Provision of office accommodation for legal aid SA (kariega/uitenhage) - 5-Year lease

Closing date: 23 June 2026 at 11:00 AM. Non-compulsory briefing session: 02 June 2026, 12:00 PM - 1:00 PM at 32-36 Baird Street, Kariega, 6230.

Bid enquiries: Mr. Lifa Mbata, Tel: (041) 991 1811, Email: [email protected]. Technical enquiries: Ms. Wongiwe Makhenyane, Tel: (041) 991 1811, Email: [email protected]. Submission address: Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg, 2001.

Submit a sealed envelope marked with: Tender Number (14/2026), Closing Date/Time, and Company Name. Deposit in the locked tender box at Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg, 2001 by 23 June 2026 at 11:00 AM. Late submissions will not be accepted. All annexures must be completed in full using the given numbering format. Attachments must be clearly marked. Deviations may be ignored. Non-compliance risks disqualification. Tender forms must be handwritten in black ink. No mechanical devices (e.g., typewriters) allowed. Bidders must verify all pages are present and not duplicated. No liability for missing/duplicated pages. Only official forms provided may be used. Tenders transmitted by email, fax, or similar will not be considered. All submitted documents become the property of Legal Aid SA.

Evaluation is based on a 80/20 preference point system: 80 points for price and 20 points for B-BBEE Level of Contribution. Bidders must provide proof of CSD registration (active, tax-compliant, not restricted). Reference sites must be provided for verification. Bidders must demonstrate affirmative action employment practices and procurement programmes supporting SMMEs and historically disadvantaged groups. B-BBEE verification certificate or sworn affidavit (for EMEs/QSEs) must be submitted to qualify for preference points. Clarifications or demonstrations may be requested, with a 24-hour response deadline. Failure to comply may result in disqualification.

Provision of office accommodation for a period of up to five (5) years for Legal Aid SA’s Kariega (Uitenhage) Local Office. The proposal must remain valid for 150 days from the closing date. The bidder must provide a detailed breakdown of total charges, implementation, and support services. All documents must be completed in full. Deviations from specifications must be explicitly stated. Prices must be quoted in South African Rand (ZAR) and remain firm for the contract duration. Delivery costs must be included in the bid price. Quality assurance: defects attributable to poor workmanship must be rectified by the bidder at their own cost. Intellectual property rights for works created under this contract will vest in Legal Aid SA unless otherwise agreed in writing.

Only firm prices will be accepted. Non-firm prices (e.g., subject to exchange rate variations) will not be considered. Pricing must be in South African Rand (ZAR) and include all applicable taxes (VAT, PAYE, income tax, UIF, skills development levies). A detailed breakdown of costs, implementation, and support services must be provided. Payment terms: Legal Aid SA will approve project plans and costs; no delivery before an official order is issued. All expenses for proposals and presentations are the bidder’s responsibility and non-reimbursable. Authorised disbursements (e.g., travel) may be refunded at actual cost, substantiated by receipts. Travel refunds follow Legal Aid SA’s travel policy, with private vehicle rates per AA of South Africa.

Bidders must provide proof of registration on National Treasury’s Central Supplier Database (CSD), showing active status, tax compliance, and no restrictions. Original and valid Tax Clearance Certificate (TCC) must be submitted; certified copies are not accepted. TCC is valid for 1 year from approval. For consortia/joint ventures, each party must submit a separate TCC or CSD number. Bidders must submit a unique SARS Tax Compliance Status (TCS) PIN or CSD number. B-BBEE Status Level Verification Certificate or sworn affidavit (for EMEs/QSEs) is mandatory to qualify for preference points. Bidders must not be in the service of the state, nor have directors/members in state service. Foreign bidders must comply with tax obligations if applicable. Failure to meet any compliance requirement may invalidate the bid.

Non-compulsory briefing session: 02 June 2026, 12:00–13:00, at 32-36 Baird Street, Kariega, 6230. Closing date for submissions: 23 June 2026 at 11h00.

Bid enquiries: Mr. Lifa Mbata, Email: [email protected], Tel: (041) 991 1811. Technical enquiries: Wongiwe Makhenyane, Email: [email protected], Tel: (041) 991 1811. Submission address: Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg, 2001.

Submit proposals in a sealed envelope marked with: Tender Number (14/2026), Closing Date (23 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, etc.) will be considered. Proposals must remain valid for 150 days.

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) SBD 6.1 form for empowerment support. 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. Highest-scoring bidder may enter negotiations for further rental/refurbishment reductions within 5 days.

Office accommodation required for Kariega (Uitenhage) Local Office. Minimum 319m², maximum 334m², with 5 parking bays. Must accommodate 20 employees, including: 3 toilets (2 female cubicles + 3 basins; 3 male cubicles + 3 basins + 2 urinals), 1 client toilet, public waiting area, consultation rooms, and reception. Preferred: ground floor or building with functional lifts, secured lockable parking, disabled-friendly access. Must comply with all building laws, health/safety regulations, and be zoned for office/business/commercial use. Title deed and zoning certificate required before award. Must allow Legal Aid SA branding/signboard. Required infrastructure: telephone/computer network points, emergency generator backup. Refurbishment requirements: floorplans, commitment letter (with tenant installation amount), partitioning, air-conditioning (split units preferred), painting/floor covering in corporate colours, power skirtings (2 plugs per workstation), network/telephone points, blinds, space plan, UPS facility integration. Location must be near local courts and public transport (taxi ranks, train stations, bus terminals). Standalone building preferred.

Provide a detailed breakdown of total charges, implementation, and support services costs, including refurbishment allowances. Prices must be quoted in South African Rand (ZAR) and remain firm for the contract duration. Legal Aid SA will approve project plans and costs; no work begins without an official order. Defects due to poor workmanship must be rectified at the bidder's cost. All costs for corrections must be separately noted on billing documentation. Payment terms: accounts paid within 30 days of invoice date. No reimbursement for bid preparation costs unless prior written approval is obtained.

Bidder must be registered on National Treasury’s Central Supplier Database (CSD) as an active, tax-compliant, non-restricted supplier. Original valid tax clearance certificate or CSD proof required. Must demonstrate affirmative action employment practices and B-BBEE compliance (SBD 6.1 form). Properties must be available for inspection within 5 days of request; failure results in disqualification. Site inspection certificate must be signed by Legal Aid SA and the landlord. Compliance with all building laws, health/safety regulations, and zoning requirements is mandatory.

Legal Aid South Africa (Tenant) 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 Request for Proposal (Annexure B). 2) Completed Schedule 1 (Lease Agreement details, including physical address, Erf number, commencement/expiry dates, and payment details). 3) Detailed breakdown of other charges (if applicable), separately submitted and supported. 4) Three contactable references (names, phone numbers, emails, and company names if applicable). Note: The offer remains valid for four months from submission.

Scope: Provision of office accommodation for Legal Aid SA (Kariega/Uitenhage Local Office) for up to five years. Deliverables: Leased premises must include office space (M2), parking bays, and other charges (M2). Maintenance responsibilities: Landlord must cover internal/external maintenance, garden maintenance, air conditioning, lifts, floor covering (normal wear), municipal rates, insurance, fire-fighting equipment/services, and light bulb replacement. Legal Aid SA (Tenant) covers water/electricity consumption, sanitary services/refuse removal, domestic cleaning, consumables, alarm/security system maintenance, light bulb replacement, and furniture/office equipment/appliances. Tenant installation allowance may apply (amount to be specified).

Pricing: Basic rental (excluding VAT) per month, with annual escalation at a compounded rate (specified as % p.a.). VAT at 15% applies. Charges payable by tenant: Electricity and water (as per municipal account). Payment details required: Account name, number, institution, branch name, branch code, account type, and reference number (if applicable). Total lease cost must be detailed for each year (1-5) with breakdowns for office space, parking bays, and other charges. A separate letter must detail any additional charges.