Legal aid south africa is seeking a suitable landlord to provide office accommodation for its port shepstone local office for a period of up to five years. The successful bidder must complete and submit annexure b, providing full property, financial, and reference details as specified in the tender document.
Key Requirements
Complete and submit Annexure B with full landlord, property, and signatory details.
Provide three contactable references and domicilium details.
Submit a detailed 5-year pricing schedule with monthly rent (excl. VAT), VAT (15%), and total monthly rent, including office space (m²), parking bays, and other charges.
Specify annual escalation rate, bank account details, and VAT registration number.
Landlord responsible for internal/external maintenance, garden, air conditioning, lift, insurance, municipal rates, and fire fighting equipment.
Legal Aid SA responsible for water/electricity consumption, sanitary services, cleaning, consumables, alarm/security maintenance, and furniture/equipment.
Property must be suitable for a Legal Aid SA local office with appropriate office space and parking.
Document read. The full tender notice and its supporting documents are read end-to-end. Key sections, requirements, dates, and contact details are identified and pulled into a working summary you can act on.
Compliance review. The working summary is checked against South African procurement standards — PFMA, PPPFA, B-BBEE, CIDB, local content, and preferential procurement — so nothing critical is missed before you start your bid response.
DocumentAnnexure A - Property Specification Port Shepstone LO Approval.pdfReview complete
Description
Important Dates
24 Jul
2026
PUBLICATION
Tender Published
Tender was published
25 Aug
2026
DEADLINE
Closing Date
Tender closing date
Procurement Rules & Compliance ContextThis tender may be governed by South African public procurement rules covering fairness, transparency, preferential procurement, anti-corruption, administrative justice and access to information.
7 rules
These references help suppliers understand the public-procurement framework around this opportunity. They are generated from the tender category, issuing organisation type and procurement context.
Core procurement rules
These rules commonly apply to South African public-sector procurement.
7
Broad-Based Black Economic Empowerment Act (B-BBEE Act)
Act 53 of 2003
high
Provides the empowerment-compliance context often used in public-sector supplier evaluation.
Relevant because this is a South African public-sector procurement opportunity.
Constitution of the Republic of South Africa, 1996 – Section 217
Act 108 of 1996 (s217)
high
This is general procurement context, not legal advice. Always verify requirements in the official tender documents and issuing authority notices.
Request for Proposals Port Shepstone Local Office.pdf
Legal Aid South Africa is seeking office accommodation in Port Shepstone for up to five years. The tender involves a competitive bidding process with strict submission requirements, evaluation based on price (80 points) and B-BBEE status (20 points), and comprehensive contractual obligations.
Annexure B Request For Proposal Completion of Documents.pdf
Tender for the provision of office accommodation for Legal Aid South Africa's Port Shepstone Local Office for a period of up to five (5) years. This document (Annexure B, Schedule 1) is a Request for Proposal form to be completed by prospective landlords, requiring detailed property information, rental structures, maintenance responsibilities, and banking details for the lease agreement.
RFP - Property Leasing Port Shepstone Local Office.pdf
Legal Aid South Africa seeks office accommodation in Port Shepstone, KwaZulu-Natal, for up to five years. The tender requires a standalone building near courts and public transport, with specific size, accessibility, and refurbishment specifications.
Annexure A - Property Specification Port Shepstone LO Approval.pdf
Legal Aid South Africa seeks office accommodation in Port Shepstone, KwaZulu-Natal, for up to 5 years. The tender requires a minimum 5-year operational lease, with specific space norms (approx. 316m²), accessibility features, and proximity to courts and public transport. Evaluation is a multi-phase process focusing on functionality, compliance, and price.
Not sure if your business is ready for this tender? Check CSD, CIDB, and B-BBEE requirements, run a readiness assessment, and move from opportunity to submission.
Bid-ready summary. The submission guidelines, evaluation criteria, technical, financial, and compliance sections are refined into professional, easy-to-scan prose. This is the final version you can rely on when preparing your bid or briefing your team.
We refine every tender document through these stages so you can brief your team and prepare your bid with confidence. Anything marked as "in progress" will be upgraded automatically — no action required from you.
Document read
Compliance review
Bid-ready summary
Source: Annexure A - Property Specification Port Shepstone LO Approval.pdf
Refurbishments must comply with Construction Industry Development Board (CIDB) requirements and form part of the lease agreement.
Legal Aid SA reserves the right to negotiate rental and refurbishment costs.
A separate water and electricity meter, managed by the local municipality, Eskom, or other certified service provider, is required.
Important Dates
Source: Annexure A - Property Specification Port Shepstone LO Approval.pdf (TENDER)
Closing date: 25 August 2026 at 11:00.
Premises must be available for occupation by 01 October 2026.
No other dates (e.g., briefing sessions, site visits) are specified in the document.
Submission Guidelines
Source: Annexure A - Property Specification Port Shepstone LO Approval.pdf (TENDER)
Submit the bid by the closing date and time.
Complete and sign all required documents: SBD 1 (Invitation to Bid), SBD 3.1 (Pricing Schedule – firm prices), SBD 4 (Bidder's Declaration), and SBD 6.1 (Preference Points Claim Form).
Attach original or certified valid B-BBEE certificate or sworn affidavit (consolidated for JVs).
Ensure company is registered on Central Supplier Database (CSD); attach CSD report or provide registration number.
Submit latest CSD reports for all parties (agent, landlord, JV partners).
Include Municipal Account Statement and/or electricity account not older than two months from tender closing date.
Submit copy of title deed as proof of property ownership.
If an agent/entity, provide signed letter or relationship agreement from the building owner detailing leasing responsibilities; must be on company letterhead and signed by delegated authority of all parties.
Failure to comply with any of the above results in disqualification from further evaluation.
Upon occupation, a snag list will be drawn within 30 days and submitted to the service provider, who must attend to defects within 30 days of receipt.
Evaluation Criteria
Source: Annexure A - Property Specification Port Shepstone LO Approval.pdf (TENDER)
Evaluation occurs in five phases: Phase 1 Responsiveness, Phase 2 Disqualification, Phase 3 Functionality, Phase 4 Compliance, Phase 5 Price and B-BBEE.
Phase 1: Must submit all required signed documents (SBD 1, SBD 3.1, SBD 4, SBD 6.1), B-BBEE certificate/affidavit, CSD registration, municipal/electricity account, and CSD reports for all parties.
Phase 2: Must submit title deed (proof of ownership) and, if agent, signed relationship agreement. Failure leads to disqualification.
Phase 3: Functionality scored out of 100 points. Minimum 70 points required to proceed. Categories:
Building Documentation (30 points): building inspection (2), approved building plan or structural integrity report or undertaking (5), occupancy certificate or undertaking (10), zoning certificate or undertaking (5), fire protection plan or undertaking (2), electrical compliance certificate (2), pests control certificate (2), building maintenance plan (2).
Building Location and Accessibility (30 points): distance to magistrate court (max 10 points for ≤2km, decreasing to 0 for >3km), distance to public transport (max 10 points for ≤2km, decreasing to 0 for >3km), disability access (max 8 points for ground floor ramp or lift with braille, plus 2 points for disability parking).
Building Requirements (30 points): office space (20 points) – air-conditioners or commitment (5), electrical plugs per office (5), ablution facilities (5), fire escape routes (5); parking (10 points) – 6 covered bays in access controlled premises (8), 6 bays behind access controlled gate (6), additional free open parking (2).
Building Conditions and Availability (10 points): safe/secure office zoned environment (8), available by 01 October 2026 (2).
Phase 4: Compliance – submit verified building documents within 7 working days of request: approved building plan, occupancy certificate, zoning certificate, fire protection/evacuation plan, electrical compliance certificate, pests control certificate, building maintenance plan. Failure may lead to disqualification.
Phase 5: Price and B-BBEE – 80/20 points system (PPPFA Regulations 2022). Price = 80 points, B-BBEE = 20 points.
Technical Specifications
Source: Annexure A - Property Specification Port Shepstone LO Approval.pdf (TENDER)
Lease type: Operational lease for a minimum period of five (5) years.
No deposit payable for rental.
Building must be habitable for office use; bidder must be open to negotiation for Tenant Installation Allowance.
Lease proposal must include estimate of refurbishment costs and Tenant Installation Allowance per workspace norms.
Landlord must undertake all refurbishments on behalf of Legal Aid SA in line with CIDB requirements; refurbishments form part of lease agreement.
Legal Aid SA reserves right to negotiate rental and refurbishment costs.
Separate water and electricity meter managed by municipality, Eskom, or certified service provider – no other meter system accepted.
Landlord responsible for proper maintenance of exterior and common areas for duration of agreement.
Lease must include right of first refusal clause if building is sold.
Legal Aid SA's standard lease agreement applies; no levies or contract drafting costs payable by Legal Aid SA if waived.
Building must not have rising damp, structural defects, or wall cracks exceeding 5mm.
Confirmation letter or undertaking for uninterrupted 2000L water supply or backup required before occupation.
Workspace norms: Minimum 316 m², maximum 326 m² total workspace. Required facilities: 9 offices, 10 cubicles, 11 facility rooms, 25 employees, 6 parking bays for fleet and Head of Office, 4 toilets (2 female cubicles+2 basins, 1 male cubicle+1 basin+1 urinal, plus 1 disabled toilet as advantage).
Additional fit-out requirements: partitioning per Legal Aid SA spec, air-conditioning (preferably split units), painting in corporate colours, floor covering in corporate colours, power skirtings with two plugs per workstation (one for computers), network and telephone points, blinds in corporate colours, space plan, UPS facility integrated into specific power points, external signboard (1200mm x 800mm x 10mm), IT power skirtings with two plug points per desk and 5-6 network points, emergency generator backup, natural ventilation and light, disability access (ramps/lifts), energy-saving building is an advantage.
Quality Management
Source: Annexure A - Property Specification Port Shepstone LO Approval.pdf
Submit building compliance documents or letters of undertaking: approved building plan (or structural integrity report), occupancy certificate, zoning certificate, fire protection plan, electrical compliance certificate, pests control certificate, building maintenance plan.
Provide locational maps showing distance to magistrate court and public transport; preference for within 2km walking distance.
Building entrance must be accessible to people with disabilities.
Pricing Schedule
Source: Annexure A - Property Specification Port Shepstone LO Approval.pdf
Submit signed SBD 3.1 Pricing Schedule with firm prices.
Include mandatory documents: SBD 1, SBD 4, SBD 6.1, B-BBEE certificate/affidavit, CSD proof, municipal/electricity account, CSD reports for all parties.
Provide title deed and, if an agent, authorization letter from building owner.
Failure to comply leads to disqualification from further evaluation.
Financial Requirements
Source: Annexure A - Property Specification Port Shepstone LO Approval.pdf (TENDER)
Submit signed SBD 3.1 Pricing Schedule with firm prices.
Pricing must include VAT (if registered as VAT vendor or application made to SARS – proof must be attached).
Provide total costs of accommodation for proposed duration, including:
Rental rate per square metre for proposed office space.
Rate per parking bay.
Annual escalation rate (not greater than CPI; motivation required if exceeding).
Tenant installation amount offered (included with rental amount over lease period).
Tenant's share of proportionate costs, if applicable.
Tenant installation costs as per Legal Aid SA space norm will be applied on price evaluation to determine best value for money.
No deposit shall be paid for rental.
Compliance Requirements
Source: Annexure A - Property Specification Port Shepstone LO Approval.pdf (TENDER)
Mandatory registration on Central Supplier Database (CSD); attach CSD report or provide registration number.
Submit latest CSD reports for all parties (agent, landlord, JV partners).
Provide original or certified valid B-BBEE certificate or sworn affidavit (consolidated for JVs).
Submit Municipal Account Statement and/or electricity account not older than two months from tender closing date.
Proof of property ownership via title deed.
If agent, provide signed authorization letter or relationship agreement from building owner.
Building must comply with CIDB requirements for refurbishments.
No deposit payable for rental.
Building must be accessible to disabled persons (ramps/lifts, disability parking).
Legal Aid SA reserves right not to appoint and not entertain claims for preparation costs.
Building must have fire escape routes/emergency exits, natural ventilation and light, emergency generator backup.
Energy-saving building is an advantage.
Building must be zoned for office/business use.
Health & Safety
Source: Annexure A - Property Specification Port Shepstone LO Approval.pdf
Building entrance must be accessible to people with disabilities: ground floor with ramp, or lift with braille buttons.
Disability parking with signage required.
Office building must have functioning fire escape routes/emergency exits.
Provide natural ventilation and light.
Emergency generator backup for electricity supply is required.
Energy-saving building is an advantage.
Requirements
Source: Annexure A - Property Specification Port Shepstone LO Approval.pdf (TENDER)
Operational lease for minimum five years.
No deposit payable.
Tenant Installation Allowance must be included in lease proposal.
Refurbishments must comply with CIDB requirements.
Legal Aid SA reserves right to negotiate rental and refurbishment costs.
Separate water/electricity meter from certified provider required.
Landlord responsible for exterior and common area maintenance.
Right of first refusal clause required if building is for sale.
Legal Aid SA's standard lease agreement applies; no levies or drafting costs payable by Legal Aid SA.
Legal Aid SA reserves right not to appoint and not entertain cost claims.
No rising damp, structural defects, or wall cracks >5mm.
Confirmation letter for uninterrupted 2000L water supply or backup required before occupation.
Section
Source: Annexure A - Property Specification Port Shepstone LO Approval.pdf
The bid evaluation follows five phases: Responsiveness, Disqualification, Functionality, Compliance, and Price/B-BBEE.
Functionality scoring (100 points) covers building documentation, location/accessibility, building requirements, and conditions/availability. Minimum 70 points to proceed.
Compliance phase requires submission of verified building documents (e.g., approved building plan, occupancy certificate) within 7 working days if requested.
Price and B-BBEE phase uses the 80/20 points system (PPPFA Regulations 2022).
DocumentRequest for Proposals Port Shepstone Local Office.pdfReview complete
Description
Source: Request for Proposals Port Shepstone Local Office.pdf
Legal Aid SA aims to achieve two outcomes: equal access to justice for all (focusing on indigent and vulnerable persons) and being a respected, high-performing, sustainable organisation providing quality legal services with positive societal, economic, and environmental impact.
Important Dates
Source: Request for Proposals Port Shepstone Local Office.pdf (RFP)
Closing date and time: 25 August 2026 at 11h00.
Optional briefing session: 05 August 2026 from 14:00 to 15:00 at 2nd Floor MB Centre, 49 Aiken Street, Port Shepstone, 4240.
Contact Information
Source: Request for Proposals Port Shepstone Local Office.pdf (RFP)
Submission address: Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg.
Submission Guidelines
Source: Request for Proposals Port Shepstone Local Office.pdf (RFP)
Submit proposals by 11h00 on 25 August 2026.
Deposit sealed bids in the tender box at Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg.
Envelope must be marked with Tender Number 28/2026, closing date/time, and company name.
Complete all annexures fully using the given numbering format; deviations may be ignored.
Proposals must remain valid for 150 days.
Companies failing to adhere to requirements risk disqualification.
All submitted documents become the property of Legal Aid SA.
Tender forms must be handwritten in black ink; no typewriters or mechanical devices.
No tenders transmitted by telegram, telex, facsimile, email, or similar apparatus will be considered.
Bidders must check page numbers and ensure none are missing or duplicated.
Returnable Documents
Source: Request for Proposals Port Shepstone Local Office.pdf (RFP)
Complete all annexures fully using given numbering format.
Clearly mark attachments specific to required information.
Deviations may be ignored.
Tender forms must be handwritten in black ink.
All documents submitted become the property of Legal Aid SA.
Evaluation Criteria
Source: Request for Proposals Port Shepstone Local Office.pdf (RFP)
Bidders must be registered on National Treasury's Central Supplier Database (CSD) as active suppliers, be tax compliant, and not be restricted suppliers.
Provide a valid Tax Clearance Certificate (original) or SARS PIN.
Bidders must not be persons in the service of the state, or companies with directors who are in state service.
Provide names of reference sites for verification.
Demonstrate affirmative action employment practices and procurement programmes empowering SMMEs and historically disadvantaged groups.
The 80/20 preference point system applies: 80 points for price, 20 points for Specific Goal B-BBEE Level of Contribution status.
Refer to SBD 6.1 for B-BBEE requirements and points allocation.
Proposals will be evaluated on price and specific goals; the lowest acceptable tender will determine the applicable system.
Legal Aid SA may request clarification or additional information; bidders must respond within 24 hours or risk disqualification.
Technical Specifications
Source: Request for Proposals Port Shepstone Local Office.pdf (RFP)
Provision of office accommodation for Port Shepstone Local Office for up to five years.
The service must align with Legal Aid SA's vision, mission, and values: Passion for Justice, Ubuntu, Integrity, Accountability, Service Excellence, People and Planet Focused.
Objectives include ensuring equal access to justice, sustainable operations, and responsive service delivery.
Bidders must warrant they are highly skilled, professional, competent, and experienced in the area bid for.
Legal Aid SA may request clarification or additional information within 24 hours; failure to comply may lead to disqualification.
Any defects due to poor workmanship must be rectified by the bidder at own cost and time.
Correction costs must be separately noted on billing documentation.
Legal Aid SA objectives include embedding sustainable and agile practices to positively impact society, the economy, and the environment.
Focus on environmentally responsive supply chain management and adapting to technological and environmental factors.
Quality Management
Source: Request for Proposals Port Shepstone Local Office.pdf
Any defects due to poor workmanship must be rectified by the bidder at own cost and time.
Correction costs must be separately noted on billing documentation.
Goods supplied must conform to standards mentioned in the bidding documents and specifications.
Pricing Schedule
Source: Request for Proposals Port Shepstone Local Office.pdf
Only firm prices accepted; non-firm prices (including exchange rate variations) not considered.
Prices must be quoted in South African Rand and include all applicable taxes.
All delivery costs must be included in the bid price.
Offer must be valid for 150 days from the closing date.
Financial Requirements
Source: Request for Proposals Port Shepstone Local Office.pdf (RFP)
Only firm prices will be accepted; non-firm prices (including those subject to exchange rate variations) will not be considered.
Prices must be quoted in South African Rand and include all applicable taxes (VAT, PAYE, income tax, UIF, skills development levies).
All delivery costs must be included in the bid price.
Authorised disbursements (travel and subsistence) will be refunded per Legal Aid SA travel policy, substantiated by receipts/logs.
No costs incurred for proposal preparation or presentations will be reimbursed.
Provide a detailed breakdown of costs/charges and total bid amount.
Bidders must clearly state whether prices and delivery periods will remain firm for the duration of the contract.
Compliance Requirements
Source: Request for Proposals Port Shepstone Local Office.pdf (RFP)
Bidders must provide proof of registration on the National Treasury Central Supplier Database (CSD) showing active, tax-compliant, and non-restricted status.
Submit a valid Tax Clearance Certificate (original) or SARS PIN; failure results in bid invalidation.
B-BBEE Status Level Verification Certificate or sworn affidavit (for EMEs & QSEs) must be submitted to qualify for preference points.
Bidders must complete company details including name, contact numbers, address, personnel count, turnover, growth, and tax clearance status.
The bid is subject to the Preferential Procurement Policy Framework Act, 2000 and Regulations, 2022.
Bidders must complete SBD 4 (Bidder's Disclosure) and declare any relationships with state employees or interests in related enterprises.
Bidders must not be listed on the Register for Tender Defaulters or the List of Restricted Suppliers.
For consortia/joint ventures/sub-contractors, each party must submit separate tax clearance certificates and CSD numbers.
B-BBEE Requirements
Source: Request for Proposals Port Shepstone Local Office.pdf (RFP)
The 80/20 system applies: 80 points for price, 20 points for Specific Goal B-BBEE Level of Contribution status.
Refer to SBD 6.1 for B-BBEE requirements and points allocation.
B-BBEE Status Level Verification Certificate or sworn affidavit (for EMEs & QSEs) must be submitted to qualify for preference points.
Contractual Terms
Source: Request for Proposals Port Shepstone Local Office.pdf
The General Conditions of Contract (GCC) form part of all bid documents and may not be amended.
Special Conditions of Contract (SCC) supplement the GCC; in case of conflict, the GCC prevails.
The successful bidder must furnish performance security within 30 days of contract award, in the form specified in the SCC.
The supplier must indemnify the purchaser against third-party claims of infringement of patent, trademark, or industrial design rights.
The supplier must permit the purchaser to inspect and audit records relating to performance.
The contract may be terminated for default, insolvency, or force majeure as per GCC clauses.
Penalties may be applied for delays in performance as per GCC clause 14.22.
Special Conditions
Source: Request for Proposals Port Shepstone Local Office.pdf (RFP)
Upon award, the proposal and its terms become a binding contract.
Successful bidder assumes total responsibility, regardless of subcontracts.
Legal Aid SA reserves the right not to award the tender.
The tender may be awarded in part or in full at the sole discretion of Legal Aid SA.
Proposals qualified by bidder's own conditions may be rejected as invalid.
Requirements
Source: Request for Proposals Port Shepstone Local Office.pdf (RFP)
Bidders must provide proof of CSD registration showing active, tax-compliant, non-restricted status.
Bidders must complete all required forms and annexures in full; failure may lead to disqualification.
Section
Source: Request for Proposals Port Shepstone Local Office.pdf (RFP)
DocumentAnnexure B Request For Proposal Completion of Documents.pdfReview complete
Contact Information
Source: Annexure B Request For Proposal Completion of Documents.pdf (RFP)
Tenant (Legal Aid South Africa) address for legal notices: Legal Aid House, 29 De Beer Street, Braamfontein, 2017.
Postal Address: Private Bag X 76, Braamfontein, 2017.
Submission Guidelines
Source: Annexure B Request For Proposal Completion of Documents.pdf (RFP)
Complete and submit Annexure B (Request for Proposal Completion of Documents) as the returnable document.
Provide full landlord details: company/CC/trust name or individual full names, registration or ID number, and capacity of signatory.
Include property details: physical address, full description of leased premises, erf number, commencement and expiry dates.
Provide three contactable references with initials, surname, tel/cell, email, and company name.
Provide domicilium citandi et executandi (physical, postal, telephone, fax, email, cell, alternative contact) for the landlord.
Name the person who signs the contract on behalf of the service provider and their capacity.
Ensure all sections of the form are completed; incomplete submissions may be disqualified.
Evaluation Criteria
Source: Annexure B Request For Proposal Completion of Documents.pdf (RFP)
Bidder must be a registered company, close corporation, trust, or individual with a valid registration/ID number.
Bidder must be duly authorized to enter into a lease agreement on behalf of the landlord.
Bidder must be VAT registered (provide VAT registration number).
Bidder must be the owner or authorized representative of suitable office accommodation in Port Shepstone.
Bidder must provide three contactable references.
Bidder must be capable of fulfilling specified maintenance and service provider duties (internal/external maintenance, garden, air conditioning, lift, insurance, municipal rates, fire fighting equipment).
Property must be suitable for use as a Legal Aid SA local office with appropriate office space and parking facilities.
Technical Specifications
Source: Annexure B Request For Proposal Completion of Documents.pdf (RFP)
Provide full physical address and description of the leased premises.
Property must be identified by an erf number.
Specify lease commencement and expiry dates.
Tenant (Legal Aid SA) will pay for electricity and water consumption as per municipal accounts.
Office space and parking bays must be specified with lettable area (m²) and rental per unit.
Pricing Schedule
Source: Annexure B Request For Proposal Completion of Documents.pdf (RFP)
Provide bank account details for rental payments: account name, number, institution, branch, and VAT registration number.
Tenant pays electricity and water as per municipal accounts.
Submit a detailed 5-year pricing schedule for office space, parking bays, and other charges per year.
A separate letter detailing 'other charges' is required.
State total lease agreement cost and tenant installation allowance.
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), and VAT registration number.
Basic rental is quoted excluding VAT; VAT at applicable rate is added.
An annual escalation rate applies, compounded annually, from each anniversary of the commencement date.
Submit a detailed 5-year pricing schedule broken down by year, showing office space (m²), parking bays, and other charges per unit, with monthly rent (ex VAT), VAT (15%), and total monthly rent (inc VAT).
A separate letter detailing 'other charges' must be submitted and supported.
State the total lease agreement cost for five (5) years.
State the tenant installation allowance (if any).
Legal Aid SA reserves the right not to enter into a lease longer than 5 years.
Compliance Requirements
Source: Annexure B Request For Proposal Completion of Documents.pdf (RFP)
Service provider (landlord) 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, and fire fighting equipment and services.
Legal Aid SA responsibilities 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, and furniture, office equipment and appliances.
The contract signatory for the service provider must be named with their capacity.
Contractual Terms
Source: Annexure B Request For Proposal Completion of Documents.pdf
Service provider (landlord) duties: internal maintenance (general and wear & tear), external maintenance, garden maintenance, air conditioning maintenance, lift maintenance, floor covering wear, municipal rates and increases, insurance and increases, replacement of light bulbs, fire fighting equipment and services.
Legal Aid SA duties: 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 signatory for the service provider must be named with their capacity.
DocumentRFP - Property Leasing Port Shepstone Local Office.pdfReview complete
Description
Source: RFP - Property Leasing Port Shepstone Local Office.pdf
Provision of office accommodation for Legal Aid SA's Port Shepstone Local Office for a period of up to five (5) years.
Contact Information
Source: RFP - Property Leasing Port Shepstone Local Office.pdf (RFP)
Source: RFP - Property Leasing Port Shepstone Local Office.pdf (RFP)
{
"submissionAddress": "Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg, 2001",
"submissionDeadline": "25 August 2026, 11h00",
"requiredDocuments": [
"Completed tender documents",
"Proof of registration on National Treasury's Central Supplier Database (CSD)"
],
"submissionGuidance": "Tenders must be submitted in the format and numbering sequence similar to the tender document and should preferably not be qualified by the bidder's own conditions of tender."
}
Returnable Documents
Source: RFP - Property Leasing Port Shepstone Local Office.pdf (RFP)
Submit proposals by 11h00 on 25 August 2026 to Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg, 2001.
Envelope must be marked with Tender Number 28/2026, Closing Date, Time, and Company Name.
Complete all annexures in full; clearly mark attachments and references.
Follow tender format and numbering sequence; do not qualify with own conditions.
Tender forms must be handwritten in black ink.
No tenders via telegram, telex, fax, e-mail, or similar apparatus.
Evaluation Criteria
Source: RFP - Property Leasing Port Shepstone Local Office.pdf (RFP)
Evaluation uses the 80/20 preferential points system: Price = 80 points, B-BBEE status level contribution = 20 points.
Bidders must provide reference sites for contact and verification; newly established property businesses may provide other references.
Demonstrate affirmative action employment practices and procurement programmes that promote B-BBEE contribution.
Provide an original valid tax clearance certificate or CSD registration proof.
Support empowerment as specified by government (refer to form SBD 6.1).
All properties must be available for inspection within 5 days of request; failure results in disqualification.
A site inspection certificate must be completed and signed by Legal Aid SA representative and the landlord/representative.
Legal Aid SA may request clarification or additional information; bidder must respond within 24 hours or risk disqualification.
Legal Aid SA may request a demonstration; bidder must comply within 24 hours.
Legal Aid SA will negotiate with the highest scoring bidder for further reductions in rental and refurbishment allowances; failure to participate within 5 days may result in the bid being set aside.
Technical Specifications
Source: RFP - Property Leasing Port Shepstone Local Office.pdf (RFP)
Office space required: minimum 316m², maximum 326m²; bids outside this range will be disqualified.
Must provide six (6) parking bays.
Building should be in proximity to local courts and public transport interchanges (taxi ranks, train stations, bus terminals); standalone building preferred.
Preferably ground floor or building with functional lifts; must have secured, safe, lockable parking for Legal Aid SA vehicles.
Must be user-friendly for disabled persons.
Must comply with all building laws, regulations, and bylaws, including health and safety compliance.
Must be zoned for office, business, or commercial purposes; provide title deed and zoning certificate (may be required before award).
Must allow Legal Aid SA branding and display of signboard.
Must have telephone and computer network points and emergency generator backup.
Refurbishment requirements: submit floorplans, commitment letter to refurbish with Tenant Installation amount, partitioning per Legal Aid SA spec, air-conditioning (preferably split units), painting in corporate colours, floor covering in corporate colours, power skirtings with two power plugs per workstation, network and telephone points, blinds in corporate colours, space plan, and UPS facility integrated into specific plug points (Legal Aid SA responsible for UPS unit).
Toilet facilities: 4 toilets (2 cubicles + 2 basins for females; 1 cubicle + 1 basin + 1 urinal for males); 1 disabled-accessible client toilet is an advantage.
Working space for all staff (currently 25 employees) including management, public waiting area, consultation rooms, and reception area.
Experience & Qualifications
Source: RFP - Property Leasing Port Shepstone Local Office.pdf (RFP)
Must be registered on CSD as active, tax compliant, and not restricted.
Provide references and demonstrate relevant experience and ability to deliver reliable, efficient, and effective service.
Provide company details including turnover and growth over last three years.
Quality Management
Source: RFP - Property Leasing Port Shepstone Local Office.pdf
Any defects, patent or latent, attributable to poor workmanship must be rectified by the bidder at own cost and time.
All costs relating to correction of defects must be expressly and separately noted on billing documentation.
Pricing Schedule
Source: RFP - Property Leasing Port Shepstone Local Office.pdf
Proposal must remain valid for 150 days.
Provide detailed breakdown of costs/charges and total bid amount.
Prices quoted in South African Rand.
State whether prices and delivery periods will remain firm for contract duration.
Financial Requirements
Source: RFP - Property Leasing Port Shepstone Local Office.pdf (RFP)
Provide a detailed breakdown of costs/charges and a total bid amount.
Proposal must remain valid for 150 days.
Prices must be quoted in South African Rand.
State clearly whether prices and delivery periods will remain firm for the duration of the contract.
Payment: Legal Aid SA will approve all project plans and projected costs; no delivery before an official order is issued.
Authorised disbursements (travel and subsistence) will be refunded at reasonable actual cost per Legal Aid SA travel policy; substantiate with receipts and kilometre logs.
No refund for costs incurred in preparing the proposal or presentations.
Legal Aid SA may negotiate with highest scoring bidder for further reductions in rental and refurbishment allowances.
Compliance Requirements
Source: RFP - Property Leasing Port Shepstone Local Office.pdf (RFP)
Must be registered on National Treasury's Central Supplier Database (CSD) as an active supplier, tax compliant, and not restricted.
Provide original valid tax clearance certificate or CSD registration proof.
Complete and submit B-BBEE documentation (SBD 6.1).
Provide company/business details: name, contact names/numbers, address, indicate if primary contractor or joint venture/alliance partner, number of personnel, turnover for last three financial years, percentage growth in last three years.
Provide proof of registration on CSD.
Must comply with all building laws, regulations, and bylaws, including health and safety compliance.
Must provide title deed and zoning certificate (may be required before award).
Environmental
Source: RFP - Property Leasing Port Shepstone Local Office.pdf
Legal Aid SA aims to be environmentally responsive; bidders should align with sustainable practices where applicable.
Contractual Terms
Source: RFP - Property Leasing Port Shepstone Local Office.pdf
Upon award, the proposal and its terms, conditions, and specifications will form a binding contract between Legal Aid SA and the successful bidder.
Successful bidder assumes total responsibility regardless of third-party or subcontracting agreements.
Legal Aid SA has the right not to award the tender.
Tender may be awarded in part or in full at Legal Aid SA's sole discretion, on a non-exclusive basis.
Bids qualified by bidder's own conditions may be rejected as invalid; failure to renounce such conditions may invalidate the proposal.
Legal Aid SA may request clarification or additional information; bidder must respond within 24 hours or risk disqualification.
Legal Aid SA may request a demonstration; bidder must comply within 24 hours.
Legal Aid SA will negotiate with highest scoring bidder for further reductions in rental and refurbishment allowances; failure to participate within 5 days may result in bid being set aside.
Requirements
Source: RFP - Property Leasing Port Shepstone Local Office.pdf (RFP)
Provide detailed breakdown of costs/charges and total bid amount.
Provide proof of CSD registration (active, tax compliant, not restricted).
Provide company details: name, contacts, address, primary contractor or JV status, personnel count, turnover for last 3 years, growth percentage.
Provide references for site checks.
Provide title deed and zoning certificate if required.
Submit floorplans, refurbishment commitment letter, and other refurbishment documents as per specifications.
Section
Source: RFP - Property Leasing Port Shepstone Local Office.pdf
Bidders evaluated on criteria listed in the tender document, including reference checks, B-BBEE contribution, tax compliance, and property inspection within 5 days.
Sets the constitutional standard for fair, equitable, transparent, competitive and cost-effective public procurement.
Relevant because this is a South African public-sector procurement opportunity.
This tender has strong source evidence, including source metadata and supporting tender information synced from the government tender portal.
Tenders SA is not the issuing authority. All tenders are automatically synced from the official government tender portal. Always confirm final submission details, closing dates, briefing sessions, eligibility requirements, and documents on the official government portal before applying.