Malta Industrial Parks Ltd. Expression of Interest Reference: Invitation to submit Proposals for the Lease of Property
Published in the Government Gazette of Friday the 24 th August 2018 and on local Sunday newspapers on 26 th August 2018 Closing date for submissions: Wednesday, 19 th September 2018 at 10:00 Phone no.: 25420000 Email: tendersmip@mip.com.mt
1. INTRODUCTION Malta Industrial Parks Ltd. (hereinafter referred to as MIPL ) is a wholly owned Government company entrusted with the management and operations of Industrial Parks in Malta and Gozo and is hereby issuing this call for expression of interest to lease premises as per specifications being established within this document to accommodate the staff of MIPL. 2. OBJECTIVES The purpose of this Expression of Interest (EOI) is to gauge and evaluate the resources available in the private sector to provide adequate premises that can be used as office space. The premises is to have a floor area of a minimum of 1000m 2 which can be used as office space and other related office amenities. The initial agreement will be for a period of three (3) years which may be renewed for an additional period/s amounting to a maximum of one (1) year at the discretion of the lessee. The lessor will be notified whether this extension will be utilized at least 3 months prior to the end of the period indicated above in writing by MIPL. Interested parties are invited to submit proposals for the lease of such facilities to meet MIPL s requirements. Proposals will be evaluated according to the Selection Criteria listed in this EOI. 3. SELECTION CRITERIA a. The property is to have a floor area of at least 1,000 square meters (m 2 ) which can be used as office space and other related office amenities (excluding parking). This area, excluding parking, must include the following mandatory subdivisions: 1 Kitchenette (with all necessary pipework and kitchen cupboards); 2 boardrooms of size range of between 15 to 25 m 2 each. It would be preferred if these rooms include adequate infrastructure for conferencing ; 1 ICT room of a minimum size of 10 m 2 to house all ICT infrastructure; 1 Storage room of a minimum size of 15 m 2. A minimum of 4 restrooms, properly finished with all sanitary equipment and mixers in the case that the building is made up of multiple levels, a minimum of two restrooms per level will be required.
The division walls of the above-mentioned rooms may be of any approved material as long as it offers a soundproofing performance and that such divisions are properly installed and finished in terms of clause (h) hereunder. In view of this, the photos being submitted with this offer will not be required to provide any proof of the above listed facilities. b. The property should be in a central location and located within a short walking distance (circa 5 minutes) from an existing bus stop. c. The property must include on its grounds (or at least within circa 5 minutes walking distance) a reserved parking area (or reserved garage) able to hold a minimum quantity of 25 vehicles (standard size). d. If the property being offered is multi-level, the building must include a fully installed and certified Lift (by warranted engineer). Bidders will be required to indicate the number of floors being offered within the proposed building. e. The premises must also feature the following mandatory key characteristics: i. Have an entrance at street level or an entrance through a common area which however must be exclusively utilized as a common entrance area and not feature any third party office space or any other type of activity. ii. The premises shall be fully accessible and in compliance with all the pertinent design standards for persons with special needs. In case of property chosen and which is not compliant, the lessor must undertake all the necessary changes to render the property accessible according to the design guide which can be accessed from http://crpd.org.mt. iii. Conform to local building regulations and standards and any other applicable laws and regulations. In this regard the building must be certified in Energy Efficiency and insured (building and contents). Only buildings which comply with the minimum energy performance requirements of 350kWh/m2yr will be eligible for selection. New buildings are subject to building regulations and regulated by Regulation 5 of the Subsidiary Legislation 513.01 entitled Energy Performance of Buildings Regulations (EBPR). These requirements are embodied in the Subsidiary Legislation 513.04 entitled Conservation of Fuel, Energy and Natural Resources (Minimum Requirements on the Energy Performance of Buildings) Regulations. iv. Be in possession of the necessary permits as required by the relevant authorities including but not limited to the Planning Authority. v. Be free from any pending litigations whether legal or judiciary. The property offered should be free from any litigations with third parties which may have an adverse effect on the functionality of the premises vi. Have electrical and water supply (including applicable meters) and a functioning drainage system. vii. Should include adequate sanitary facilities and features viii. Should include adequate health and safety standards, including smoke and fire detection
ix. Should be fully air conditioned. x. Should have a telephone and networking infrastructure installed with adequate coverage to cater for at least 50 people. This must be a certified network installation with a Cat5e or better infrastructure. f. A stand by generator or other alternative auxiliary source of power should be in place to enable seamless office operations in case of electrical power failure. g. Premises should preferably also feature the following: i. HD CCTV to cover all common areas ii. Hall Porter system h. Due consideration shall be given to the state of completion of the building which ideally should be ready to move into. In case the premises is still undergoing finishing works, a confirmation will be required with the submission, stating that the property (should it be selected) will be finished by the lessor according to the layout provided by MIPL and according to the requirements set in the clauses above, by not later than 8 weeks from the signing of the contract. The cost for the finishing of the premises should be borne by the lessor. MIPL will be responsible for the furnishing of the premises. 4. REQUIRED INFORMATION The proposal shall include: a. Details of bidder/s - including full name/s, ID Card Number/s, registered address, email address/es, phone/mobile number/s, and company registration number (if applicable) (Annex 1). b. A short description of the property and its location. c. A confirmation that the property satisfies all the Selection Criteria at Section 3. d. MEPA/ PA permits covering the property, including a scaled site plan, approved plans/ elevations/ sections of the premises and any other relative documentation. e. A scaled site plan showing telephone, network and security infrastructure. Along with the plans documentation covering all technical specifications and details should be also submitted. f. Internal and external coloured photographs of the proposed property (all areas applicable). g. Declaration of title of the property together with proof of title by means of an authenticated document (Annex 2 or Annex 3, as applicable). h. A complete Financial Bid stating the proposed rate per square meter and annual rent (Annex 4). i. A declaration that the submitted information is correct (Annex 5 or Annex 6, as applicable).
If more than one property (multiple options) is offered by the same individual/s / entity, a separate submission is to be made for each property. If any of the above declarations are found to be incorrect, misleading or false, the proposal/s shall be disqualified. Following award MIPL reserves the right to request the following documentation; OHSA certificate Insurance Policy Statement from ARMS indicating that Electricity and Water bills have been settled in full Building Efficiency Certification 5. SUBMISSIONS 5.1 Timetable Date Time* Date of Publication 26 th August 2018 on Sunday N/A newspapers & 24 th August 2018 on the Government Gazette Final date for request for any clarifications from MIPL 7 th September 2018 10:00 by prospective bidders. Request for clarifications are to be sent on tendersmip@mip.com.mt with the title of the e- mail reading Final date by which MIPL is to reply to 12 th September 2018 10:00 clarifications and provide additional information (if applicable). Clarifications/ Additional Information will be available on MIPL s website www.mip.com.mt Closing date for the submission of proposals under 19 th September 2018 10:00 the EOI and Opening Session *All times Central European Summer Time (CEST)
5.2 - Submissions Submissions shall be drawn up in English and must be enclosed in a sealed opaque envelope and clearly marked as Offers are to be submitted in the Tender Box at offices of Malta Industrial Parks Ltd, Gwardamangia Hill. Pieta MEC 0001. Closing date for submission is 19 th of September 2018 at 10:00. LATE SUBMISSIONS WILL NOT BE CONSIDERED 6. EVALUATION OF PROPOSALS Following the closing date, the Evaluation Committee set up by MIPL will evaluate the proposals received against the criteria 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, at its discretion, seek clarification from the bidder/s. Failure to supply a satisfactory clarification to the Evaluation Committee shall render the proposal liable to disqualification. The Evaluation committee may also request submission of missing documentation as indicated in clauses 4(d)-(g) and 4(i). Failure to submit the requested documentation within the timeframe indicated by the Evaluation Committee will also render the proposal as liable to disqualification. This does not apply to submission being requested in clause 4(a)-(c) and 4(h). MIPL may also request to visit the site being offered and the bidder will be expected to make the necessary arrangements to meet such request in the shortest time possible. After evaluation of the proposals, the Evaluation Committee shall draw up a short-list of proposals for the consideration of MIPL. Being short-listed does not give rise to a contract or any obligation between MIPL and the bidder. MIPL shall, without limiting other options available to it, invite short-listed bidders to enter into precontractual negotiations, which may or may not lead to a final, binding contract. Furthermore, MIPL reserves the right to negotiate the terms of the respective submissions. MIPL also reserves the right to refuse any offer in respect of this EOI and even to cancel the whole EOI process.
Nothing in this invitation is to be construed as creating a binding contract between MIPL and the bidder until the two parties enter into a final, binding contract. The award criteria shall be based on the cheapest annual rate per meter square (including all mandatory facilities and clauses mentioned in this document) 7. DISCLAIMERS a. The submission of a proposal shall be considered as an acceptance by the bidder of the terms and conditions outlined in this document. b. MIPL reserves the right to reject at its sole and absolute discretion, any or all the submitted proposals, and is not bound to give reasons for rejection. c. Each bidder shall be solely responsible for the fees, costs and expenses incurred in participating in the present process, and MIPL will under no circumstances be liable for any such fees, costs, expenses, reimbursements, loss or damage whatsoever arising out of or in connection with the proposal process. d. MIPL 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. e. The Government s General Conditions for Service Contracts shall apply to this Expression of interest. It is hereby construed that the prospective bidders have availed themselves of these general conditions, and have read and accepted in full and without reservation the conditions outlined therein, and are therefore waiving any standard terms and conditions which they may have.
8. CHECKLIST OF DOCUMENTS TO BE SUBMITTED Document 1 Annex 1 Declaration & Bidder s/bidders details form 2 Annex 2 Declaration of Title by Individual Person/s, including authenticated document (as applicable) To confirm submission mark with X 3 Annex 3 Declaration of Title by Entity representative, including authenticated document (as applicable) 4 Annex 4 - Financial Bid 5 Annex 5 Declaration by Individual/s that information submitted is correct (as applicable) 6 Annex 6 Declaration by Entity representative that information submitted is correct (as applicable) 7 MEPA/ PA permits, MEPA/ PA compliance certificates, including site plans, approved plans/ elevations/ sections/ other document covering the property 8 A short description of the property and its exact location 9 A declaration that the property satisfies all the Selection Criteria at Section 3 of the EOI 10 Internal and external photographs of the property, showing all areas being proposed Note: All fees incurred to obtain the above documents are to be paid by the bidder/s. MIPL is not liable for any of these fees or for compensation to the bidder/s for such costs.
ANNEXES
Annex 1 - DECLARATION & BIDDER S/BIDDERS DETAILS FORM With reference to the Expression of Interest with Ref. issued by Malta Industrial Parks Ltd. and in terms of the conditions mentioned therein and those thereto attached, I/We,... (name and surname of individual/s or of representative of entity, to be entered in BLOCK letters) bearer/s of the respective ID Card No/s... offer and bind myself/ourselves to provide the property to the Malta Industrial Parks Ltd under a lease agreement as per the conditions of the EOI. I/We hereby acknowledge that I/we am/are fully conversant with all the conditions of this EOI. Name of Individual/s or of Representative of the entity [for the latter, also include the name of the Entity] Address Registered Entity Number (if applicable) Year when Entity was founded (if applicable) VAT Number (if applicable) Telephone Number/s Mobile Number/s E-mail address/es Signature/s:... Date:...
Annex 2 - DECLARATION OF TITLE BY INDIVIDUAL PERSON/S I/We,... (name and surname of individual/s, to be entered in BLOCK letters) bearer/s of ID Card No/s.. of (insert personal address)., hereby declare that the property (insert the address of the proposed property). proposed in is held by me/us under the title of. I/We am/are aware and fully accept that in case this information is found to be incorrect, misleading or false, I/we shall forfeit the right to participate in the above-mentioned EOI without being given due notice. In confirmation of this declaration I/we am/are attaching an authenticated document as proof of title. Signature/s:
Annex 3 - DECLARATION OF TITLE BY ENTITY REPRESENTATIVE I,... (name and surname of representative of entity, to be entered in BLOCK letters) bearer of ID Card No.. of (insert personal address)., in the capacity of (whether Director, Manager etc.). acting on behalf of Entity (Name of Entity). with Registration No., hereby declare that the property (insert address of proposed property)... proposed in is under the title of. of the mentioned entity. I am aware and fully accept that in case this information is found to be incorrect, misleading or false, the entity shall forfeit the right to participate in the above-mentioned EOI without being given due notice. In confirmation of this declaration I am attaching an authenticated document as proof of title. Signature:.. Tel/ Mobile No.:
Annex 4 FINANCIAL BID The lease shall be for three (3) years extendable by an additional one year period, at a fixed annual rent for the whole period. The amount is to be exclusive of VAT and inclusive of any other applicable charges and/or taxes. Bill A - Premises Address of Property Submitted under Size of Premises [in sq mtrs and Fixed Total annual rent in as indicated in clause 3] and Euro Annual Rate per Square meter [Rate is to be exclusive of VAT and [Rate is to be exclusive of VAT and inclusive of all other applicable inclusive of all other applicable charges and taxes] charges and taxes] Bill B Parking area and/or Spaces Address of Property Submitted under Quantity of Fixed annual rent per Fixed Total annual rent Parking Parking Space in Euro for Parking Spaces in Spaces [Rate is to be exclusive of Euro offered [as VAT and inclusive of all [Rate is to be exclusive of indicated in other applicable charges VAT and inclusive of all clause 3(c)] and taxes] other applicable charges and taxes] Summary of Bills Bill Description Fixed Total annual rent in Euro (as per Bills A and B)[Rate is to be exclusive of VAT and inclusive of all other applicable charges and taxes] A Rent of Premises as per Clause 3 B Rent of Parking Spaces as per Clause 3 (c) Grand Total excluding VAT but inclusive of all other applicable charges and taxes: Signature/s:... Full Name/s:.. (In Block Capitals) I.D. Card No/s:...
Annex 5 - DECLARATION BY INDIVIDUAL PERSON/S THAT SUBMITTED INFORMATION IS CORRECT I/We,... (name and surname of individuals, to be entered in BLOCK letters) bearer of ID Card No/s....... of (insert personal address)., hereby declare that the information submitted in the is true and correct. I/We am/are aware and fully accept that in case that this information is found to be incorrect, misleading or false, I/we shall forfeit the right to participate in the above-mentioned EOI without being given due notice. Signature/s:
Annex 6 - DECLARATION BY ENTITY REPRESENTATIVE THAT SUBMITTED INFORMATION IS CORRECT I,... (name and surname of representative of entity, to be entered in BLOCK letters) bearer of ID Card No.. of (insert personal address)., in the capacity of (whether Director, Manager etc.).... acting on behalf of entity (Name of Entity)...with Registration No... hereby declare that the information submitted in is true and correct. I am aware and fully accept that in case this information is found to be incorrect, misleading or false, the entity shall forfeit the right to participate in the above-mentioned EOI without being given due notice. Signature: