Lease of office accommodation for the commission for gender equality (cge) eastern cape provincial office in east london

SCM Enquiries:

• Shadrack Mafutsa: Tel: 011 403 7182, Email: [email protected]

Technical Enquiries:

• Mr Nceba Mrwebo: Email: [email protected]

Submission Address:

Tender box at 2 Kotze Street, Women’s Jail, East Wing, Constitution Hill, Bramfontein 2017.

Submit by 10 June 2026 at 11:00 to the tender box at 2 Kotze Street, Women’s Jail, East Wing, Constitution Hill, Bramfontein 2017. Requirements:

• Sealed envelope with tender number (CGE/T/03/2026/27) and description clearly marked.
• Original and two copies of the tender document.
• Signed Tender Offer and Contract Form with inserted prices.
• Do not dismember or alter the tender document. Attach additional documents to Annexure 6.
• Late submissions will be rejected. No exceptions.

Disqualification risks:

• Unsealed, unsigned, or incomplete submissions.
• Missing mandatory documents (SBD 3.1, SBD 4, SBD 8, SBD 9).
• Failure to use official CGE tender forms.
• Incomplete or illegible bidder details.
• Tender not deposited in the designated tender box.

Evaluation follows a three-stage process: Mandatory, Functionality, and Price/Equity.

Mandatory Requirements (Disqualification if not met):

• Registered on Central Supplier Database (CSD).
• Not listed on National Treasury’s Tender Defaulters Register or Restricted Suppliers List.
• Submission of all required SBD forms (SBD 3.1, SBD 4, SBD 8, SBD 9).
• Property ownership: Bidder must own the property or provide a signed deed of sale agreement.
• Property size: Minimum 350 m² office space + 8 undercover parking bays (excl. carports/off-site).
• Compliance: Property must meet OHS, electrical, fire safety, and universal disability access requirements.
• Municipal approval: Approved office/facility plan + sketch/draft plan for CGE-specific amendments.
• Funding: Letter from accredited financial institution confirming support value.
• Commitment: Signed letter to adhere to CGE requirements/timelines.
• Property must not be a heritage site.

Functionality (Minimum 65/100 points to proceed):

• Location (20 pts): Proximity to Gompo/East London CBD (6–8.5 km = 10–15 pts), public transport access (5 pts). GPS coordinates/map required.
• Property Size (20 pts): 350 m² + 8 parking bays = 20 pts; 351–446 m² + 8 bays = 10 pts; <350 m² = 0 pts.
• Outsourced Services (15 pts): Security (8 pts: PSIRA certificate + confirmation letter), Cleaning (7 pts: Bargaining Council registration + Labour Dept. good standing letter).
• Maintenance Plan (10 pts): Routine/reactive plans (5 pts) + landlord responsibilities (5 pts).
• Facility Management Team (10 pts): In-house (CVs/qualifications for Facility Manager, Admin Assistant, Maintenance Officer, Client Liaison) or outsourced (company profile, confirmation letter, 2 reference letters).
• Project Methodology (15 pts): Comprehensive plan with timelines, workflows, crisis management, and professional team structure.
• Site Inspection (10 pts): Property boundaries/security (4 pts), physical access/disability accommodation (4 pts), cleanliness/hygiene (2 pts).

Price and Equity (80/20 Preference Points System):

• Price: 80 points (lowest price scores highest).
• BBBEE Goals: 20 points (100% Black Women-Owned = 7, 100% Black Persons with Disabilities-Owned = 5, 100% Black Youth-Owned = 5, 100% Black-Owned = 3, None = 0).

Scope: Lease of office accommodation for CGE Eastern Cape Provincial Office in Buffalo City Metro (Gompo) CBD.

Core Requirements:

• Location: Within 8.5 km of Gompo/East London CBD, near public transport (buses, taxis). GPS coordinates and locational map required.
• Property Size: Minimum 350 m² office space + 8 undercover parking bays (excl. carports/off-site). Property prospectus with schematic drawings, GPS location, physical address, and stand/ERF number required.
• Accessibility: Universal disability access (internal/external), including ramps, working lifts, and disability-friendly ablutions (exclusive for CGE staff).
• Compliance: Must meet OHS, electrical, fire safety (evacuation exit plan), and municipal service requirements (water, electricity, refuse removal). Municipal clearance certificate required prior to occupation.
• Branding: Bidder must allow CGE to make improvements/alterations (e.g., branding).
• Services: Landlord responsible for building maintenance (air conditioning, fire equipment, lifts, electricity, plumbing, fumigation), security, cleaning of exterior areas, hygiene, and garden services. CGE handles internal office cleaning.

Documentation Required:

• Maintenance Plan: Detailed schedule for routine/preventative and reactive maintenance (internal/external), including timelines, qualified personnel, accountability, third-party agreements, and emergency protocols. Maintenance fees must be included in tender pricing.
• Facility Management Team:

• In-house: Facility Manager (5+ yrs exp), Admin Assistant (3+ yrs), Maintenance Officer (3+ yrs), Client Liaison (2+ yrs). CVs and qualifications required.

• Outsourced: Facility management company profile, confirmation letter, and 2 reference letters (name, period, value, contact details).

• Project Methodology: Detailed plan with deliverables, timelines, workflows, crisis management (business continuity), and professional team structure.

Duration: 3-year agreement with option to renew upon mutual agreement.

Site Inspection: CGE will verify property boundaries, security, physical access (including disability accommodation), and cleanliness/hygiene.

Pricing:

• Quote in South African Rand (ZAR), inclusive of VAT (15%).
• Prices must remain valid for 120 days from closing date (10 June 2026).
• Complete all items on the price schedule. Only firm prices accepted (no exchange rate variations).
• Submit pricing for: 12-month office space rental, 12-month parking, tenant installation costs (if any), other costs, and a 36-month cost summary (Year 1-3) with VAT breakdown.
• Include annual escalation rates for office space and parking (if applicable).
• Delivery costs must be included in bid price.

Payment Terms:

• Invoices paid within 30 days of statement date for satisfactory work.
• No payment for unproductive/duplicated time due to inefficiencies, staff changes, or rework.

Contract Price Adjustment:

• Subject to adjustment per Annexure 4. Failure to complete Annexure 4 = zero-rated adjustment or non-responsive tender.
• Claims for adjustments must be submitted in writing before the effective date, with auditor’s certificates if requested by CGE.
• CGE may withhold payment until final figures are issued by relevant authorities.

Additional Notes:

• Tender offer remains binding for 120 days from closing date (extendable by CGE).
• Withdrawal requests must be submitted in writing and are at CGE’s discretion.

Mandatory Compliance:

• CSD Registration: Bidder must be registered on the Central Supplier Database. No awards to unregistered bidders. Bidders must keep CSD information updated.
• Tax Clearance: Valid tax clearance certificate required. Must submit updated certificates if current one expires during contract.
• B-BBEE: Preference points awarded per PPPFA Regulations 2022 (see evaluation criteria).
• SBD Forms: Completed and signed SBD 3.1 (Pricing Schedule), SBD 4 (Declaration of Interest), SBD 8 (Certificate of Independent Bid Determination), and SBD 9 (Declaration of Bidder’s Past SCM Practices).
• Declarations: All statutory declarations and authorisations in annexures must be completed.
• Heritage Sites: Proposed building must not be a heritage site.
• Municipal Approval: Approved office/facility plan by the municipality + sketch/draft plan reflecting CGE-specific amendments (e.g., internal floor layout).
• Funding Support: Letter from accredited financial institution/fund manager confirming total value of support.
• Commitment Letter: Signed letter confirming willingness to adhere to CGE requirements and timelines.

Prohibited Actions:

• No subcontracting, transferring, or assigning any portion of the contract without CGE’s written permission.
• No disclosure of tender information/specifications to third parties without CGE’s written consent.
• No abuse of SCM system (e.g., bribes, collusion, over/under-invoicing, influencing officials). May result in tender rejection, contract cancellation, blacklisting, or other remedies per CGE’s SCM Policy.

Non-Responsive Tenders:

• Listed on National Treasury’s Tender Defaulters Register or Restricted Suppliers List.
• Failure to meet specification or price schedule instructions.
• Failure to achieve minimum 65% functionality score.
• Failure to comply with written requests for additional information, declarations, or CSD registration.
• Unsealed tenders, unsigned Tender Offer/Contract Form, or missing bidder name.

Validity Period:

• Tender must remain valid, irrevocable, and open for acceptance for 120 days from closing date. May be extended by CGE with bidder’s written consent.