Provision of office accommodation for legal aid SA stellenbosch local office (5‑year operational lease)

• Legal Aid South Africa is a national public entity providing legal aid and advice, representation, and education on legal rights.
• The organisation's vision is a South Africa where constitutional rights are realised for a just society.
• Its mission is to provide equal access to quality legal services for indigent and vulnerable persons.
• Core values include Passion for Justice, Ubuntu, Integrity, Accountability, Service Excellence, and being People and Planet Focused.
• Key objectives focus on empowering clients, ensuring access to justice, a fair justice system, good governance, sustainable practices, and leveraging technology.

• Closing Date and Time: 30 June 2026 at 11:00 AM.
• Non-Compulsory Briefing Session: 09 June 2026 from 12:00pm to 13:00pm at Office 201, 2nd Floor, Eikestad Mall, Bird Street, Stellenbosch, 7600.

• Bid Enquiries Contact Person: Ms. Carmen Hector.
• Technical Enquiries Contact Person: Mr. Shawn Flowers.
• Telephone Number: (021) 882 9221.
• Email Address for Bid Enquiries: [email protected].
• Email Address for Technical Enquiries: [email protected].
• Submission Address: Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg, 2001.

• Submit your tender in a sealed envelope clearly marked with Tender Number 15/2026, Closing Date 30 June 2026, Time 11:00 AM, and your company name.
• Deposit the envelope in the locked tender box located in the foyer of 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 the information required.
• Companies failing to adhere to these requirements risk disqualification from the evaluation process.
• The proposal must remain valid for a period of 150 days.
• All tender forms must be handwritten in BLACK ink. Do not use mechanical devices like typewriters.
• Tenders transmitted by telegram, telex, facsimile, or email will not be considered unless specifically provided for.
• Bidders must check page numbers and ensure none are missing or duplicated.

• The 80/20 preference point system applies: 80 points for price, 20 points for Specific Goals (B-BBEE).
• Price points are calculated using a formula comparing the tender price to the lowest acceptable tender.
• Specific goals points are awarded based on the B-BBEE Status Level of Contributor.
• If it is unclear whether the 80/20 or 90/10 system applies, the organ of state will determine the applicable system based on the lowest or highest acceptable tender and indicate points for both systems.
• Bidders must be registered on the National Treasury Central Supplier Database (CSD) as active, tax-compliant, and not restricted.
• A valid Tax Clearance Certificate (original) must be submitted.
• Bidders must comply with B-BBEE requirements and submit a B-BBEE Status Level Verification Certificate or sworn affidavit.
• Companies with directors in the service of the state are disqualified.
• Foreign suppliers must meet specific tax criteria or provide a CSD number.

• The tender is for the provision of office accommodation for the Stellenbosch Local Office for a period of up to five (5) years.
• The successful bidder will be responsible for delivering a reliable, efficient, and effective service.
• Bidders must warrant they are highly skilled, professional, competent, and experienced in the area for which they are bidding.
• The service provided must be of a superior standard and unlikely to cause undue difficulties.
• Legal Aid SA may request clarification or additional information within 24 hours, and bidders must comply.
• The tender may be awarded in part or in full, at the sole discretion of Legal Aid SA, on a non-exclusive basis.
• 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.
• Legal Aid SA aims to embed sustainable and agile practices to positively impact society, the economy, and the environment.

• Prices must be quoted in South African Rand and must be firm prices. Non-firm prices, including those subject to exchange rate variations, will not be considered.
• All applicable taxes (VAT, PAYE, income tax, UIF contributions, skills development levies) must be included in the bid price.
• All delivery costs must be included in the bid price for delivery at the prescribed destination.
• Bidders must clearly state whether prices and delivery periods will remain firm for the duration of the contract.
• Authorised disbursements for travel and subsistence will be refunded at reasonable actual cost, substantiated by receipts and logs. Unauthorised costs will not be reimbursed.
• Only firm prices will be accepted. Non-firm prices, including those subject to exchange rate variations, will not be considered.
• If different delivery points influence pricing, submit a separate pricing schedule for each point.
• The offer must be valid for 150 days from the closing date.
• The pricing schedule must include item quantity, description, bid price in ZAR (all taxes included), delivery period, and basis.

• Provide proof of registration on the National Treasury Central Supplier Database (CSD), showing you are an active supplier, tax compliant, and not restricted.
• Submit a valid original Tax Clearance Certificate. Certified copies are not accepted. Foreign bidders must also comply.
• For consortia/joint ventures/sub-contractors, each party must submit a separate Tax Clearance Certificate 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 4 Bidder's Disclosure form regarding state employment, relationships, and other interests.
• No bids will be considered from persons in the service of the state or companies with directors/members in the service of the state.
• After award, the proposal and its terms constitute a binding contract. The successful bidder assumes total responsibility.
• Legal Aid SA has the right not to award the tender.
• Payment is subject to approved project plans and official orders. No project activity will be delivered before an order is issued.
• Defects due to poor workmanship must be rectified by the bidder at their own cost.
• Intellectual property rights in works created under the contract vest in Legal Aid SA unless otherwise agreed in writing.
• General Conditions of Contract (GCC) apply and include clauses on performance security, warranties, inspections, delivery, insurance, and termination.

• Legal Aid SA aims to embed sustainable and agile practices to positively impact society, the economy, and the environment.
• Objectives include maintaining an environmentally responsive supply chain management system and adapting the national footprint to technological and environmental factors.

• Provision of office accommodation for the Stellenbosch Local Office for up to five years (leases of seven to ten years will also be considered).
• Legal Aid SA is an autonomous statutory body providing legal aid.
• The organisation has a national network of 128 offices and maintains high governance standards.

• Closing date and time: 30 June 2026 at 11h00.
• Non-compulsory briefing session: 09 June 2026 from 12:00 to 13:00.
• Briefing venue: Office 201, 2nd Floor, Eikestad Mall, Bird Street, Stellenbosch, 7600.

• A non-compulsory briefing session is scheduled for 09 June 2026, 12:00 to 13:00.
• Venue: Office 201, 2nd Floor, Eikestad Mall, Bird Street, Stellenbosch, 7600.

• Bid Enquiries: Ms Carmen Hector, Email: [email protected], Tel: (021) 882 9221.
• Technical Enquiries: Mr Shawn Flowers, Email: [email protected], Tel: (021) 882 9221.
• Submission address: Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg, 2001.

• Submit your tender by 11h00 on 30 June 2026.
• Deliver to the locked tender box at Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg, 2001.
• Seal your tender in an envelope clearly marked with Tender Number: 15/2026, Closing Date: 30 June 2026, Time: 11h00, and your company name.
• Complete all annexures in full, using the given numbering format. Clearly mark all attachments.
• Deviations from the required format may be ignored and can lead to disqualification.
• All tender forms must be handwritten in BLACK ink.
• Ensure all pages are present and not duplicated.
• Do not submit via telegram, telex, facsimile, or email unless specifically allowed.
• The proposal must remain valid for 150 days.
• Companies failing to adhere to these requirements risk disqualification.

• Complete all annexures, attachments, and forms as specified.
• Mark the tender envelope with tender number, closing date, time, and company name.
• Submit in the required format and numbering sequence.
• Refer to Annexure B for completion of documents relating to RFP Schedule 1.

• Evaluation uses an 80/20 scoring system: Price (80 points) and B-BBEE status level of contribution (20 points).
• Provide names of reference sites for verification.
• Provide an ORIGINAL valid tax clearance certificate or proof of registration on the Central Supplier Database (CSD).
• Demonstrate affirmative action employment practices and procurement programmes promoting B-BBEE contribution.
• Support empowerment as specified by government (refer to form SBD 6.1).
• All properties must be made available for inspection within five days of request; failure results in disqualification.
• A site inspection certificate must be completed and signed by Legal Aid SA and the landlord.

• Required office accommodation for the Stellenbosch Local Office for up to five years (leases of seven to ten years will also be considered).
• Office space: Minimum 641m², maximum 661m².
• Must include seventeen (17) parking bays.
• Location must be near local courts and public transport (taxi ranks, train stations, bus terminals). A standalone building in Stellenbosch is preferred.
• Building should preferably be on the ground floor or have functional lifts.
• Must have secured, lockable parking for Legal Aid SA vehicles.
• Must be user-friendly for disabled persons.
• Must comply with all building laws, regulations, bylaws, and health and safety requirements.
• Building must be zoned for office, business, or commercial purposes. Provide title deed and zoning certificate.
• Must allow Legal Aid SA branding and display of signboard.
• Requires telephone and computer network points and an emergency generator backup.
• Refurbishment requirements include: floorplans, commitment letter for tenant installation, partitioning, air-conditioning (preferably split units), painting and finishes in corporate colours, power skirtings with two plugs per workstation, network/telephone points, blinds, space plan, and UPS facility integration.
• The office currently has 63 employees. Toilet facilities: 2 toilets (3 cubicles and 3 basins for females; 3 cubicles, 3 basins, and 3 urinals for males).

• Bidders must provide company/business details including name, contacts, address, and whether primary contractor or joint venture.
• Provide number of personnel, turnover for the last three financial years, and percentage growth.
• Demonstrate proven relevant experience and ability to deliver reliable, efficient service.

• Any defects due to poor workmanship must be rectified by the bidder at own cost.
• Correction costs must be separately noted on billing documentation.

• Supply a detailed breakdown of all costs/charges and a total bid amount.
• All authorised travel and subsistence costs require prior written approval and receipts for reimbursement.

• Provide a detailed breakdown of all costs/charges and a total bid amount.
• All prices must be quoted in South African Rand.
• Bidders must clearly state if prices and delivery periods will remain firm for the contract duration.
• No costs incurred for the proposal or presentations will be reimbursed.
• Authorised disbursements (travel, subsistence) require prior written approval and will be refunded at reasonable actual cost, substantiated by receipts.
• Travel reimbursement follows Legal Aid SA's travel policy; private vehicle use at Automobile Association rates.
• Payment is subject to an official order; no project activity may be delivered before an order is issued.

• Provide proof of registration on the National Treasury Central Supplier Database (CSD). The CSD record must show you as an active supplier, tax compliant, and not restricted.
• Provide an ORIGINAL valid tax clearance certificate or CSD registration proof.
• Demonstrate affirmative action employment practices and procurement programmes promoting B-BBEE contribution.
• Support empowerment as specified by government (refer to SBD 6.1).
• B-BBEE status level of contribution is scored as part of the 80/20 evaluation (20 points).
• All properties must be available for site inspection within five days of request.

• The building must comply with all health and safety regulations and bylaws.

• Legal Aid SA aims to be an environmentally responsive organisation.
• The organisation embeds sustainable practices to positively impact society, the economy, and the environment.

• The proposal, together with its terms and specifications, becomes a binding contract upon award.
• The successful bidder assumes total responsibility, regardless of subcontracting.
• Legal Aid SA reserves the right not to award the tender.
• The proposal must remain valid for 150 days.
• Intellectual property rights in works created vest in Legal Aid SA unless otherwise agreed in writing.
• Bidders must respond to requests for clarification or demonstration within 24 hours.
• Tenders qualified by the bidder's own conditions may be rejected.
• Legal Aid SA may award the tender in part or in full, on a non-exclusive basis.
• Legal Aid SA may enter into further negotiations with the highest scoring bidder for rental and refurbishment reductions; failure to participate within five days may result in the bid being set aside.

• All information provided by Legal Aid SA is confidential and must not be disclosed without written consent.
• Legal Aid SA reserves the right to disclose bidder information to its employees.
• Tender forms must be handwritten in black ink.
• Pages must be checked for completeness; no liability for missing/duplicated pages.
• Prices and delivery periods should be stated as firm or not for the contract duration.

• The proposal must be valid for 150 days.
• Proof of CSD registration is required, showing active, tax-compliant, non-restricted status.
• For refurbishment, submit floorplans, commitment letter, partitioning specs, air-conditioning plans, painting and flooring in corporate colours, power skirtings, network/telephone points, blinds, space plan, and UPS integration.

• 80/20 scoring: Price (80 points) and B-BBEE status level (20 points).
• Provide reference sites.
• Provide original tax clearance or CSD registration.
• Properties must be available for inspection within five days.
• Site inspection certificate required.

The document is an annexure for completing a lease agreement. It requires specification of:

• Leased premises details (address, description).
• Property erf number.
• Lease commencement and expiry dates.
• Landlord's banking details.
• Annual rental escalation rate.
• Basic monthly rental excluding VAT.
• Tenant responsibilities for electricity and water payments.
• A five-year pricing schedule for office space, parking, and other charges.

Tenant (Legal Aid SA) address for service: Legal Aid House, 29 De Beer Street, BRAAMFONTEIN, 2017. Postal Address: Private Bag X 76, BRAAMFONTEIN, 2017.

Returnable Documents: The document is a lease agreement annexure requiring completion. No specific submission instructions, deadlines, or returnable forms are detailed in the extracted text.

The offer (completed annexure) must be valid for a period of four months.

Open to registered entities (companies, close corporations, trusts) or individuals with a valid registration/ID number. The landlord must have a property meeting the specifications in Stellenbosch and provide proof of authority to lease. Compliance with all financial and maintenance responsibilities outlined in the document is required.

The lease premises require specification of:

• Physical address and full description of leased premises.
• Erf number.
• Commencement and expiry dates.
• Landlord's bank account details for rental payments.
• Annual escalation rate (percentage to be specified).
• Basic monthly rental excluding VAT.
• Tenant pays electricity and water as per municipal account.
• Pricing schedule must detail lettable area, unit rent, and total monthly rent for office space, parking bays, and other charges over five years.

Provide a detailed five-year pricing schedule:

• For each year (1 to 5), specify:
• Lettable area for office space (M²).
• Unit rent per M².
• Number of parking bays and unit rent.
• Other charges (detail separately).
• Calculate total monthly rent excluding VAT, add 15% VAT, and state total monthly rent including VAT.
• Submit a detailed breakdown letter for any 'other charges'.
• State total lease agreement cost for five years.
• Optionally provide costs for seven years and nine years 11 months with full schedules for years 6-7 and 8-9.
• Specify tenant installation allowance amount.
• Note: Legal Aid SA may not enter a lease longer than five years.

Pricing must be detailed in a five-year schedule:

• Specify monthly rent for office space (per M²), parking bays, and other charges for each year.
• VAT at 15% must be calculated and included.
• Provide a detailed breakdown letter for any 'other charges'.
• Calculate and state total lease agreement cost for five years.
• Optionally, provide costs for seven years and nine years 11 months with detailed schedules for extended periods.
• Tenant installation allowance amount to be specified.
• Note: Legal Aid SA reserves the right not to enter a lease longer than five years.

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 SA (Tenant) duties include:

• 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 on behalf of the Service Provider, with full names and capacity specified.