Lease of office accommodation for legal aid SA in mthatha (5 years)

• This annexure is a lease agreement schedule for office accommodation.
• It requires completion of property details (address, erf number), lease dates, rental payment details, escalation rate, basic rental, and charges payable by tenant (electricity and water as per municipal account).
• A rental breakdown table for Years 1-5 must be completed, covering office space (M²), parking bays, and other charges.

• Provide three contactable references with initials, surname, telephone/cell number, email address, and company name (if applicable).
• Landlord contact details (physical address, postal address, telephone, fax, email, cell, alternative contact) must be completed in section 2.10.
• Tenant (Legal Aid SA) address: Legal Aid House, 29 De Beer Street, Braamfontein, 2017. Postal: Private Bag X 76, Braamfontein, 2017.

Returnable Documents: This is a template form for lease agreement details. You must complete Annexure B (Schedule 1) with all required information, including property details, rental breakdown, and contact references. The offer is valid for five months. Submit the completed form as part of your proposal.

Open to companies, close corporations, trusts, or individuals with valid registration/ID numbers. The landlord must have legal capacity to lease the specified property. Bidders must provide three contactable references and demonstrate authority to sign the lease.

• The leased premises require a full physical address and description.
• Property erf number must be provided.
• Lease commencement and expiry dates must be specified.
• The premises include office space (M²), parking bays, and other charges.
• Tenant responsibilities include water and electricity consumption, sanitary services, refuse removal, domestic cleaning, consumables supply, internal maintenance (brake & pay rule), alarm/security system maintenance, replacement of light bulbs, and furniture/office equipment/appliances.

• Complete the rental payment details: account name, number, institution, branch name, branch code, type of account, reference number, VAT registration number.
• Specify the annual escalation rate (compounded).
• State basic monthly rental excluding VAT.
• Tenant pays electricity and water as per municipal account.
• Provide a detailed pricing schedule for Years 1-5, showing office M², parking bays, other charges, lettable area, unit rent, monthly totals (ex VAT and inc VAT).
• Submit a separate letter detailing any 'other charges'.
• Calculate total lease costs for 5 years, 7 years, and 9 years 11 months (with schedules for extended periods).
• Indicate any tenant installation allowance.
• Note: Legal Aid SA may not enter a lease longer than 5 years.

• Provide bank account details for rental payments: account name, number, institution, branch name, branch code, type of account, reference number (if applicable), and VAT registration number.
• Specify annual escalation rate (compounded).
• State basic monthly rental excluding VAT.
• Tenant pays electricity and water as per municipal account.
• Submit a detailed rental breakdown for Years 1-5, showing office M², parking bays, other charges, lettable area, unit rent, monthly totals (ex VAT and inc VAT).
• Provide a separate letter detailing any 'other charges'.
• Calculate total lease agreement cost for 5 years, 7 years, and 9 years 11 months (with detailed schedules for extended periods).
• Indicate any tenant installation allowance.
• Note: Legal Aid SA reserves the right not to enter a lease longer than 5 years.

• The landlord/service provider must be duly authorized to sign the lease agreement.
• Provide full names and capacity of the signatory on behalf of the service provider.
• No specific CSD, tax, B-BBEE, CIDB, or CIPC requirements are stated in this annexure.

• Service provider's duties and responsibilities include: 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 increases, replacement of light bulbs, fire fighting equipment and services.
• Legal Aid SA's duties include: 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.
• The contract must be signed by an authorized representative of the service provider, with full names and capacity provided.

• Legal Aid SA is a national public entity providing legal aid, advice, and representation.
• Vision: A dynamic South Africa with constitutional rights realised for a just society.
• Mission: Leader in providing equal access to quality legal services for indigent and vulnerable persons.
• Core values: Passion for Justice, Ubuntu, Integrity, Accountability, Service Excellence, People and Planet Focused.
• Strategic outcomes: Equal access to justice; Respected, high-performing sustainable organisation.
• Objectives include empowering clients, ensuring access to justice, efficient justice system, good governance, sustainable practices, adaptive technology, and responsive supply chain.

• Closing Date and Time: 30 June 2026 at 11:00 AM.
• Optional Briefing Session: 09 June 2026, 14:00 – 15:00 PM at PRD Building, 98 Sutherland Street, Mthatha.

• Bid Enquiries: Ms. Harriet Mangcotywa – Email: [email protected] – Tel: (047) 501 4600
• Technical Enquiries: Mr. Mandla Mngaza – Email: [email protected] – Tel: (047) 501 4600
• Submission Address: Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg, 2001.

• Submit proposals by 11:00 AM on 30 June 2026.
• Deposit in the tender box at Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg.
• Seal envelope clearly marked with Tender Number 16/2026, Closing Date/Time, and Company Name.
• Complete all annexures fully, using the given numbering format. Deviations may be ignored.
• Failure to adhere to requirements risks disqualification.
• Proposals must remain valid for 150 days.
• All documents submitted become property of Legal Aid SA.
• No electronic submissions (telegram, telex, fax, email) unless specifically provided for.

• 80/20 preference point system applies.
• Price: 80 points.
• Specific Goal (B-BBEE Level of Contribution): 20 points.
• Bidders must provide reference sites.
• Demonstrate affirmative action and SMME/historically disadvantaged group empowerment.
• Submit CSD proof.
• Refer to SBD 6.1 for B-BBEE details.

• Scope: Provision of office accommodation for the Mthatha Local Office for up to five years.
• Deliverables: Office space meeting operational needs.
• The bidder warrants to be highly skilled, professional, competent, and experienced.
• Service must be of superior standard, reliable, efficient, and effective.
• Legal Aid SA may request clarification or a demonstration; bidders must respond within 24 hours.
• All project plans and costs require Legal Aid SA approval.
• No project activity delivered before an official order is issued.

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

• Use SBD 3.1 Pricing Schedule for firm prices.
• Non-firm prices (including exchange rate variations) not considered.
• Quote in South African Rand, all applicable taxes included.
• Include all delivery costs.
• Authorised travel reimbursed per Legal Aid SA policy; private vehicle rates as per Automobile Association.
• Claims require receipts and logs.

• Prices must be firm; non-firm prices (including exchange rate variations) not considered.
• Use SBD 3.1 Pricing Schedule.
• Quote in South African Rand, all applicable taxes included.
• Include all delivery costs in bid price.
• Bidders must state if prices/delivery periods remain firm for contract duration.
• Authorised travel/subsistence reimbursed per Legal Aid SA travel policy; private vehicle rates as per Automobile Association.
• Claims require documentary evidence (receipts, logs).

• Mandatory: Proof of registration on Central Supplier Database (CSD) showing active, tax compliant, non-restricted status.
• Submit original valid Tax Clearance Certificate (TCC) with bid; certified copies not accepted.
• For consortia/JVs/subcontractors, each party submits separate TCC/PIN/CSD number.
• B-BBEE: Submit B-BBEE Status Level Verification Certificate or Sworn Affidavit (for EMEs & QSEs) to qualify for preference points.
• Complete SBD 6.1 Preference Points Claim Form.
• Bidders must not be persons in the service of the state, directors/members in service of the state, or close corporations with members in service of the state.

• Legal Aid SA objectives include embedding sustainable and agile practices to positively impact society, economy, and environment.
• Aims for an environmentally responsive supply chain management system.
• Commits to being people and planet focused.

• Contract duration: Up to five years.
• Proposal validity: 150 days.
• After award, proposal and tender terms constitute binding contract.
• Successful bidder assumes total responsibility, regardless of subcontracts.
• Legal Aid SA may award tender in part or full, non-exclusively.
• Proposals qualified by bidder's own conditions may be rejected.
• Legal Aid SA may request clarification/demonstration within 24 hours.
• General Conditions of Contract (GCC) apply; Special Conditions prevail in conflict.
• Performance security may be required within 30 days of award (bank guarantee/irrevocable letter of credit/cashier's cheque).
• Warranty period: Typically 12 months from delivery/18 months from shipment (subject to SCC).
• Supplier indemnifies against patent/trademark infringement claims.
• Force majeure clause covers events beyond supplier's control.
• Termination for default or insolvency possible.

• Legal Aid SA requires office accommodation for its Mthatha Local Office for a period of up to five years.
• Legal Aid SA is an autonomous statutory body providing legal aid services.
• It operates a national network of 128 offices near justice points.
• The organisation values professionalism, integrity, and strong relationships with property owners.

• Non-Compulsory Briefing Session: 09 June 2026, 14:00–15:00.
• Venue: PRD Building, 98 Sutherland Street, Mthatha.
• Closing Date and Time: 30 June 2026 at 11:00.

• Bid Enquiries: Harriet Mangcotywa. Email: [email protected]. Tel: (047) 501 4600.
• Technical Enquiries: Mandla Mngaza. Email: [email protected]. Tel: (047) 501 4600.
• Submission Address: Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg, 2001.

• Submit your proposal by 11:00 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: 16/2026, Closing Date: 30 June 2026, Time: 11h00, and your Company Name.
• All annexures must be completed in full, using the given numbering format.
• All attachments must be clearly marked and specific to the information required. Any deviations may be ignored.
• The proposal must remain valid for 150 days.
• Tender forms must be handwritten in BLACK ink, not typed.
• Do not submit via telegram, telex, facsimile, or email; only physical submissions are accepted.
• Failure to comply with these requirements may result in disqualification.

• Complete all annexures in full using the given numbering format.
• Clearly mark all attachments.
• Provide company/business details: name, contacts, address, primary contractor/joint venture status, personnel number, turnover for last three years, growth percentage, valid tax clearance/CSD proof.
• Indicate compliance with specifications by inserting 'as specified' or detailing deviations.

• Evaluation uses an 80/20 preferential points system: 80 points for price, 20 points for B-BBEE status level.
• Provide names of reference sites for verification.
• Demonstrate affirmative action employment practices and procurement programmes promoting B-BBEE.
• Provide an ORIGINAL valid tax clearance certificate or proof of CSD registration.
• All properties must be 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.

• Office accommodation required for Mthatha Local Office for up to five years.
• Space required: Minimum 557.7 m², maximum 657.7 m².
• Must include eleven (11) parking bays.
• Building should be near local courts and public transport (taxi ranks, train stations, bus terminals). A standalone building in Mthatha is most desirable.
• Preferably ground floor or with 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. Title deed and zoning certificate may be required.
• Must allow Legal Aid SA branding and signboard display.
• Requires telephone and computer network points and an emergency generator as backup.
• Refurbishment requirements include submission of floorplans, commitment letter for tenant installation, partitioning, air-conditioning (preferably split units), painting and floor covering in corporate colours, power skirtings with two plugs per workstation, network/telephone points, blinds in corporate colours, a space plan, and UPS facility integration.

• Provide a detailed breakdown of all costs/charges and a total bid amount.
• Authorised travel reimbursed at Legal Aid SA travel policy rates, using Automobile Association of South Africa rates for private vehicles.
• All claims require documentary evidence.

• Provide a detailed breakdown of all costs/charges and a total bid amount.
• All prices must be quoted in South African Rand (ZAR).
• Authorised travel and subsistence costs will be reimbursed according to Legal Aid SA's travel policy, at rates quoted by the Automobile Association of South Africa.
• All claims for authorised disbursements must be substantiated with documentary evidence (receipts, logs of kilometers traveled).
• No costs incurred for proposal preparation or presentations will be reimbursed.

• Provide proof of registration on the National Treasury Central Supplier Database (CSD), showing you are 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 for empowerment as specified by government (refer to form SBD 6.1).
• The 80/20 preferential points system applies: 80 points for price, 20 points for B-BBEE status level.

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

• The proposal, together with its terms and specifications, will constitute a binding contract upon award.
• The successful bidder assumes total responsibility, regardless of subcontracting agreements.
• Legal Aid SA reserves the right not to award the tender.
• Intellectual property rights in works created under the contract vest in Legal Aid SA unless otherwise agreed in writing.
• Proposal validity period is 150 days.
• Legal Aid SA will approve all project plans and costs before any official order is issued.
• No project activity will be delivered before an official order is issued.

• All information provided by Legal Aid SA is confidential and must not be disclosed without written consent.
• Proposal must be valid for 150 days.
• No reimbursement for proposal/presentation costs unless prior written approval is obtained.
• Tenders must follow the document's format and numbering sequence and not be qualified by the bidder's own conditions.
• Tender forms must be handwritten in BLACK ink.
• Check page numbers; no liability for missing/duplicated pages.
• Firm prices and delivery periods are preferred.
• Prices must be in ZAR.
• No submissions by telegram, telex, fax, or email.

• Office space: min 557.7 m², max 657.7 m² with 11 parking bays.
• Location must be near courts and public transport.
• Building should be ground floor or have functional lifts, with secure parking.
• Must be user-friendly for disabled persons and comply with all building and zoning laws.
• Refurbishment documents required: floorplans, commitment letter, partitioning specs, air-conditioning, painting/flooring in corporate colours, power skirtings, network/telephone points, blinds, space plan, UPS facility.