awtoritÀ tad -djar housing authority · awtoritÀ tad-djar housing authority _____ 22, triq pietro...

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AWTORITÀ TAD-DJAR HOUSING AUTHORITY

__________________________________________________________________________________

22, Triq Pietro Floriani, Furjana FRN 1060. Tel: 22991000; Freephone: 80072232

www.housingauthority.gov.mt

Expression of Interest (EOI)

Invitation to submit Proposals for the

Lease of Premises to house Administrative Offices of

Housing Authority in Malta

Reference: EOI / 001 / 2015

Published in Government Gazette of 24

th November 2015

Closing date for submissions: 16th

December 2015

http://www.housingauthority.com.mt/

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1. INTRODUCTION

The Housing Authority falls under the Ministry for the Family and Social Solidarity. The mission of the

Housing Authority states ‘’Through social housing, help provide life solutions to those who really need it’’.

In fact it has been contributing to the strengthening of our societies ever since its establishment, by being

committed to improving the quality of life, whilst pursuing a better future for our communities. This is

achieved by developing and implementing various schemes that are intended to improve the quality of life

not just through ownership but also by providing social accommodation, improving quality of

accommodation, accessibility and embellishing Housing Estates.

To be better suited to provide its services, the Housing Authority is looking for suitable premises for a long

term lease.

Objectives

The purpose of this Expression of Interest (EOI) is to submit proposals for the lease of premises to house

administrative offices of Housing Authority in Malta.

The Housing Authority, hereinafter referred to as “HA”, is hereby inviting interested parties to submit

proposals for the leasing of suitable premises for office space in localities in accordance with the

requirements, specifications and criteria detailed in this document.

Nothing in this invitation is to be construed as creating a binding contract between the HA and the

proponent until the two parties enter into a final, binding contract.

2. SELECTION CRITERIA

2.1 The following requirements must be satisfied:

a) The areas of the property shall be approximately as follows:

Offices 2350 square mtrs

Storage space 700 square mtrs for filing system

Parking space 1200 minimum square mtrs and a minimum of 50 car spaces

Premises shall be fully accessible to persons with special needs.

b) The premises shall be used as offices and layouts shall include top management offices, board room/s, reception areas, kitchenettes, bathrooms / toilets.

c) The rentable areas to be proposed have to satisfy the requirements and abide by the

regulations of the Occupational Health and Safety Regulations (OHSA). d) The rental period shall be fixed and be at least for twenty (20) years.

e) Preference would be given to premises located in central areas and to

premises which have natural lighting.

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2.2 With reference to the requirements, the following conditions are to be noted:

a) The buildings shall be either designed for general office use or shall be easily capable of being modified to meet such use. Preference shall be given to those properties that are ready to move into in a finished state on awarding date or that will be ready within six (6) months from awarding date. Finished state includes all mechanical, electrical and computer network installations in place, including heating and cooling equipment and fire and security alarm systems but excluding furnishings.

b) Whilst preference will be given for property with the least number of floors, lifts are

required for any property spread over more than one floor.

c) Preferably, offered premises would require a minimum form of refurbishment or improvements to arrange the layout to accommodate the requirements.

d) The premises shall be equipped with the appropriate sanitary facilities to cater for

staff working on the premises.

e) The building shall be covered by a relevant MEPA permit to be used as an „Office‟.

f) Buildings have to be in conformity with „Access for all‟ design guidelines published by the National Commission for Persons with Disability in 2005.

g) Preference shall be given to property that is free and unencumbered. h) The HA shall be entitled to agree in writing with the owner of the premises to be

leased for itself to carry out the works which it deems necessary for such premises to be fit for use, provided that the HA shall have the right to keep the rent due or the rent which is still due to be paid as reimbursement in lieu of the expenses made in carrying out the mentioned works, and this subject to the right of HA for any greater amount, if the amount of these expenses is more than such rent.

3. REQUEST FOR CLARIFICATIONS

Interested parties may submit requests for clarifications in writing to Housing Authority by sending an email on: [email protected]; refer to Section 6 - Timeframes. The HA shall reply to all queries and, where necessary, amend the EOI document as per Section 6 in this document. Questions and answers and amendments to the EOI document shall be uploaded on the HA‟s website: www.housingauthority.gov.mt. HA may, at its discretion, extend the deadline for submissions.

mailto:[email protected]

http://www.housingauthority.gov.mt/

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4. SUBMISSIONS

Interested parties are to submit their proposal/s in a sealed envelope or parcel and deposited in

the Expression of Interest Box at the following address by not later than 1000hrs of 16th

December 2015.

Housing Authority 22 Triq Pietro Floriani Floriana

The envelope or parcel shall be marked:

EOI / 001 / 2015

Lease of Premises to house Administrative Offices of the Housing Authority in Malta

The proposal should include the information enlisted hereunder:

a) A document indicating the personal and contact details of the site owner, also referring to current and previous uses of the site being proposed. In the case of a company, a copy of the Memorandum and Articles (M&A) is required.

b) A site plan (scale 1:2500) clearly indicating the location of the site.

c) A block plan (scale 1:100) clearly indicating the detail of the site.

d) Front and side elevations of the site and building (scale 1:100).

e) As-built layout plans in scale 1:100.

f) As-built drawings in AutoCAD format.

g) Copies of all MEPA permits of the site and building.

h) Photos of the site indicating access to the site, the building (including the interior), and other facilities on site.

i) Details of security features, and accessibility features.

j) Confirmation of when the site and building will be ready.

k) The cost of the rent payable per annum for the duration of the contract in euro, exclusive of VAT and inclusive of all applicable taxes and charges.

5. CONDITIONS FOR PARTICIPATION

Participants in this Expression of Interest must observe the following conditions:

a) Submissions are to be made strictly in accordance with this document.

b) Additional material, brochures or promotional material may be submitted together with the information requested therein.

c) All information requested in this document must be provided. If any section is not

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deemed to be applicable the bidder shall indicate it accordingly, without prejudice to the right of the HA to disqualify bidders that do not provide the required information.

d) The submitted proposal is to be signed by the candidate‟s authorised signatory with

evidence of such authorisation.

e) In the case where the bidder is a „consortium‟ the information requested herein must be provided for each company forming part of the „consortium‟.

f) The proposal must be drawn up in English.

g) Any correspondence, including the actual proposal must always include the reference

number indicated on the front page of this document.

h) The HA may invite interested parties to supplement or clarify the documents they submit.

i) The HA shall have the right to visit the site during the adjudication period. 6. TIMEFRAMES

Date Time (*)

Date Published 24th November 2015 -

Final date for request for any additional information from the Contracting Authority

1st December 2015 1200hrs

Final date for the Contracting Authority to reply to additional information and clarification requests

9th December 2015 1200hrs

Closing date for the Submission of Expression of Interest documents

16th December 2015 1000hrs

Expression of Interest Opening Session 16th December 2015 1000hrs

*All times Central European Time (CET)

7. EVALUATION OF PROPOSALS

Following the closing date, the Evaluation Committee shall evaluate the received proposals

against the criteria, specifications and conditions set out in this EOI.

If, in the opinion of the Evaluation Committee, a proposal is unclear in any respect, the Evaluation

Committee may, in its discretion, seek clarification from the proponent. Failure to supply

clarification to the satisfaction of the Evaluation Committee shall render the proposal liable to

disqualification.

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After evaluation of proposals, the Committee shall draw up a short-list of proposals for the

consideration of the HA.

Being short-listed does not give rise to a contract or any obligation between the HA and the

proponent. No legal relationship shall exist between the HA and a proponent until such time as a

binding contract is entered by them.

The HA shall, without limiting other options available to it, invite short-listed proponents to enter

into pre-contractual negotiations, which may or may not lead to a final, binding contract.

The HA reserves the right not to proceed further with the whole EOI process.

8. DISCLAIMERS

a. Information in this document is for the reference of interested parties only. This document does

not constitute a warranty, statement or representation, expressed, implied or imputed by the HA

as to the accuracy, reliability or completeness of the facts contained therein.

b. The HA does not accept liability to any interested party in respect of damages, costs or claims

caused by the use of or reliance on the information contained in this document.

c. No information in this document or in the replies to clarifications should be relied upon by

interested parties as a representation, statement or warranty as to the intentions, policy or action

of the HA in the future. Such information is to be utilized by interested parties to set up their own

judgment independently.

d. The submission of a proposal shall be considered as an acceptance by the proponent of the

terms and conditions outlined in this document.

e. The HA reserves the right to reject at its sole and absolute discretion, any or all of the submitted

proposals, and is not bound to give reasons for rejection.

f. Each proponent shall be solely responsible for the fees, costs and expenses incurred in

participating in the present process, and the HA will under no circumstances be liable for any

such fee, costs, expenses, re-imbursements, loss or damage whatsoever arising out of or in

connection with the proposal process.

g. The HA reserves the right to change, alter, amend, vary all and any information, terms and

conditions of this present document and this without incurring any form of liability whatsoever

from any third party that may have forwarded a proposal in the present process or any interested

party.

9. CONTRACT

The successful bidder, hereinafter referred to as “the Lessor”, will be required to enter into a

contract of lease with the HA for a period of twenty (20) years, which period shall be „di rispetto‟,

meaning that the HA may terminate the lease at any time prior to the twenty (20) years as long as

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it gives the Lessor six months‟ prior notice. The Contract shall include all the conditions enlisted in

this document.

The following conditions shall apply:

a) The contract shall include the right to extend the lease for a further ten (10) year period beyond the expiration date, at the same fixed annual rent plus twenty five per cent (25%), provided that six (6) months‟ prior notice of the extension shall be given to the Lessor.

b) The Lessor warrants that he/she is the owner of the site and/or has the right to lease the site and building which are the subject of this Request for Proposals.

c) The Lessor warrants that, to the best of his/her knowledge, the site and building proposed or any part thereof do not infringe or violate any third party property rights including without limitation, trademarks, patents, copyrights or trade secrets.

d) The Lessor shall have the right to access the site and the building by providing at least one week‟s notice to the HA. Access shall be exercised during the time periods stipulated by the HA.

e) The Lessor expressly waives its right to any abatement of any penalty he may incur in terms of this Agreement to which he may be entitled in terms of section 1122(1) (b) of the Civil Code.

10. CONSEQUENCES OF DELAY

Without prejudice to the HA‟s right to dissolve the contract ipso jure, failure to deliver the site

and/or building as agreed by interested parties, in addition to any liabilities incurred by the Lessor

under these Conditions and / or the Contract, render the Lessor liable to pay by way of penalty

€150 per day for the first 30 days and €500 per day thereafter, unless the HA, after having been

notified by the Lessor, is of the opinion that such delay has arisen from causes which were

unavoidable and could not be foreseen or overcome by the Lessor. In such case the HA shall

decide the extent, if any, of the deduction of the penalty. This is without prejudice to the right of

the HA to terminate the contract and obtain compensation for damages from the Lessor.

In the event of any of the following, the HA shall have the right to carry out the works itself or

request a third party to carry out the works, with expenses to be paid by the Lessor, without

prejudice to the rights of the HA to recover from the Lessor, any damages incurred:

a) Late delivery of the site and/or building in whole, or in part, or not in accordance with the requirements and specifications of this document, or outright failure to effect delivery of the site and/or building;

b) Abandonment of the Contract, provided that the Contract shall be deemed abandoned in any of the following circumstances:

(i) If the Lessor fails to commence Work within seven (7) working days from the date of the Letter of Acceptance or from the order to start work whichever is the latest;

(ii) If the Lessor stops Work for seven (7) consecutive working days without previously

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obtaining the written permission of the HA;

(iii) If the Lessor for any cause whatsoever, becomes unable or fails to carry out the Contract as agreed; or if he does not progress with the work in the manner intended by the Contract; or if the preparations for commencement or subsequent rate of progress is slow, such that in the opinion of the Director the Lessor is unable to complete and deliver the work or goods by the expiration date of the Contract Term; or if the Lessor refuses or neglects to comply with the directions given to him by the Director.

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11. FINANCIAL BID - Reference: EOI / 001 / 2015

Expression of Interest (EOI): Invitation to submit proposals for the lease of premises to house

Administrative Offices of the Housing Authority in Malta.

Rent Payable per annum for the duration of the contract as outlined in the Request for Proposal Document:

Property

Locality

Fixed amount in Euro per annum

for LEASE (Excluding VAT but including all applicable taxes

and charges)

In figures

Fixed amount in Euro per annum

for LEASE

(Excluding VAT but including all applicable taxes and charges)

In words

Name / Company Name …………………………………………………………………..………………………..

Email ……………………………………………………………………………………..…………………………..

Telephone Number ……………………………………………. Mobile:

Signature ………………………………………………………..

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Documents to be submitted with proposal/s:

CHECKLIST

The proposal should include all the following declarations (as applicable) and

information:

1) Annex 1

DECLARATION & BIDDER‟S DETAILS FORM.

2) Annex 2

DECLARATION OF OWNERSHIP BY INDIVIDUAL PERSON

Including authenticated document. (as applicable)

3) Annex 3

DECLARATION OF OWNERSHIP BY COMPANY REPRESENTATIVE

including authenticated document. (as applicable)

4) Annex 4

DECLARATION BY AN INDIVIDUAL PERSON THAT SUBMITTED

INFORMATION IS CORRECT. (as applicable)

5) Annex 5 - DECLARATION BY COMPANY REPRESENTATIVE THAT

SUBMITTED INFORMATION IS CORRECT. (as applicable)

A document referring to current and previous uses of the site being proposed. In

the case of a company, a copy of the M&A is required.

A site plan (scale 1:2500) clearly indicating the location of the site.

A block plan (scale 1:100) clearly indicating the details of the site.

Front and side elevations of the site and building (scale 1:100).

As-built layout plans in scale 1:100.

As-built drawings in AutoCAD format.

Copies of all MEPA permits of the site and building.

Photos of the site indicating access to the site, the building (including the

interior), and other facilities on site.

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Details of security features, and accessibility features.

Confirmation of when the site and building will be ready,

The cost of the rent payable per annum for the duration of the contract in euro,

exclusive of VAT and all applicable taxes and charges.

Note: All fees incurred to obtain the above documents are to be paid by the bidder/contractor. The

HA is not liable for any of these fees.

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Annex 1 - DECLARATION & BIDDER’S DETAILS FORM


Expression of Interest (EOI): Invitation to submit Proposals for the Lease of

Premises to house Administrative Offices of the Housing Authority in Malta

With reference to this expression of interest Ref. EOI/001/2015 published in the Government Gazette by

the Housing Authority on the 24th November 2015 and in terms of the conditions therein mentioned and

those thereto attached.

I/We............................................................................................................................................... (Name of

individual or firm submitting quotation to be entered in BLOCK letters) hereby acknowledge that I am/we

are fully conversant with of all the conditions of this Expression of Interest.

Name / Company Name:

Address

Registered Company Number (if applicable)

VAT Number (if applicable)

Telephone No.

Mobile No.

E-mail address

Signature: Date: (the person or persons authorised to sign on behalf of the

bidder)

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Annex 2 - DECLARATION OF OWNERSHIP BY INDIVIDUAL PERSON




I (Full Name) ……………………………………………………………………..

with I.D.Card No. ……………………………………..

residing at (personal address) …………………………………………………………………

……………………………………………………………………………………………………..

……………………………………………………………………………………………………..

hereby declare that the property (address of proposed property)

……………………………………………………………………………………………………..

……………………………………………………………………………………………………..

proposed in EOI / 001 / 2015 is my sole and exclusive ownership.

I accept that in case this information results to be false I shall forfeit the right to

participate in the above-mentioned EOI without being given due notice.

In sustain of this declaration I am attaching an authenticated document as proof of

ownership.

Signature:

Full Name (In Block Capitals) …………….…………………………………………….

Tel / Mob No: ……………………………………….

Email: ………..…………………………………………………………………………….

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Annex 3 - DECLARATION OF OWNERSHIP BY COMPANY REPRESENTATIVE




I (Full Name) ……………………………………………………………………..

with I.D.Card No. ……………………………………..


……………………………………………………………………………………………………..

……………………………………………………………………………………………………..

in the capacity of (whether Director, Manager etc.) ………………………………………….

of company (Name of Company) ………….....................................................................

with Registration No. ………………… hereby declare that the property (address of

proposed property)

……………………………………………………………………………………………………..

……………………………………………………………………………………………………..

proposed in EOI/001/2015 forms part of the property of the mentioned company.

In sustain of this declaration I am attaching an authenticated document as proof of

ownership.


participate in the above-mentioned EOI without due notice.

Signature:


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Annex 4 - DECLARATION BY AN INDIVIDUAL PERSON THAT SUBMITTED

INFORMATION IS CORRECT




I (Full Name) ……………………………………………………………………..

with I.D.Card No. ……………………………………..


……………………………………………………………………………………………………..

……………………………………………………………………………………………………..

hereby declare that the information submitted in the EOI/001/2015 is correct and true.


participate in the above-mentioned EOI without due notice.

Signature:


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Annex 5 - DECLARATION BY COMPANY REPRESENTATIVE THAT SUBMITTED

INFORMATION IS CORRECT




I (Full Name) ……………………………………………………………………..

with I.D.Card No. ……………………………………..


……………………………………………………………………………………………………..

……………………………………………………………………………………………………..

in the capacity of (whether Director, Manager etc.) ………………………………………….

of company (Name of Company) …………......................................................................

with Registration No. ………………… hereby declare that the information submitted in

EOI/001/2015 is correct and true.


participate in the above-mentioned EOI without being given due notice.

Signature:
