Lease of 310m² office space with 10 parking bays in senekal cbd, setsoto local municipality

Closing date: 06 July 2026 at 11:00. Compulsory Clarification Meeting: 18 June 2026 at 11:00 AM, Senekal Hospital, Senekal (Longitude: 27.605574, Latitude: -28.327875). Bid validity period: 120 calendar days from closing date.

Bidding procedure enquiries: Mr. M. Kolobe, Phone: 051 492 3886 / 1750, Email: [email protected]. Technical enquiries: Mr. Marius Sauls, Phone: 051 410 7543, Email: [email protected]. Anti-corruption hotline: 0800 701 701 (toll-free) or Email: [email protected]. Submission address: Ground Floor (Main Entrance Foyer), OR Tambo House (Old Lebohang Building), Cnr. St Andrews Street and Markgraaff Street, Bloemfontein, 9301.

Submit bids by 06 July 2026 at 11:00 to the bid box at Ground Floor (Main Entrance Foyer), OR Tambo House (Old Lebohang Building), Cnr. St Andrews Street and Markgraaff Street, Bloemfontein, 9301. Late, emailed, faxed, or telephonic bids will not be accepted. Bids must be: originally signed (no digital or photocopied signatures), handwritten in black pen, properly indexed, and neatly bound. Mandatory attendance at the Compulsory Clarification Meeting on 18 June 2026 at 11:00 AM, Senekal Hospital, Senekal (Longitude: 27.605574, Latitude: -28.327875). Returnable documents to include: Annexure A (Record of Addenda), Annexure B (Proposed Amendments and Qualifications), Annual Financial Statements Declaration, Resolution of Board of Directors, Resolution for Consortia/Joint Ventures (if applicable), Special Resolution for Consortia/Joint Ventures (if applicable), SBD 1 (Invitation to Bid), SBD 4 (Bidder’s Disclosure), SBD 6.1 (Preference Points Claim Form), and all supporting documents for mandatory/non-mandatory requirements. Bid documents are obtainable from the e-tender portal (www.etenders.gov.za) or SCM Offices, Room 101B, First Floor, OR Tambo House, Bloemfontein (non-refundable R427.00 cash deposit required for physical collection).

Evaluation uses a three-stage process: Stage 1 (Mandatory Compliance): Pass/fail based on submission of all required documents (e.g., CSD Registration Report, SARS PIN/MAAA number, property ownership or Sales Agreement, SAPOA Grade C certificate, COIDA Letter of Good Standing, CIPC registration, SBD 1/4/6.1, financial statements, zoning certificate). Bidders failing any mandatory requirement are disqualified. Stage 2 (Functionality): Minimum 79/105 points required. Scoring breakdown: Space Requirements (0-35 points, based on Needs Analysis of Accommodation omissions), Parking Requirements (0-30 points, based on number of onsite/offsite bays), Maintenance Plan (0-35 points, based on % unplanned/deferred items and plan details), Accessibility (0-5 points, for disability compliance). Stage 3 (Price and Preference): 80/20 system. Price: 80 points (Ps = 80(1 - (Pt - Pmin)/Pmin)). Preference: 20 points for specific goals (Free State-Based Companies: 8, 51-100% Black Women-owned: 4, 100% Black-owned: 6, 51-100% owned by people with disabilities: 2). Proof of claims required (e.g., CIPC documents, CSD reports, medical certificates).

Lease of 310m² office accommodation with 10 parking bays (onsite or in close proximity) within Senekal CBD, Setsoto Local Municipality. Requirements: Minimum lettable area of 310m² (SAPOA area certificate required). Property must be zoned for office use per Setsoto Local Municipality land use scheme (zoning certificate required). Building must be at least SAPOA Grade C at submission (certificate required, valid <12 months) and upgraded to Grade B before occupation (post-appointment proof required). If not Grade B, submit a detailed project costing and implementation plan signed by a Professional Quantity Surveyor with proof of funding. Property must be isolated from other tenants if shared, with separate entrance/exit points. Sample layout plans must indicate internal floor area sizes and overall building envelope. Parking: 10 covered bays preferred (scoring: 30 points for 10 onsite, 25 for 8 onsite + 2 offsite, 20 for 6 onsite + 4 offsite, 15 for 4 onsite + 6 offsite, 10 for 2 onsite + 8 offsite, 5 for 0 onsite + 10 offsite). Accessibility: Must meet requirements for people with disabilities (5 points). Maintenance: Submit a 3-year maintenance plan (30 points for ≤5% unplanned/deferred, 20 for >5% ≤10%, 10 for >10%). Energy Performance Certificate (SANS 10400-XA) required for buildings >1000m² upon occupation. Municipal services clearance certificate (water, sanitation, rates, electricity) or current bill (<90 days overdue) required.

Bidder’s methodology will be evaluated in Stage 2 (Functionality). Key aspects: Approach must be tailored to project objectives, with a quality plan and risk management strategy. Scoring: Poor (1-5 points), Average (2-10 points), Good (3-15 points), Very Good (4-20 points), Excellent (5-25 points). Innovation and efficiency in addressing project needs are rewarded. Maintenance plans must detail categories, dates, and execution of planned maintenance.

No explicit experience or key personnel qualifications are mandated beyond compliance with technical and financial requirements. However, bidders must demonstrate capability through: Valid property ownership or Sales Agreement, SAPOA Grade C/B certification, COIDA Letter of Good Standing, CIPC registration, and financial capacity (audited AFS, bank statements, or funding confirmation). For consortia/joint ventures, each party must meet these requirements separately.

Pricing: Submit a priced offer (Bid Offer form). Financial capacity: Attach audited Annual Financial Statements (AFS) for the preceding financial year (e.g., ended 28 February 2026) with income statement and balance sheet. Include one of the following: Bank statement proving financial capability OR confirmation letter from a registered funding institution. Annual Financial Statements Declaration must be completed and signed. For consortia/joint ventures, each party must submit separate financial documents. Bid validity period: 120 calendar days from closing date.

Mandatory compliance: Valid CSD registration (CSD Registration Report, not Summary, not older than 3 months). Tax Compliance: Valid SARS PIN or CSD MAAA number for tax status verification. For consortia/joint ventures, each party must submit separate PIN/CSD numbers. Property ownership: Valid proof of property ownership (Deeds Registration) or valid Sales Agreement (must remain valid through bid validity period). Company registration: Certified CIPC registration documents. COIDA: Valid Letter of Good Standing from Department of Employment and Labour. SBD forms: Duly completed and signed SBD 1 (Invitation to Bid), SBD 4 (Bidder’s Disclosure), and SBD 6.1 (Preference Points Claim Form). All documents must be originally signed (no digital or photocopied signatures). Certified documents must be fully certified on all pages. Non-compliance with any mandatory requirement leads to disqualification. B-BBEE: Preference points may be claimed for specific goals (Free State-Based Companies, Black Women Ownership, Black Ownership, Disability Ownership) with supporting documentation (e.g., CIPC documents, CSD reports, medical certificates).

Contract terms include: Joint and several liability for consortia/joint ventures. 30-day written notice required for termination of consortium/joint venture agreements, but liability remains until contract fulfillment. No ceding of rights or assignment of obligations without prior written consent from all parties and the Department. Domicilium citandi et executandi must be provided for all parties. Contract duration aligned with lease terms, with occupation contingent on property meeting Grade B SAPOA standards and submission of required certificates (e.g., Energy Performance Certificate for buildings >1000m²).

Evaluation uses a three-stage process: Stage 1 (Mandatory Compliance): Pass/fail based on submission of all required documents (e.g., CSD, tax, property ownership, SAPOA Grade C, COIDA, CIPC, SBD forms). Bidders failing any mandatory requirement are disqualified. Stage 2 (Functionality): Minimum 79/105 points required. Scoring breakdown: Space Requirements (0-35 points), Parking Requirements (0-30 points), Maintenance Plan (0-35 points), Accessibility (0-5 points). Stage 3 (Price and Preference): 80/20 system. Price: 80 points (Ps = 80(1 - (Pt - Pmin)/Pmin)). Preference: 20 points for specific goals (Free State-Based: 8, Black Women Ownership: 4, Black Ownership: 6, Disability Ownership: 2). Proof of claims required.