Lease of 381m² office space with 17 parking bays in trompsburg cbd for free state public works

Closing date: 06 July 2026 at 11:00. Compulsory Clarification Meeting: 22 June 2026 at 10:00 AM via MS Teams. 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]. Fraud/phishing reports: South African Police Service (08600 10111) or National Anti-Corruption Hotline (0800 701 701, [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, telephonic, or digitally signed bids will not be accepted. Bids must be: originally signed in black pen, properly indexed, neatly bound, and completed on official forms. Mandatory attendance at the MS Teams Clarification Meeting on 22 June 2026 at 10:00 AM (Link: https://teams.microsoft.com/meet/371631208775753?p=GZd9uDugzN4sY3wxkQ, Meeting ID: 371 631 208 775 753, Passcode: h4Yi7TX2). Returnable documents include: Annexure A (Record of Addenda), Annexure B (Proposed Amendments), Annual Financial Statements Declaration, Resolution of Board of Directors, SBD 1, SBD 4, SBD 6.1, and all supporting documents for mandatory/non-mandatory requirements. Bid documents are obtainable from www.etenders.gov.za or SCM Offices, Room 101B, First Floor, OR Tambo House (non-refundable R427.00 cash deposit required for physical collection).

Evaluation follows a three-stage process: Stage 1 (Mandatory Requirements): Compliance with mandatory criteria (e.g., tax compliance (SARS/CSD), property ownership proof or valid sales agreement, SAPOA Grade C certificate (<12 months old), COIDA Letter of Good Standing, CIPC registration, SBD documents (SBD 1, SBD 4, SBD 6.1), financial statements, zoning certificate, and attendance at clarification meeting). Stage 2 (Functionality): Minimum 79/105 points required. Criteria: Space Requirements (0-35 points based on omissions from Needs Analysis), Parking Requirements (0-30 points based on parking bay distribution), Maintenance Plan (0-35 points for execution and details), Accessibility (0-5 points for disability compliance). Stage 3 (Price and Preference): 80/20 Preference Point System. Price (80 points): Ps = 80(1 - (Pt-Pmin)/Pmin). Preference (20 points): Free State-Based Companies (8), 51%-100% Women-Owned (4), 100% Black Ownership (6), 51%-100% Disability-Owned (2). Proof of claims (e.g., CIPC documents, CSD reports, medical certificates) must be submitted.

Lease of 381m² office accommodation with 17 parking bays (including 1 paraplegic bay) onsite or in close proximity within Trompsburg CBD, Kopanong Local Municipality. Requirements: Minimum SAPOA Grade C building at submission (upgrade to Grade B before occupation). Property must be zoned for office use per Kopanong Local Municipality land use scheme. Must provide: valid proof of property ownership or sales agreement, SAPOA area certificate, preliminary sample layout plan, space planning layouts, and municipal services clearance certificate. If shared building, Department’s area must be isolated with separate entrance/exit. Accessibility for people with disabilities required. Maintenance plan for the building (past 3 years or next 3 years for new buildings) must include % of deferred/unplanned maintenance. Detailed maintenance plan for the lease period with categories and dates required.

Bidders must provide: Maintenance plan for the building (past 3 years or next 3 years for new buildings), including % of deferred/unplanned maintenance. Detailed maintenance plan for the lease period with categories and dates. Sample layout plans indicating internal floor areas and building envelope sizes, aligned with Department’s Needs Analysis. Proof of parking bay accessibility and distribution (onsite/offsite). Approach must be tailored to project objectives, with quality and risk management plans. Innovation and efficiency in methodology are scored higher.

Bidders must submit: Certified CIPC registration documents. Valid CSD Registration Report (not summary) for each party in consortium/joint venture. Proof of property ownership or valid sales agreement. SAPOA Grade C certificate (valid, <12 months old). COIDA Letter of Good Standing. Audited Annual Financial Statements (AFS) with income statement and balance sheet. Proof of funding (bank statement or funding institution letter). Zoning certificate from Kopanong Local Municipality. All returnable documents (Annexure A, B, SBD 1, 4, 6.1, etc.) must be duly completed, signed, and submitted.

Pricing evaluated under 80/20 Preference Point System. Price component (80 points): Lowest acceptable bid scores 80 points; others scored using Ps = 80(1 - (Pt-Pmin)/Pmin). Preference component (20 points): Free State-Based Companies (8), 51%-100% Women-Owned (4), 100% Black Ownership (6), 51%-100% Disability-Owned (2). Submit SBD 6.1 (Preference Points Claim Form) with supporting documents (CIPC, CSD, share certificates, medical certificates). Municipal services clearance certificate or current bill (<90 days old) required. Energy Performance Certificate (SANS 10400-XA) required for buildings >1000m² upon occupation.

Submit audited Annual Financial Statements (AFS) for the preceding financial year (e.g., ended 28 February 2026) with income statement and balance sheet. Provide proof of funding source: bank statement or confirmation letter from a registered funding institution. For buildings >1000m², submit a valid Energy Performance Certificate (SANS 10400-XA) upon occupation. Municipal services clearance certificate (water, sanitation, rates, electricity) or current bill not older than 90 days required. Pricing evaluated under 80/20 Preference Point System (80 points for price, 20 for preference goals).

Mandatory: Valid Tax Compliance Status (TCS) PIN or CSD registration (MAAA number). CSD Registration Report (not summary) for each party in consortium/joint venture, not older than 3 months. Certified CIPC registration documents. Valid COIDA Letter of Good Standing. SBD 1, SBD 4, and SBD 6.1 (Preference Points Claim Form) duly completed and signed. All documents must be originally signed (no digital signatures). Certified copies required where specified. Non-compliance with tax, fraudulent information, or incomplete submissions will lead to disqualification. Joint ventures must register on CSD within 15 days of award.

Successful bidder must sign a written contract (SBD7). Joint ventures/consortia must submit: Special Resolution of Consortium/Joint Venture, Resolution of Board of Directors, and accept joint and several liability. Contract obligations include: submitting SAPOA Grade B certificate post-renovation, area certificate (SACAP) within 6 months of appointment, and Energy Performance Certificate (if >1000m²) upon occupation. Termination of consortium/joint venture requires 30 days written notice to the Department, but joint liability remains. No ceding of rights/obligations without Department consent.

Three-stage evaluation: Stage 1 (Mandatory Compliance): Verify tax compliance (SARS/CSD), property ownership, SAPOA Grade C certificate, COIDA registration, CIPC documents, SBD forms, financial statements, zoning certificate, and meeting attendance. Stage 2 (Functionality): Score minimum 79/105 points across Space Requirements (0-35), Parking Requirements (0-30), Maintenance Plan (0-35), and Accessibility (0-5). Stage 3 (Price and Preference): 80/20 system. Price: Ps = 80(1 - (Pt-Pmin)/Pmin). Preference points: Free State-Based (8), 51%-100% Women-Owned (4), 100% Black Ownership (6), 51%-100% Disability-Owned (2). Submit proof (CIPC, CSD, medical certificates) to claim points.