CIVIL SERVICE COLLEGE, MAURITIUS BIDDING DOCUMENTS Issued on February 2016 For Renting of Space for Office and Training In The Region of Plaines Wilhems Procurement Ref No: CSCM 1 of 2016 Project: To accommodate office and training facilities (with parking options) of the Civil Service College, Mauritius Procuring Entity: Civil Service College, Mauritius THE CIVIL SERVICE COLLEGE, MAURITIUS Expressions of Interest for The renting of office and training space with amenities
CIVIL SERVICE COLLEGE, MAURITIUS COMMUNIQUE Rental of Office Space 1. The Civil Service College, Mauritius intends to rent an office space of an area around 7,000 square feet for office and training room purposes in the district of Plaines Wilhems for a duration of three (3) years with an exclusivity to renew if deemed appropriate. 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), appropriate water services (24hr/7), water tanks facilities, kitchenettes and space for possible catering facilities, adequate lighting, power points, good ventilation/ aeration with air conditioning, telephone, networking infrastructure and parking spaces. 3. Quotation Form together with the finalized detailed requirements can be downloaded from www.cscm.mu. 4. 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: 5. Submission Deadline Option 1 Civil Service College, Mauritius 4 th Floor, ATOM House Royal Street, Port Louis. The sealed envelopes shall be deposited (hand-delivery) in the Quotation/Tender Box located at the above stated address not later than 13:00 hours local time on or before the 19 February, 2016. Option 2: 6. The sealed envelope(s) shall be courried via Post and should reach the above stated address not later than 13:00 hours local time on or before the 19 February, 2016. The Civil Service College, Mauritius reserves the right to reject late quotations and shall inform the relevant parties of same via e-mail and shall be returned unopened to the bidder concerned. 7. The Civil Service College, Mauritius requires that the office space and training rooms with all necessary amenities be made available as from 1st June 2016 or earlier. The Civil Service College, Mauritius 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: 02 February 2016
General Terms and Conditions Applicable 1. Rights of CSCM The Civil Service College, Mauritius shall have the rights to (a) request clarifications at time of evaluating the quotations; (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 Civil Service College, Mauritius and the Lessor which will be followed by a Standard Lease Agreement. Should the Civil Service College, Mauritius deem that the conditions of the contract are not being met by the Lessor throughout the three years agreement, the organization reserves the right to terminate the contract prior to maturity date with one month s notice. 4. Employer The Civil Service College, Mauritius invitation for Quotes to 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 5th day of each month, 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 and relevant documents from regulatory bodies and the respective Municipalities. 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 Civil Service College, Mauritius in writing, by e-mail on contact@cscm.mu by calling on 208 7653 during office hours (9:00am to 4:00pm). 11. Amendment of quotation form Before the deadline for submission of quotation, the Civil Service College, Mauritius may modify the quotation form by issuing addenda. Any addendum issued shall be communicated in writing and/or by e-mail to parties having obtained the quotation forms. 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 Service College, Mauritius shall be subject to an evaluation based on a marking system as defined hereunder:
Technical Requirements Form Office Requirements The Renting of Space for Office and training with Amenities Proposals for renting of office space shall meet the following requirements: (a) The Office space should be available with all specified amenities as from the 1st June 2016 or earlier. (b) Office space of about 7,000 square feet excluding mess room, toilet facilities and main circulation area i.e. staircase, lift lobby etc.. (c) The office space should be in the area of Plaines Wilhems 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) Building should be of reinforced concrete and emergency exits in conformity with the Occupation Safety and Health Act 2005 and to the requirement of the Fire Services. (e) Openings should be fitted with burglarproof reinforcement and should withstand cyclonic winds. (f) 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. (g) Building should be provided with emergency fire exit doors to satisfy the requirement of Fire Services and also satisfy Occupational Health and Safety requirements. (h) Separate toilets for male and female with wash hand basins. (i) There should be adequate natural ventilation through openings in all areas. (j) There should be adequate natural lightings through glazed openings to enable use of artificial lighting during the day. (k) Parking facilities to be provided. (l) Rent shall be exclusive of utility bills. (m) The building should be painted. (n) A waiting area to be provided.
Bidder s Proposal Form office and training space Procurement reference No: To: Civil Service College, Mauritius Required Date:.... Proposed (Tick as appropriate) YES NO 1. Area of office and training excluding toilet facilities and main circulation area i.e staircase, lift lobby, etc About 7,000 square feet (State Exact Area) 2. Availability of Office/Training As from 1st June 2016 or Space earlier 3. Building Distance from nearest Bus Stop (within a radius of 200 metres) Easy access to public Easy access for vehicles Concrete building with security and emergency exits Painted Openings fitted with burglarproof 4. Utilities Electricity, Power points and lightings Water 5. Facilities Toilet 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 the Civil Service College, Maurtius 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:.
Checklist for submission of bids Items 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