The Ministry for Justice, Culture and Local Government would like to receive offers for the leasing premises which shall serve as an Administration Office for Festivals Malta – a Public Cultural Organisation within Arts Council Malta

Ref. KMKA/25/2018

The following are the list of technical specifications / requirements pertaining to the desired leased premises in the Central Harbour Area to house the Administration Offices for Festivals Malta:

  1. The building is to be located in the Central Harbour Area namely Valletta, Floriana and Blata l-Bajda
  2. Preference shall be given to office at ground floor level and in an open plan form. Two-floor or multi-floored options may be considered.
  3. The office needs to have a good visibility to the General Public.
  4. The approximate area of office space required ranges between 90m2 and 120m2 covering both requirements as listed in Point (2) above. Larger premises may be considered.
  5. The offices are to be finished or refurbished according to Festivals Malta requirements. Costs may be borne by Festivals Malta. Semi-finished premises may also be considered.  Premises in shell form will not be considered. The owner of the building (if building is not in finished state) will be required to finish the building in accordance with the specifications of Festivals Malta. All finishes costs are to be borne by the landlord and shall not be included in the annual rental fee. If applicable, the bidder is to provide an indication when the premises shall be finished.  In the case alterations are required, such alterations may be borne by Festivals Malta.
  6. The entire building is to be fully accessible to people with special needs via ramps and a passenger lift if applicable.
  7. A reception area is necessary for sole use of Festivals Malta. The offices are to be equipped with (but not limited to) the following:
    1. fully air-conditioned
    2. Restrooms facilities: Male/Female Gender and Special Needs
    3. Kitchenette
  1. Solar Panels are optional but are considered as being an asset.
  2. The premises and garage area should conform with all local building regulations and standards such as Planning Authority, OHSA and Building Efficiency, as well as specific permit for the building to be used as office space.
  3. The leasing period shall be of 3 years which may be extended for further periods as needed by Festivals Malta.

The Proposal and Financial Offer

The submission is to include the following documents and information which are to be submitted according in the hereunder sequential order:

a. Personal and contact details of the premises’ owner including postal address, contact numbers and email address;
b. The exact location and address of the premises being offered for lease;
c. The area offered in square metres (per floor if applicable);
d. The number of floors (area per floor) the area is distributed;
e. Information as to whether the area offered exists on its own or is a part of a block;
f. Details as to whether the premises are in a “finished” state, and ready to move into, or otherwise. In the case of semi-finished premises, the contractor is to indicate by when these works shall be completed. Finishes may be borne by Festivals Malta;
g. A list of facilities offered in the premises including but not limited to: Fully Air-conditioning System; Restrooms Facilities: Male/Female Gender and Special Needs; Kitchenette and Staff Canteen; and CAT 6 cabling
h. The financial offer is to be submitted in the following format:

i. Annual cost per square meter (office space)
ii. Annual total cost (office space)
iii. Annual cost for common parts (if any)
iv. Annual increments if applicable
v. Grand Total Cost (for a 3-year period) including all the above but EXCLUDING VAT

i. Copy of plans of property (1:100 plan) identifying the different amenities identified above;
j. Copy of Planning Authority approved plans of the premises;
k. Copy of permits which authorise the premises to be used as office space;
l. Photos of the interior and exterior areas and other facilities on site;
m. OHSA certificate (applicable if the premises are in finished state);
n. Building Efficiency Certification (applicable if the premises are in finished state);
o. ARMS statement showing that Electricity and Water bills are fully settled (applicable if the premises are in finished state);
p. Proof that the building is accessible to people with special needs; specifically, KNPD certification (applicable if the premises are in finished state); and
q. If the documents listed in Points (m) – (o) above are not available, a declaration is to be provided together with the proposed by the bidder in which he/she stated that these documents shall be submitted in due course without undue delay immediately upon completing the finishes to the premises. Costs for the provision of such documents shall be borne by the Contractor.

Instructions to Bidders:

The Ministry for Justice, Culture and Local Government reserves the right to select and/or reject any or all of the submitted proposals.  The Ministry may also decide not to proceed further with the Expression of Interest process.

The bidder shall consider the submission of an expression as acceptable on the terms and conditions outlined in this document. Each bidder shall be solely responsible for the fees, costs and expenses incurred in participating in the present process, and the Ministry for Justice, Culture and Local Government 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.

Assessment will be carried out on area per metre square (including all facilities mentioned above). The Ministry for Justice, Culture and Local Government reserves the right to request a site visit as required during adjudication stage and to request further clarifications. Failure to answer such requests within the stipulated timeframe may lead to disqualification of the offer.

The offer is to be signed by the Contractor or his/her Authorised Signatory. Government general conditions shall apply.

Submissions are to be submitted in hard copy in a sealed envelope marked Confidential quoting the above Title and Reference Number of this Expression of Interest, and the Name of the bidder and sent By Hand to the following address by not later than 10:00 hours (noon) of Tuesday 17th April 2018:

Arts Council Malta
16 Mikiel Anton Vassalli Street
Valletta VLT1311