added advantage. "]
["8.2.","The building should have the required space or offer 10% more of such. (required plus 10%). A minimum of 79m² is required. Refer to pages 5 and 6 of this Annexure for current and workspace norms."]
["8.3.","Health and Safety: Sufficient safe and secure toilets male and female for employees and clients. Wheelchair ramp entrance for disabled employees and clients, disabled persons'  toilet, emergency exit with clear signage and obstruction free, fire detection system together with fire protection installed and functioning. Evacuation plan in place, illustrating fire escape routes and signage. Plumbing and drainage system in good order. Building sufficiently waterproofed. The building should be both safe and secure for Legal Aid SA employees, clients, vehicles and assets."]
["8.4.","Building and layout conducive to a productive and worker friendly work environment. This would include adequate ventilation both natural and artificial air. Adequate natural and artificial light. Partitions and social areas conducive to a good working environment. The building should be user friendly for disabled persons"]
["8.5.","Branding requirements: Landlord willing to allow Legal Aid SA sign-board of Size: 1200mm (width) x 800mm (height), Weight/thickness 10mm mounted on the outside of the building"]
["8.6.","Colour scheme  for internal partitioned walls- – this includes reception, consultation and waiting areas Manila 17% or 33%. se only: Bristol paint for 17% Manila. Doors - Manila 17% or Manila 33. Carpets - Van Dyck Flortime range: colours Raven or Onyx – heavy duty level 5. Reception areas must be done in Van Dyck Flortime Raven to ensure a uniform public image nationally. Blinds -  Old Silver 33%. Use the colour Grey of Blind Quip’s new block out range of vertical blinds, or any colour consistent with the specified Old Silver 33% of an alternative range for vertical or venetian blinds.  "]
["8.7.","Information Technology requirements - Power skirtings accommodating computer and telephone network. Two plug points per desk. Between 6 and 7 Network points.   UPS facility integrated into specific power points (Tenant responsible for UPS Unit)"]
["8.8.","An emergency generator as a backup to electricity supply will be an additional advantage.;"]
["8.9.","Energy saving building will be an additional advantage"]

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["      Legal Aid SA - Specification evaluation criteria for procurement of office accommodation including evaluation criteria - Carletonville Satellite Office"]
[]
["No.","Specifications","YES","NO","Comment"]
[1,"Operational lease"]
["1.1.","The properties should be offered on an operational lease, for a minimum period of  five (5) years. Where possible, seven (7) or ten (10) year leases may also be considered. Hence the rates for seven (7) and ten (10) year leases must also be provided."]
["1.2.","The building must be zoned by the local authority  for office, business or commercial purposes. "]
["1.3.","The premises must have an electrical compliance certificate and a municipal occupation certificate. This must be provided within five (5) working days of Legal Aid SA notifying a potential Landlord of the bid being successful. No leasing contracts will be entered into if the aforementioned documents are not provided. The second highest scoring bidder will then qualify for appointment provided the aforementioned documents are provided within five (5) working days. "]
["1.4.","The service provider should be willing to include a clause in the lease agreement regarding right of first refusal where the building will be first offered to Legal Aid SA should it be up for sale. The building can only be purchased if it is a standalone and if Legal Aid SA is the only tenant in the building."]
["1.5.","The service provider should be willing to undertake all refurbishments on behalf of Legal Aid SA."]
["1.6.","No deposit shall be paid for rental of the building."]
["1.7.","Where possible a separate electricity meter should be in place."]
["1.8.","Legal Aid SA reserves the right not to make any appointment and shall not entertain any claim for costs that may have been incurred in the preparation and the submission of proposals."]
[]
[2,"Area coverage and Pre-conditions"]
["2.1.","Where the service provider resides in a different region from the one they tendered for, no additional costs for delivery of refurbishment / maintenance materials or any such cost whatsoever should be charged to Legal Aid SA."]
["2.2.","The service provider shall have technically skilled personnel that will ensure proper and adequate maintenance (and any responsibility) of the leased premises for the duration of the agreement."]
["2.3.","The service provider must have its registered office in South Africa, under South African law."]
["2.4.","The bidder should provide a copy of the title deed for the building to prove ownership. "]
["2.5.","An agent of the landlord should provide a mandate letter detailing all responsibilities that the owner of the building requires him/her to do."]
[]
[3,"Refurbishment: The following documents should be submitted by the bidder:"]
[null,"Commitment letter to refurbish the premises as per the tenant specification with a tenant installation amount which will be applied as follows:"]
["3.1.","Partitioning as per Legal Aid SA's specification"]
["3.2.","Air-conditioning (preferably split units)   "]
["3.3.","Painting - with corporate colours"]
["3.4.","Floor covering - with corporate colours"]
["3.5.","Power skirtings - with two power plugs per work station - one being specifically for computers"]
["3.6.","Network and telephone points"]
["3.7.","Blinds - with corporate colours"]
["3.8.","Space plan"]
["3.9.","UPS facility integrated into specific power points (Tenant responsible for UPS Unit)"]
[]
[4,"Evaluation"]
[null,"The evaluation will be conducted in following phases;"]
["4.1.","Functionality Evaluation Criteria:\nIn this phase, Legal Aid SA will look at the most appropriate property aligned to its operation, compatible with its infrastructure and feedback from reference checks. These will include site visits of properties and presentation by the landlords where necessary. The building will be evaluated on the following functionality criteria:"]
[null,"Criteria","Weights"]
["4.1.1","Building location: -\n- Proximity to courts, shopping centres and  public transportation",15]
["4.1.2","Accessibility to the public: -\n- The accommodation should be close to public transport interchange facilities, such as taxi ranks, train stations and bus terminals.  ",15]
["4.1.3","The building should preferably be on the ground floor (or in a building with functional lifts) and be accessible to disabled people",15]
["4.1.4","The building must have secure safe lockable parking for the organization's vehicles.  Buildings with additional open free parking for the employees and clients will be an added advantage as meetings and training take place at the provincial office.",15]
["4.1.5","The building should have the required space or offer 10% more than the required space (required plus 10%).  A minimum of 79.4m² is required. Refer to the pages on Workspace Norms in this Annexure for current and workspace norms.",10]
["4.1.6","Health and Safety:\n- Sufficient safe and secure toilets male and female for employees and clients;\n- Disabled persons' toilet;\n- Wheelchair ramp entrance for disabled employees and clients;\n- Obstruction-free emergency exit with clear signage;\n- Fire detection system together with fully functional fire protection equipment;\n- Evacuation plan in place, illustrating fire escape routes and signage;\n- Plumbing and drainage system in good order;\n- Building sufficiently waterproofed;\n- The building should be both safe and secure for Legal Aid SA employees, clients, vehicles and assets;\n- Layout of building conducive to a productive and worker-friendly environment - adequate ventilation, both natural and artificial, and adequate natural and artificial light",15]
["4.1.7","Commitment letter to refurbish the premises as per the tenant specification quoted in Points 3.1 to 3.9.  Also provide the tenant installation amount which will be applied.",15]
[null,"TOTAL  ",{"$f":"SUM(C43:C49)","v":100}]
["Only Bids that score 80 points or more on functionality will be evaluated further"]
["4.2.","PPPFA Points Scoring\nQualifying bidders will be evaluated in terms of the Preferential Procurement Policy Framework Act regulations, on the 80/20 points system (tenders below R50 million), where\nPrice = 80 points, and\nB-BBEE level of contribution = 20 points"]
["4.2.1","Pricing - must include VAT, where applicable\n- Bidder must provide the total costs of accommodation for the proposed duration, with the following details: -\n* Rental rate per square metre for the proposed office space;\n* Rate per parking bay;\n* Annual escalation rate of not greater then CPI, with a motivation if this exceeds CPI;\n* Tenant installation amount offered by the bidder;\n* Tenant's share of proportionate costs with details, if applicable\n"]
[]
[5,"Implementation"]
[5.1,"Upon occupation, a snag list shall be drawn within 30 days and be submitted to the service provider, who will attend to the defects within 30 days upon receipt thereof."]
[5.2,"Service providers should give a minimum of 12 months guarantee on the services and products for the five year and above leases and a minimum of 6 months for three year leases."]
[5.3,"Standard Lease Agreement used by Legal Aid SA shall form part of the tender document and it is suggested that same be used.  In cases where service providers need their lease agreements used, no levies or contract drafting costs shall be payable by Legal Aid SA.  Such leases shall be vetted by Legal Aid SA’s legal team to ensure compliance with the organization’s policies and regulations."]
[5.4,"Service Level Agreements (SLA) may be drawn for the refurbishment project, setting out the project plan for delivery of the services.  By tendering, the service provider agrees to use the standard format of the SLA of Legal Aid SA. Non-compliance with the SLA on refurbishments, may lead to a breach of contract which will entitle Legal Aid SA to exercise its rights in terms of the SLA."]
[]
[6,"Additional Requirements"]
[6.1,"Branding requirements: Landlord willing to allow Legal Aid SA sign-board of Size: 1200mm (width) x 800mm (height), Weight/thickness 10mm mounted on the outside of the building"]
[6.2,"Colour scheme  for internal partitioned walls- – this includes reception, consultation and waiting areas Manila 17% or 33%. se only: Bristol paint for 17% Manila. Doors - Manila 17% or Manila 33. Carpets - Van Dyck Flortime range: colours Raven or Onyx – heavy duty level 5. Reception areas must be done in Van Dyck Flortime Raven to ensure a uniform public image nationally. Blinds -  Old Silver 33%. Use the colour Grey of Blind Quip’s new block out range of vertical blinds, or any colour consistent with the specified Old Silver 33% of an alternative range for vertical or venetian blinds.  "]
[6.3,"Information Technology requirements - Power skirtings accommodating computer and telephone network. Two plug points per desk. Between 10 and 11 Network points.   UPS facility integrated into specific power points (Tenant responsible for UPS Unit)"]
[6.4,"An emergency generator as a backup to electricity supply will be an additional advantage.;"]
[6.5,"Energy saving building will be an additional advantage"]

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["      Legal Aid SA - Specification evaluation criteria for procurement of office accommodation including evaluation criteria -  Siyabuswa Satellite Office"]
[]
["No.","Specifications","YES","NO","Comment"]
[1,"Operational lease"]
["1.1.","The properties should be offered on an operational lease, for a  minimum period of  five (5) years. Where possible, seven (7) or ten (10) year leases may also be considered. Hence the rates for seven (7) and ten (10) year leases must also be provided."]
["1.2.","The building must be zoned by the local authority  for office, business or commercial purposes. "]
["1.3.","The premises must have an electrical compliance certificate and a municipal occupation certificate. This must be provided within five (5) working days of Legal Aid SA notifying a potential Landlord of the bid being successful. No leasing contracts will be entered into if the aforementioned documents are not provided. The second highest scoring bidder will then qualify for appointment provided the aforementioned documents are provided within five (5) working days. "]
["1.4.","The service provider should be willing to include a clause in the lease agreement regarding right of first refusal where the building will be first offered to Legal Aid SA should it be up for sale. The building can only be purchased if it is a standalone and if Legal Aid SA is the only tenant in the building."]
["1.5.","The service provider should be willing to undertake all refurbishments on behalf of Legal Aid SA."]
["1.6.","No deposit shall be paid for rental of the building."]
["1.7.","Where possible a separate electricity meter should be in place."]
["1.8.","Legal Aid SA reserves the right not to make any appointment and shall not entertain any claim for costs that may have been incurred in the preparation and the submission of proposals."]
[]
[2,"Area coverage and Pre-conditions"]
["2.1.","Where the service provider resides in a different region from the one they tendered for, no additional costs for delivery of refurbishment / maintenance materials or any such cost whatsoever should be charged to Legal Aid SA."]
["2.2.","The service provider shall have technically skilled personnel that will ensure proper and adequate maintenance (and any responsibility) of the leased premises for the duration of the agreement."]
["2.3.","The service provider must have its registered office in South Africa, under South African law."]
["2.4.","The bidder should provide a copy of the title deed for the building to prove ownership. "]
["2.5.","An agent of the landlord should provide a mandate letter detailing all responsibilities that the owner of the building requires him/her to do."]
[]
[3,"Refurbishment: The following documents should be submitted by the bidder:"]
[null,"Commitment letter to refurbish the premises as per the tenant specification with a tenant installation amount which will be applied as follows:"]
["3.1.","Partitioning as per Legal Aid SA's specification"]
["3.2.","Air-conditioning (preferably split units)   "]
["3.3.","Painting - with corporate colours"]
["3.4.","Floor covering - with corporate colours"]
["3.5.","Power skirtings - with two power plugs per work station - one being specifically for computers"]
["3.6.","Network and telephone points"]
["3.7.","Blinds - with corporate colours"]
["3.8.","Space plan"]
["3.9.","UPS facility integrated into specific power points (Tenant responsible for UPS Unit)"]
[]
[4,"Evaluation"]
[null,"The evaluation will be conducted in following phases;"]
["4.1.","Functionality Evaluation Criteria:\nIn this phase, Legal Aid SA will look at the most appropriate property aligned to its operation, compatible with its infrastructure and feedback from reference checks. These will include site visits of properties and presentation by the landlords where necessary. The building will be evaluated on the following functionality criteria:"]
[null,"Criteria","Weights"]
["4.1.1","Building location: -\n- Proximity to courts, shopping centres and  public transportation",15]
["4.1.2","Accessibility to the public: -\n- The accommodation should be close to public transport interchange facilities, such as taxi ranks, train stations and bus terminals.  ",15]
["4.1.3","The building should preferably be on the ground floor (or in a building with functional lifts) and be accessible to disabled people",15]
["4.1.4","The building must have secure safe lockable parking for the organization's vehicles.  Buildings with additional open free parking for the employees and clients will be an added advantage as meetings and training take place at the provincial office.",15]
["4.1.5","The building should have the required space or offer 10% more than the required space (required plus 10%).  A minimum of 72.3m² is required. Refer to the pages on Workspace Norms in this Annexure for current and workspace norms.",10]
["4.1.6","Health and Safety:\n- Sufficient safe and secure toilets male and female for employees and clients;\n- Disabled persons' toilet;\n- Wheelchair ramp entrance for disabled employees and clients;\n- Obstruction-free emergency exit with clear signage;\n- Fire detection system together with fully functional fire protection equipment;\n- Evacuation plan in place, illustrating fire escape routes and signage;\n- Plumbing and drainage system in good order;\n- Building sufficiently waterproofed;\n- The building should be both safe and secure for Legal Aid SA employees, clients, vehicles and assets;\n- Layout of building conducive to a productive and worker-friendly environment - adequate ventilation, both natural and artificial, and adequate natural and artificial light",15]
["4.1.1.","Building location and accessibility: \n1) Proximity to courts, shopping centres, public transportation. \n2) Easily accessible by disabled people.",30]
["4.1.2","Refurbishment: \n1) Commitment letter to refurbish the premises as per the tenant specification quoted in Points 3.1 to 3.9 above.  \n2) Also provide the tenant installation amount which will be applied.",15]
["4.1.3.","Building requirements: \n1) Office space offered should be on the ground floor or building with functional lift. \n2) Building should have a safe lockable parking for organisation vehicles.\n3) The building status should be in a good condition. \n4) A minimum of two toilets  for males and two for females. \n5) Building must have the potential to enhance our organisational image.",55]
[null,"TOTAL  ",{"$f":"SUM(C43:C50)-30","v":100}]
["Only Bids that score 80 points or more on functionality will be evaluated further"]
["4.2.","PPPFA Points Scoring\nQualifying bidders will be evaluated in terms of the Preferential Procurement Policy Framework Act regulations, on the 80/20 points system (tenders below R50 million), where\nPrice = 80 points, and\nB-BBEE level of contribution = 20 points"]
["4.2.1","Pricing - must include VAT, where applicable\n- Bidder must provide the total costs of accommodation for the proposed duration, with the following details: -\n* Rental rate per square metre for the proposed office space;\n* Rate per parking bay;\n* Annual escalation rate of not greater then CPI, with a motivation if this exceeds CPI;\n* Tenant installation amount offered by the bidder;\n* Tenant's share of proportionate costs with details, if applicable\n"]
[]
[5,"Implementation"]
[5.1,"Upon occupation, a snag list shall be drawn within 30 days and be submitted to the service provider, who will attend to the defects within 30 days upon receipt thereof."]
[5.2,"Service providers should give a minimum of 12 months guarantee on the services and products for the five year and above leases and a minimum of 6 months for three year leases."]
[5.3,"Standard Lease Agreement used by Legal Aid SA shall form part of the tender document and it is suggested that same be used.  In cases where service providers need their lease agreements used, no levies or contract drafting costs shall be payable by Legal Aid SA.  Such leases shall be vetted by Legal Aid SA’s legal team to ensure compliance with the organization’s policies and regulations."]
[5.4,"Service Level Agreements (SLA) may be drawn for the refurbishment project, setting out the project plan for delivery of the services.  By tendering, the service provider agrees to use the standard format of the SLA of Legal Aid SA. Non-compliance with the SLA on refurbishments, may lead to a breach of contract which will entitle Legal Aid SA to exercise its rights in terms of the SLA."]
[]
[6,"Additional Requirements"]
[6.1,"Branding requirements: Landlord willing to allow Legal Aid SA sign-board of Size: 1200mm (width) x 800mm (height), Weight/thickness 10mm mounted on the outside of the building"]
[6.2,"Colour scheme  for internal partitioned walls- – this includes reception, consultation and waiting areas Manila 17% or 33%. se only: Bristol paint for 17% Manila. Doors - Manila 17% or Manila 33. Carpets - Van Dyck Flortime range: colours Raven or Onyx – heavy duty level 5. Reception areas must be done in Van Dyck Flortime Raven to ensure a uniform public image nationally. Blinds -  Old Silver 33%. Use the colour Grey of Blind Quip’s new block out range of vertical blinds, or any colour consistent with the specified Old Silver 33% of an alternative range for vertical or venetian blinds.  "]
[6.3,"Information Technology requirements - Power skirtings accommodating computer and telephone network. Two plug points per desk. Between 5 and 6 Network points.   UPS facility integrated into specific power points (Tenant responsible for UPS Unit)"]
[6.4,"An emergency generator as a backup to electricity supply will be an additional advantage.;"]
[6.5,"Energy saving building will be an additional advantage"]

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["      Legal Aid SA - Specification evaluation criteria for procurement of office accommodation including evaluation criteria -  Mount Frere Satellite Office"]
[]
["No.","Specifications","YES","NO","Comment"]
[1,"Operational lease"]
["1.1.","The bidder should provide a copy of the title deed for the building to prove ownership. "]
["1.2.","An agent of the landlord should provide a mandate letter detailing all responsibilities that the owner of the building requires him/her to do."]
["1.3.","The properties should be offered on an operational lease, for a  minimum period of  five (5) years. Where possible, seven (7) or ten (10) year leases may also be considered. Hence the rates for seven (7) and ten (10) year leases must also be provided."]
["1.4.","The building must be zoned by the local authority  for office, business or commercial purposes. "]
["1.5.","The premises must have a valid electrical compliance certificate and a municipal occupation certificate prior to occupation of the premises. "]
["1.6.","The Landlord should be willing to include a clause in the lease agreement regarding right of first refusal where the building will be first offered to Legal Aid SA should it be up for sale subject to Legal Aid SA adhering to its Supply Chain Management Policy. "]
["1.7.","A floor plan (not to scale) sketch must be provided indicating the office layout as per the detailed work space norms on the last page of this document. The floor plan must highlight areas that are already partitioned. In the case of an existing landlord, the floor plan must highlight areas that are require repartitioning."]
["1.8.","The Landlord must be willing to undertake all refurbishments on behalf of Legal Aid SA. Legal Aid SA will reimburse the Landlord for all costs negotiated less any Tenant Installation Allowance provided. The refurbishments will form part of the final lease signed."]
["1.9.","The lease proposal must include an estimate of the costs of refurbishment and the Tenant Installation Allowance Offered in accordance with the detailed work space norms provided on the last page of this document"]
["1.10.","Buildings that have rising damp or visible structural defects including wall cracks exceeding 5 mm will not be considered for further evaluation."]
["1.11.","No deposit shall be paid for rental of the building."]
["1.12.","Where possible a separate electricity meter should be in place which is managed and controlled by the local municipality or Eskom. No other meter system will be accepted."]
["1.13.","The Landlord must ensure proper and adequate maintenance of the exterior of leased premises together with common areas for the duration of the agreement."]
["1.14.","Legal Aid SA reserves the right into enter into further negotiations for reduced or greater space and a reduced rental or refurbsigment costs."]
["1.15.","Standard Lease Agreement used by Legal Aid SA shall form part of the tender document and it is suggested that same be used.  In cases where service providers need their lease agreements used, no levies or contract drafting costs shall be payable by Legal Aid SA.  Such leases shall be vetted by Legal Aid SA’s legal team to ensure compliance with the organization’s policies and regulations."]
["1.16.","Legal Aid SA reserves the right not to make any appointment and shall not entertain any claim for costs that may have been incurred in the preparation and the submission of proposals."]
[]
[2,"Evaluation"]
[null,"The evaluation will be conducted in following phases;"]
["2.1.","Functionality Evaluation Criteria:\nIn this phase, Legal Aid SA will look at the most appropriate property aligned to its operation, compatible with its infrastructure and feedback from reference checks. These will include site visits of properties and presentation by the landlords where necessary. The building will be evaluated on the following functionality criteria:"]
[null,"Criteria","Weights"]
["2.1.1.","Building location and accessibility: (<1km)\ni. What is the approximate distance from courts being serviced using a motorvehicle?\nii. What is the approximate distance from court being serviced by foot taking into account public/private walkways?\niii. What is the approximate distance of building from  public transport interchange facilities, such as taxi ranks, train stations and bus terminals?  \niv. Is the location accessible to disabled persons who make use of public transport?\nv. Will the premises be easily visible to the public or our clients?\nvi. Is the building a standalone building?\nvii. Easily accessible by disabled people.\nNB: Building located >1km will be scored lower points.",40]
["2.1.2.","Building requirements: \ni. Is the building in a safe location?\nii. Is the building away from industrial areas including spray painting shops and other factories that spew toxic fumes.\niii. What is the general state of the building\niv. Are the offices on the ground floor?\nv. If the offices are not on the ground floor is there a functional lift? \nvi. Is there secured safe lockable parking for the organizations’ vehicles?\nvii. Is the building and perimeter fence properly secured?\nviii. Is there a security alarm system?\nix. Is there a fire detection alarm system?\nx. Is there a fire escape?\nxi. Are the sufficient fire hoses and extinguishers in the building?\nxii. Is there secured safe parking for employees vehicles?\nxiii. Is there open parking for the vehicles of employees and clients? \nxiv. Does the building have the required space?\nxv. Are there male and female toilets?\nxvi. Are the toilets located within the office area?\nxvii. If the toilets are outside the office area how many meters away from the office is it located? \n\n",60]
[null,"xviii. Are the toilets safe for our employees to use?\nxix. Are there public toilets for our clients to use?\nxx. Are there visible cracks greater than 3mm on the builiding?\nxxi. Is the outside of the building painted?\nxxii. Is the any evidence of rising damp on the outside of the building and in the premises to be occupied by us?\nxxiii. Are there any roof leaks or damp walls caused by roof leaks  in the premises to be occupied by us?\nxxiv. Are the walls on the inside painted and the floors tiled or carpeted?\nxxv. Are there leaking water pipes?\nxxvi. Are than clogged drains and leaking waste water and sewer pipes?\nxxvii. Are there sufficient emergency exists in the premises?\nxxviii. Is there adequate natural lighting?\nxivx. Is there adequate natural ventiliation.\nxxx. Is there there an air conditioning system?\nxxxi. Is there sufficient artificial lighting?\nxxxii. Is there sufficent powerpoints?\nxxxiii. Are there any network points in the premises?\nxxxiv. Are there loose and exposed electrical wiring and fittings?\nxxxv. Are there any energy saving devices installed in the premises?\nxxxvi. Is there an emergency generator as a backup to electricity supply? \nxxxvii. Is the Landlord willing to undertake all refurbishments on behalf of Legal Aid SA?\nxxxviii. Is there a separate electricity/water meter in place which is manged and contolled by the local municipality or Eskom? If not is the Landlord willing to install separate water/electricity?\n"]
[null,"TOTAL  ",{"$f":"SUM(C32:C34)","v":100}]
["Only Bids that score 80 points or more on functionality will be evaluated further"]
["2.2.","PPPFA Points Scoring\nQualifying bidders will be evaluated in terms of the Preferential Procurement Policy Framework Act regulations, on the 80/20 points system (tenders below R50 million), where\nPrice = 80 points, and\nB-BBEE level of contribution = 20 points"]
["2.2.1","Pricing - must include VAT, if registered VAT Vendor or application made to SARS to register as a VAT Vendor (Proof must be attached)\n- Bidder must provide the total costs of accommodation for the proposed duration, with the following details: -\n* Rental rate per square metre for the proposed office space;\n* Rate per parking bay;\n* Annual escalation rate of not greater then CPI, with a motivation if this exceeds CPI;\n* Tenant installation amount offered by the bidder;\n* Tenant's share of proportionate costs with details, if applicable\n"]
[]
[3,"Implementation"]
[3.1,"Upon occupation, a snag list shall be drawn within 30 days and be submitted to the service provider, who will attend to the defects within 30 days upon receipt thereof."]
[]
[4,"Following Additional Requirements will be an advantage"]
["4.1.","Partitioning as per Legal Aid SA's specification"]
["4.2.","Air-conditioning (preferably split units)   "]
["4.3.","Painting - with corporate colours"]
["4.4.","Floor covering - with corporate colours"]
["4.5.","Power skirtings - with two power plugs per work station - one being specifically for computers"]
["4.6.","Network and telephone points"]
["4.7.","Blinds - with corporate colours"]
["4.8.","Space plan"]
["4.9.","UPS facility integrated into specific power points (Tenant responsible for UPS Unit)"]
["4.10.","Branding requirements: Landlord willing to allow Legal Aid SA sign-board of Size: 1200mm (width) x 800mm (height), Weight/thickness 10mm mounted on the outside of the building"]
["4.11.","Colour scheme  for internal partitioned walls- – this includes reception, consultation and waiting areas Manila 17% or 33%. se only: Bristol paint for 17% Manila. Doors - Manila 17% or Manila 33. Carpets - Van Dyck Flortime range: colours Raven or Onyx – heavy duty level 5. Reception areas must be done in Van Dyck Flortime Raven to ensure a uniform public image nationally. Blinds -  Old Silver 33%. Use the colour Grey of Blind Quip’s new block out range of vertical blinds, or any colour consistent with the specified Old Silver 33% of an alternative range for vertical or venetian blinds.  "]
["4.12.","Information Technology requirements - Power skirtings accommodating computer and telephone network. Two plug points per desk. Between 24 and 25 Network points.   UPS facility integrated into specific power points (Tenant responsible for UPS Unit)"]
["4.13.","An emergency generator as a backup to electricity supply;"]
["4.14.","The building must have natural ventilation and natural light."]
["4.15.","The building must be accesible to disabled persons and include, ramps and/or lifts where necessay."]
["4.16.","Energy saving building will be an additional advantage."]

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["      LEGAL AID SA SPECIFICATION: EVALUATION CRITERIA FOR PROCUREMENT OF OFFICE ACCOMMODATION IN KWAZULU NATAL PROVINCIAL OFFICE"]
[]
["No.","TERMS AND CONDITIONS OF THE SPECIFICATION","YES","NO","Comment"]
[1,"OPERATIONAL LEASE REQUIREMENTS"]
["1.1.","The properties should be offered on an operational lease, for a  minimum period of  five (5) years. "]
["1.2.","No deposit shall be paid for rental of the leased office accommodation."]
["1.3.","The building offered must be habitable for office use and the bidder must be open for negotiation with Legal Aid SA for Tenant Installation Allowance."]
["1.4.","The lease proposal must include an estimate of the costs of refurbishment and the Tenant Installation Allowance offered in accordance with the detailed work space norms provided on the last page of this document."]
["1.5.","The Landlord must be willing to undertake all refurbishments on behalf of Legal Aid SA in line with Construction Industry Development Board (CIDB) requirements. Legal Aid SA will reimburse the Landlord for all costs negotiated less any Tenant Installation Allowance provided on condition that if the costs of refurbishment exceed the contribution of the Landlord, the latter must advise the Tenant timeously and obtain consent from the Tenant prior to commencing with refurbishments in excess of the contribution amount. The refurbishments will form part of the signed lease agreement."]
["1.6.","Legal Aid SA reserves the right to negotiation for space, rental and refurbishment costs."]
["1.7.","A separate water and electricity meter must be in place which is managed and controlled by the local municipality or Eskom. No other meter system will be accepted."]
["1.8.","The Landlord must ensure proper and adequate maintenance of the exterior of leased premises together with common areas for the duration of the agreement."]
["1.9.","The Landlord must be willing to include a clause in the lease agreement regarding right of first refusal where the building will be first offered to Legal Aid SA should it be up for sale subject to Legal Aid SA adhering to its Supply Chain Management Policy. "]
["1.10.","Standard Lease Agreement used by Legal Aid SA shall form part of the tender document . By submitting the tender, the Landlord agrees that it will use the agreement and Legal Aid SA reserves its rights to reject the Landlord from using their own lease agreement.  In cases where  Legal Aid SA waives its right to use its standard lease agreement,  no levies or contract drafting costs shall be payable by Legal Aid SA.  Such leases shall be vetted by Legal Aid SA’s legal team to ensure compliance with the organization’s policies and regulations."]
["1.11.","Legal Aid SA reserves the right not to make any appointment and shall not entertain any claim for costs that may have been incurred in the preparation and the submission of proposals."]
["1.12.","Building that have no rising damp or visible structural defects or wall cracks. Building with structural defects and wall cracks exceeding 5mm will not be considered for further evaluation. "]
[]
[2,"Evaluation Criteria"]
[null,"The bid will be evaluated in five (5) phases as outlined below:"]
["2.1.","Phase 1: Responsiveness"]
["2.1.1.","Bidders must ensure that they complete and sign documents as indicated below, and the documents must be submitted as part of the bid document by the closing date and time:\ni. Signed SBD 1: Invitation to Bid.\nii. Signed SBD 3.1: Pricing schedule – firm prices (Purchases).\niii. Signed SBD 4: Bidder's Declaration.\niv. Signed SBD 6.1: Preference Points claim form in terms of the Preferential Procurement Regulations 2017.\nv. Original or certified valid B-BBEE certificate or sworn affidavit. JV must submit a consolidated B-BBEE certificate. The bidder must be registered on Central Supplier Database (CSD): The bidder must ensure that their company is registered on CSD (attach the CSD report with the bid document or provide bidder CSD registration number). \nvi. Municipal Account Statement and/or electricity account of not older than two (2) months from the tender closing date.\nvii. The bid must be submitted with the latest CSD reports of all parties (agent, landlord/JV partners etc.)"]
["2.2.","Phase 2: Disqualification Criteria"]
["2.2.1","i) A bidder must provide a copy of the title deed for the building as proof of property ownership. "]
[null,"ii) An agent/entity of the landlord must provide a signed letter or relationship agreement with detailed responsibilities that the owner of the building has granted to the agent/entity for the leasing of the office building. Bidder must submit a signed confirmation letter/ relationship agreement. The letter must be in the company’s letterhead signed by a delegated authority of all parties."]
[null,"NB: Failure to comply with the above will result in the bid not being evaluated for Phase 3, 4 and 5."]
["2.3.","Phase 3: Functionality\nIn this phase, Legal Aid SA will look at the most appropriate property aligned to its operation, compatible with its infrastructure and feedback from reference checks. These will include site visits of properties and bid documents submitted by the landlords. The building will be evaluated on the following functionality criteria:"]
[null,"Functionality Evaluation Criteria\n","Points"]
["2.3.1.","Building Documentation\n\n\n",30]
[null,"i. Building inspection conducted by Legal Aid SA officials and the bidder within five (5) days upon request by Legal Aid SA. (5 points)"]
[null,"ii. A bidder must submit a copy of actual building compliance documents: (25 points)\na) Approved building plan (5 points); \nb) Occupancy Certificate (10 points);\nc) Zoning Certificate (2 points); \nd) Fire Protection/Evacuation Plan ( 2 points); \ne) Electrical Compliance Certificate (2 points):\nf) Pests Control Certificate (2 points) and \ng) Building Maintenance plan (2 points).      \nNB Zero point will be allocated for criteria/subcriteria not met or substantiated.           \n"]
["2.3.2.","Building location and accessibility:  (Targeted area Pinetown)",30]
[null,"i. Aerial plan indicating the following to be attached.\na) Building must be located in the targeted area and accessible through main routes =  (20 points)\nb) Building located outside the targeted area but within 1km radius = (10 points)\nc) Building located outside the targeted area by more than 1km radius = (0 points)\n"]
[null,"ii. A building must be accessible to people living with disabilities. NB: Site Inspection will be conducated by Legal Aid SA's official to verify.\na) Building with ramps, lifts if offices not on ground floor and signage.  (10 points)                                                                                                            b) Building which is not accessible to persons living with disabilities. =  (0 points)"]
["2.3.3","Building requirements: \n\n\n",30]
[null,"i. Office space (20 points)"]
[null,"Office building must have the following: \na) air-conditioners = 5 points;\nb) electrical plugs per office = 5 points ; \nc) ablution facilities as per space norm = 5 points; \nd) fire escape routes/emergency exits = 5 points. \nNB Zero point will be allocated for criteria/subcriteria not met or substantiated."]
[null,"ii. Parking Space (10 points)"]
[null,"A building with: \na) availability minimum of 4 covered lockable parking bays on the premises; (8 points)\nb) availability minimum of 4 covered parking bays behind locked gate on the premises; (6 points);                                                                                              \nc) additional free open parking bay for Legal Aid SA's employees, visitors and clients within the premises. (2 points).\nd) No information or insufficient parking provided (0 points)"]
["2.3.4","Building Conditions and Availability:\ni. The premises must be within a safe and secure office environment zoned for office or business use, as deemed acceptable as Land Use Management Scheme/Town Planning Scheme. The buildings (including the office offered to the Legal Aid SA) comprising the bidder’s proposal and that of neighboring properties must have acceptable look, promote Legal Aid SA image and its business objectives.  (8 points)\nii. The premises must be made available for occupation by the 01 March 2024. (2 points)\nNB Zero point will be allocated for criteria/subcriteria not met or substantiated.",10]
[null,"TOTAL  ",{"$f":"SUM(C34:C45)","v":100}]
["Only Bids that score 70 points or more on functionality will be evaluated further. "]
["2.4.1","Phase 4: Compliance Criteria \nQualifying bidders from Phase 3 are subjected to confirmation/verification of the following occupational and building compliance documents as per below. Failure to submit the documents required as part of the due diligence process, within 7 working days from request, the bidder will be disqualified from further evaluation:\ni) Approved building plans;\nii) Occupancy Certificate;\niii) Zoning certificate;\niv) Fire protection/evacuation plan; \nv) Electircal compliance certificate;\nvi) Pest Control Certificate; \nvii) Building Maintenance Plan (Before occupation & post occupation); "]
["2.4.2","Phase 5: Price and B-BBEE\nii. PPPFA Points Scoring\nQualifying bidders will be evaluated in terms of the Preferential Procurement Policy Framework Act (PPPFA), Procurement Regulations 2017. The value of this bid is estimated not to exceed R50 000 000 (all applicable taxes included), the 80/20 points system will apply, where: \nPrice = 80 points, and B-BBEE level of contribution = 20 points"]
[null,"Pricing - must include VAT, if registered as a VAT Vendor or application made to SARS to register as a VAT Vendor (Proof must be attached)\n- Bidder must provide the total costs of accommodation for the proposed duration, with the following details: -\n* Rental rate per square metre for the proposed office space;\n* Rate per parking bay;\n* Annual escalation rate of not greater then CPI, with a motivation if this exceeds CPI;\n* Tenant installation amount offered by the bidder;\n* Tenant's share of proportionate costs with details, if applicable.\n* Tenant Estimated Installation Cost: Tenant installation costs as per Legal Aid SA space norm will be applied on price evaluation to determine the best value for money.\n"]
[3,"Implementation"]
[3.1,"Upon occupation, a snag list shall be drawn within 30 days and be submitted to the service provider, who will attend to the defects within 30 days upon receipt thereof."]
[]
[4,"Additional Requirements are as follows."]
["4.1.","Partitioning as per Legal Aid SA's specification"]
["4.2.","Air-conditioning (preferably split units)   "]
["4.3.","Painting - with corporate colours"]
["4.4.","Floor covering - with corporate colours"]
["4.5.","Power skirtings - with two power plugs per work station - one being specifically for computers"]
["4.6.","Network and telephone points"]
["4.7.","Blinds - with corporate colours"]
["4.8.","Space plan"]
["4.9.","UPS facility integrated into specific power points."]
["4.10.","Branding requirements: Landlord willing to allow Legal Aid SA sign-board of Size: 1200mm (width) x 800mm (height), Weight/thickness 10mm mounted on the outside of the building"]
["4.11.","Information Technology requirements - Power skirtings accommodating computer and telephone network. Two plug points per desk. Between 5 and 6 Network points.   UPS facility integrated into specific power points."]
["4.12.","An emergency generator as a backup to electricity supply;"]
["4.13.","The building must have natural ventilation and natural light."]
["4.14.","The building must be accesible to disabled persons and include, ramps and/or lifts where necessay."]
["4.15.","Energy saving building will be an additional advantage."]

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[]
["Comparison of existing facilities at Kwazulu Natal Provincial Office with Legal Aid SA Space Norms"]
["A","B","C","D","E","F"]
["Office"," m²","Toilet Specifications  (Toilets included in Column D)","Number of Offices, cubicles and open spaces ","No. Employees","No. Parking Bays\n(Parking Bays not included in Column D)"]
["Current Building Statistics",393,"Toilets not in office but in the building for Legal Aid staff to use with other offices","10 offices,\n(1 open space-Reception Area), \n1 storerooms, \n1 Server room\n Kitchens,\n1 boardroom,\n1 training centre),",10,8]
["Per work space norms/ requirements",{"$f":"'Workspace Norm'!G31","v":{"v":297.12,"d":"297"}},"2 Toilets \n>Females: (3 cubicles and 3 basins)\n>Males (3 cubicles, 3 basins and 3 urinals)\n>Disabled toilet","10 offices, 7 facility rooms and 1 designated open areas which serve as area for visitors",{"$f":"'Workspace Norm'!C33","v":10},8]

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[]
[]
["Legal Aid SA - Workspace Norms for Kwazulu Natal Provincial Office\n"]
["Position","Number of Employees","Offices Required","Cubicles Required","Open Area","Space Allocation per employee position/ facility","Total space m²","Comments"]
["Space allocation based on employees"]
["Provincial Executive",1,1,null,null,20,{"$f":"B6*F6","v":20},"Office"]
["Provincial Legal Manager",1,1,null,null,15,15,"Office"]
["Supervision Legal Manager",1,1,null,null,12,12,"Office"]
["Provincial Finance Manager",1,1,null,null,12,12,"Office"]
["Provincial Human Resources",1,1,null,null,12,12,"Office"]
["Provincial Communication Practitioner",1,1,null,null,12,12,"Office"]
["Finance Admin Officer",1,1,null,null,8,8,"Office"]
["Human Resource Admin Officer",1,1,null,null,8,8,"Office"]
["PA to Provincial Executive including waiting area",1,1,null,null,8,8,"Office"]
["Regional Technician ",1,1,null,null,8,8,"Office"]
["Intern office",0,1,null,null,8,{"$f":"F16*C16","v":8},"Office"]
["Total Space based on employees ",{"$f":"SUM(B6:B16)","v":10},11,0,0,123,123]
["Space allocation based on facilities"]
["Average number of attendees for Board Room meetings",32]
["Average number of attendees for Training Workshops",32]
["Registry/ Filing Room & Stationery",null,1,null,null,9,{"$f":"C21*F21","v":9}]
["Waiting area",{"$nulls":3},1,9,{"$f":"E22*F22","v":9},"Window from the PA's Office to monitor waiting area"]
["Boardroom",null,1,null,null,{"$f":"IF(B19*1.4<60, B19*1.4, 60)","v":{"v":44.8,"d":"45"}},{"$f":"C23*F23","v":{"v":44.8,"d":"45"}},"Board room can be dual purpose i.e. temporary partitions to convert into additional consultation rooms when not used for meetings. "]
["Training Room ",null,1,null,null,{"$f":"IF(B20*1.4<70, B20*1.4, 70)","v":{"v":44.8,"d":"45"}},{"$f":"C24*F24","v":{"v":44.8,"d":"45"}},"Training room can be dual purpose i.e. temporary partitions to convert into additional  rooms when not used for training"]
["Kitchen",null,1,null,null,8,{"$f":"C25*F25","v":8}]
["Toilet",{"$nulls":4},8,{"$f":"C26*F26","v":0},"Female Toilet: (3 cubicles and 3 basins)\nMale Toilet: (3 cubicles, 3 basins and 3 urinals for males)\n1 Toilet must be accessible to disabled people."]
["Server/Network room",null,1,null,null,9,{"$f":"C27*F27","v":9},"Ventilated"]
["Total Space based on facilities",null,{"$f":"SUM(C21:C27)","v":5},{"$f":"SUM(D21:D27)","v":0},{"$f":"SUM(E21:E27)","v":1},null,{"$f":"SUM(G21:G27)","v":{"v":124.6,"d":"125"}}]
["Total Space Requirements",{"$nulls":5},{"$f":"G17+G28","v":{"v":247.6,"d":"248"}}]
["Walkways, stairs and hallways",{"$nulls":5},{"$f":"G29*20/100","v":{"v":49.52,"d":"50"}}]
["TOTAL",{"$f":"B28+B17","v":10},{"$f":"C28+C17","v":16},{"$f":"D28+D17","v":0},{"$f":"E28+E17","v":1},{"$f":"F28+F17","v":123},{"$f":"G29+G30","v":{"v":297.12,"d":"297"}},"Minimum Space required"]
[]
["Total Number of Employees",null,{"$f":"B17","v":10}]
["Total Number of Offices, Cubicles and Toilets",null,{"$f":"C31","v":16}]

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["      Legal Aid SA - Specification evaluation criteria for procurement of office accommodation including evaluation criteria -  Kroonstad Local Office"]
[]
["No.","Specifications","YES","NO","Comment"]
[1,"Operational lease"]
["1.1.","The properties should be offered on an operational lease, for a  minimum period of  five (5) years. Where possible, seven (7) or  nine  (9 years 11 months) leases may also be considered. Hence the rates for seven (7) and nine (9 years 11 months) leases must also be provided."]
["1.2.","No deposit shall be paid for rental of the leased office accommodation."]
["1.3.","A bidder must provide Tenant Installation Allowance of not less than 5 months rental amount."]
["1.4.","The lease proposal must include an estimate of the costs of refurbishment and the Tenant Installation Allowance offered in accordance with the detailed work space norms provided on the last page of this document."]
["1.5.","The Landlord must be willing to undertake all refurbishments on behalf of Legal Aid SA in line with Construction Industry Development Board (CIDB) requirements. Legal Aid SA will reimburse the Landlord for all costs negotiated less any Tenant Installation Allowance provided. The refurbishments will form part of the signed lease agreement."]
["1.6.","Legal Aid SA reserves the right to negotiation for space, rental and refurbishment costs."]
["1.7.","A separate electricity meter must be in place which is managed and controlled by the local municipality or Eskom. No other meter system will be accepted."]
["1.8.","The Landlord must ensure proper and adequate maintenance of the exterior of leased premises together with common areas for the duration of the agreement."]
["1.9.","The Landlord must be willing to include a clause in the lease agreement regarding right of first refusal where the building will be first offered to Legal Aid SA should it be up for sale subject to Legal Aid SA adhering to its Supply Chain Management Policy. "]
["1.10.","Standard Lease Agreement used by Legal Aid SA shall form part of the tender document . By submitting the tender, the Landlord agrees that it will use the agreement and Legal Aid SA reserves its rights to reject the Landlord from using their own lease agreement.  In cases where  Legal Aid SA waives its right to use its standard lease agreement,  no levies or contract drafting costs shall be payable by Legal Aid SA.  Such leases shall be vetted by Legal Aid SA’s legal team to ensure compliance with the organization’s policies and regulations."]
["1.11.","Legal Aid SA reserves the right not to make any appointment and shall not entertain any claim for costs that may have been incurred in the preparation and the submission of proposals."]
[]
[2,"Evaluation"]
[null,"The evaluation will be conducted in following phases;"]
["2.1.","Mandatory Requirements"]
["2.1.1.","A bidder must provide a copy of the title deed for the building to prove ownership. "]
["2.1.2.","An agent/entity of the landlord must provide a relationship agreement with detailed responsibilities that the owner of the building has granted. Bidder must submit a confirmation letter in the company’s letterhead. Letter must be signed by delegated authority as per company’s resolution."]
["2.1.3.","A bidder must provide an approved building plan, approved existing floor plan and proposed floor plan must be provided indicating the office layout as per the detailed work space norms on the last page of this document. A proposed floor plan must highlight areas that are already partitioned. In the case of an existing landlord, the floor plan must highlight areas that are require repartitioning."]
["2.1.4.","A bidder must provide zoning certificate issued by the local authority for office, business or commercial purposes. "]
["2.1.5.","A bidder must provide a valid electrical compliance certificate and a municipal occupation certificate of the premises. "]
[null,"NB: NB: ALL THE ABOVE MANDATORY REQUIREMENTS WILL BE SUBJECTED TO SITE INSPECTION/EVALUATION. ANY BIDDER WHO WILL NOT COMPLY WITH ABOVE MANDATORY REQUIREMENTS MAY BE DISQUALIFED FROM THE BIDDING PROCESS."]
["2.2.","Functionality Evaluation Criteria:\nIn this phase, Legal Aid SA will look at the most appropriate property aligned to its operation, compatible with its infrastructure and feedback from reference checks. These will include site visits of properties and presentation by the landlords where necessary. The building will be evaluated on the following functionality criteria:"]
[null,"Criteria\nScoring Value: 1=Poor; 2=Average; 3=Good; 4=Very Good; 5=Excellent","Weights"]
["2.2.1.","Building location and accessibility: \n(Distance value allocation - less than (<): <2km=5, <3km=4; <4km=3; <5km=2; >5km=1)\ni. The rental office space offered must be located in Kroonstad within reasonable walking distance to court.  (20)\nii. The rental office space must be within reasonable walking distance from taxi rank or public transport route. (10)\niii. A building must be accessible to people living with disabilities. (Ramps, lifts if offices not on ground floor and signage) (10)",40]
["2.2.2.","Building requirements: \ni. A bidder must provide a layout of the floor plan indicating air-conditioner locations, electrical plugs per office, fire escape routes and emergency exits. (10)\nii. A bidder must indicate the minimum required ablution facilities on the floor plan as per the tender requirement.  (5)\niii. A bidder must ensure the building has fire protection and safety features to protect the building and assets in the event of fire by providing Fire Certificate of Compliance. (5)\niv. Parking on same premises and accessibility: a) Secured and lockable parking for Legal Aid SA's vehicles. b) Access to secured parking for Legal Aid SA's employees, visitors and clients. (10).\n(Municipal clearance certificate/account statement value allocation - Not older than three monts and not in arrears =5 points. Non-provision of Certificate/Statement or provision of statement older than three months or stement in arrears =0 points)\nv. A bidder must attach a municipal clearance certificate / account statement not older than three (3) months before the closing date of the tender which indicates the building offered is cleared of any arears (services & rates and taxes accounts). (5)",35]
["2.2.3.","Building Conditions and Availability:\ni. The premises must be within a safe and secure office environment, as deemed acceptable by the Legal Aid SA in its sole and absolute discretion, which inter alia means that the property and the buildings (including the office offered to the Legal Aid SA) comprising the bidder’s proposal and that of neighboring properties must have acceptable look, promote Legal Aid SA image and its business objectives. Proposal for offices within industrial areas or operating from residential areas or houses etc. will not be considered. (20)\nii. The premises must be made available for occupation by the 01 May 2023. Buildings that have rising damp or visible structural defects including wall cracks exceeding 5 mm will not be considered for further evaluation. (5)",25]
[null,"TOTAL  ",{"$f":"SUM(C34:C36)","v":100}]
["Only Bids that score 70 points or more on functionality will be evaluated further"]
["2.2.","Objective Criteria \nLegal Aid SA promotes the concept of \"best value for money\" in the award of contracts, as opposed to merely looking for lowest price, which does not necessarily present the best value. Best value for money means the best available outcome when all relevant costs and benefits over the procurement cycle are considered.\nPPPFA Points Scoring\nQualifying bidders will be evaluated in terms of the Preferential Procurement Policy Framework Act (PPPFA), Procurement Regulations 2017. The value of this bid is estimated not to exceed R50 000 000 (all applicable taxes included), the 80/20 points system will apply, where: \nPrice = 80 points, and\nB-BBEE level of contribution = 20 points"]
["2.2.1","Pricing - must include VAT, if registered VAT Vendor or application made to SARS to register as a VAT Vendor (Proof must be attached)\n- Bidder must provide the total costs of accommodation for the proposed duration, with the following details: -\n* Rental rate per square metre for the proposed office space;\n* Rate per parking bay;\n* Annual escalation rate of not greater then CPI, with a motivation if this exceeds CPI;\n* Tenant installation amount offered by the bidder;\n* Tenant's share of proportionate costs with details, if applicable.\n* Tenant Estimated Installation Cost: Tenant installation costs as per Legal Aid SA space norm will be applied on price evaluation to determine the best value for money.\n"]
[3,"Implementation"]
[3.1,"Upon occupation, a snag list shall be drawn within 30 days and be submitted to the service provider, who will attend to the defects within 30 days upon receipt thereof."]
[]
[4,"Following Additional Requirements will be an advantage"]
["4.1.","Partitioning as per Legal Aid SA's specification"]
["4.2.","Air-conditioning (preferably split units)   "]
["4.3.","Painting - with corporate colours"]
["4.4.","Floor covering - with corporate colours"]
["4.5.","Power skirtings - with two power plugs per work station - one being specifically for computers"]
["4.6.","Network and telephone points"]
["4.7.","Blinds - with corporate colours"]
["4.8.","Space plan"]
["4.9.","UPS facility integrated into specific power points (Tenant responsible for UPS Unit)"]
["4.10.","Branding requirements: Landlord willing to allow Legal Aid SA sign-board of Size: 1200mm (width) x 800mm (height), Weight/thickness 10mm mounted on the outside of the building"]
["4.11.","Colour scheme  for internal partitioned walls- – this includes reception, consultation and waiting areas Manila 17% or 33%. se only: Bristol paint for 17% Manila. Doors - Manila 17% or Manila 33. Carpets - Van Dyck Flortime range: colours Raven or Onyx – heavy duty level 5. Reception areas must be done in Van Dyck Flortime Raven to ensure a uniform public image nationally. Blinds -  Old Silver 33%. Use the colour Grey of Blind Quip’s new block out range of vertical blinds, or any colour consistent with the specified Old Silver 33% of an alternative range for vertical or venetian blinds.  "]
["4.12.","Information Technology requirements - Power skirtings accommodating computer and telephone network. Two plug points per desk. Between 5 and 6 Network points.   UPS facility integrated into specific power points (Tenant responsible for UPS Unit)"]
["4.13.","An emergency generator as a backup to electricity supply;"]
["4.14.","The building must have natural ventilation and natural light."]
["4.15.","The building must be accesible to disabled persons and include, ramps and/or lifts where necessay."]
["4.16.","Energy saving building will be an additional advantage."]