RFQ for rental of fully serviced office space in bloemfontein for 8 months

Submit a proposal addressing all 15 sections (9.1–9.15) in the RFQ. Required details include: building name, grade (A/B/P), physical address, landlord/owner particulars, OHS and disability compliance, fire detection/sprinkler system, office/boardroom layout, parking (10 undercover/basement bays + 1 visitor bay), IT/telephone infrastructure, generator, printing/copying/scanning facilities, refreshment facilities, cleaning/hygiene routines, maintenance procedures, and security features (biometric access, CCTV, alarm with armed response, perimeter fencing). Attach proof of valid building insurance or a letter of intent. Incomplete responses may be disqualified.

Evaluation is based on functionality (80 points) and experience/references (20 points). Minimum threshold: 70 points. Functionality criteria: Building grade (P=45, A=45, B=45), OHS/disability compliance, security features (4=full, 3=partial), backup generator, fire detection system. Experience: 5+ references=5, 4=4, 3=3, 2=2, irrelevant/none=1. Points are deducted for partial compliance (e.g., 2 requirements met=2 points). ICASA will conduct a site visit to verify claims.

Required: Grade A/B/P office space in Bloemfontein, fully serviced, furnished, air-conditioned, and ready-to-use. Must include: 1 private office, 1 shared office (4 persons), 10 undercover/basement parking bays + 1 visitor bay, reception signage, boardroom (10+ persons, projector, ad-hoc hourly rate), IP telephones (5 lines), high-speed internet (5 connections), secure printing/copying/scanning (1,500 pages/month estimate). Building must comply with: National Building Regulations, OHS Act, disability access (SANS 0400), functional fire detection/sprinkler system, emergency generator, modern security (biometric access, CCTV, alarm with armed response, perimeter fencing). Maintenance (electrical, plumbing, HVAC, fire systems, etc.) is the landlord’s responsibility. Cleaning: daily + every 2 hours. Toilet facilities must be fully functional with hygiene supplies and disability access.

Pricing must be submitted in a structured table with the following line items: office rental (private and shared), parking bays (10), reception signage, boardroom (ad-hoc hourly rate), telephones (5), high-speed internet (5), printing/copying/scanning (1,500 pages/month), and any other costs. All costs must be quoted for an 8-month period, excluding and including VAT. Include a once-off deposit if applicable. Grand total must be clearly stated.

Mandatory: Valid building insurance for the contract duration (attach proof or letter of intent). Service provider must have 5+ years’ experience in fully serviced office space. Submit 3+ contactable references (company name, contact person, number, contract dates). Accreditation with a recognized property management regulatory body is required (attach valid proof). Building must comply with OHS Act, National Building Regulations, and SANS 0400 for disability access.