Five-year lease for office accommodation in lusikisiki for legal aid south africa

• Legal Aid SA is an autonomous statutory body providing legal aid.
• It operates a national network of 128 offices.
• The organisation has a strong governance record with consecutive unqualified audits.
• This tender seeks office accommodation for the Lusikisiki Satellite Office for up to five years.

• Closing date and time: 30 June 2026 at 11h00.
• Non-compulsory briefing session: 15 June 2026 from 12:00 PM to 13:00 PM.
• Briefing venue: Office No. 9 & 10, Embassy Building, AMCA Road, Lusikisiki.

• Bid enquiries: Harriet Mangcotywa. Email: [email protected]. Tel: (039) 253 1442.
• Technical enquiries: Mandla Mngaza. Email: [email protected]. Tel: (039) 253 1442.
• Submission address: Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg, 2001.

• Submit proposals by 11h00 on 30 June 2026.
• Physical submission only: deposit in the locked tender box at Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg, 2001.
• Sealed envelope must be marked with: Tender Number: No. 04/2026, Closing Date: 30 June 2026, Time: 11h00, and your Company Name.
• All annexures must be completed in full using the given numbering format. Attachments must be clearly marked.
• Any deviations from submission requirements may lead to disqualification.
• All documents submitted become the property of Legal Aid SA.
• Proposals must remain valid for 150 days.
• Tenders transmitted by telegram, telex, facsimile, E-mail or similar will not be considered.

• Evaluation uses the 80/20 preferential points system: Price (80 points) and B-BBEE status level (20 points).
• Further negotiations on rental and refurbishment with the highest scoring bidder.
• References and proof of B-BBEE contribution are required.
• Properties must be available for inspection within 5 days; failure results in disqualification.
• A site inspection certificate will be completed and signed by Legal Aid SA and the landlord.

• Scope: Provision of office accommodation for the Lusikisiki Satellite Office for up to five years.
• Location: Must be in proximity to local courts, with easy access for staff and clients, and close to public transport (taxi ranks, train stations, bus terminals). A standalone building in Lusikisiki is most desirable.
• Space: Minimum 97.20 m², maximum 112.20 m². Must include two parking bays. Space outside these parameters will not be evaluated.
• Layout: Must accommodate 9 employees, with working space for all staff, management, public waiting area, consultation rooms, and reception.
• Toilets: 2 toilets (1 cubicle and 1 basin for females; 1 cubicle and 1 basin for males).
• Building: Preferably ground floor or with functional lifts. Must have secured, lockable parking for Legal Aid SA vehicles.
• Accessibility: Must be user-friendly for disabled persons.
• Compliance: Must comply with all building laws, regulations, bylaws, and health and safety requirements.
• Zoning: Building must be zoned for office, business, or commercial purposes. Title deed and zoning certificate may be required before award.
• Branding: Must allow display of Legal Aid SA signboard and be branding compliant.
• Services: Must have telephone and computer network points and an emergency generator as backup.
• Refurbishment: Bidder must submit floorplans, a commitment letter to refurbish per tenant specification (with Tenant Installation amount), and details for partitioning, air-conditioning (preferably split units), painting, floor covering, power skirtings (two plugs per workstation), network/telephone points, blinds, a space plan, and a UPS facility integrated into specific plug points (Legal Aid SA provides the UPS unit). All finishes must use Legal Aid SA corporate colours.

• Any defects due to poor workmanship must be rectified by the bidder at own cost and time.
• Correction costs must be separately noted on billing documentation.
• Intellectual property rights in works created vest in Legal Aid SA unless otherwise agreed in writing.
• Bidders warrant the service will be of superior standard.
• Detailed company information and breakdown of charges must be supplied.

• Provide a detailed breakdown of all costs/charges and a total bid amount.
• All claims for authorised disbursements must be substantiated with documentary evidence like receipts and travel logs.

• Provide a detailed breakdown of all costs/charges and a total bid amount.
• Legal Aid SA will approve all project plans and projected costs.
• No project activity will be delivered before an official order is issued.
• Delivery must be within the specified timescale after receipt of the official order.
• Authorised disbursements (travel and subsistence) will be refunded at reasonable actual cost determined by Legal Aid SA, substantiated by receipts and logs.
• Travel refunds will follow Legal Aid SA travel policy; private vehicle use reimbursed at Automobile Association of South Africa prevailing rates.
• Bidder bears all expenses for proposal preparation and presentations; no reimbursement.

• Mandatory: Proof of registration on National Treasury's Central Supplier Database (CSD), showing you are an active supplier, tax compliant, and not restricted.
• Mandatory: Provide an ORIGINAL valid tax clearance certificate or CSD registration proof.
• Mandatory: Demonstrate affirmative action employment practices and procurement programmes that promote contribution to B-BBEE.
• Mandatory: Complete and submit all required documents, including company/business details (name, contacts, address, personnel numbers, turnover for last three years, growth percentage).
• Important: The 80/20 preferential points system applies, with B-BBEE status contributing 20 points.
• The building must comply with all building laws, regulations, bylaws, and health and safety requirements.

• Legal Aid SA objectives include embedding sustainable and agile practices to positively impact society, the economy, and the environment.
• The organisation aims for an environmentally responsive supply chain.

• Proposal validity period: 150 days.
• Upon award, the proposal and its terms become a binding contract.
• The successful bidder assumes total responsibility, regardless of subcontracting.
• Legal Aid SA reserves the right not to award the tender.
• Bidders must warrant they are skilled, professional, competent, and experienced.
• Legal Aid SA may request clarification or additional information within 24 hours; failure to comply may lead to disqualification.
• Tender may be awarded in part or in full, on a non-exclusive basis.
• Tenders qualified by the bidder's own conditions may be rejected.
• All tender forms must be handwritten in black ink, not by mechanical devices.
• Prices and delivery periods should preferably remain firm for the contract duration.

• Legal Aid SA is a national public entity providing legal aid and representation to indigent and vulnerable persons.
• The tender seeks office accommodation for the Lusikisiki Satellite Office for up to five years.
• The organisation's values include passion for justice, ubuntu, integrity, accountability, service excellence, and being people and planet focused.
• Key objectives include ensuring equal access to justice, maintaining a sustainable organisation, and leveraging technology.

• Closing Date and Time: 30 June 2026 at 11:00 AM.
• Optional Briefing Session: 15 June 2026 from 12:00 PM to 13:00 PM at Office No. 9 & 10, Embassy Building, AMCA Road, Lusikisiki.

• Bidding Procedure Enquiries: Contact Ms. Harriet Mangcotywa. Email: [email protected]. Telephone: (039) 253 1442.
• Technical Enquiries: Contact Mr. Mandla Mngaza. Email: [email protected]. Telephone: (039) 253 1442.
• Submission Address: Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg, 2001.

• Submit your tender by 11:00 AM on 30 June 2026.
• Deposit the sealed bid in the tender box located in the foyer of Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg.
• The envelope must be clearly marked with: Tender Number 04/2026, Closing Date 30 June 2026, Time 11h00 AM, and your company name.
• All annexures must be completed in full using the given numbering format. Attachments must be clearly marked.
• Deviations from submission requirements may lead to disqualification.
• The proposal must remain valid for 150 days.
• All tender forms must be handwritten in black ink. Do not use mechanical devices like typewriters.
• Tenders submitted by telegram, telex, fax, or email will not be considered unless specifically allowed.

• The 80/20 preference point system applies: 80 points for price, 20 points for Specific Goals (B-BBEE).
• Points for price are calculated using a formula comparing the tender price to the lowest acceptable tender.
• Refer to SBD 6.1 for the specific goals table and points allocation for B-BBEE status levels.
• Bidders must provide references for site checks.
• Bidders must demonstrate affirmative action employment practices and procurement programmes empowering SMMEs and historically disadvantaged groups.

• The tender is for the provision of office accommodation for the Lusikisiki Satellite Office for a period of up to five years.
• The bidder must complete all documents in full and submit them with the proposal.
• The successful bidder will assume total responsibility for the service, regardless of any subcontracting agreements.
• Legal Aid SA will approve all project plans and costs. No project activity may be delivered before an official order is issued.
• Any defects due to poor workmanship must be rectified by the bidder at their own cost.
• Intellectual property rights for works created under the contract vest in Legal Aid SA unless otherwise agreed in writing.
• Authorised travel and subsistence costs will be reimbursed according to Legal Aid SA's travel policy, supported by receipts.

• Any defects attributable to poor workmanship must be rectified by the bidder at their own cost and time.
• Costs for correcting defects must be separately noted on billing documentation.

• Use the SBD 3.1 Pricing Schedule form.
• Only firm prices are accepted.
• Prices must be in Rand and include all applicable taxes.
• All delivery costs must be included in the bid price.

• Prices must be quoted in South African Rand and include all applicable taxes (VAT, PAYE, income tax, UIF, SDL).
• Only firm prices will be accepted. Non-firm prices or prices subject to exchange rate variations will not be considered.
• All delivery costs must be included in the bid price.
• Bidders must clearly state whether prices and delivery periods will remain firm for the contract duration.
• Use the SBD 3.1 Pricing Schedule form to detail costs.
• Authorised disbursements for travel will be refunded at reasonable actual cost, substantiated by documentary evidence.

• Provide proof of registration on the National Treasury Central Supplier Database (CSD). The CSD must reflect you as an active, tax-compliant, and non-restricted supplier.
• Submit a valid original Tax Clearance Certificate (TCC). Certified copies are not accepted.
• For consortia/joint ventures, each party must submit a separate TCC or CSD number.
• Submit a B-BBEE Status Level Verification Certificate or Sworn Affidavit (for EMEs & QSEs) to qualify for preference points.
• Complete the SBD 6.1 Preference Points Claim Form.
• Bidders must disclose any state employment, relationships with procuring institution personnel, or interests in other bidding enterprises using SBD 4.

• Legal Aid SA aims to be an environmentally responsive organisation.
• Objectives include embedding sustainable practices and having an environmentally responsive supply chain.

• The General Conditions of Contract (GCC) form part of the bid and cannot be amended.
• Special Conditions of Contract (SCC) will supplement the GCC; in case of conflict, GCC prevails.
• The supplier must maintain confidentiality of contract documents and information.
• A performance security may be required within 30 days of award, in the form of a bank guarantee or cashier's cheque.
• The supplier indemnifies Legal Aid SA against third-party patent or trademark infringement claims.
• Goods must conform to standards in the bidding documents.
• A warranty of 12 months from delivery or 18 months from shipment applies, unless specified otherwise.
• The purchaser is not liable for bid preparation costs.

This is a lease proposal for office accommodation. The bidder must complete a schedule specifying:

• Full details of the leased premises (address, description).
• Property erf number.
• Lease commencement and expiry dates.
• Landlord's banking details for rental payments.
• Annual rental escalation rate.
• Basic monthly rental (excluding VAT).
• Tenant charges for electricity and water (as per municipal account).
• A detailed pricing schedule for Years 1 to 5.

Tenant (Legal Aid South Africa) contact details for legal purposes:

• Physical Address: Legal Aid House, 29 De Beer Street, BRAAMFONTEIN, 2017.
• Postal Address: Private Bag X 76, BRAAMFONTEIN, 2017.

Note: No contact details for the bidder/landlord or procurement contact are provided in the document.

Open to companies, close corporations, trusts, or individuals with registration/ID number. Must act as landlord or authorized representative. Must provide three contactable references. No explicit B-BBEE or tax compliance stated in provided text, but standard SA tender regulations likely apply.

The tender is for office accommodation (lease). The proposal must specify:

• Full physical address and description of the leased premises.
• Property details: Erf number.
• Lease commencement and expiry dates.
• Landlord's bank account details for rental payments (account name, number, institution, branch, branch code, account type, reference, VAT registration number).
• Annual rental escalation rate (percentage per annum, compounded).
• Basic monthly rental excluding VAT.
• Tenant (Legal Aid SA) will pay for electricity and water as per municipal accounts.
• A detailed pricing schedule is required for Years 1 to 5, broken down by office area (M2), parking bays, and other charges.

Submit a detailed pricing schedule:

• For each year (1 to 5), provide a table with:
• Item description (office space, parking bays, other charges).
• Lettable area per unit.
• Rent per unit.
• Total monthly rent excluding VAT.
• VAT (15%).
• Total monthly rent including VAT.
• Provide a total monthly payable amount for each year.
• Separately submit a detailed breakdown letter for any 'other charges'.
• Calculate and state total lease agreement costs for:
• Five years.
• Seven years (include detailed schedules for years 6 and 7).
• Nine years eleven months (include detailed schedules for years 8 and 9).
• Specify any tenant installation allowance amount.

Pricing must be submitted in the following format:

• Provide a detailed monthly rental schedule for Years 1 to 5, showing:
• Description (office, parking bays, other charges).
• Lettable area per unit.
• Rent per unit.
• Total monthly rent excluding VAT.
• VAT (15%).
• Total monthly rent including VAT.
• The rental will escalate annually at a specified compounded rate from the lease commencement anniversary.
• A separate, detailed breakdown letter must be submitted for any 'other charges'.
• Total lease agreement costs must be calculated for five years, seven years, and nine years eleven months (with schedules for extended periods if applicable).
• A tenant installation allowance amount may be specified.
• Note: Legal Aid SA reserves the right not to enter into a lease longer than five years.

The bidder (landlord) must provide:

• Three contactable references with initials, surname, telephone/cell number, email address, and company name (if applicable).
• The offer must remain valid for a period of five months.
• The document outlines duties and responsibilities split between the Service Provider (Landlord) and Legal Aid SA (Tenant), but does not specify mandatory compliance certificates (e.g., CSD, B-BBEE, tax).

Key contractual duties and responsibilities:

Service Provider (Landlord) duties include:

• Internal maintenance (general and normal wear & tear).
• External maintenance.
• Garden maintenance.
• Air conditioning maintenance.
• Lift maintenance.
• Floor covering maintenance for normal wear.
• Payment of municipal rates and increases.
• Insurance and all increases.
• Replacement of light bulbs.
• Fire fighting equipment and services.

Legal Aid South Africa (Tenant) duties include:

• Payment for water and electricity consumption.
• Sanitary services and refuse removal.
• Domestic cleaning services.
• Consumables supply.
• Internal maintenance under 'brake & pay rule'.
• Alarm/security system maintenance.
• Replacement of light bulbs.
• Furniture, office equipment and appliances.

The contract must be signed by an authorized representative of the Service Provider, stating their full names and capacity.

The submitted offer must remain valid for five months.

The bidder must provide three contactable references. For each reference, list:

• Initials and surname.
• Telephone or cell number.
• Email address.
• Company name (if applicable).

Legal Aid South Africa's address for legal notices:

• Physical Address: Legal Aid House, 29 De Beer Street, BRAAMFONTEIN, 2017.
• Postal Address: Private Bag X 76, BRAAMFONTEIN, 2017.