Lease of office space for legal aid south africa - malmesbury local office (up to 5 years)

Legal Aid South Africa requires office accommodation for its Malmesbury Local Office for up to five years (leases of 7-10 years will also be considered). The office must support access to justice by being near courts and public transport.

Closing date: 07 July 2026 at 11h00. Non-compulsory briefing session: 18 June 2026, 12:00 PM to 13:00 PM, 1st floor, Lionel Frank Building, 47 Voortrekker Road, Malmesbury.

Bid Enquiries: Siyasanga Mbalane, Email: [email protected], Tel: (022) 482 1784. Technical Enquiries: Renaat Bodart, Email: [email protected], Tel: (022) 482 1784. Submission Address: Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg, 2001.

Submit proposals in a sealed envelope marked: Tender Number 17/2026, Closing Date (07 July 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 required information. 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. Bidders must renounce their own conditions if requested. Legal Aid SA may request clarifications or demonstrations within 24 hours; non-compliance may lead to disqualification. All tender documents are strictly confidential; disclosure to third parties requires Legal Aid SA’s written consent.

Closing date: 07 July 2026 Time: 11h00am Submission: Legal Aid House 29 De Beer Street Braamfontein Johannesburg 2001

Evaluation uses the 80/20 Preferential Points System: 80 points for price, 20 points for B-BBEE status level of contribution. Mandatory requirements: Registration on National Treasury’s Central Supplier Database (CSD) as an active, tax-compliant, non-restricted supplier; valid tax clearance certificate; compliance with B-BBEE requirements; property must meet minimum space (247 m²) and parking (5 bays) requirements; ability to provide references for verification; willingness to allow site inspections within 5 days. Preferential criteria: Affirmative action employment practices; support for government empowerment initiatives; proven experience in providing office accommodation for legal/public sector entities. Disqualification risks: Incomplete or incorrectly formatted submissions; failure to adhere to tender numbering/structure; non-compliance with space/parking requirements; refusal to allow site inspections or provide requested documentation. Legal Aid SA may negotiate further rental reductions with the highest scorer.

Office accommodation must be in proximity to local courts and public transport (taxi ranks, train stations, bus terminals). Standalone building in Malmesbury preferred. Space requirements: Minimum 247 m², maximum 250 m², with five parking bays. Must accommodate 15 employees, including working space for all staff, public waiting area, consultation rooms, and reception. Toilets: 2 for females (1 cubicle, 1 washbasin), 1 for males (1 cubicle, 1 washbasin, 1 urinal), 1 for clients, and 1 for disabled persons. Building must be ground floor or have functional lifts, with secure lockable parking for Legal Aid SA vehicles. Must be disability-friendly, comply with all building laws/regulations, and be zoned for office/business/commercial use. Title deed and zoning certificate may be required. Must allow Legal Aid SA branding and signboard display. Requires telephone/computer network points and emergency generator backup. Refurbishment requirements: Submit floorplans, commitment letter for refurbishment (with Tenant Installation amount), partitioning per Legal Aid SA specs, air-conditioning (split units preferred), painting/floor covering in corporate colours, power skirtings (2 plugs per workstation), network/telephone points, blinds in corporate colours, space plan, and UPS facility integration (Legal Aid SA provides UPS unit).

Refurbishment requirements: Submit floorplans, commitment letter (with Tenant Installation amount), partitioning per Legal Aid SA specs, air-conditioning (split units preferred), painting/floor covering in corporate colours, power skirtings (2 plugs/workstation), network/telephone points, blinds in corporate colours, space plan, and UPS facility integration (Legal Aid SA provides UPS unit).

Bidder must provide: Company/Business Name, Contact Names/Numbers, Address, Primary Contractor/JV Partner status, Number of Personnel, Turnover for last 3 financial years, Percentage Growth for last 3 years, Valid Tax Clearance Certificate/CSD Proof. Proven relevant experience and ability to deliver reliable, efficient service are mandatory.

Defects (patent or latent) due to poor workmanship must be rectified by the bidder at their own cost and time. Correction costs must be separately noted on billing documentation.

Submit a detailed cost breakdown, including all charges and total bid amount. Prices must be in ZAR. Clearly state if prices are firm for the contract duration.

Provide a detailed breakdown of costs/charges, including total bid amount. Prices must be quoted in South African Rand (ZAR). Firm tender prices and delivery periods are preferred; clearly state if prices will remain fixed for the contract duration. Payment terms: Legal Aid SA approves project plans/costs; no delivery before official order issuance. Authorised disbursements (e.g., travel) reimbursed per Legal Aid SA policy, with rates based on AA South Africa for private vehicles. Claims require documentary evidence (receipts, km logs). Bidder bears all proposal/presentation costs; no reimbursement.

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 registration proof required. Must demonstrate B-BBEE compliance and affirmative action practices (refer to SBD 6.1 form). Building must comply with all building laws, regulations, and health/safety bylaws. Zoning certificate for office/business/commercial use required. Properties must be available for inspection within five days; failure results in disqualification. Site inspection certificate signed by Legal Aid SA and landlord required.

Building must comply with all health and safety regulations/bylaws. Must be user-friendly for disabled persons, with secure lockable parking for Legal Aid SA vehicles.

Building must comply with environmental regulations. Legal Aid SA prioritises sustainable practices.

Contract duration: up to 5 years (longer leases considered). Successful bidder assumes full responsibility, including subcontracting. Legal Aid SA reserves the right not to award the tender. Intellectual property rights for works/products created under the contract vest in Legal Aid SA unless otherwise agreed. No reimbursement for bidder’s proposal costs unless prior written approval obtained. Authorised travel/disbursements reimbursed per Legal Aid SA policy with AA South Africa rates for private vehicles. Claims require receipts/km logs.

All tender documents/records are strictly confidential; disclosure to third parties requires Legal Aid SA’s written consent. Proposals must remain valid for 150 days. Failure to comply with submission format, numbering, or conditions may invalidate the tender. No electronic submissions accepted. Legal Aid SA may request clarifications/demonstrations within 24 hours; non-compliance risks disqualification. Negotiations for rental reductions may occur with the highest scorer.

Bidder must provide proof of CSD registration (active, tax-compliant, non-restricted). Submit original tax clearance certificate or CSD proof. Properties must be available for inspection within five days; failure results in disqualification. Site inspection certificate signed by Legal Aid SA and landlord required.

Evaluation based on 80/20 Preferential Points System: 80 points for price, 20 points for B-BBEE status. Additional criteria include proven experience, service reliability, and reference checks. Legal Aid SA may negotiate further reductions with the highest scorer.

Provision of office accommodation for Legal Aid South Africa’s Malmesbury Local Office. The lease must include:

• Full description of the premises (physical address, street number, building name, and Erf number).
• Lease term: Up to 5 years (longer terms may be proposed but are not guaranteed).
• Tenant Installation Allowance: Specify amount (R) if applicable.

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

Landlord must provide their own contact details in the submission:

• Physical Address
• Postal Address
• Telephone Number
• Telefax Number
• Email Address
• Cell Number
• Alternative Contact Number

Submit the following returnable documents:

• Completed Request for Proposal (RFP) form, including Schedule 1 with full details of the leased premises (physical address, street number, building name, Erf number, commencement and expiry dates).
• Signed lease agreement by an authorized representative of the Landlord (Company/Close Corporation/Trust/Individual) with full names, registration/ID number, and capacity.
• Banking details for rental payments: Account Name, Account Number, Institution, Branch Name, Branch Code, Type of Account, Reference Number (if applicable), and VAT Registration Number.
• Detailed breakdown of any additional charges (if applicable), submitted separately and supported by documentation.
• Three contactable references with names, telephone/cell numbers, email addresses, and company names (if applicable).
• Landlord’s contact details: Physical Address, Postal Address, Telephone Number, Telefax Number, Email Address, Cell Number, and Alternative Contact Number.
• Offer validity period: 4 months from submission date.

Required documents for submission:

• Completed RFP form with Schedule 1 (premises details, Erf number, lease dates).
• Signed lease agreement by authorized Landlord representative.
• Landlord’s banking details for rental payments.
• Detailed breakdown of additional charges (if any), submitted separately with supporting documentation.
• Three contactable references (names, phone/email, company names if applicable).
• Landlord’s contact details (physical/postal address, phone, fax, email, cell, alternative contact).

General requirements:

• Applicant must be a registered entity (Company, Close Corporation, Trust, or Individual with valid ID/registration number).
• Authorized signatory must act on behalf of the Landlord with proof of authorization.
• Provision of three verifiable references (names, contact details, company names if applicable).
• Valid VAT registration (if applicable).

Compliance requirements:

• Adherence to Legal Aid South Africa’s lease terms and conditions.
• Ability to provide detailed financial and operational breakdowns as specified.
• Willingness to comply with maintenance and service divisions outlined in the tender.

Scope of lease:

• Leased premises must include a full description of the office space, including physical address, street number, building name, and Erf number.
• Lease term: Up to 5 years (Legal Aid SA reserves the right to limit the lease to 5 years, even if longer terms are proposed).
• Tenant Installation Allowance: Specify amount (R) if applicable.

Service Provider (Landlord) duties and 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) duties and responsibilities:

• Payment for water and electricity consumption (as per municipal account).
• Sanitary services and refuse removal.
• Domestic cleaning services.
• Consumables supply.
• Internal maintenance (brake & pay rule).
• Alarm/security system maintenance.
• Replacement of light bulbs.
• Provision of furniture, office equipment, and appliances.

Pricing structure and payment terms:

• Basic rental (excluding VAT) per month for office space, parking bays, and other charges (per m² where applicable).
• Annual escalation: Compounded at a specified percentage (to be filled in by the bidder).
• VAT: Applied at the applicable rate (15%).
• Payment method: Direct deposit to Landlord’s bank account (full banking details required).
• 5-year cost breakdown required, including:
• Yearly totals for office space, parking bays, and other charges.
• VAT-inclusive and VAT-exclusive amounts.
• Total monthly payable for each year.
• Optional: Detailed schedules for 7-year or 9-year-11-month terms may be provided but are not guaranteed.
• Tenant Installation Allowance: Specify amount (R) if applicable.
• Note: Legal Aid SA reserves the right to reject lease terms longer than 5 years.

Pricing and payment terms:

• Basic rental (excluding VAT) specified per month for office space, parking bays, and other charges (per m² where applicable).
• Annual escalation: Compounded at a specified percentage (to be filled in by the bidder).
• VAT: Applied at the applicable rate (15% referenced in the document).
• Charges payable by tenant:
• Electricity: As per municipal account.
• Water: As per municipal account.
• Payment method: Direct deposit to Landlord’s bank account (full banking details required: Account Name, Number, Institution, Branch Name, Branch Code, Type of Account, Reference Number, VAT Registration Number).
• 5-year cost breakdown required, including:
• Yearly totals for office space, parking bays, and other charges.
• VAT-inclusive and VAT-exclusive amounts.
• Total monthly payable for each year.
• Optional: Detailed schedules for 7-year or 9-year-11-month terms may be provided but are not guaranteed.
• Tenant Installation Allowance: Specify amount (R) if applicable.
• Note: Legal Aid SA reserves the right to reject lease terms longer than 5 years.

Contractual duties and responsibilities:

• Service Provider (Landlord) must cover:
• All internal and external maintenance (general, normal wear & tear).
• Garden, air conditioning, lift, and floor covering maintenance.
• Municipal rates and increases.
• Insurance and all premium increases.
• Replacement of light bulbs.
• Fire-fighting equipment and services.
• Legal Aid South Africa (Tenant) must cover:
• Water and electricity consumption (as per municipal accounts).
• Sanitary services and refuse removal.
• Domestic cleaning services.
• Consumables supply.
• Internal maintenance under the brake & pay rule.
• Alarm/security system maintenance.
• Replacement of light bulbs.
• Furniture, office equipment, and appliances.
• Contract signing: Authorized representative of the Service Provider must sign on behalf of the Landlord, specifying full names and capacity.
• Offer validity: 4 months from submission date.

Special conditions:

• Offer validity period: 4 months from the date of submission.
• Legal Aid SA reserves the right to limit the lease agreement to a maximum of 5 years, regardless of longer terms proposed by the bidder.