Lease of office space in mafikeng for legal aid south africa (5-Year term)

Closing Date: 30 June 2026 at 11h00 AM. Optional Briefing Session: 10 June 2026, 15:00–16:00 PM at Borekelong House, behind Mega City Complex, next to Department of Home Affairs, Mafikeng, 2745.

Bid Enquiries: Ms. Bontle Mochwaedi, Tel: (018) 381 4582, Email: [email protected]. Technical Enquiries: Ms. Victoria Zilanda, Tel: (018) 381 4582, Email: [email protected]. Submission Address: Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg, 2001.

Submit a sealed envelope marked with: Tender Number (11/2026), Closing Date (30 June 2026), Time (11h00 AM), and your company name. Deposit it in the locked tender box at Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg, 2001. Requirements: All annexures must be completed in full, using the given numbering format. Attachments must be clearly marked and specific to the information required. Tender forms must be handwritten in BLACK ink. No tenders via telegram, telex, facsimile, or email will be considered. Proposals must remain valid for 150 days from the closing date. Non-compliance with these requirements risks disqualification.

Evaluation is based on the 80/20 preference point system: 80 points for price and 20 points for B-BBEE Specific Goal Level of Contribution. Price scoring uses the formula: Ps = 80(1 - (Pt - Pmin)/Pmin), where Ps = points scored, Pt = price of tender under consideration, Pmin = price of lowest acceptable tender. B-BBEE points are awarded based on the bidder’s contributor status (refer to SBD 6.1). Bidders must provide reference sites for verification of claims. Proof of affirmative action employment practices and SMME empowerment programs is required. Disqualification risks: State-employed bidders or entities with state-employed directors/members, tender defaulters, or restricted suppliers.

Provide office accommodation for up to five (5) years for the Mafikeng Local Office. The bidder must ensure the space meets Legal Aid SA’s operational needs. Quality assurance: Defects due to poor workmanship must be rectified at the bidder’s cost and time. Intellectual property rights for any works or products created under the contract will vest in Legal Aid SA unless otherwise agreed in writing. The bidder assumes total responsibility for the service, regardless of third-party or subcontracting agreements.

Submit firm prices only (non-firm prices will not be considered). Prices must be quoted in South African Rand, including all applicable taxes (VAT, PAYE, income tax, UIF, skills development levies). Delivery costs must be included in the bid price. Payment terms: Legal Aid SA will approve project plans and projected costs; no delivery before an official order is issued. Prices and delivery periods must remain firm for the contract duration. A detailed breakdown of total charges, implementation, and support services is required. All documents submitted become the property of Legal Aid SA.

Mandatory: Original and valid Tax Clearance Certificate (TCS) from SARS or TCS PIN via eFiling. CSD registration proof (must reflect active supplier, tax-compliant, and not restricted). B-BBEE Status Level Verification Certificate or Sworn Affidavit (for EMEs/QSEs) to qualify for preference points. Consortia/joint ventures/sub-contractors must each submit separate TCS/CSD documentation. No bids accepted from state employees or entities with state-employed directors/members. Bidder’s Declaration (SBD 4) and Preference Points Claim Form (SBD 6.1) must be completed. Failure to comply with any of these requirements may invalidate the bid.

Closing date: 30 June 2026 at 11h00. Optional briefing session: 10 June 2026, 15:00–16:00 at Borekelong House, behind Mega City Complex, next to Department of Home Affairs, Mafikeng, 2745.

Bid enquiries: Bontle Mochwaedi, Email: [email protected], Tel: (018) 381 4582. Technical enquiries: Victoria Zilanda, Email: [email protected], Tel: (018) 381 4582. Submission address: Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg, 2001.

Submit proposals in a sealed envelope marked with: Tender Number (11/2026), Closing Date (30 June 2026), Time (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 and specific to requested information. Non-compliance risks disqualification. Tender forms must be handwritten in BLACK ink. No electronic submissions (email, fax, telex, etc.) will be considered. Proposals must remain valid for 150 days. Failure to sign/acknowledge conditions or complete forms may invalidate the tender. Bidders must check page numbers to ensure none are missing or duplicated.

Mandatory: Valid tax clearance certificate or active CSD registration; compliance with CSD requirements (active, tax-compliant, non-restricted); office space between 428m²–443m² with 11 parking bays; building zoned for office/business/commercial use; disability access compliance; title deed and zoning certificate provided before award; willingness to refurbish as per Legal Aid SA specifications; site available for inspection within 5 days of request. Preferential: B-BBEE status (20 points in 80/20 evaluation: 80 points for price, 20 points for B-BBEE); affirmative action employment practices; support for government empowerment initiatives (SBD 6.1 form); proximity to courts and public transport. Disqualification risks: Failure to submit mandatory documents; non-compliance with space/parking requirements; incomplete or improperly formatted proposals; refusal to allow site inspection or provide refurbishment commitments; qualifying tender with bidder’s own conditions without renouncing them when requested.

Office accommodation for Mafikeng Local Office. Location: Proximity to local courts and public transport (taxi ranks, train stations, bus terminals). Standalone building preferred. Space: Minimum 428m², maximum 443m² with 11 parking bays (failure to meet this disqualifies the bid). Must accommodate 32 employees, including management, public waiting area, consultation rooms, and reception. Toilets: 6 total (3 female cubicles + 3 basins, 2 male cubicles + 2 basins + 2 urinals, 1 disabled toilet). Building: Ground floor or with functional lifts; secured lockable parking; disabled-friendly; compliant with building laws/regulations (including health and safety); zoned for office/business/commercial use. Must provide title deed and zoning certificate. Branding: Must allow Legal Aid SA signboard display. Infrastructure: Telephone/computer network points; emergency generator backup. Refurbishment requirements: Floorplans; commitment letter (with tenant installation amount); partitioning as per Legal Aid SA specification; air-conditioning (split units preferred); painting/floor covering (corporate colours); power skirtings (2 plugs per workstation); network/telephone points; blinds (corporate colours); space plan; UPS facility integration (Legal Aid SA provides UPS unit).

Detailed breakdown of total charges, implementation, and support services required. Pricing must be in South African Rand. Firm tender prices and delivery periods are preferred; clearly state if prices/delivery periods remain fixed for the contract duration. Payment terms: Legal Aid SA approves project plans/costs; no delivery before official order. Defects due to poor workmanship must be rectified at bidder's cost; all correction costs must be separately noted on billing documentation. No reimbursement for proposal/presentation expenses unless prior written approval obtained. Authorised disbursements (travel/subsistence) refunded at actual cost with documentary evidence (receipts, kilometer logs). Travel refunds follow Legal Aid SA travel policy; private vehicle rates per AA of South Africa.

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 must be provided. B-BBEE compliance: Demonstrate affirmative action employment practices and procurement programmes; submit SBD 6.1 form for empowerment goals. Properties must be available for inspection within 5 days of request; failure disqualifies the bid. Site inspection certificate required, signed by Legal Aid SA and landlord. Building must comply with all building laws, regulations, and bylaws, including health and safety. Must be zoned for office/business/commercial use.

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.

Submit the following returnable documents: 1) Signed Lease Agreement (Annexure B). 2) Completed Schedule 1 with: full physical address and building description of leased premises, Erf number, commencement and expiry dates. 3) Rental payment details: landlord’s bank account name, number, institution, branch, branch code, account type, reference number (if applicable), and VAT registration number. 4) Financial terms: annual escalation rate (compounded), basic rental breakdown per m² for office space, parking bays, and other charges (with VAT at 15%), and total monthly payable for each of the 5 years. 5) Separate letter detailing any additional charges. 6) Three contactable references (name, phone/email, company if applicable). 7) Domicilium citandi et executandi for landlord (physical/postal address, phone, fax, email, cell, alternative contact).

Evaluation is based on: 1) Legal status: applicant must be a registered company, close corporation, trust, or individual with valid registration or ID number. 2) Authorization: signatory must be duly authorized to enter into the lease on behalf of the landlord. 3) Compliance: must meet all South African legal and municipal requirements for leasing commercial property. 4) Financial capacity: must demonstrate stability to fulfill a 5-year lease. 5) Maintenance capability: must confirm ability to handle all specified maintenance responsibilities (internal/external, garden, air conditioning, lifts, municipal rates, insurance, fire equipment, light bulbs).

Scope: Lease of office accommodation for up to 5 years in Mafikeng. Deliverables: Fully described leased premises (physical address, building details, Erf number). Landlord responsibilities: internal/external maintenance, garden maintenance, air conditioning, lift maintenance, municipal rates/increases, insurance, fire-fighting equipment/services, replacement of light bulbs. Tenant (Legal Aid SA) responsibilities: water/electricity consumption, sanitary services/refuse removal, domestic cleaning, consumables, alarm/security system maintenance, replacement of light bulbs, furniture/office equipment/appliances. Lease terms: Specify commencement/expiry dates; annual rental escalation at agreed compounded rate.

Pricing format: Detailed monthly rental breakdown (per m² for office, parking bays, other charges) excluding VAT, with 15% VAT applied. Provide total monthly payable for each of the 5 years. Payment terms: Tenant pays landlord via specified bank account. Escalation: Annual compounded rate (percentage to be agreed). Additional costs: Electricity and water billed as per municipal account. Tenant installation allowance may apply (amount to be specified). Total lease cost for 5 years must be calculated and submitted.