Closed: Legal aid SA office accommodation tender botshabelo

Compliance Requirements

Source: Annexure A Property Specification Botshabelo Local Office .pdf (TENDER)

CSD report with the bid document or provide bidder

CSD registration number)

CSD reports of all parties (agent, landlord/JV partners etc

Central Supplier Database (CSD): The bidder must ensure

i. Signed SBD 1: Invitation to Bid.

ii. Signed SBD 3.1: Pricing schedule – firm prices (Purchases).

iii. Signed SBD 4: Bidder's Declaration.

iv. Signed SBD 6.1: Preference Points claim form in terms of the Preferential Procurement Regulations

certificate. The bidder must be registered on Central Supplier Database (CSD): The bidder must ensure

that their company is registered on CSD (attach the CSD report with the bid document or provide bidder

CSD registration number).

vii. The bid must be submitted with the latest CSD reports of all parties (agent, landlord/JV partners etc.)

2.2 Phase 2: Disqualification Criteria

1 operational lease requirements

1.1 The properties should be offered on an operational lease, for a minimum period of five (5) years, seven (7)

1.2 No deposit shall be paid for rental of the leased office accommodation.

The lease proposal must include an estimate of the costs of refurbishment and the Tenant Installation

Construction Industry Development Board (CIDB) requirements. Legal Aid SA will reimburse the

amount. The refurbishments will form part of the signed lease agreement.

1.8 The Landlord must ensure proper and adequate maintenance of the exterior of leased premises together

The Landlord must be willing to include a clause in the lease agreement regarding right of first refusal where

B-BBEE Details: occupation.

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2 Evaluation Criteria

The bid will be evaluated in five (5) phases as outlined below:

2.1 Phase 1: Responsiveness

Bidders must ensure that they complete and sign documents as indicated below, and the documents must

be submitted as part of the bid document by the closing date and time:

i. Signed SBD 1: Invitation to Bid.

ii. Signed SBD 3.1: Pricing schedule – firm prices (Purchases).

iii. Signed SBD 4: Bidder's Declaration.

iv. Signed SBD 6.1: Preference Points claim form in terms of the Preferential Procurement Regulations

2.1.1 v. Original or certified valid B-BBEE certificate or sworn affidavit. JV must submit a consolidated B-BBEE

certificate. The bidder must be registered on Central Supplier Database (CSD): The bidder must ensure

that their company is registered on CSD (attach the CSD report with the bid document or provide bidder

CSD registration number).

vi. Municipal Account Statement and/or electricity account of not older than two (2) months from the tender

closing date.

vii. The bid must be submitted with the latest CSD reports of all parties (agent, landlord/JV partners etc.)

2.2 Phase 2: Disqualification Criteria

i) A bidder must provide a copy of the title deed for the building as proof of property ownership.

ii) An agent/entity of the landlord must provide a signed letter or relationship agreement with detailed

responsibilities that the owner of the building has granted to the agent/entity for the leasing of the office

building. Bidder must submit a signed confirmation letter/ relationship agreement together with a title deed

as stated in i) above. The letter must be in the company’s letterhead signed by a delegated authority of all

2.2.1 parties.

(iii) If the property is a sectional title unit, the bidder mus

Section

Source: Annexure A Property Specification Botshabelo Local Office .pdf

The bid will be evaluated in five (5) phases as outlined below:

2.1 Phase 1: Responsiveness

Bidders must ensure that they complete and sign documents as indicated below, and the documents must

be submitted as part of the bid document by the closing date and time:

i. Signed SBD 1: Invitation to Bid.

ii. Signed SBD 3.1: Pricing schedule – firm prices (Purchases).

iii. Signed SBD 4: Bidder's Declaration.

iv. Signed SBD 6.1: Preference Points claim form in terms of the Preferential Procurement Regulations

2.1.1 v. Original or certified valid B-BBEE certificate or sworn affidavit. JV must submit a consolidated B-BBEE

certificate. The bidder must be registered on Central Supplier Database (CSD): The bidder must ensure

that their company is registered on CSD (attach the CSD report with the bid document or provide bidder

CSD registration number).

vi. Municipal Account Statement and/or electricity account of not older than two (2) months from the tender

closing date.

vii. The bid must be submitted with the latest CSD reports of all parties (agent, landlord/JV partners etc.)

2.2 Phase 2: Disqualification Criteria

i) A bidder must provide a copy of the title deed for the building as proof of property ownership.

ii) An agent/entity of the landlord must provide a signed letter or relationship agreement with detailed

responsibilities that the owner of the building has granted to the agent/entity for the leasing of the office

building. Bidder must submit a signed confirmation letter/ relationship agreement together with a title deed

as stated in i) above. The letter must be in the company’s letterhead signed by a delegated authority of all

2.2.1 parties.

(iii) If the property is a sectional title unit, the bidder must provide the title deed together with the Sectional

Title Scheme Plan which will show the erf number within which the premises is located.

NB: Failure to comply with the above will result in the bid not being evaluated for Phase 3, 4 and 5.

Phase 3: Functionality

In this phase, Legal Aid SA will look at the most appropriate property aligned to its operation and compatible

with its infrastructure. These will include site visits of properties and bid documents submitted by the

2.3 landlords. The building will be evaluated on the following functionality criteria:

Functionality Evaluation Criteria Points

Building Documentation 30

i. Building inspection conducted by Legal Aid SA officials and the bidder within five (5) working days upon

written/email request by Legal Aid SA. (2 points) Proof of EMAIL must be retained.

ii. A bidder must submit copies of actual building compliance documents: (28 points)

a) Approved building plan (including all alterations and elevations) or structural integrity report from a

duly qualified built environment professional [including all alterations and/or elevations] or letter of

undertaking stating that it will be provided within 6 months from the date of occupation (5 points);

b) Occupancy Certificate or letter of undertaking stating that it will be provided within 6 months from the date

of occupation (10 points)

c) Zoning Certificate or letter of undertaking stating that it will be provided within 6 months from the date of

2.3.1 occupation (5 points)

d) Fire Protection Plan/Fire Safety Inspection report/Evacuation Plan or letter of undertaking stating that it

will be provided before the date of occupation (2 points)

e) Electrical Compliance Certificate (2 points):

f) Pests Control Certificate (valid in the last 12 months from the date of tender closure) or letter of

undertaking stating that it will be provided before the date of occupation (2 points) and

g) Building Maintenance plan (indicating an annual programme schedule of activities/areas to be

maintained, also outlining tenant and landlord responsibilities) or letter of undertaking stating that it will be

provided before the date of occupation (2 points).

NB Zero points will be allocated for criteria/subcriteria not met or substantiated.

Building location and accessibility: (Targeted area is Botshabelo) 30

i. Aerial plan or google maps indicating the following km distances. Local Office will verify the

proposed building distances to the sub-criterion/criteria:

a) Building must be located in the target area and must be within 2km walking distance from public transport

route and magistrate court = (20 points)

b) Building be located in the target area more than 2km up to 2.25km walking distance from public transport

route and magistrate court = (15 points)

c) Building be located in the target area more than 2.25km up to 2.5km walking distance from public

transport route and magistrate court = (10 points)

d) Building be located in the target area more than 2.5km up to 3km walking distance from public transport

2.3.2 route and magistrate court = (5 points)

e) Building be located in the target area and are more than 3km walking distance from public transport route

and magistrate court = 0 points

ii. The proposed building entrance must be accessible to people living with disabilities. NB: Site Inspection

will be conducted by Legal Aid SA's official to verify.

a) Leased premises are on the ground floor and are fully accessible to people with disabilities (8 points)

b) Leased premises are not on the ground floor but are fully accessible to people with disabilities and the

building has a lift with braille buttons. ( 8 points)

c) Disability parking with signage. (2 points)

A grace period of 6 months will be allowed for the bidder who in writing undertakes to have these changes

implemented.

Building requirements: 30

i. Office space (20 points)

Office building must have the following functioning [the Legal Aid SA's official will test/verify the

below]:

a) air-conditioners = 5 points;

b) electrical plugs per office = 5 points ;

c) ablution facilities as per space norm = 5 points;

d) fire escape routes/emergency exits = 5 points.

e) bidder submits a letter of undertaking to provide each of the above requirements before occupation (2.5

points per requirement listed)

2.3.3 NB Zero point will be allocated for criteria/subcriteria not met or substantiated.

ii. Parking Space (10 points)

A building with:

a) A minimum of 5 parking bays must be available on secure and covered lockable premises/yard, either on-

site or within a maximum distance of 500 meters from the proposed building; (8 points)

b) A minimum of 5 parking bays must be available on secure, lockable premises/yard, either on-site or within

a distance of above 500m to 1km from the proposed building; (6 points);

c) additional free open parking bay for Legal Aid SA's employees, visitors and clients within the premises. (2

points).

d) No information or insufficient parking provided (0 points)

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Building Conditions and Availability:

i. The premises must be within a safe and secure office environment zoned for office or business use, as

deemed acceptable as Land Use Management Scheme/Town Planning Scheme. The buildings (including

the office offered to the Legal Aid SA) comprising the bidder’s proposal and that of neighboring properties

2.3.4 must have acceptable look, promote Legal Aid SA image and its business objectives. (8 points) 10

ii. The premises must be made available for occupation by the 01 December 2026. (2 points)

NB Zero point will be allocated for criteria/subcriteria not met or substantiated.

Total 100

Only Bids that score 70 points or more on functionality will be evaluated further.

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Phase 4: Compliance Criteria

Qualifying bidders from Phase 3 are subjected to confirmation/verification of the following occupational and

building compliance documents as per below. Failure to submit the documents required as part of the

due diligence process, within 7 working days from request, the bidder may be disqualified from

further evaluation:

i) Set of proposed floor plans [including all alterations];

ii) Approved building plan or structural integrity report from a duly qualified built environment professional

[including all alterations and/or elevations] or letter of undertaking stating that it will be provided within 6

months from the date of occupation;

iii) Occupancy Certificate or letter of undertaking stating that it will be provided within 6 months from the date

2.4.1 of occupation;

iv) Zoning Certificate or letter of undertaking stating that it will be provided within 6 months from the date of

occupation;

v) Fire Protection Plan/Fire Safety Inspection report/Evacuation Plan or letter of undertaking stating that it will

be provided before the date of occupation ;

vi) Electrical Compliance Certificate;

vii) Pests Control Certificate[(valid in the last 12 months from the date of Tender closure] or letter of

undertaking stating that it will be provided before the date of occupation and

viii) Building Maintenance plan [indicating an annual programme schedule of activities/areas to be

maintained, also outlining tenant and landlord responsibilities] or letter of undertaking stating that it will be

provided before the date of occupation

Phase 5: Price and B-BBEE

ii. PPPFA Points Scoring

Qualifying bidders will be evaluated in terms of the Preferential Procurement Policy Framework Act

(PPPFA), Procurement Regulations 2022. The value of this bid is estimated not to exceed R50 000 000 (all

applicable taxes included), the 80/20 points system will apply, where:

Price = 80 points, and B-BBEE level of contribution = 20 points

Pricing - must include VAT, if registered as a VAT Vendor or application made to SARS to register as

a VAT Vendor (Proof must be attached)

2.4.2 - Bidder must provide the total costs of accommodation for the proposed duration, with the following details: -

Rental rate per square metre for the proposed office space;
Rate per parking bay;
Annual escalation rate of not greater then CPI, with a motivation if this exceeds CPI;
Tenant installation amount offered by the bidder;
Tenant's share of proportionate costs with details, if applicable.
Tenant Estimated Installation Cost: Tenant installation costs as per Legal Aid SA space norm will be

applied on price evaluation to determine the best value for money.

3 Implementation

3.1 Upon occupation, a snag list shall be drawn within 30 days and be submitted to the service provider, who will

attend to the defects within 30 days upon receipt thereof.

4 Additional Requirements are as follows.

4.1 Partitioning as per Legal Aid SA's specification

4.2 Air-conditioning (preferably split units)

4.3 Painting - with corporate colours

4.4 Floor covering - with corporate colours

4.5 Power skirtings - with two power plugs per work station - one being specifically for computers

4.6 Network and telephone points

4.7 Blinds - with corporate colours

4.8 Space plan

4.9 UPS facility integrated into specific power points.

4.10 Branding requirements: Landlord willing to allow Legal Aid SA sign-board of Size: 1200mm (width) x 800mm

(height), Weight/thickness 10mm mounted on the outside of the building

Information Technology requirements - Power skirtings accommodating computer and telephone network.

4.11 Two plug points per desk. Between 5 and 6 Network points. UPS facility integrated into specific power

points.

4.12 An emergency generator as a backup to electricity supply;

4.13 The building must have natural ventilation and natural light.

4.14 The building must be accessible to disabled persons and include, ramps and/or lifts where necessary.

4.15 Energy saving building will be an additional advantage.

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Comparison of existing facilities at Botshabelo Local Office with Legal Aid Space Norms

A b c d e f

Toilet

Specifications No. Parking Bays

No. Offices including

Office m2 (Toilets No. Employees (Parking Bays not

facilities

included in included in Column D)

Column D)

Botshabelo Local 425 2 Toilets and 2 1 HoO Office, 1 x Admin 17(Main Office) 7 parking bays (for office

Office - Current basins(1 toilet Manager Office, 1 x vehicles)

Building Statistics with one cubicles Paralegal office, 1 x

(Minimum for females and 1 Reception, 1 x Waiting

basin. 1 toilet for requirements) Room, 1x Office Assistant,

males with one

1 x Legal Secretary, 1 x

cubicles, and

SLP Criminal Office, 1 x one basins.

SLP Civil Office, 2 x Civil LP

office, 4x LP's Offices, 4 x

CA's Cubicles in the Open

plan, 2 x Consultation

rooms x Waiting area, 1 x

Boardroom, 1 x Server

room, 2 x Storerooms, 1 x

Cafe Room, 1 x Kitchen,

Foyer. We use Shopping

Complex shared toilets with

all other tenants.

Per work space norms/ 305 8 offices, 9 cubicles and 14 17 5 parking bay for fleet

requirements 5 Toilets (2 facility rooms and 1 vehicle & inclusive of Head

cubicles and 2 designated open area as of office.

basins for Computer Café.

females and 2

cubicles, 2 basins

and 2 urinals for

males) Additional

1 toilet for

disabled people.

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Legal Aid SA - Workspace Norms Botshabelo Local Office

Space

Allocation

Number of Offices Cubicles per Total

Position Open Area Comments

Employees Required Required employee space m2

position/

facility

Space allocation based on

employees

Admin Manager 1 1 10 10 Office

Admin Officer, Admin Sup, Legal Open Plan cubicle recommended -

2 2 8 16

Secretary, Secretary Height 1.5 m

(i) Drywall height is 1200mm from

the ground and the glass is

300mm,give a total of 1.5meters all

around. The drywall height of

1.5meters is to provide for privacy

Candidate Attorney 4 4 4 16 of Practitioners.

(ii) The length and breadth is 2.0

meters on each side give a total

space of 4m2.

(iii) One side will have an opening

of 750mm for access.

Head of Office 1 1 12 12 Office

Paralegal 1 1 9 9 Office

(i) Drywall height is 1200mm from

the ground and the glass is

300mm,give a total of 1.5meters all

around. The drywall height of

1.5meters is to provide for privacy

Legal Practitioners - Criminal 3 3 4 12 of Practitioners.

(ii) The length and breadth is 2.0

meters on each side give a total

space of 4m2.

(iii) One side will have an opening

of 750mm for access.

Supervisory LPs, PLP, HCU

2 2 8 16 Office

Manager

Civil LPs 2 2 9 18 Office

Receptionist & Waiting Area 1 1 20 20 Reception counter

Total Space based on

17 8 9 0 84 129

employees

Space allocation based on

facilities

Satellite Office Staff 4

Registry/ Filing Room 1 9 9

Board room can be dual purpose

i.e. temporary partitions to convert

Boardroom 1 29 29 into additional consultation rooms

when not used for meetings.

Consultation rooms 2 9 18

Storeroom 1 23 23 Safe storage room

Custodial room (cleaning) 1 3.0 3.0

Stationery room 1 4.5 4.5

Kitchen 1 4.5 4.5

4 Toilets (2 cubicles and 2 basins

for females and 2 cubicles, 2

Toilet 5 6 30 basins and 2 urinals for males)

(1 toilet for disabled people).

Server/Network room 1 4 4 Ventilated

Total Space based on facilities 14 0 0 93 126

Total Area Offices and Facilities 255

Walkways, stairs and hallways 51

TOTAL 17 22 9 0 177 305 Minimum required workspace

Note: Only bids with space that fall within the prescribed minimum and maximum space parameters

320 Maximum space

will be considered for evaluation.

Total Number of Employees 17

Total Number of Offices,

Cubicles and Toilets 31

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DocumentAnnexure B Request For Proposal Completion of Documents.pdfReview complete

Description

Source: Annexure B Request For Proposal Completion of Documents.pdf

This is a Request for Proposal for the provision of office accommodation for Legal Aid South Africa's Botshabelo Local Office.
The lease period is up to five (5) years, with options for 7 years and 9 years 11 months, but Legal Aid SA reserves the right not to enter into a lease longer than 5 years.
The document is Annexure B: Completion of Request for Proposal, Schedule 1.
The landlord must provide full details of the leased premises, including physical address, description, and erf number.

Contact Information

Source: Annexure B Request For Proposal Completion of Documents.pdf (RFP)

Tenant: Legal Aid South Africa
Physical Address: Legal Aid House, 29 De Beer Street, Braamfontein, 2017
Postal Address: Private Bag X 76, Braamfontein, 2017
Note: No specific contact person, phone, or email provided in the document.

Evaluation Criteria

Source: Annexure B Request For Proposal Completion of Documents.pdf (RFP)

Applicant must be a registered entity (Company, Close Corporation, Trust, or Individual with valid registration/ID number).
Must be duly authorized to enter into a lease agreement on behalf of the Landlord.
Must provide VAT registration number if applicable.
Must provide detailed property and financial information as specified in the RFP.
Must adhere to Legal Aid South Africa's lease terms and conditions.
Must clearly indicate maintenance responsibilities and cost allocations.
Must submit all required documentation by the closing date.

Technical Specifications

Source: Annexure B Request For Proposal Completion of Documents.pdf (RFP)

Provide full physical address of the leased premises, including street number and building name.
Provide full description of the leased premises.
Provide Erf number of the property.
Provide commencement and expiry dates of the lease.
Provide details of rental payment account (account name, number, institution, branch name, branch code, type of account, reference number if applicable, VAT registration number).
Provide escalation rate (compounded annually).
Provide basic rental (excluding VAT) per month.
Specify charges payable by tenant: electricity and water as per municipal account.
Provide a breakdown of rental for each year (Years 1-5) including lettable area, unit rent, total monthly rent (ex VAT), VAT (15%), and total monthly rent (inc VAT) for office, parking bays, and other charges.
Provide a letter detailing breakdown of other charges, if any.
Provide total lease agreement cost for 5 years, 7 years, and 9 years 11 months (note: Legal Aid SA reserves the right not to enter into a lease longer than 5 years).
Provide tenant installation allowance amount.
Provide three contactable references with initials, surname, tel/cell number, email, and company name.
Provide domicilia citandi et executandi (physical and postal addresses, telephone, telefax, email, cell, alternative contact).
Clearly state duties and responsibilities of the service provider (landlord) and Legal Aid SA as per the list in section 2.11.
Provide full names and capacity of the signatory for the service provider.

Financial Requirements

Source: Annexure B Request For Proposal Completion of Documents.pdf (RFP)

Provide bank account details for rental payments (account name, number, institution, branch name, branch code, type of account, reference number if applicable, VAT registration number).
Provide basic rental (excluding VAT) per month.
Provide escalation rate (compounded annually).
Provide charges payable by tenant: electricity and water as per municipal account.
Provide rental schedule for each year (Years 1-5) with lettable area, unit rent, total monthly rent (ex VAT), VAT (15%), and total monthly rent (inc VAT) for office, parking bays, and other charges.
Provide total lease agreement cost for 5 years, 7 years, and 9 years 11 months (note: Legal Aid SA reserves the right not to enter into a lease longer than 5 years).
Provide tenant installation allowance amount.
Provide a letter detailing breakdown of other charges, if any.

Contractual Terms

Source: Annexure B Request For Proposal Completion of Documents.pdf

Service provider (Landlord) 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 all increases, replacement of light bulbs, fire fighting equipment and services.
Legal Aid SA (Tenant) duties and responsibilities include: water and electricity consumption, sanitary services and refuse removal, domestic cleaning services, consumables supplier, internal maintenance (brake & pay rule), alarm/security system maintenance, replacement of light bulbs, furniture, office equipment and appliances.
Contract must be signed by an authorized representative of the service provider, with full names and capacity stated.
Commencement and expiry dates of the lease must be specified.

Section

Source: Annexure B Request For Proposal Completion of Documents.pdf (RFP)

Tenant: Legal Aid South Africa
Physical Address: Legal Aid House, 29 De Beer Street, Braamfontein, 2017
Postal Address: Private Bag X 76, Braamfontein, 2017
No other contact details provided in the document.

DocumentRFP - Property Leasing Botshabelo Local Office.pdfReview complete

Description

Source: RFP - Property Leasing Botshabelo Local Office.pdf

Provision of office accommodation for Botshabelo Local Office for up to five years.
Legal Aid SA is an autonomous statutory body providing legal aid, with a national network of 128 offices.
The organisation values professionalism, integrity, and sustainable relationships with property owners.

Important Dates

Source: RFP - Property Leasing Botshabelo Local Office.pdf (RFP)

Closing date and time: 04 August 2026 at 11h00.
Optional briefing session: 20 July 2026, 15:00–16:00 at Shop No. 1, Re-A-Hola Shopping Complex, Botshabelo, 9781.

Contact Information

Source: RFP - Property Leasing Botshabelo Local Office.pdf (RFP)

Bid Enquiries: Phindile Maphutsi, Email: [email protected], Tel: (051) 534 4398.
Technical Enquiries: Obakeng Senne, Email: [email protected], Tel: (051) 534 4398.
Submission address: Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg, 2001.

Submission Guidelines

Source: RFP - Property Leasing Botshabelo Local Office.pdf (RFP)

Submit by 11h00 on 04 August 2026.
Deliver sealed tender to the locked tender box at Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg, 2001.
Envelope must be marked with Tender Number: No. 25/2026, Closing Date: 04 August 2026, Time: 11h00, and your company name.
All annexures must be completed in full using the given numbering format.
All tender forms must be handwritten in BLACK ink, not typed.
Proposals must remain valid for 150 days.
Failure to sign the tender form, complete all documents, or adhere to the specified format may invalidate your bid.
Electronic submissions (email, fax, etc.) are not accepted unless specifically provided for.
All documents submitted become the property of Legal Aid SA.

Returnable Documents

Source: RFP - Property Leasing Botshabelo Local Office.pdf (RFP)

The closing date for the submission of proposals is 11h00 on 04 August 2026. All proposals should be submitted on or before the time and date specified and placed in the Legal Aid SA tender box, which is located to Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg, 2001.

Evaluation Criteria

Source: RFP - Property Leasing Botshabelo Local Office.pdf (RFP)

Eligible bidders must: (1) Be registered on National Treasury's Central Supplier Database (CSD) as an active, tax-compliant supplier not listed as restricted; (2) Have valid tax clearance certificate; (3) Have relevant experience providing office accommodation; (4) Apply affirmative action employment practices promoting B-BBEE; (5) Have properties available for inspection within 5 days of request; (6) Comply with all building laws, regulations, and bylaws including health and safety compliance; (7) Not qualify bids with their own conditions that conflict with tender conditions; (8) Submit complete documentation in proper numbering format.

Technical Specifications

Source: RFP - Property Leasing Botshabelo Local Office.pdf (RFP)

Office accommodation required for Botshabelo Local Office for up to five years.
Space: Minimum 305m², maximum 320m², with five parking bays. Bids outside this range will be disqualified.
Location: Must be near local courts and public transport (taxi ranks, train/bus terminals). A standalone building in Botshabelo is preferred.
Building should preferably be on 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.
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 backup.
Refurbishment requirements include submission of floorplans, commitment letter for tenant-spec refurbishment, partitioning, air-conditioning (preferably split units), painting and flooring in corporate colours, power skirtings with two plugs per workstation, network/telephone points, blinds in corporate colours, a space plan, and UPS facility integration.

Experience & Qualifications

Source: RFP - Property Leasing Botshabelo Local Office.pdf (RFP)

Bidders must provide company/business details including: name, contact names and numbers, address, indication if primary contractor or joint venture, number of personnel, turnover for last three financial years, percentage growth over last three years, and valid tax clearance certificate/CSD registration proof.

Quality Management

Source: RFP - Property Leasing Botshabelo Local Office.pdf

Any defects due to poor workmanship must be rectified by the bidder at their own cost and time.
Costs for defect correction must be separately noted on billing documentation.

Financial Requirements

Source: RFP - Property Leasing Botshabelo Local Office.pdf (RFP)

Provide a detailed breakdown of all costs/charges and a total bid amount.
Prices must be quoted in South African Rand (ZAR).
Legal Aid SA prefers firm tender prices and delivery periods for the contract duration; bidders must clearly state if prices/delivery remain firm.
Authorised disbursements (travel, subsistence) will be reimbursed at reasonable actual cost, substantiated by receipts/logs, per Legal Aid SA travel policy and AA rates for private vehicles.
Expenses for proposal preparation and presentations are not reimbursed.

Compliance Requirements

Source: RFP - Property Leasing Botshabelo Local Office.pdf (RFP)

Provide proof of registration on National Treasury’s 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.
Demonstrate affirmative action employment and procurement programmes that promote B-BBEE contribution.
Support empowerment as specified by government (refer to SBD 6.1 form).
B-BBEE status level of contribution is scored as part of the 80/20 evaluation (20 points).

Environmental

Source: RFP - Property Leasing Botshabelo Local Office.pdf

Legal Aid SA's objectives include embedding sustainable practices and having an environmentally responsive supply chain.

Contractual Terms

Source: RFP - Property Leasing Botshabelo Local Office.pdf

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.
Payment: Legal Aid SA will approve project plans and costs. No project activity will be delivered before an official order is issued.
Intellectual property rights in works/products created under the contract vest in Legal Aid SA unless otherwise agreed in writing.
The tender may be awarded in part or in full, at Legal Aid SA's sole discretion, on a non-exclusive basis.
Bidders must respond to clarification or demonstration requests within 24 hours, or risk disqualification.
Further negotiations on rental/refurbishment reductions will be conducted with the highest scoring bidder; failure to participate within five days may result in the bid being set aside.

Special Conditions

Source: RFP - Property Leasing Botshabelo Local Office.pdf (RFP)

All information provided by Legal Aid SA is confidential and must not be disclosed without written consent.
Proposals qualified by a bidder's own conditions may be rejected; bidders must renounce such conditions if requested.
Tenders must follow the document's format and numbering sequence.
If conditions conflict, general conditions in the tender apply.
Check page numbers; no liability for missing/duplicated pages.
Indicate if items offered are 'as specified' or detail deviations.
Prices must be in ZAR.
Electronic submissions are not accepted unless specified.
Failure to comply with these conditions may invalidate the tender.

Requirements

Source: RFP - Property Leasing Botshabelo Local Office.pdf (RFP)

Provide proof of CSD registration showing active, tax-compliant, non-restricted supplier status.

Section

Source: RFP - Property Leasing Botshabelo Local Office.pdf

80/20 scoring: Price (80 points), B-BBEE status level (20 points).
Reference checks and site inspections are required.
Further negotiations on rental/refurbishment reductions will follow with the highest scorer.

DocumentRequest for Proposals Botshabelo Local Office.pdfReview complete

Description

Source: Request for Proposals Botshabelo Local Office.pdf

Legal Aid SA is a national public entity providing legal aid and representation to indigent and vulnerable persons.
The tender is for the provision of office accommodation for the Botshabelo Local Office for up to five years.
The organisation's mission is to ensure equal access to justice through quality legal services.
Bidders must complete all documents in full and submit them with the proposal.
All information provided by Legal Aid SA to bidders is confidential and must not be disclosed to third parties.

Contact Information

Source: Request for Proposals Botshabelo Local Office.pdf (RFP)

Bid Enquiries (Procedure): Ms. Phindile Maphutsi.
Technical Enquiries: Ms. Obakeng Senne.
Telephone: (051) 534 4398.
Email for Bid Enquiries: [email protected].
Email for Technical Enquiries: [email protected].
Submission Address: Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg, 2001.

Submission Guidelines

Source: Request for Proposals Botshabelo Local Office.pdf (RFP)

Submit by 11h00 on 04 August 2026. Late bids will not be accepted.
Deposit the sealed bid in the tender box located in the foyer of Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg.
The envelope must be marked with Tender Number 25/2026, closing date and time, and your company name.
All annexures must be completed in full, using the given numbering format. Deviations may be ignored.
All documents submitted become the property of Legal Aid SA.
The proposal must remain valid for 150 days.
Failure to comply with submission requirements may lead to disqualification.
Tenders must be submitted on the official forms provided, not retyped.
Tender forms must be handwritten in black ink.
No tenders transmitted by telegram, telex, fax, or email will be considered.

Evaluation Criteria

Source: Request for Proposals Botshabelo Local Office.pdf (RFP)

The 80/20 preference point system applies.
Price: 80 points.
Specific Goals (B-BBEE): 20 points.
Points for Specific Goals are awarded based on the B-BBEE Status Level of Contributor.
Refer to SBD 6.1 for detailed B-BBEE requirements and points allocation.
Mandatory requirements: CSD registration (active, tax compliant, not restricted), valid original Tax Clearance Certificate, tax compliance (SARS PIN or CSD number), no restrictions on public sector business, all required forms (SBD 1–6.1) and declarations, B-BBEE compliance substantiated.
Preferential criteria: affirmative action employment practices, SMME empowerment, support for historically disadvantaged groups, higher B-BBEE Level of Contributor status.
Disqualifying factors: late submissions, incomplete or incorrectly formatted proposals, failure to disclose conflicts of interest or state employment ties, fraudulent or collusive practices, non-compliance with tax or CSD requirements.

Technical Specifications

Source: Request for Proposals Botshabelo Local Office.pdf (RFP)

Provide office accommodation for the Botshabelo Local Office for up to five years.
The successful bidder must be highly skilled, professional, competent, and experienced in the area.
Service must be reliable, efficient, effective, and of superior standard.
The bidder warrants the service will not cause undue difficulties.
Legal Aid SA may request clarification or additional information; the bidder must supply this within 24 hours.
Legal Aid SA may request a demonstration; bidders must comply within 24 hours.
The tender may be awarded in part or in full, to one or more bidders on a non-exclusive basis.
Legal Aid SA is a national public entity providing legal aid and representation to indigent and vulnerable persons.
The organisation's mission is to ensure equal access to justice through quality legal services.
Bidders must complete all documents in full and submit them with the proposal.
All information provided by Legal Aid SA to bidders is confidential and must not be disclosed to third parties.
Any defects 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.
Legal Aid SA aims to embed sustainable and agile practices to positively impact society, the economy, and the environment.
The organisation seeks an environmentally responsive supply chain management system.
It aims to adapt to changing technological and environmental factors to improve access.

Financial Requirements

Source: Request for Proposals Botshabelo Local Office.pdf (RFP)

Prices must be firm. Non-firm prices (including those subject to exchange rate variations) will not be considered.
All applicable taxes (VAT, PAYE, income tax, UIF, skills development levies) must be included in the bid price.
All delivery costs must be included in the bid price.
Provide a detailed breakdown of total charges, implementation, and support services.
Bidders must clearly state whether prices and delivery periods will remain firm for the contract duration.
Authorised travel and subsistence costs will be reimbursed according to Legal Aid SA's travel policy, supported by receipts and logs.
Use of private vehicles will be reimbursed at Automobile Association of South Africa prevailing rates.
No costs incurred during proposal preparation will be reimbursed.
Only firm prices will be accepted.
Prices must be quoted in South African Rand, inclusive of all applicable taxes.
Provide a detailed pricing schedule per item, including quantity, description, and bid price.
Indicate if the offer complies with specifications; if not, detail deviations.
State the period required for delivery and whether delivery is firm.
All delivery costs must be included in the bid price.

Compliance Requirements

Source: Request for Proposals Botshabelo Local Office.pdf (RFP)

Provide proof of registration on the National Treasury Central Supplier Database (CSD), showing active, tax compliant, and non-restricted status.
Submit a valid original Tax Clearance Certificate. Certified copies are not accepted.
Submit a B-BBEE Status Level Verification Certificate or Sworn Affidavit (for EMEs & QSEs).
Foreign suppliers must complete a questionnaire; if not liable for RSA taxation, a CSD number may suffice.
No bids will be considered from persons in the service of the state or companies with directors/members in the service of the state.
For consortia/joint ventures/sub-contractors, each party must submit separate tax compliance and CSD documentation.
Bidders must submit their SARS Tax Compliance Status PIN or a printed TCS certificate.
The General Conditions of Contract (GCC) apply and form part of the bid documents.
Special Conditions of Contract (SCC) supplement the GCC; in case of conflict, GCC prevails.
The successful bidder must furnish a performance security within 30 days of award, in the form of a bank guarantee, irrevocable letter of credit, or certified cheque.
The supplier indemnifies Legal Aid SA against third-party patent, trademark, or industrial design infringement claims.
Goods must conform to standards mentioned in the bidding documents.
A warranty period of 12 months from delivery or 18 months from shipment applies, unless otherwise specified.
The purchaser may inspect, test, and reject supplies that do not comply with contract requirements.
The supplier is responsible for packing goods to prevent damage during transit.
The contract may be terminated for default, insolvency, or force majeure.
Disputes shall be settled as per the contract terms.

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