Office accommodation lease for legal aid SA secunda satellite office (5-Year term)

• Legal Aid SA is a national public entity providing legal aid, advice, and representation to indigent and vulnerable persons, funded by the government.
• The organisation’s vision is a just society where constitutional rights are realised for all.
• Its mission is to provide equal access to justice through quality legal services.
• Core values include Passion for Justice, Ubuntu, Integrity, Accountability, Service Excellence, and People and Planet Focus.
• The tender involves providing office accommodation in Secunda for up to five years to support these objectives.

• Closing date and time: 12 August 2026 at 11h00 AM.
• Optional briefing session: 27 July 2026 from 15:00 to 16:00 at 2nd Floor, Old Mutual Building, Hoorwood Street, Secunda Complex, Secunda, 2302.
• Proposal validity period: 150 days from the closing date.

• For bidding procedure enquiries: Ms. Nomthandazo Zulu, email [email protected], telephone (013) 656 5290.
• For technical enquiries: Mr. Evans Mabitsela, email [email protected], telephone (013) 656 5290.
• Submission address: Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg, 2001.

• Submit your tender by 11h00 AM on 12 August 2026. Late bids will not be considered.
• Deliver the sealed tender to the locked tender box in the foyer of Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg.
• The envelope must be clearly marked with: Tender Number 35/2026, Closing Date 12 August 2026, Time 11h00 AM, and your company name.
• Complete all annexures and attachments in full, using the given numbering format. Deviations may be ignored.
• All tender forms must be handwritten in BLACK ink; no mechanical devices (e.g., typewriters) are allowed.
• Ensure your proposal remains valid for 150 days.
• Failure to comply with submission requirements may lead to disqualification.

• The 80/20 preference point system is applicable.
• Price accounts for 80 points, calculated relative to the lowest acceptable tender.
• Specific Goals (B-BBEE) account for 20 points, based on your B-BBEE Status Level.
• Refer to SBD 6.1 for detailed scoring of B-BBEE levels.
• The organ of state may require substantiation of any preference claims.
• Bidders must be registered on the National Treasury Central Supplier Database (CSD) as active, tax-compliant, and non-restricted suppliers.
• Must have valid Tax Clearance Certificate or TCS PIN.
• Must submit B-BBEE verification certificate or sworn affidavit (for EMEs/QSEs) to claim preference points.
• Cannot be persons in service of the state, companies with directors in state service, or close corporations with members in state service.
• Must not be listed on Register for Tender Defaulters or List of Restricted Suppliers.
• Foreign suppliers must answer residency questions and may need SARS registration.
• Joint ventures/consortia require separate tax compliance for each party.

• Scope: Provision of office accommodation for the Secunda Satellite Office for up to five years.
• The bidder must demonstrate proven relevant experience, reliability, efficiency, and effectiveness in service delivery.
• You warrant that you are highly skilled, professional, competent, and experienced in this area.
• Service must be of a superior standard and unlikely to cause undue difficulties.
• Legal Aid SA may request clarification or additional information within 24 hours, or a demonstration within 24 hours.
• The tender may be awarded in part or in full, to one or more bidders on a non-exclusive basis.
• Any defects due to poor workmanship must be rectified by the bidder at their own cost and time.
• Costs for correcting defects must be separately noted on billing documentation.
• Legal Aid SA aims to embed sustainable and agile practices to positively impact society, the economy, and the environment.
• Objectives include maintaining an environmentally responsive supply chain and adapting to technological and environmental factors.

• Only firm prices are accepted; non-firm prices or those subject to exchange rate variations will not be considered.
• Use the SBD 3.1 form to provide itemised pricing, including all applicable taxes.
• Indicate delivery periods and whether they are firm.
• All delivery costs must be included in the bid price.

• Prices must be firm and quoted in South African Rand, inclusive of all applicable taxes (VAT, PAYE, income tax, UIF, SDL).
• All delivery costs must be included in the bid price.
• Use the SBD 3.1 Pricing Schedule form to detail itemised costs.
• Indicate whether delivery periods and prices remain firm for the contract duration.
• Authorised travel and subsistence costs will be reimbursed according to Legal Aid SA travel policy, substantiated by receipts and logs.
• No costs incurred during proposal preparation will be reimbursed.
• Only firm prices are accepted; non-firm prices or those subject to exchange rate variations will not be considered.

• Mandatory: Provide proof of registration on the National Treasury Central Supplier Database (CSD) showing you are an active supplier, tax compliant, and not restricted.
• Submit a valid original Tax Clearance Certificate (TCC) with your bid; certified copies are not accepted.
• For consortia/joint ventures, each party must submit a separate TCC/CSD number.
• Complete and submit SBD 6.1 Preference Points Claim Form with a B-BBEE Status Level Verification Certificate or sworn affidavit (for EMEs & QSEs) to qualify for preference points.
• Demonstrate affirmative action employment practices and procurement programmes empowering SMMEs and historically disadvantaged groups.
• Foreign suppliers must complete the questionnaire in SBD 1; tax compliance may not be required if no RSA presence/income.
• General Conditions of Contract (GCC) apply and form part of the bid; special conditions prevail in case of conflict.
• The successful bidder must provide a performance security (e.g., bank guarantee) within 30 days of award.
• The supplier indemnifies Legal Aid SA against patent/trademark infringement claims.
• A warranty period of 12 months applies to goods/services unless otherwise specified.
• Payment terms: Legal Aid SA approves project plans and costs; delivery only after an official order is issued.
• Intellectual property rights in works created vest in Legal Aid SA unless otherwise agreed in writing.
• Force majeure clauses cover events beyond the supplier’s control.
• The contract may be terminated for default, insolvency, or fraudulent practices.

• Landlord must provide full contact details in Section 2.10 (Domicilia Citandi et Executandi): physical address, postal address, telephone number, telefax number, email address, cell number, and alternative contact number.
• Tenant (Legal Aid South Africa) address: Legal Aid House, 29 De Beer Street, Braamfontein, 2017.
• Tenant postal address: Private Bag X 76, Braamfontein, 2017.

• Complete and submit Annexure B (Schedule 1) of the Request for Proposal.
• Provide full company/close corporation/trust name or individual full names, with registration or ID number.
• State the capacity of the signatory and confirm they are duly authorized to enter into the lease agreement on behalf of the landlord.
• Include all required lease details, financial information, and three contactable references.
• Ensure all sections of the form are filled in; incomplete submissions may be disqualified.

• Bidder must be a property owner/landlord (company, close corporation, trust, or individual) with a valid registration or ID number.
• Must be able to provide office accommodation in Secunda, Mpumalanga.
• Must be VAT registered.
• Must provide banking details for rental payments.
• Must provide three contactable references.
• Must accept lease terms including maintenance responsibility allocation and rental escalation structure.
• Signatory must be duly authorized to enter into the lease agreement on behalf of the landlord.

• Provide full physical address and description of the lease premises.
• State the property erf number.
• Specify commencement and expiry dates of the lease.
• Provide details of office area (in square metres), number of parking bays, and any other charges.
• Submit three contactable references with initials and surname, telephone/cell number, email address, and company name (if applicable).

• Provide bank account details for rental payments.
• Specify annual escalation rate.
• State basic monthly rental excluding VAT.
• Tenant pays electricity and water as per municipal account.
• Submit detailed pricing schedule for Years 1–5 showing office area, parking bays, other charges, unit rent, monthly rent excluding VAT, VAT (15%), and total monthly rent including VAT.
• Submit separate letter detailing other charges.
• Provide total lease costs for 5, 7, and 9 years 11 months.
• State tenant installation allowance amount.
• Legal Aid SA reserves the right not to enter a lease longer than 5 years.

• Provide bank account details for rental payments: account name, account number, institution, branch name, branch code, type of account, reference number (if applicable), and VAT registration number.
• Specify annual escalation rate (compounded annually).
• State basic monthly rental excluding VAT.
• Tenant pays electricity and water as per municipal account.
• Complete a detailed pricing schedule for Years 1–5 showing: office area, parking bays, other charges, unit rent, monthly rent excluding VAT, VAT (15%), and total monthly rent including VAT.
• Submit a separate letter with detailed breakdown of any other charges.
• Provide total lease costs for 5 years, 7 years, and 9 years 11 months.
• State tenant installation allowance amount.
• Note: Legal Aid SA reserves the right not to enter into a lease longer than 5 years.

• Specify landlord duties and responsibilities, including: internal maintenance (general and normal wear & tear), external maintenance, garden maintenance, air conditioning maintenance, lift maintenance, floor covering normal wear, municipal rates and increases, insurance and increases, replacement of light bulbs, 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 (brake & pay rule), alarm/security system maintenance, replacement of light bulbs, and furniture, office equipment and appliances.
• Provide full names and capacity of the person signing the contract on behalf of the service provider.

• Legal Aid South Africa is an autonomous statutory body providing legal aid.
• Seeks office accommodation in Secunda for its satellite office for up to five years.
• The organisation has a national network of 128 offices and emphasises professionalism, integrity, and accessibility.
• Legal Aid SA is a high performing public entity, the biggest law firm on the African continent, with 22 unqualified audit opinions and Top Employer status for 16 consecutive years.
• Property owners are valued stakeholders; the organisation aims to expand its national footprint, especially in rural and remote areas.

• Closing date and time: 12 August 2026 at 11h00.
• Optional briefing session: 27 July 2026, 15:00PM – 16:00PM at 2nd Floor, Old Mutual Building, Hoorwood Street, Secunda Complex, Secunda, 2302.
• Proposal validity period: 150 days.

• Optional briefing session: 27 July 2026, 15:00PM – 16:00PM.
• Venue: 2nd Floor, Old Mutual Building, Hoorwood Street, Secunda Complex, Secunda, 2302.

• Bid Enquiries: Nomthandazo Zulu, Email: [email protected], Tel: (013) 656 5290.
• Technical Enquiries: Evans Mabitsela, Email: [email protected], Tel: (013) 656 5290.
• Submission address: Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg, 2001.

• Submit by 11h00 on 12 August 2026.
• Deposit sealed tender in the locked tender box at Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg, 2001.
• Envelope must be marked with: Tender Number: No. 35/2026, Closing Date: 12 August 2026, Time: 11h00, and your Company Name.
• Complete all annexures in full using the given numbering format. Clearly mark all attachments.
• Deviations may be ignored and can lead to disqualification.
• All tender forms must be handwritten in BLACK ink (no mechanical devices).
• Tenders must be submitted in the format and numbering sequence similar to the tender document.
• Do not qualify your tender with your own conditions; renounce them if called upon.
• No tenders transmitted by telegram, telex, facsimile, or email will be considered unless specifically provided for.
• The proposal must remain valid for 150 days.
• All information provided by Legal Aid SA is confidential; do not disclose to third parties without written consent.

• 80/20 preferential points system: Price = 80 points, B-BBEE status level = 20 points.
• Post-evaluation negotiations for rental and refurbishment reductions with highest scorer.
• Reference checks, B-BBEE contribution demonstration, and tax/CSD compliance required.
• Properties must be available for inspection within five days.
• Site inspection certificate must be completed and signed by Legal Aid SA representative and landlord.
• Bidders must demonstrate relevant experience and ability to deliver reliable, efficient, and effective service.
• Bidders warrant they are highly skilled, professional, competent, and experienced.
• Legal Aid SA may request clarification or additional information within 24 hours; failure may lead to disqualification.
• Legal Aid SA may request a demonstration; bidders must comply within 24 hours.
• Bidders must participate in further negotiations within five days of request, or bid may be set aside.

• Office accommodation required for Secunda Satellite Office for up to five years.
• Space: minimum 114m², maximum 129m², with three parking bays. Bids outside this range will be disqualified.
• Building should be standalone in Secunda, preferably ground floor or with functional lifts.
• Proximity to local courts and public transport interchange facilities (taxi ranks, train stations, bus terminals) is required.
• Must be user-friendly for disabled persons.
• Must comply with all building laws, regulations, bylaws, and health and safety requirements.
• Building must be zoned for office, business, or commercial purposes; title deed and zoning certificate may be required before award.
• Must allow Legal Aid SA branding and signboard display.
• Requires telephone and computer network points, emergency generator backup.
• Refurbishment requirements include submission of floorplans, commitment letter for tenant installation, partitioning, air-conditioning (preferably split units), painting and floor covering in corporate colours, power skirtings with two plugs per workstation, network/telephone points, blinds in corporate colours, space plan, and UPS facility integration.
• Toilet facilities: 3 toilets (1 female cubicle and basin, 1 male cubicle, urinal and basin), plus 1 unisex toilet for people with disabilities.
• Working space for 8 employees, plus public waiting area, consultation rooms, and reception area.
• Secured safe lockable parking for Legal Aid SA vehicles.

• Telephone and computer network points and emergency generator as back up.
• Provide a detailed breakdown of costs/charges and total bid amount.
• Provide floorplans, commitment letter for refurbishment, partitioning, air-conditioning, painting, floor covering, power skirtings, network/telephone points, blinds, space plan, and UPS facility integration.

• Provide company/business name, contact names and numbers, address.
• Indicate if the company is the primary contractor or joint venture/alliance partner.
• Provide number of personnel.
• Provide turnover for the last three financial years.
• Provide percentage growth in the last three years.
• Provide valid tax clearance certificate or proof of registration on CSD.
• Provide names of reference sites that may be contacted by Legal Aid SA for reference checks.
• For newly established property businesses, other references will be accepted.

• Defects due to poor workmanship must be rectified by bidder at own cost and time; costs noted separately on billing.
• Intellectual property rights in works created vest in Legal Aid SA unless otherwise agreed in writing.
• Authorised disbursements refunded at reasonable actual cost; travel costs refunded per Legal Aid SA policy.
• Proposal preparation expenses are bidder's responsibility.
• Building must be zoned by local authority for office, business, or commercial purposes.

• Provide a detailed breakdown of costs/charges and total bid amount.
• Tender prices in South African Rand.
• Authorised travel costs refunded per Legal Aid SA policy and Automobile Association rates.
• Bidders must clearly state whether prices and delivery periods will remain firm for the duration of the contract.

• Tender prices must be quoted in South African Rand.
• Bidders must clearly state whether prices and delivery periods will remain firm for the duration of the contract.
• Legal Aid SA will approve all project plans and projected activity costs.
• No project activity will be delivered before an official order is issued.
• Authorised disbursements (travel and subsistence) will be refunded at reasonable actual cost determined by Legal Aid SA, substantiated by receipts and logs.
• Travel refunds follow Legal Aid SA travel policy; private vehicle rates are per Automobile Association of South Africa prevailing rates.
• Expenses for proposal preparation and presentations are the bidder's responsibility and will not be reimbursed.
• Provide a detailed breakdown of costs/charges and total bid amount.

• Provide proof of registration on National Treasury’s Central Supplier Database (CSD) reflecting you as an active supplier, tax compliant, and not restricted.
• Provide an ORIGINAL valid tax clearance certificate or CSD registration.
• Demonstrate affirmative action employment practices and procurement programmes promoting B-BBEE contribution.
• Support for empowerment as specified by government (refer to form SBD 6.1).
• B-BBEE status level of contribution is scored as part of the 80/20 evaluation (20 points).
• Compliance with all building laws, regulations, bylaws including health and safety is required.
• Successful proposal becomes a binding contract; bidder assumes total responsibility.
• Legal Aid SA may award in part or full, on a non-exclusive basis.
• Bidders must renounce their own conditions if called upon.
• Tender pages must be checked for completeness; no liability for missing/duplicated pages.
• Firm tender prices and delivery periods preferred.

• Demonstrate affirmative action employment practices and procurement programmes that promote contribution to B-BBEE.
• Provide an ORIGINAL valid tax clearance certificate or registration with the CSD.
• Support for empowerment as specified by government (refer to form SBD 6.1).
• Preferential Points System Evaluation on Specific Goals: 80/20: Price = 80 points and B-BBEE status level of contribution = 20 points.

• Legal Aid SA objectives include embedding sustainable practices and environmentally responsive supply chain management.

• Proposal validity: 150 days.
• Successful proposal becomes a binding contract; bidder assumes total responsibility.
• Legal Aid SA may award in part or full, on a non-exclusive basis.
• Legal Aid SA may request clarification or additional information within 24 hours; failure may lead to disqualification.
• Bidders must renounce their own conditions if called upon.
• Tender pages must be checked for completeness; no liability for missing/duplicated pages.
• Firm tender prices and delivery periods preferred.
• Legal Aid SA has the right not to award the tender.
• Defects due to poor workmanship must be rectified by bidder at own cost and time; costs noted separately on billing.
• Intellectual property rights in works created vest in Legal Aid SA unless otherwise agreed in writing.
• Authorised disbursements refunded at reasonable actual cost; travel costs refunded per Legal Aid SA policy.
• Proposal preparation expenses are bidder's responsibility.

• All information documents, records and books provided by Legal Aid SA are strictly private and confidential.
• Bidders must not disclose these to any third party without express written consent from Legal Aid SA.
• Legal Aid SA reserves the right to disclose any information provided by any bidder to its employees.
• All attachments must be clearly marked and specific to information required; deviations may be ignored.
• Companies failing to adhere to requirements risk disqualification.
• The proposal must remain valid for a period of 150 days.

• All properties must be made available for inspection within five days of request. Failure to do so will result in your bid being disqualified.
• A site inspection certificate will be completed and signed by the Legal Aid SA representative and the Landlord or his representative in respect of such site inspection conducted.

II. The office accommodation required should be in the proximity to the local court(s),

allowing relatively quick and easy access to the courts by both staff members and

clients and should be close to public transport interchange facilities, such as taxi

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ranks, train stations and/or bus terminals. A standalone building in Secunda will

be most desirable.

III. The office space required should be a minimum of 114m2 and a maximum of

129m2 with three (3) parking bays (Failure to meet the minimum required space

will be disqualified). Note: Only bids with space that fall within the prescribed

minimum and maximum space parameters will be considered for evaluation. The

office currently has 8 employees. Toilets space is as follows: Toilets: 3 Toilets (1

cubicle and 1 basin for female and 1 cubicle, 1 urinal and 1 basin for male);

and 1 unisex toilet for people living with disabilities. Working space for all staff

including management and extra space for public waiting area, consultation rooms

and reception area.

IV. The building should preferably be on the ground floor (or a building with functional

lifts), and have secured safe lockable parking for Legal Aid SA’ vehicles.

purposes. The bidder must provide Legal Aid SA with title deed and zoning

certificate might be required on or before awards.

X. Refurbishment: The bidder should submit the following documents:

a) Floorplans of the building or space being offered.

b) Commitment letter to refurbish the building as per the tenant specification with a

c) Partitioning as per Legal Aid SA's specification

d) Air-conditioning (preferably split units)

e) Painting - with corporate colours

f) Floor covering - with corporate colours

g) Power skirtings - with two power plugs per work station

h) Network and telephone points.

i) Blinds - with corporate colours.

j) Space plan.

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k) UPS facility integrated into specific plug points (Legal Aid SA responsible for

UPS Unit)