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Terms of Reference for the appointment of an Operator to run the Retail Nursery at the Walter Sisulu National Botanical Garden.
Walter Sisulu National Botanical Garden,
City of Johannesburg (Roodepoort) /Mogale City
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TABLE OF CONTENTS
1. BACKGROUND 3
2. BRIEFING SESSION 3
3. SUBMISSION OF TENDER 4
4. TENDER DOCUMENTATION AVAILABILITY 4
5. GENERAL TERMS 4
6. REQUIREMENTS 5
7. THE RETAIL NURSERY OBJECTIVES 6
8. CONRACT PERIOD 7
9. CONFIDENTAILITY 7
10. PREPARATION OF PROPOSAL 7
11. THE NURSERY 7
12. USE OF THE NURSERY 7
13. MANAGEMENT AND STAFFING 11
14. SUPPORTING DOCUMENTS 13
15. EVALUATION CRITERIA 15
16. COMPLIANCE MONITORING AND EVALUATION 16
17. GENRAL GARDEN BYLAWS 16
ANNEXURE 1 TO ANNEXURE 5 17
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1. BACKGROUND
The South African National Biodiversity Institute (SANBI) requires an Operator to run the Retail Nursery
at the Walter Sisulu National Botanical Garden (WSNBG). The WSNBG is located in a beautiful setting
on the outskirts of Johannesburg. It is approximately 15km from Randburg and 25km from the centre of
Johannesburg, accessible from the N1 and main arterial roads.
The Ruimsig/Poortview area, in which the Garden is located, is one of the fastest developing up-market
residential areas in Johannesburg. This Garden is one of the fastest growing eco-tourism destinations
in the Gauteng Province.
In 2015/16 financial year, the WSNBG received a total of 292 726 visitors, recording a 22% growth
compared to 2014/15.
This nursery is to operate 7 days a week, 365 days a year, unless otherwise agreed with the SANBI
and open at least from 08h30 to 17h00.
Current entrance fee to the Garden until end of March 2017 are in the below table, however clients of
the nursery only use a separate entrance and they do not pay the entrance fees if not entering the
Garden.
Adults R40
Students R27
Pensioners R27
Scholars R15
Under 6 Free
2. BRIEFING SESSION
This is compulsory and will be conducted as follows:
Date: 1 June 2017
Time: 13:00
Venue: Imbizo Training Centre, Walter Sisulu National Botanical Garden, end of Malcolm Road,
Poortview, Roodepoort, Gauteng Province.
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3. SUBMISSION OF TENDER
Tenderers are to submit one (1) pack of original proposals, marked “ORIGINAL” in a separate envelope
and three (3) packs of copies, marked “COPY” in a second envelope.
NB! Failure to submit 1 pack of original and 3 packs of copies, will lead to your bid being
disqualified.
Tenders can be submitted in the tender box located in the Pretoria National Botanical Garden at the
Biodiversity Building, 2 Cussonia Avenue, Brummeria, Pretoria, during office hours (08h00 – 16h00).
Tenders may also be submitted by post, addressed to:
SCM Manager
South African National Biodiversity Institute (SANBI)
Private Bag X101
Silverton
0184
Tender Number: SANBI: G274/2017
NB: all documents must be clearly labelled.
Closing date for submissions is: 11h00 on 19 June 2017
Note: E-mail and faxed submissions will not be accepted. Late submissions will be disqualified.
4. TENDER DOCUMENTATION AVAILABILITY
No tender documents will be issued at the briefing session, bidders are requested to download the
tender documents from the SANBI website www.sanbi.org
5. GENERAL TERMS
All documents submitted in response to this Terms of Reference (ToR) must be written in English.
Tenderers shall not assume that information and/or documents supplied to the Walter Sisulu National
Botanical Garden / SANBI at any time prior to this ToR, are still available or that they will be
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considered, and shall not make any reference to such information and/or documentation in its response
to the ToR.
Each tender will be valid for a period of three months calculated from the closing date of this tender.
Any enquiries in connection with this ToR shall be submitted in writing to the following e-mail address:
[email protected], or tel: 012 843 5235 referring your request to:
‘Tender number: SANBI:G274/2017, the appointment of an Operator to run the Retail Nursery at
the Walter Sisulu National Botanical Garden as the subject.
For any technical information contact:
Ms Xolelwa Mokoena, Curator: Walter Sisulu National Botanical Garden, at Tel: 086 100 1278 or at
the following e-mail address: [email protected]
The appointment as a successful Tenderer shall be subject to all parties agreeing to mutually
acceptable contractual terms and conditions. In the event of all parties failing to reach an agreement
within 30 days from the appointment date, the SANBI reserves the right and shall be entitled to appoint
the next preferred tenderer, or to re-advertise should that tenderer not be acceptable.
6. REQUIREMENTS
Each tender document must include the following:
a) A copy of the latest Audited Financial Statement.
b) A valid original Tax Clearance Certificate.
c) A certified copy of Liability Insurance Cover for the company and the amount available per
claim.
d) A valid copy of the Unemployment Insurance Fund (UIF) registration.
e) Letter of Good Standing from the office of the Compensation Commissioner and
registration certificate as required through the Compensation for Occupational Injuries
and Diseases Act (COIDA).
f) Company information and profile: mission statement and policies with an indication of the
management, communication and supervision structures. Include a section on approach to
managing staff.
g) The services the company is capable of providing.
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h) Track record/references for verification purposes: The names and contact details for three
traceable references relating to any current or previous services. In addition, provide a brief
description of the scale, scope and monetary value of these projects.
Please make use of the attached check list to ensure that all documentation has been supplied (refer to
Annexures 1 to 5). Failure to submit the required documentation will lead to disqualification.
7. THE RETAIL NURSERY OBJECTIVES
The Operator will be required to provide a service that maximizes the attractiveness and usage of the
Garden by:
a) Creating a concept that is interesting, attractive and in- keeping with the overall ambience of the
Garden as a whole
b) Offering indigenous plants stock that has some sort of specialty as a draw card
c) Sourcing the product that compliments the garden environment and ecotourism
d) Offering small quantities of gifts, books and souvenir products which will promote
WSNBG
e) Offering indigenous plants of high quality
f) Offering high quality garden items such as bird feeders etc.
g) Ensuring that the product range appeals to all categories of Garden visitors
h) Ensuring that products are priced competitively and offer value for money
i) Adopting attractive and eye catching presentation and merchandising techniques and
j) Attempting to always stock plants that are in flower in the garden.
7.1 In return for this opportunity the Operator will:
a) Pay a minimal monthly rental of R6000.00 or 10% turnover (whichever is greater)
b) Present SANBI with audited financial accounts at the end of each financial year
c) Be responsible for paying all operational overheads including electricity, water, refuse
removal, cleaning of the operating area, telephone, security costs.
7.2 The SANBI reserves the right:
a) To verify any information supplied in tender documents.
b) Not to appoint any Operator.
c) To cancel or withdraw this ToR at any time without attracting any penalties or liabilities.
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d) To appoint one or more Operators, depending on the outcome, to separately or jointly be
responsible for the provision of this service on the campus.
e) To have the final say in the appointment and this will be binding.
f) To disqualify a tender or cancel any subsequent contracts should it be found that information
disclosed was factually inaccurate and/or that a misrepresentation of facts may have occurred.
g) To disqualify potential Tenderers who may attempt to bribe or influence any person employed
by SANBI during the course of this tender process.
8. CONTRACT PERIOD
The contract duration is 5 years (60 months) with the possibility of further 5 year continuity. The
contract is performance – based and maybe terminated if the Operator does not meet the required
standard.
9. CONFIDENTIALITY
Any or all information made available to the Tenderers by the SANBI shall be regarded as confidential
and shall not be made available to third parties without prior written consent of the SANBI.
10. PREPARATION OF PROPOSAL
The SANBI shall not be held liable for any cost that has been incurred by the Tenderers in the
preparation of the proposal, the obtaining of certificates or any other cost that might be incurred in
submitting the proposal.
11. THE NURSERY
The nursery will reflect the overall theme of the Entrance and general Garden and making use of
natural materials as far as possible will be appreciated. The nursery has a total indoor shop space of
48.8m2 and outdoor area of 941m².
12. USE OF THE NURSERY
The Operator will not be able to use the nursery for any purposes other than those indicated in this
document, without prior written consent from the SANBI. Similarly the SANBI will not be able to use the
nursery facility without the Operator’s prior written consent.
a. Equipment, fixtures & fittings
The Operator will be expected to add whatever moveable equipment, fixtures and fittings
necessary for it to maximize revenue opportunities and provide a high standard of retailing at
the Garden. Moveable items will remain the property of the Operator. Details of these fixtures
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and fittings, etc. are to be submitted in the Forms of Tender. Further details on what the SANBI
is looking for in terms of nursery concept, etc. are given in section 12.
b. Maintenance
The Operator will be responsible for the day-to-day maintenance of its facilities, all surfaces,
fixtures, fittings and equipment. Any equipment is to be serviced, maintained and/or replaced by
the Operator, at its own expense, in order to provide a continuous retail service at the Garden.
Any equipment purchased by the SANBI will remain the property of the SANBI and is to be
returned in the condition it was originally handed-over with fair wear and tear taken into
consideration. Should the SANBI consider it necessary, independent equipment specialists
may be called to inspect and repair or replace any equipment supplied by the SANBI and the
cost thereof will be refunded to the SANBI by the Operator.
The SANBI will be responsible for all structural maintenance to the building unless any repairs
are required as a result of Operator negligence or customer vandalisation.
c. Cleaning
The Operator will be responsible for the cleaning of the nursery facilities. These facilities are to
be cleaned to a high visual standard. The SANBI will be responsible for cleaning of all public
areas not attached to any leased premises.
d. Smoking
No smoking will be allowed in any of the SANBI buildings – only outdoor areas in line with the
relevant legislation.
e. Advertising
The Operator will not be allowed to advertise anywhere in the Garden without prior written
approval of the SANBI.
f. Marketing
The Operator will be required to invest in marketing the Retail Nursery. Where appropriate the
SANBI will promote the nursery as much as possible and in return the Operator will be expected
to promote the Garden.
g. Signage
The SANBI will be responsible for providing and maintaining directional signage to the nursery
within the Garden and in public areas. The Operator will be responsible for providing signage
within its facilities such as the name of the outlet, till point, emergency exits. All signage is to be
approved by the SANBI. Signs are to be in keeping with the overall design of the nursery. Hand-
written signs will not be allowed unless in emergency. Neither notices nor signs are to be
displayed outside the nursery without the prior written consent of the SANBI.
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h. Refuse
The Operator will be expected to remove all general refuse from the nursery on a daily basis.
Refuse will be removed weekly from the service area by the SANBI. Refuse should not be
visible to customers. The Operator will be expected to pay a monthly fee for refuse removal to
the SANBI.
i. Security
The Operator will be responsible for paying for an Armed Response alarm service (same
company which is used by the SANBI) and any upgrades to the alarm system should this be
necessary. The Operator will also be responsible for the provision of a safe and all cash-
handling on site.
There is a 24-hour security patrol within the Garden which would also patrol the nursery area.
The Operator is not required to make any contribution towards the cost of this security service
as it is fully paid by the SANBI.
j. Emergency procedures
The Operator will be expected to familiarize its staff with the SANBI’s emergency procedures
particularly in respect of fire equipment, suspicious objects and armed robbery. The Operator
will be called upon to co-operate in the arrangement of practice drills and emergency
procedures.
All staff are to be familiar with instructions on how to use fire appliances. These will be supplied,
regularly inspected and tested by the SANBI. Staff knowledge of the emergency procedures and
how to use fire equipment will be tested on a random basis by the SANBI or its consultants.
k. Telephone
The Operator should organize the installation of and payments for a telephone.
l. Licenses
All trading licenses and required permits must be obtained and maintained by the Operator.
m. Parking
Staff parking will be available in the parking area at the nursery. The exact number of bays is to
be negotiated with the SANBI.
n. Safety
The SANBI requires full compliance with the Occupational Health and Safety Act (OHASA) and
in particular Section 37 that deals with the responsibilities incumbent with mandatories.
The provision of First Aid boxes and the training of staff in basic First Aid will be the
responsibility of the Operator. All accidents and injuries are to be reported to the SANBI and
recorded in the Operator’s Accidents and Injuries book.
o. General
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The Operator will be expected to comply with any reasonable request from the SANBI and will
have regard to the SANBI’s position on the environment and ecology.
12.1 The required retail service
a. The Nursery and its content
The nursery is to be special and this could be achieved in its design, stock, ambience and/or
merchandising techniques. The SANBI requires products to be different from those available in
the surrounding areas and to cater for locals as well as domestic, regional and international
tourists. The Operator will be expected to offer unique product ranges and continually research
new ideas.
Ideas for nursery stock include (plant material to be all indigenous):
Trees
Shrubs
Succulents,
Groundcovers
Bulbs
Water plants
Medium/soil (Potting soil and compost)
Pebbles
Garden tools – limited range
Seeds
Water features
Pots
Log-rolls
Gardening Magazines
Books
Gifts and Souvenirs
Trellis
Garden furniture
Water wise plants
The Nursery may stock items recommended by the Garden (e.g. specific plants on special
events).
The Nursery may not stock any food items (other than cold drinks, chocolates and snacks).
Tenderers are to submit within the Forms of Tender full details on how they propose developing
and operating this nursery including likely stock items, selling prices, sketches, photos, sample
boards, staff uniforms, marketing plan, etc.
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The SANBI will only consider proposals that comply with its mission to conserve and promote
the biodiversity of South Africa.
b. Method of payment
The Operator is to accept all major credit cards and cash (speed point machine).
c. Selling Prices
Selling prices submitted with the Forms of Tender are to remain valid for a period of 6 months
from the date of submission of the Tender unless otherwise agreed with the SANBI.
Selling prices are to represent good value for money and be market-related. All selling prices
are to be clearly displayed by the Operator and are to include VAT.
d. Packaging
Packaging when needed should be eco-friendly wherever possible.
13. MANAGEMENT & STAFFING
a. Administration
The Operator is to nominate a representative who will be primarily responsible for liaison, co-
ordination and communication with the SANBI. Frequency of formal meetings will be agreed at
commencement of the Operator’s contract.
b. Standard monitoring
The SANBI will inspect the nursery either directly on a quarterly basis, or more frequently as
required to ensure that the specifications set down in this document are being adhered to.
The inspections will include but not be limited to:
- Standards and speed of service
- Cleanliness and general housekeeping;
- Product range - as per information supplied in the Forms of Tender;
- Pricing and value for money; and
- General merchandising and ambience.
In the event of specification and lease anomaly reports indicating results below pre-determined
and agreed standards, the Operator will be given a written warning and two weeks to take the
necessary action (or as agreed between both parties). Should the Operator fail to reach levels
of acceptability after a second assessment carried out within one month of the previous visit, a
second warning will be issued and a further two weeks given (or otherwise agreed by both
parties) to rectify the problem. If after a third assessment, standards are still below levels of
acceptability, the Operator may be served a termination notice in terms of the lease.
c. Standards of Service
In particular the Operator’s staff will be assessed on:
- how they greet and thank customers,
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- friendliness and general attitude,
- efficiency,
- dress code,
- cleanliness of uniforms,
- personal hygiene,
- plant (especially indigenous plant) knowledge and
- speed of service.
d. Insurance
The Operator will be responsible for his/her own insurance and on request will provide the
SANBI with proof of the following insurance:
- UIF , WCA;
- employers liability;
- public liability relating to the service being offered and during any shop-fitting; and
- any loss or damage to cash, its own equipment, stock and property.
The SANBI will be responsible for insurance against its own public liability and any loss or
damage to its property by fire or theft.
e. Complaints, comments & compliments
All complaints, comments or compliments regarding the nursery and the Garden must be
forwarded to the SANBI.
In circumstances of a legitimate complaint concerning the standards of a product, the customer
should be offered either a refund or replacement.
f. Management reporting
The SANBI requires the following monthly reports from the Operator:
- Daily number of transactions/customers;
- Typical average spends; and
- Daily net sales revenue.
At the end of each financial year, the Operator will be required to present SANBI with audited
financial accounts. Statistics of visitors who only entered the nursery and not the garden will be
required on a monthly basis.
g. Staffing
The Operator will be entirely responsible for the employment and conditions of service of its own
employees according to relevant South African legislation and will employ persons who have a
high knowledge of plants and gardening.
Any member of staff who reports to duty suffering from any illness and who is likely to put
colleagues and customers at risk should be discharged from duty until such a time as they are
fit to resume normal duties.
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It will be the Operator’s responsibility to ensure that all labour legislation is complied with,
including the Employment Equity, Skills Development, Labour Relations and Basic Conditions of
Employment Acts. The Operator must not do anything that causes industrial unrest within the
SANBI premises or amongst its staff.
The SANBI reserves the right to veto the employment of any member of the Operator’s staff in
order to ensure the best interests and security of the Garden is maintained.
The Operator’s staff in departments where such knowledge is required will be expected to be
knowledgeable about the Garden and other facilities. To assist in this regard, the SANBI may
hold short briefing sessions as necessary. New staff will be expected to attend as well as those
requiring an up-date.
h. Termination of contract
Should standards of service, quality of products, continuity of operation and other operational
aspects lapse and continue to do so after written warnings from the SANBI, the SANBI will have
the authority to issue a termination of contract in terms of the lease. The Operator has a right
also to terminate the contract giving three months written notice.
i. Disputes
If any dispute or difference of opinion arises between the SANBI and the Operator in connection
with the lease or the carrying out of duties under the lease, agreement is to be reached by
amicable discussions. Failing such agreement the dispute shall be referred to an independent
person of good repute and standing agreed by both parties. If the parties are still not able to
agree the arbitration clauses in the lease will apply.
j. Inconsistencies
If there are any inconsistencies in these documents or in explanations given to Tenderers
including inconsistencies between this documentation and the signed lease, then the lease will
apply.
14. SUPPORTING DOCUMENTS
a. Stock and pricing
Since the nursery content will be one of the key criteria on which the contract will be awarded,
Tenderers are advised to give as much information as possible on their intended stock including
selling prices. Information should include descriptions and any other information the Tenderer
considers will enhance its presentation (see Annexure 1).
b. Capital investment
Tenderers must indicate how much they will be initially investing in the nursery (see Annexure
2).
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c. References & current clients
Tenderers are required to submit details of at least three clients/references (see Annexure 3).
d. Tenderer’s history
Each Tenderer is to submit details of its history and relevant experience (see Annexure 4) as
well as a company profile as requested.
e. Using your evaluation of the existing Nursery site, draw up the site plan indicating customer flow
and placement of stock according to plant needs i.e. water, light and plant types. (See
Annexure 5)
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15. EVALUATION CRITERIA
FUNCTIONALITY CRITERIA POINTS
Suitable stock range ( provide list of stock) 10
Track record (experience in the nursery industry)
Supply a list of at least three current and past traceable
references relating to the work in the Nursery Operation
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Team Capacity
The Tenderer should demonstrate the project team and
personnel’s capacity to be utilized in the execution of the
contract (personnel skills, qualifications and experience) in the
horticultural area and administration support in the company.
Each CV submitted should not be longer than three pages in
total and should be structured as follows:
- Related experience and professional
qualifications.
- Brief description of individual’s experience of
similar work in the last five years.
- Name of previous employer/s and position in the
enterprise/s.
- Role in the service to be provided in this tender
(Please attach personnel CV’s indicating the
above)
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(5)
(5)
(5)
(5)
Proposed concept of operation
- Marketing plan
- Staffing
- Customer relation
- Health and Safety
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(5)
(5)
(5)
(5)
Concept design and Site Plan refer to Annexure 5 30
TOTAL 100
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Any Bidder who scores less than 70 points (out of 100) in terms of Functionality (Criteria 1, 2, 3
and 4) will not be eligible for further evaluation.
The second stage will be evaluated in accordance with the Preferential Procurement Regulations,
2011, pertaining to the Preferential Procurement Policy Framework Act (No. 5 of 2000), the 90/10
point system will be applied in evaluating proposals that qualify for further consideration, where
price constitutes 90 points and a maximum of 10 points will be awarded based on the bidder’s B-
BBEE Status Level Certificate. However, for this tender, the second stage of evaluation of bids will
focus solely on preference points, as determined from the bidder’s B-BBEE Status Level Certificate.
16. COMPLIANCE MONITORING AND EVALUATION
A Service Level Agreement (SLA) for monitoring compliance will be compiled by the SANBI in
consultation with the Operator. The SLA will be monitored through compliance meetings, which will be
held every month when the Operator supplies a monthly report. This meeting must be attended by a
management representative from the Operator and one or more management representatives from the
SANBI and will be hosted at the office of the Garden Manager unless otherwise arranged.
The Operator will also meet the SANBI as and when either party deems necessary
17. GENERAL GARDEN BYLAWS
Littering on the campus will not be tolerated. All incidental litter around the public entrance to the
Garden to be picked up on a daily basis.
Fires are not allowed on the site.
No animals located on the property are to be disturbed, harmed or killed.
Defacing, drawing, or cutting lettering or any other marking on trees, ground, or rocks in the area is
not allowed.
No plant, rock or archaeological material may be removed from the Garden.
Noise levels must be kept down.
The wild animals in the garden must not be fed.
Live cigarette butts must not be thrown onto the grass or into the natural veld.
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ANNEXURE 1
INTENDED STOCK & PRICING
Stock ( Scientific Names in the case of plants) Pricing
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ANNEXURE 2
CAPITAL INVESTMENT
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ANNEXURE 3
REFERENCES & CURRENT CLIENTS
Please provide details of the three references as follows:
Client reference 1:
Name of client/company: …………………………………………………………….
Contact person: ………………………………………………………………………
Telephone numbers: …………………………………………………………………
Length of contract/trading period: ……………………………………………………
Contract value / annual turnover: …………………………………………………….
Client reference 2:
Name of client/company: ……………………………………………………………..
Contact person: ……………………………………………………………………….
Telephone numbers: ………………………………………………………………….
Length of contract/trading period: …………………………………………………..
Contract value / annual turnover: …………………………………………………...
Client reference 3:
Name of client/company: …………………………………………………………….
Contact person: ……………………………………………………………………….
Telephone numbers: …………………………………………………………………
Length of contract/trading period: ………………………………………………….
Contract value/annual turnover: ……………………………………………………
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ANNEXURE 4
TENDERER’S HISTORY & GENERAL INFORMATION
Full legal name of company
Registered office physical
address
Postal address
Telephone number
Contact name
Is the company the provider of
the proposed service? If not,
please supply the name and
address of the other provider
How long in years has this
company been operating in this
business?
Please indicate the proposed
team structure that will be
dedicated to the proposed service
and provide CVs of key personnel
involved
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Please provide a copy of the last
two years’ consolidated income
statements and cash flow
statements and balance sheets if
you were in the similar kind of
business before
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ANNEXURE 5
CONCEPT DESIGN AND SITE PLAN