Renting of Office Space

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1 THE MAURITIUS TELUGU CULTURAL CENTRE TRUST BIDDING DOCUMENTS Issued on 17 August 2015 For Renting of Office Space In The Region of Port-Louis Procurement Ref No: OAB 1 of 2015/2016 Project: To Accommodate The Mauritius Telugu Cultural Centre Trust Office Procuring Entity: Mauritius Telugu Cultural Centre Trust

2 THE MAURITIUS TELUGU CULTURAL CENTRE TRUST Expressions of Interest for The Renting of Office Space with Amenities (Authorised under section 24(2) of the Public Procurement Act of 2006) COMMUNIQUE 1. The Mauritius Telugu Cultural Centre Trust intends to rent an office space of an area around 150 m 2 for office purposes in the region of Port Louis for a duration of three (3) years and renewable thereafter for an additional period of two (2) years. 2. The proposed building should be of reinforced concrete, within a radius of 200 metres from the nearest bus stop or bus station, with easy access for vehicles and provided with essential amenities such as partitions, toilet facilities(male & female separately), water, adequate lighting, power point, telephone and networking infrastructure etc. to serve as offices, Committee Rooms, etc. Quotation Form together with the finalized detailed requirements will be made available as from the 17 th of August, 2015 through any of the following modes: (i) direct download from the Public Procurement Portal: ppo.govmu.org or culture.govmu.org (ii) by post after making a request by calling on the phone numbers during office hours: (iii) by post after sending an application addressed to: The Mauritius Telugu Cultural Centre Trust Office, 3 rd Floor, Orchid Tower, Sir William Newton Street, Port-Louis, giving full name, address and phone number; or (iv) by calling personally at the above mentioned Office for collection. The duly completed Bidding Document should be sealed in a single envelope, clearly marked with the Procurement Reference Number and the Bidder s name at the back of the envelope and addressed to the Mauritius Telugu Cultural Centre Trust Office, 3 rd Floor, Orchid Tower Building, Sir William Newton Street, Port Louis. The sealed envelopes should be deposited in the Quotation/Tender Box located at the said office not later than 1300 hours local time on or before the 16 th of September, Quotations by hand or by post should reach the same address by the same date and time at latest. Late quotations will be rejected and shall be returned unopened to the bidder concerned. The Mauritius Telugu Cultural Centre Trust requires that the Office Space with all necessary amenities be made available as from 1 st December 2015 or 1 st January The MAURITIUS TELUGU CULTURAL CENTRE TRUST reserves the right to:- (a) accept or reject any bid; and (b) annul the bidding process and reject all bids at any time prior to contract award, without incurring any liability towards the bidder. Date: 15 August 2015

3 General Terms and Conditions Applicable 1. Rights of Public Body The Mauritius Telugu Cultural Centre Trust, shall have the rights to (a) request clarifications at time of evaluating the quotations and (b) reject any quotation and (c) is not bound to accept the lowest or any quotation. 2. Prices The monthly rental fee quoted shall be firm throughout the contract period and inclusive of VAT and any other prevailing taxes and charges payable by the building owner. 3. The Contract The letter of Acceptance together with this Quotation form shall constitute the contract between the Mauritius Telugu Cultural Centre Trust and the Lessor which will be followed by a Standard Lease Agreement. 4. Employer The Mauritius Telugu Cultural Centre Trust inviting the Quotation is the Lessee for the purpose of entering into contract with the successful bidder referred hereto as Lessor. 5. Project Manager The Project Manager is the person appointed by the Lessee responsible for supervising the execution of the services and administrating the contract. 6. Advanced payment Advance payment is not applicable. 7. Payment The Lessee undertakes to effect payment for rent by the 5 th day of each month at latest. 8. Eligibility of Bidders Bidders should prove themselves to be owner of the building and overall premises and duly authorized to enter into a lease agreement with a third party. Bidders should submit evidence of their ownership of the premises. 9. Validity of Quotation The quotation validity period shall be 120 days as from the date of submission deadline. 10. Clarification of Quotation form For any clarification of the quotation form, Bidders may contact the Mauritius Telugu Office in writing or by calling on during office hours. 11. Amendment of quotation form Before the deadline for submission of quotation, the Mauritius Telugu Cultural Centre Trust Office may modify the quotation form by issuing addenda. Any addendum issued shall be communicated in writing to everyone having obtained the quotation forms.

4 12. Evaluation Methodology (a) After receiving the bids, premises offered will be visited by the Bid Evaluation Committee to identify those premises that meet the specified requirements. (b) Proposals that are completely out in satisfying the general requirements will be rejected. Those satisfying the general requirements and specified details requirements, and those that meet the general requirements and may be made to satisfy the detailed requirements will be retained for further evaluations. (c) Proposals that are responsive and those that may after arranging for the required fixtures and fittings satisfy the requirements of the Civil Status Division s Requirements shall be subject to an evaluation based on a marking system as defined hereunder: Marking for technical merit (Tm): Table of Rating Factors for Lease of Real Estate I II III Rating Factors Weight (%) Marks Location and Site Condition 1. Accessibility (30) 2. Topography and Drainage (25) 3. Parking space (20) 4. Land classification, utilization, and assessment (15) 5. Other added amenities (10) (100) Neighborhood Data 1. Prevailing rental rate (25) 2. Sanitation and health condition (25) 3. Adverse influence (20) 5. Police and fire station (15) 6. Cafeterias & other facilities for the staff and customers (10) 7. Banking/postal/telecom (5) (100) Real Estate 1. Structural condition (30) 2. Functionality a. Module (6) b. Room arrangement (6) c. Circulation (6) d. Light and ventilation (6) e. Space requirements (6) 3. Facilities a. Water supply and toilet (6) b. Lighting system (6) c. Elevators (6) d. Fire escapes (6) e. Firefighting equipment (6) 4. Other requirements a. Maintenance (5) b. Attractiveness (5) 100

5 Rating Factors Weight (%) Marks I. Location and Site Condition (.25) = II. Neighborhood Data (.25) = III. Real estate (.50) = Factor Value Marking for financial merit (Fm): Rating Factors Weight (%) Marks I. Rental of office space (monthly) 100 The lowest rental rate shall obtain the maximum mark 100 whilst the others shall be allocated marks inversely proportional of the lowest rental to the quoted rental. Total Marking = (0.3 Tm) + (0.7 Fm) (d) The proposal having obtained the highest mark shall be retained for award of contract subject to the Government Evaluation Office confirming the reasonableness of the quoted rate. In case the quoted rate is substantially high the Civil Service Division may choose to negotiate with the highest ranked bidder or choose to consider the second ranked bidder and so and so forth until a deal is reached or decide to re-invite bids. 13. Submission of bids Bidders should fill in the attached form(s) as applicable and attach all relevant documents such as evidence of ownership, layout plan of the proposed office space, site plan, building permit etc Bids should be forwarded in a sealed envelope and deposited in the quotation/tender box located at the Mauritius Telugu Cultural Centre Trust, 3 rd Floor, Orchid Tower Building, Sir William Newton Street, Port Louis not later than 1300 hours on the 8 th of September, Quotations delivered by hand or by post should reach the same address by the same date and time at latest. Late quotations will be rejected and shall be returned unopened to the bidder concerned.

6 Technical Requirements Form Office Requirements The Renting of Office Space with Amenities Proposals for renting of office space shall meet the following requirements: (a) (b) The Office space should be available with all specified amenities as from the 1 st December 2015 or 1 st December 2016 Office space of about 150 square meters excluding mess room, toilet facilities and main circulation area i.e. staircase, lift lobby etc.. (c) The office space should be in the region of Port Louis preferably within a radius of 200 square meters from the nearest bus stop or bus station, with easy access to public and easy access for vehicles. (d) (e) (f) (g) (h) (i) (j) (k) (l) Building should of reinforced concrete and emergency exits in conformity with the Health, Safety and Welfare Act and to the requirement of the Fire Services. Openings should be fitted with burglarproof reinforcement and should withstand cyclonic winds. The premises should be provided with essential amenities such as electricity, electrical lightings and power points as per the requirements of Energy Services Division, water supply, water storage facilities, single phase 45 KVA electricity supply and electrical installation to MS 63 with proper earthling, inclusive of 300 ma ELCB and 30 ma ELCB on all sub-circuits. Building should be provided with emergency fire exit doors to satisfy the requirement of Fire Services and also satisfy Occupational Health and Safety requirements. Separate toilets for male and female with wash hand basins. The other areas such as toilet and mess room should be properly ventilated. There should be adequate natural ventilation through openings in all areas. There should be adequate natural lightings through glazed openings to enable use of artificial lighting during the day. Parking facilities for a Minimum of 8 vehicles to be provided. Provision should be made for curtains. (m) Rent shall be exclusive of utility bills. (n) (o) The building should be painted. A waiting area to be provided.

7 Other Requirements (a) The Bidder should state the earliest date as from which the office space fitted with all the amenities shall be available to the Mauritius Telugu Cultural Centre Trust Office. (b) Unless terminated earlier by the Mauritius Telugu Cultural Centre Trust Office, the duration of the contract shall be for a period of 3 years renewable thereafter for another period of 2 years on terms and conditions agreeable to both parties. (c) A complete structural, copy of plan and technical information and architectural set of drawing shall be submitted with the Quotation Form. Bidders may propose office layout, but final decision on layout rest with the Mauritius Telugu Cultural Centre Trust Office.

8 Procurement reference No:. To: The Mauritius Cultural Centre Trust Bidder s Proposal Form Office space Required Date:.. 1. Area of Office Space excluding mess room, toilet facilities and main circulation area i.e. staircase, lift lobby, About 150 square meters 2. Availability of Office space as from the 1 st December 2015 or 1 st January 2016 Distance from nearest Bus Stop (within a radius of 200 meters) easy access to public Proposed (Tick as appropriate) Yes No (State exact area proposed) 3. Building easy access for vehicles Concrete building with security and emergency exits Painted Openings fitted with burglarproof Electricity, Power Points and Lightings 4. Utilities Water Toilet 5. Facilities Kitchenette Parking facilities I, the undersigned, duly authorized to enter into a lease agreement, declare having read all the terms and conditions of this Request for Quotation, and propose to make available my premises to Government for occupation as from. complete with all amenities at the monthly rate of Rs..inclusive of VAT. My proposal shall be valid for a period of days from the bid submission deadline. Name of Bidder:.. Residential Address:... Address of Proposed Building:... Tel. No. (Home) Mobile:...Office... Date:..Signature:.

9 Checklist for submission of bids Items List of documents Checked 1. Bidder s Proposal Form 2. Site plan of the proposed building 3. Layout plan of the proposed building 4. Proof of ownership of building 5. Building Permit

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