PO Box 4197, Pretoria, 0001, Republic of South Africa

Tel: +27 12 000 0010 Fax: +27 12 3236598

Street Address:

DITSONG Head Office

GaMohleBuilding

70WF Nkomo Street

PRETORIA

0002

INVITATION TO SUBMIT PROPOSALS FOR THE LEASE OF A RESTAURANT FACILITY AT DITSONG: SAMMY MARKS MUSEUM – RFQ DMSA 2017/25

Interested service providersare invited to submit proposals for leasing restaurant space within the premises of DITSONG: Sammy Marks. The proposal should include a business plan with suggestions on the menu and suggestions on the design of the restaurant, and how it could be managed and marketed effectively, to the mutual benefit of the museum and the lessee.

Compulsory site meeting: 25October2017at 12:00 at DITSONG: Sammy Marks Museum, Old Bronkhorstspruit Road (R104), Zwartkoppies, Farm Donkerhoek, Pretoria

Contact Details: Nerina Walters 082680 2971

Closing Date: 24November 2017at 11H00

Validity: 90 days from closing date

Requirements:
Attendance of the site meeting is a prerequisite before the quotation can be submitted.
The prospective service provider must complete a register at the site meeting as proof of attendance.
DITSONG Museums of South Africa (DMSA) will enter into a service level agreement with the service provider whose proposal has been accepted. DMSA will have the right to cancel the agreement if the service provider is in breach of any of the terms of the agreement, or not satisfied with the service.
DMSA Head Office may request clarification or further information regarding aspects of the proposal.
The service provider must supply the requested information in writing within two (2) working days after the request has been made otherwise the proposal may be disqualified
Proposals must be addressed and the project name indicated on a sealed envelope and submitted to the Supply Chain Managerat DMSA Head Office, GaMohle Building, 70 WF Nkomo Street, Pretoria, during working hours (07:30 - 16:00).
Short-listed service providers will be requested to do verbal presentations about the service they will be rendering.
DMSA reserves the right to withdraw the invitation for the proposal.
The service provider confirms that he/she has satisfied himself/herself as to the correctness and validity of his proposal, that the price covers all his/her obligations and accepts that allmistakes regarding the price and calculations will be at his/her own risk.
No incomplete or late proposals or proposals submitted telephonically or per fax, will be accepted.

Terms of Reference

Location

The Museum is situated twenty three kilometers from Church Square on the Old Bronkhorstspruit Road on the farm Zwartkoppies, Donkerhoek, East of Pretoria (GPS coordinates: S 25° 44 5941”,E 28° 22 4816”).

Background

The Museum is a heritage site of nearly seventy two hectares on a portion of the farm Zwartkoppies which belonged to the late Samuel Marks (1844 – 1920) industrialist and entrepreneur. The Main House, Zwartkoppies Hall built in 1886 sets the scene for the restaurant facility in the late-Victorian period.

Date of rental commencement

01 January 2018.

Area Leased

•Present restaurant kitchen facility at Museum (Appliances not included).

•Present tea garden at Museum (furnishings not included).

•Picnic area as in agreement with the Museum Manager.

•Tea room as in agreement with the Museum Manager.

•Use of croquet lawn as in agreement with the Museum Manager.

•Use of historical kitchen for evening dinners as in agreement with the Museum Manager.

•Use of cellar and outbuildings for storage as in agreement with the Museum Manager.

•Use of verandah as in agreement with the Museum Manager.

Furnishings

•Furnishings of the tea garden as per examples on the Museum site.

•Furnishings of picnics as per examples on site.

•Furnishings and accessories of evening dinner functions as per examples on site.

•As per examples on site.

•Additional menu items to be discussed with Museum Manager.

•The Main house and outbuildings with its wooden features and roof structure is a fire risk, thus cooking with oil, e.g. chips are prohibited.

Liquor

•A liquor license can be obtained for the restaurant facility.

Electricity

•Electricity consumption is for the account of the restaurant.

•Regular power cuts occur on the site.

•A generator provides stand-by power for the restaurant.

•The Museum contributes fuel in most cases during power cuts.

Public facilities

•The public facilities are maintained by Museum staff. Per occasion the restaurant staff is requested to assist.

Security

•The Museum has twenty four hours security, which includes the restaurant area.

•Alarm systems are part of the Museum’s security measures.

•Security guards accompany restaurant staff to and from the Museum to Solomon Mahlangu.

Restaurant opening hours

•Tuesday to Sunday 09:30 – 16:30. Last orders placed at 16:30.

•Public vacates premises no later than 17:30 in winter and 18:00 in summer.

•Open on public holidays, but closed on Good Friday and Christmas day.

Visitors’ number

•Visitors’ numbers to the restaurant from 01 April 2015 to 31 March 2016 was 15729.

Rental amount

•Minimum of R6115.00 per month with a 10% increase on 1 January 2019.

Service Providers are required to submit their proposals in the following format:

Functionality

This part must contain at least the following:

3.1A business plan addressing the marketing, menus and design of the restaurant;

3.2Compliance with the Terms of Reference (clause 2 above),

3.3A company profile outlining the company’s experience and suitability for this contract, including contactable trade references from previous clients (at least 3);

3.4Experience of key staff involved with this project.

Priceproposal

This part must contain at least the following:

4.1The Bidder should provide an itemized or detailed breakdown for all relevant costs;

4.2The completed SBD documentation;

4.3Proof of registration on National Treasury’s Central Supplier Database (CSD).

4.4Company Registration Certificate (CK)

4.5Certified copies of directors’/members’ ID documents;

4.6Contact persons and information.

Bid evaluation

5.1An Evaluation Panel will be established by DMSA. The panel will evaluate all bids received, according to the criteria indicated (7 hereunder).

5.2The panel reserves the right to call bidders to complete any outstanding elements of their bids, or make presentations of their bids.

5.3The decision of DMSA will be final.

5.4Any bidder failing to submit any element of the Bid Submission Requirements set out in the above, may, at the discretion of the Evaluation Panel, be rejected as unsuitable for evaluation and will therefore not be further considered.

EVALUATION CRITERIA FOR MEASURING FUNCTIONALITY

Evaluation will be based on a points system. The bids will first be evaluated on functionality. The threshold score is50 %, and only those bids that achieve 50 % or more will be invited to do a verbal presentations. Functionality will be evaluated according to the following criteria and scoring system:

Values: 1 = Poor; 2 = Average; 3 = Good; 4 = Very good; 5 = Excellent

Functionality Criteria / Weights / Value / Score
1 / Assessing the business plan addressing the marketing, menus and design of the restaurant / 20
2 / Assessing compliance with Terms of Reference (clause 2) / 10
3 / Assessment of the company profile outlining the company’s experience and the company’s suitability for this contract, including contactable trade references from previous clients / 10
4 / Assessment of experience of key staff involved with this project / 10
Totals: / 50 (a) / (So)

a)The value awarded for each criterion should be multiplied by the weight for the relevant criterion to obtain the score for the various criteria;

b)The scores for each criterion should be added to obtain the total score; and

c)The following formula should be used to convert the total score to percentage for functionality:

Ps = So X 100

where:

Ps = percentage scored for functionality by bid under consideration

So = total score of bid under consideration

Ms = maximum possible score, i.e. 5 x (a) = 250