Page | 1 REQUEST FOR QUOTATION: Consultant for design of office furniture Date of Issue: 06/03/2019 Compulsory Briefing Session: Date, 08/03/2019 Venue,90 Plein Street Parliament of RSA, Committee Room number 1 Time: 10:30 am Closing Date: 13/03/2019 Quotation Reference Number: RFQ204/2019 Description of service/product Price per unit/hour Quantity Required Price in South African Currency (inclusive of VAT) Office furniture needs assessment Draft a sketch/plans/drawings of office furniture Presentation of sketches/plans/drawings Drafting of office furniture specifications
Transcript
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REQUEST FOR QUOTATION: Consultant for design of office furniture
Date of Issue: 06/03/2019
Compulsory Briefing Session: Date, 08/03/2019
Venue,90 Plein Street Parliament of RSA, Committee Room number 1
Time: 10:30 am
Closing Date: 13/03/2019
Quotation Reference Number: RFQ204/2019
Description of
service/product
Price per
unit/hour
Quantity
Required
Price in South African
Currency (inclusive of VAT)
Office furniture needs
assessment
Draft a
sketch/plans/drawings of
office furniture
Presentation of
sketches/plans/drawings
Drafting of office furniture
specifications
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GENERAL CONDITIONS
Quotations will be evaluated on 80 /20 Scoring System
80 points allocated for price and 20 points allocated for BBBEE & Preferential Procurement
Points will be awarded to bidders for attaining the B-BBEE status level of contributor in accordance with the table below.
B-BBEE Status level of contributor
Number of points
Points claimed by the bidder
1 20
2 18
3 14
4 12
5 8
6 6
7 4
8 2
Non –compliant contributor 0
All suppliers responding to quotation should be registered on Central Supplier Database (CSD)
Parliament reserves the right not to award the contract.
Quotes should be on the company letterhead, indicating the VAT registration number.
Companies are prohibited from using Parliament’s logo on their proposal.
The declaration of interest form must be filled in, signed and returned with the quotation.
Failure to fill in the declaration form as required may result in disqualification of the quotation.
Failure to submit all documents as required will result in disqualification
Parliament cannot award contracts to provide goods and services to a Member of Parl iament, or Cabinet, A Member of a Provincial Legislature or Member of
the Provincial Executive Council, a Municipal Councillor, a person in the employ of state whose participation in quotation process for the contract may result in
a conflict of interest, or any entity in which any of the mentioned persons is a director or has controlling or other substantial interest.
Parliament may request service providers to provide additional pricing information to be utilised for comparative purposes during evaluation
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SUPPLIER INFORMATION FORM
REGISTERED NAME
TRADING NAME (IF APPLICABLE)
COMPANY REGISTRATION NUMBER (or ID)
BBBEE STATUS LEVEL
BBBEE CERTIFICATE EXPIRY DATE
VAT REGISTRATION NUMBER
CENTRAL SUPPLIER DATABASE NUMBER
TAX CLEARANCE CERTIFICATE NUMBER
TAX CLEARANCE CERTIFICATE EXPIRY DATE
VAT REGISTRATION NUMBER
PHYSICAL ADDRESS
ADDRESS
CITY/TOWN
POSTAL CODE
POSTAL ADDRESS
ADDRESS
CITY/TOWN
POSTAL CODE
CONTACT DETAILS OFFICE
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CELLPHONE
FAX
EMAIL
CONTACT PERSON
BANK DETAILS
BANK NAME
BRANCH CODE
ACCOUNT NUMBER
ACCOUNT NAME
I …………………………………………hereby certify that the above information is correct and that I am not a Member of Parliament or Cabinet, Member of
Provincial Legislature or Provincial Executive Council, Municipal Councillor, a person employed by the State whose participat ion in Parliament’s procurement
process may result in a conflict of interest.
I am also declaring that none of the entities in the company who is a director or has a controlling or substantial interest fall under the category of the person
mentioned above. (Additional details to be provided should this declaration not be correct)
I also agree that, in the event of false, incorrect or misleading information being provided in this declaration, the Secretary to Parliament of the Republic of
South Africa shall have the right to recover any losses or damages sustained by Parliament under such agreement and/or restri ct the supplier from further
business depending on the materiality of the misrepresentation and the degree of prejudice
(Attach a bank confirmation letter or cancelled cheque to confirm bank account number
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BACKGROUND AND EXPERIENCE IN THE INDUSTRY
LIST THE THREE LARGEST CONTRACTS / ASSIGNMENTS BY YOUR FIRM IN THE LAST 5 YEARS IF ANY OR LIST CONTRACTS WHICH YOUR ORGANISAT ION IS CURRENTLY ENGAGED
IN IF ANY
WORK DESCRIPTION
YOUR CLIENT
CONTACT PERSON
CONTACT NUMBER
CONTRACT VALUE
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Terms of reference below
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Background
The Parliament of the Republic of South Africa has embarked on a project to standardise its office furniture and furniture
accessories in line with the approved Space Planning and Office Furniture Guidelines. These guidelines are set to outline
parameters for the choice of furniture to be used during office space refurbishments and furniture upgrades.
The Parliament of the Republic of South Africa seeks to appoint an accredited service provider with suitable experience and
expertise to produce office furniture specifications to enable the standardisation of all office furniture within the Parliam ent in
line with the approved Space Planning and Furniture Guidelines.
Objectives
The broad objectives of this Request for Quotations (RFQ) include:
To provide prospective service providers with adequate information to understand and respond to Parliament’s requirements;
To ensure uniformity in the responses received from each prospective service provider; and
To provide a structured framework for the evaluation of bids.
PURPOSE FOR REQUEST (RFQ)
To identify a suitable service provider with the requisite capacity and expertise to produce office furniture specifications for Parliament.
Scope of the required service
The services required include, but not limited to the following:
4.1. Conduct a needs assessment exercise for office furniture;
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4.2. Draft a sketch/plans/drawings of office furniture that is in line with the Parliament Space Planning Guidelines;
4.3. Ensure that the proposed office furniture is in line with the parameters outlined in Annexure A and Annexure B;
4.4. Ensure that the designs are in line with ergonomics, Safety and Health regulations and building regulations;
4.5. Present the proposed sketches, plans and drawings to the Institutional Support Services Division of Parliament to obtain
approval.
4.6. Draft detailed furniture specifications for the procurement of office furni ture and table them before the Bid Specification
Committee.
5. Delivery Timeline
5.1. Submission of a detailed project plan: within one week of the receipt of the award.
5.2. Submission of sketches, plans and drawings: two weeks after the submission of the project plan.
5.3 Submission of the office furniture specification: two weeks after the sketches, plans and drawings have been signed–off
by Parliament
6. Contract Period
The contract period for the design of the office furniture for Parliament is 2 months.
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Mandatory requirements
Description of requirement- Technical Knowledge
Indicate Yes/No
Comment or reference to proposal
The bidders must possess a minimum of 5
years’ relevant experience in office furniture
design - submit CVs of key personnel
involved in furniture design as proof of
experience
Bidders must submit proof of accreditation
by the relevant authorities/associations
:SAFI(South African Furniture Initiative) or
CFMA(Cape Furniture Manufacturers
Association)or any other industry
association
They must submit proof of experience in
office furniture industry: copies of sketches,
plans and drawings of office furniture
designs undertaken by your firm in the last
five years.
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Bidders must submit at least 3 positive
references where similar projects were
undertaken during the last 5 years -SEE
ANNEXURE B
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ANNEXURE A
PARLIAMENT SPACE PLANNING FRAMEWORK
1 INTRODUCTION
This document provides norms and standards for space planning and office configuration within Parliament. It must be read in conjunction with the Report on S pace Planning
Guidelines as drafted by ST Nubian Architects.
2 BACKGROUND
The demand of Parliamentary programs in terms of public participation, oversight, international relations, committee support, the language policy and improved administration is the
reason for the significant growth in its staff complement. To date, Parliament staff complement has grown by an annualised a verage growth rate of 30% since 2007. The current
structure of Parliament and Divisions within parliament is under review and the proposed changes as well as the projected growth will necessitate reconfi guration of office space
3 PRINCIPLES
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The following principles must be followed in the planning, configuration, procurement and management of office space for Parliament: • FIT: Care must be taken to ensure that there is a good fit between the Division, its functions and the office accommodation. Divisions have specific needs and
characteristics such as size, culture, work patterns, change and internal and external relationships that must be matched wit h physical aspects of accommodation including size,
layout, servicing and location.
• OFFICE CONFIGURATION: Configuration of offices must advocate and promote optimal use of available space. As set out in t SPA CE PLANNING NORMS AND STANDARDS FOR
OFFICE
ACCOMMODATION USED BY ORGANS OF STATE, workspace support space must make out at least 5 5% of the total workspace and core space, at least 65% of workspace. This will
ensure optimal optimisation of space and ensure the best possible functionality within the available space.
• STANDARD OF FITTINGS AND FINISHES: Parliament office space must represent effective and efficient use of government resources. Standards must therefore be
reasonable and supportive of productive work, but not ostentatious or wasteful. Finishes and fittings must not be luxurious and must be durable and easily maintainable (except for
prestige properties and prestige areas of Parliament, which may require fittings of a higher standard).
• ENVIRONMENTAL QUALITY: Space must provide good levels of occupant comfort and health. This includes good day lighting (30% of lighting levels to be provided by
natural light); external views; low energy consumption (20% of energy to be provided by renewable resources); low water usage (all sanitary fittings to be water efficient units);
acceptable indoor air quality and reasonable thermal (18-22˚C) and acoustic conditions. In achieving these conditions users should be provided with appropriate means to control
their local environment and over-reliance on mechanical systems should be avoided.
• LIFECYCLE COSTS: The operational costs of maintaining space, such as maintenance, cleaning and energy costs must be carefully considered and where appropriate,
minimised. • INCLUSION: All offices used by government must be inclusive. This requires office layouts, procurement and management proces ses to comply with environmental
standards that enable a wide diversity of people to visit and work in the building comfortably including old people, parents and children and people with disabilities.
• HEALTH AND SAFETY: Accommodation used by government must be fully compliant with the Occupational Health and Safety Act and all current building regulations.
Consideration must also be made of the likely future legislative trends, such as increasingly stringent access for people liv ing with disabilities and water and energy consumption
standards.
• SERVICE DELIVERY: Where an office building has a component which is open to the general public, care must be taken to ensure that appropriate environmental and service
standards are maintained. Guidance provided in the Batho Pele policy must be followed.
ANNEXURE 8: PARLIAMENT SPACE PLANNING FRAMEWORK
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• FUNCTIONAL PROGRAM: A detailed statement describing what is needed by a department to perform its activities efficiently, sa fely and comfortably. It includes a description
about the occupant group’s requirements for each workstation, support, circulation and special purpose spaces, based upon the approved space standards and guidelines. It also
describes how the areas relate to each other functionally and may describe the type and size of furniture and equipment that needs to be accommodated. A functional program is used
by a designer to complete a space layout. REFER TO ANNEXURE 5: Parliament Questionnaire Report, Revision 002
• SPECIAL PURPOSE SPACE: Additional, non-standard areas required by a Division to accommodate specific activities which are unique and essential to delivery of the Di vision’s
functions. For example, consultation rooms, reference libraries, gyms, clinics, crèches, hearing rooms, training faci lities, mainframe computer rooms, workshops, central mail
operations rooms, radio/communications centers, survey and mapping rooms, public assembly areas, exhibit areas, central stora ge/warehousing areas, trade shops, etc. Special
purpose space is not included in the space allocation determined under these standards. REFER TO ANNEXURE 5: Parliament Questionnaire Report, Revisio n 002
• PROPOSED SPACE ALLOCATION: A set of prescribed maximum space allocations which must be followed when planning office space. Standards do not establish or imply
minimum space entitlement and consideration should be given by Divisions to meet their requirements using less space.
4 GLOSSARY
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• CELLULAR OFFICES: means offices used to accommodate general administrative functions wit h fixed walls and doors, which can be used to close the office off from other
parts of the working environment. Cellular offices are provided where required for particular functional reasons, such as pr ivacy, confidentiality or a need for a quiet work
environment.
• OPEN PLAN: means a spatial layout in which there is a minimal use of cellular offices, where people generally work at work stations divided by movable partitions rather than
permanent fixed walls.
• WORKSPACE: refers to the area allocated to workstations and their immediate requirements like personal filing
• WORKSPACE SUPPORT SPACE: refers to the area allocated to functions that are managed by and support a section or working grou p, including rest rooms, catering facilities,
tearooms, storage, information management, amenities and internal parking.
• CORE SPACE: refers to the area given over to the functions that are centrally managed and support the whole organisation or building. It also includes aspects such as
circulation and the technical support spaces that are essential for the functioning of the building as a whole.
• DIVISION MANAGER: executive manager to a Division
• SECTION MANAGER: manager of a certain Section falling under the specified Division
• UNIT MANAGER: refers to a manager of a Unit under a specified Section
• SPECIALIST: refers to operational staff members performing a specialised function
• OPERATIONAL STAFF: refers to staff members performing the operational functions within Divisions, Sections and Units.
• TEMPORARY STAFF: refers to staff members not working full time but only when Parliament is in session
• HOT-DESKING: refers to a situation where a number of employees (who work in a variety of locations) share a single workstation i n a particular location
• EXECUTIVE ASSISTANT: Assistant to Division Manager. Office located in close proximity to Division Manager. Falls under operational staff
• BOARDROOM: a room where meetings are held with a capacity of 20 or more people
• MEETING ROOM: a room where meetings are held with a capacity of 10 - 20 people
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• CONSULTATION ROOM: a room where meetings are held with a capacity of less than 10 people
• COMMITTEE ROOM: a meeting room exclusively used for Committee functions with a capacity of 20 or more people. With collapsi ble doors to allow for expansion of rooms • PAUSE AREA: a common area where employees can have tea breaks or lunch. Furnished with couches, canteen tables and chairs an d kitchen equipment such as a fridge,
microwave and kettle/Hydroboil. Allow at least 2 x pause areas per floor or 1 x Division. • HOLDING AREA: a area where visitors can be seated while waiting. To be furnished with couches, coffee tables, a coffee stat ion and TV screens
• PUBLIC SPACE: a space where the Public is engaged separate from the office space w here the functions of Parliament happen
• PRIVATE SPACE: the office space and other operational spaces where the functions of Parliament happen
• STOREROOM: a room used specifically for storage of either documents, equipment, promotional material etc. Must be lockable • RESOURCE LIBRARY: a small area used to store operational resource material that is used on a daily basis. Can be a dedicate d lockable room or open area. This Resource
Library is in addition to the official Library of Parliament
5 PROPOSED SPACE ALLOCATION
PROPOSED SPACE ALLOCATION PER FUNCTIONAL UNIT:
WORKSPACE WORKSPACE SUPPORT CORE SPACE TOTAL TYPE
REQUIREMENTS AS SET OUT BY Department of Public Works
Space allocated to be in
accordance with area norms per
functional category
Meeting rooms, storerooms,
pause areas. Based on specific
needs. Between 55% and 65% of
Circulation, ablution facilities,
centralised meeting areas.
Based on specific needs.
Between 65%
WORKSPACE and 85% of WORKSPACE
DIVISION MANAGERS 20-25m² 12-14m² 13-16m² Up to 51.70m², including
Workspace, Workspace Support
and Core Space
Cellular offices with
meeting space for up to 4
people. Require security, visual and
acoustic privacy
SECTION MANAGERS 16-20m² 9-12m² 10-13m² Up to than 41.36m², including
Workspace, Workspace Support
and Core Space
Cellular offices with
meeting space for up to 4
people. Require security, visual and
acoustic privacy
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UNIT MANAGERS 8-16m² 4-8m² 5-10m² Up to 20.68m², including
Workspace, Workspace Support
and Core Space
Cellular offices with
meeting space for up to 4
people. Require security and
acoustic privacy
ANNEXURE 8: PARLIAMENT SPACE PLANNING FRAMEWORK
PROPOSED SPACE ALLOCATION PER FUNCTIONAL UNIT:
SPECIALISTS 8-16m² 4-8m² 5-10m² Up to 20.68m², including
Workspace, Workspace Support
and Core Space
Cellular office/cubicle/open
plan type offices with
shared storerooms. Requires
acoustic and visual privacy
OPERATIONAL STAFF 6-8m² 3-4m² 4-5m² Up to 15.51m², including
Workspace, Workspace Support
and Core Space
Open plan offices with
shared storerooms and
common operational areas
such as printing and filing
areas. Requires acoustic and visual
privacy
TEMPORARY STAFF 6-8m² 3-4m² 4-5m² Up to 15.51m², including
Workspace, Workspace Support
and Core Space
Hot desks in open plan
office
5.2 PROPOSED SPACE ALLOCATION: TYPICAL OFFICES
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DIVISION MANAGER: SECTION MANAGER: UNIT MANAGER: SPECIALIST:
6 SPACE REQUIREMENTS OF PARLIAMENT
SPACE REQUIREMENTS PER DIVISION
DIVISION TOTAL AREA REQUIREMENT in
m²
(100%) TOTAL WORKSAPCE IN m²
(45.4% of TOTAL AREA)
TOTAL WORKSPACE SUPPORT
in m²
(55% of TOTAL
WORKSPACE) TOTAL CORE SPACE in m²
(65% of TOTAL WORKSPACE)
NOTES
OFFICES SUPPORTING
EXECUTIVE FUNCTIONS
982.30 445.96 245.28 289.88 Privacy required.
Cellular offices
required
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OFFICE OF THE SECRETARY TO PARLIAMENT 1499.30 680.68 374.38 442.44 Need to be close to Office
of the Secretary
NATIONAL ASSEMBLY 2786.63 1265.13 695.82 822.33 Need to be close to
Chambers
NATIONAL COUNCIL OF
PROVINCES 1473.45 670.42 368.73 435.77 Need to be close to
Chambers
CORE BUSINESS SUPPORT 5164.83 2350.00 1292.50 1527.50 Additional meeting and
research facilities required
KNOWLEDGE AND
INFORMATION SERVICES
7760.17
1251.14
3530.88
569.27
1941.98
313.10
2295.07
370.02
Library and archiving
facility required
Additional meeting and INTERNATIONAL RELATIONS
AND
PARLIAMENTARY
COMMUNICATION SERVICES 1757.80 799.80 439.89 519.87 holding facilities required
Additional meeting and
holding facilities required
HUMAN RESOURCES MANAGEMENT 1840.52 837.44 460.59 544.33
Privacy required.
Cellular offices
required
MEMBER SUPPORT SERVICES 599.72 272.87 150.08 177.37 Need to be close to
Chambers
INFORMATION
COMMUNICATION AND TECHNOLOGY
1731.95 788.04 433.42 512.22 Additional training facilities
and workshops required
INSTITUTIONAL SUPPORT
SERVICES 5366.46 2441.74 1342.96 1587.13 Facilities required in all
buildings
FINANCIAL MANAGEMENT
OFFICES 1432.09 651.60 358.38 423.54
Privacy required.
Cellular offices
required
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TOTAL SPACE REQUIREMENT 31164.76 14177.18 7797.45 9215.17
7 CONCLUSION
Although the SPACE PLANNING NORMS AND STANDARDS FOR OFFICE ACCOMMODATION USED BY ORGANS OF STATE as published by the Departme nt of Public Work can be applied to
the organisation and reconfiguration of Parliament, the Divisions within Parliament have needs specific to them in order to perform their functions properly. This means that there are some areas where the Space Planning Norms and Standards cannot be applied or cannot be applied to i ts full extend. Careful consideration must be given to
the specific needs and functions of each Division as set out in ANNEXURE 5 and the needs of Parliament as an institution. Whereas the Space Planning Norms and Standards can be applied to determine the sizes of offices per functional category, the need for workspace support space, which include
meeting rooms, storerooms, pause areas, holding areas and consultation rooms, may be more or less than set out by the Space P lanning Norms and Standards. Workspace Support
Space must make out at least 55% of the total Workspace and Core Space, at least 65% of Workspace. This will ensure optimal optimisation of space and ensure the best possible
functionality within the available space.
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DECLARATION OF INTEREST
1. No contracts to provide goods or services to Parliament may be provided to the following categories of entities: - Member of Parliament, Member of the
Cabinet, Member of a Provincial Legislature, Member of a Provincial Executive Council, a Municipal Counc ilor or a person in the employ of the State whose
participation in bidding for the contract may result in a conflict of interest; or any entity in which a person mentioned ab ove is a Director or has a controlling
or other substantial interest.
2. The bidder is therefore requested to complete Sections a – d of the declaration below in substantiation.
(a) Are you or any person connected with the bidder, a Member of Parliament or a Cabinet Member?
If yes, state whether you are a Director or have a Controlling or other substantial interest in the bidding company.
I hereby agree that, in the event of false, incorrect or misleading information being provided in this declaration, the Secretary to Parliament of the Republic of South
Africa shall have the right to:
recover any losses or damages sustained by Parliament under such agreement
restrict the supplier from further business with Parliament depending on the materiality of the misrepresentation and the degree of prejudice suffered.
Name of Representative: ___________________________________________________________
