Office space lease for phalaborwa satellite office (5‑year operational lease)

Closing date: 09 June 2026 at 11h00. Optional briefing session: 14 May 2026, 15:00–16:00 at Shop 4, 32 Wildevey Street, Phalaborwa, 1390.

Bid Enquiries: Marie Crewe, Email: [email protected], Tel: (015) 307 3129. Technical Enquiries: Tsakani Maluleke-Sihlangu, Email: [email protected], Tel: (015) 307 3129. Submission Address: Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg, 2001.

Submit proposals in a sealed envelope marked with: Tender Number (05/2026), Closing Date (09 June 2026, 11h00), and Company Name. Deposit in the locked tender box at Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg, 2001. All annexures must be completed in full, using the given numbering format. Attachments must be clearly marked. Non-compliance risks disqualification. Tender forms must be handwritten in BLACK ink. No electronic submissions (email, fax, etc.) accepted. Proposals must remain valid for 150 days. Failure to sign/acknowledge conditions or complete forms may invalidate the tender.

Evaluation uses the 80/20 Preferential Points System: Price = 80 points, B-BBEE status level of contribution = 20 points. Bidders must provide: (i) Reference sites for verification, (ii) Proof of affirmative action and B-BBEE compliance, (iii) Original valid tax clearance certificate or CSD registration, (iv) Support for empowerment (SBD 6.1 form). Properties must be available for inspection within 5 days of request; failure results in disqualification. A site inspection certificate will be signed by Legal Aid SA and the landlord. Legal Aid SA may negotiate further rental/refurbishment reductions with the highest scorer. Bidders must respond to clarification requests within 24 hours or risk disqualification.

Office accommodation required for Phalaborwa Satellite Office. Location: Proximity to local courts and public transport (taxi ranks, train stations, bus terminals). Standalone building preferred. Space: Minimum 97m², maximum 120m² (bids outside this range disqualified). Parking: 3 secure lockable bays. Toilets: 2 (1 female cubicle + basin, 1 male cubicle + basin + urinal; disabled toilet advantageous). Must accommodate 6 staff + public waiting area, consultation rooms, and reception. Ground floor or building with functional lifts. Disability-friendly. Compliance: All building laws, regulations, bylaws, and health/safety standards. Zoning: Must be zoned for office/business/commercial use; title deed and zoning certificate required. Branding: Must allow Legal Aid SA signboard display. Infrastructure: Telephone/computer network points, emergency generator backup. Refurbishment: Submit floorplans, commitment letter (with Tenant Installation amount), partitioning, air-conditioning (split units), painting (corporate colours), floor covering (corporate colours), power skirtings (2 plugs/workstation), network/telephone points, blinds (corporate colours), space plan, UPS facility integration (Legal Aid SA provides UPS unit).

Pricing must be in South African Rand. Firm tender prices and delivery periods preferred. Provide a detailed breakdown of total charges, implementation, and support services. All costs must be explicitly stated. Defects due to poor workmanship will be rectified by the bidder at own cost; correction costs must be separately noted on billing. No reimbursement for proposal/presentation expenses. Authorised disbursements (e.g., travel) require prior written approval and will be refunded at actual cost per Legal Aid SA policy. AA rates apply for private vehicle use. Claims must be substantiated with receipts/km logs.

Proof of registration on National Treasury’s Central Supplier Database (CSD) required, showing active supplier status, tax compliance, and no restrictions. Original valid tax clearance certificate or CSD registration proof mandatory. B-BBEE compliance and affirmative action practices must be demonstrated (SBD 6.1 form). Building must comply with all local zoning, health, safety, and legal requirements. Title deed and zoning certificate may be required before award.

• Optional briefing session: 14 May 2026, 15:00–16:00, Shop 4, 32 Wildevey Street, Phalaborwa, 1390.
• Closing date and time: 09 June 2026, 11h00 AM.
• All bids must be deposited before the closing time at the Legal Aid SA tender box (see submission guidelines).

Bidder enquiries – Ms. Marie Crewe (Technical enquiries) – Tel: (015) 307 3129 – Email: [email protected]. Bid submission enquiries – Ms. Tsakani Maluleke‑Sihlangu – Tel: (015) 307 3129 – Email: [email protected]. Submission address: Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg, 2001.

• Submit the sealed bid envelope to the Legal Aid SA tender box in the foyer of Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg (postal code 2001).
• Envelope must be marked: Tender Number 05/2026, Closing Date 09 June 2026, Time 11h00 AM, Name of Company: ____________________.
• All annexes and required forms must be completed in full, handwritten in black ink and numbered as per the tender document.
• Use only the official forms supplied; do not type or re‑type the forms.
• Late submissions will not be accepted.
• Bids must be delivered by the stipulated time; electronic submissions (email, fax, etc.) are not permitted.
• The proposal must remain valid for 150 days from the closing date.
• Failure to comply with any of the above may result in disqualification.

• Price – 80 points (firm prices only; all taxes and delivery costs must be included).
• Specific Goal B‑BBEE Level of Contribution – 20 points (pre‑qualified B‑BBEE verification required).
• Reference sites – provide names of sites for reference checks.
• Demonstrated affirmative action and empowerment programmes for SMMEs and historically disadvantaged groups.
• Proof of active registration on the Central Supplier Database (CSD) showing tax compliance and no restrictions.
• Compliance with the 80/20 empowerment system (refer to SBD 6.1).
• Evaluation will consider both price and B‑BBEE contribution; total score out of 100.

• Scope: Provide office accommodation for up to five (5) years at the Phalaborwa satellite office.
• Deliverables must meet the specifications set out in the tender document; any deviation must be clearly indicated.
• Quality assurance: bidder must rectify any defects at own cost and time; defects must be noted separately on billing.
• Intellectual property created under the contract vests in Legal Aid SA unless otherwise agreed in writing.
• Disbursements, travel and subsistence costs are reimbursable only with prior written approval and must be supported by receipts.
• All documents submitted become the property of Legal Aid SA.

• Only firm prices will be accepted; non‑firm prices or prices subject to exchange‑rate variation will be rejected.
• Pricing schedule must be submitted for each delivery point, include all applicable taxes (VAT, PAYE, UIF, SDL) and delivery costs.
• Offer must remain valid for 150 days from the closing date.
• Payment is subject to issuance of an official order; no work may commence before the order is received.
• Prices must be quoted in South African Rand (ZAR).

• Active registration on the National Treasury Central Supplier Database (CSD) showing tax compliance and no restriction status.
• Provide a valid Tax Clearance Certificate (original copy) – must be current (valid for 1 year).
• Submit SARS Tax Compliance Status (TCS) PIN or CSD number for each participating entity (including joint ventures or sub‑contractors).
• Provide B‑BBEE verification certificate or sworn affidavit to claim preference points (must be submitted to qualify for the 20‑point B‑BBEE score).
• No persons employed by the State, or companies with directors who are State employees, may participate.
• Complete and sign the Bidder’s Disclosure form; failure to do so may invalidate the bid.

Tenant (Legal Aid South Africa) contact details: Physical Address: Legal Aid House, 29 De Beer Street, BRAAMFONTEIN, 2017. Postal Address: Private Bag X 76, BRAAMFONTEIN, 2017. Landlord must provide: Physical Address, Postal Address, Telephone Number, Telefax Number, E-Mail Address, Cell Number, and Alternative Contact Number.

Submit the following returnable documents: Completed Request for Proposal (Annexure B). Schedule 1 must include: Full lease premises details (physical address, description, Erf number). Payment details (account name, number, institution, branch name, branch code, account type, reference number, VAT registration). Annual escalation rate (compounded). Basic rental breakdown per year for office space (per M2), parking bays, and other charges. Total lease cost for 5 years. Tenant installation allowance (if applicable). Three contactable references (name, phone, email, company). Separately submit a detailed breakdown letter for other charges, if applicable.

Lease scope: Provision of office accommodation for up to 5 years in Phalaborwa. Landlord responsibilities: Internal maintenance (general and normal wear & tear), external maintenance, garden maintenance, air conditioning maintenance, lift maintenance, floor covering (normal wear), municipal rates and increases, insurance and all increases, replacement of light bulbs, fire fighting equipment and services. Legal Aid South Africa (Tenant) responsibilities: Water and electricity consumption, sanitary services and refuse removal, domestic cleaning services, consumables supply, internal maintenance (brake & pay rule), alarm/security system maintenance, replacement of light bulbs, furniture, office equipment, and appliances. Lease agreement must specify: Commencement and expiry dates. Rental escalation (compounded annually). VAT-inclusive pricing.

Pricing must include: Basic monthly rental (excluding VAT) for office space (per M2), parking bays, and other charges. Annual escalation rate (compounded) applied to rental. VAT at applicable rate (15%) added to all charges. Total monthly payable amount for each year (Years 1-5). Total lease agreement cost for 5 years must be provided. Tenant installation allowance (if applicable) must be specified. Payment details required: Account name, number, institution, branch name, branch code, type of account, and reference number. Charges payable by tenant: Electricity and water (as per municipal account).