Lease of 295m² office space with 10 covered parking bays in trompsburg cbd

Closing date: 06 July 2026 at 11:00. Compulsory Clarification Meeting: 22 June 2026 at 13:00 (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]).

Submit bids by 06 July 2026 at 11:00 to: 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 signatures or photocopies), properly indexed, neatly bound, and completed in black pen (no digital completion). Mandatory attendance: Online MS Teams Clarification Meeting on 22 June 2026 at 13:00 (Link: https://teams.microsoft.com/meet/364709107430706?p=P5rvD1blFS89uK4BXV; Meeting ID: 364 709 107 430 706; Passcode: 7UN6NP6c). Required returnable documents: 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 (Preference Points Claim Form), Bid Offer, and all supporting documents for mandatory/non-mandatory requirements. Bid documents are obtainable from: e-tender portal (www.etenders.gov.za) or SCM Offices, Room 101B, First Floor, OR Tambo House (R427 non-refundable cash deposit required for physical collection). Disqualification risks: Incomplete submissions, fraudulent information, alterations to tender documents, non-compliance with mandatory requirements, or failure to attend the clarification meeting.

Evaluation uses a 3-stage process: Stage 1 (Mandatory Compliance): Pass/fail based on submission of all required documents (e.g., SARS/CSD tax compliance, CSD registration report ≤3 months old, property ownership proof, SAPOA Grade C certificate ≤12 months old, COIDA Letter of Good Standing, CIPC registration, SBD 1/4/6.1, financial statements, zoning certificate, and attendance at clarification meeting). Stage 2 (Functionality): Minimum 79/105 points required. Scoring: Space Requirements (0-35 points: omissions from Needs Analysis of Accommodation), Parking Requirements (0-30 points: onsite/offsite parking bays), Maintenance Plan (0-35 points: execution of planned maintenance, deferred/unplanned items), Accessibility (0-5 points: disability compliance). Stage 3 (Price and Preference): 80 points for price (lowest price scores 80 via formula: Ps = 80(1 - (Pt-Pmin)/Pmin)), 20 points for preference goals: Free State-Based Companies (8), 51%-100% Women-Owned (4), 100% Black-Owned (6), 51%-100% Disability-Owned (2). Proof required for all preference claims (e.g., CIPC documents, CSD reports, medical certificates).

Lease of 295m² office accommodation with 10 covered parking bays (onsite or in close proximity) within Trompsburg CBD, Kopanong Local Municipality. Property requirements: Minimum SAPOA Grade C at submission (upgrade to Grade B before occupation). Valid SAPOA Grading Certificate (≤12 months old) required. Property must be zoned for office use per Kopanong Local Municipality land use scheme (zoning certificate required). If shared building, Department’s area must be isolated with separate entrance/exit. Submit: SAPOA area certificate, preliminary sample layout plan (indicating internal floor areas and building envelope), and proof of parking bays. Post-appointment: SAPOA Grade B certificate (if upgrades needed), SACAP-issued area certificate and layout plan (within 6 months), Energy Performance Certificate (SANS 10400-XA, for buildings >1000m², upon occupation). Municipal services clearance certificate (or current bill ≤90 days overdue) required. Department will occupy the building only after property transfer into the bidder’s name (if applicable).

Bidder’s methodology will be evaluated for: Approach and methodology tailored to project objectives (0-25 points). Ratings: Poor (1-5 points), Average (2-10 points), Good (3-15 points), Very Good (4-20 points), Excellent (5-25 points). Criteria include quality plan, risk management, flexibility for changes, and innovation. Higher scores for state-of-the-art approaches and detailed improvement plans.

Required documents: 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 (Preference Points Claim Form), and Bid Offer. All documents must be duly completed, signed, and attached as specified. For consortiums/joint ventures, additional resolutions and special resolutions are required, including joint and several liability acceptance.

Submit 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: Bank statement proving financial capability OR confirmation letter from a registered funding institution. For consortiums/joint ventures, each party must submit separate financial statements. Bid validity period: 120 calendar days. Pricing evaluated under 80/20 preference point system (lowest price scores 80 points).

Mandatory: Valid SARS Tax Compliance Status (TCS) PIN or CSD MAAA number (verified at award). CSD registration report (≤3 months old, not summary) for all parties in consortiums/joint ventures. Property ownership proof: Original/certified deed or valid sales agreement (with certified ID copies of directors). SAPOA Grade C certificate (≤12 months old). COIDA Letter of Good Standing (Department of Employment and Labour). CIPC registration certificate (certified). SBD 1, SBD 4, and SBD 6.1 (Preference Points Claim Form) duly completed and signed. Annual Financial Statements Declaration with supporting documents. Zoning certificate for office use. Attendance at mandatory MS Teams Clarification Meeting (recorded in register). All documents must be originally signed (no digital signatures) and handwritten in black pen. Non-mandatory (evaluated): SAPOA Grade B certificate (post-appointment), SACAP area certificate/layout plan (within 6 months), Energy Performance Certificate (SANS 10400-XA, upon occupation), municipal services clearance (or ≤90 days overdue bill).

Contract terms include: Joint and several liability for consortiums/joint ventures. 30-day written notice required for termination of consortium/joint venture agreements (liability remains post-termination). No cession 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 Department occupation contingent on property transfer (if applicable) and SAPOA Grade B certification.

Evaluation uses a 3-stage process: Stage 1 (Mandatory Compliance): Pass/fail based on submission of all required documents (e.g., tax compliance, CSD registration, property ownership, SAPOA certificate, COIDA, CIPC, SBD forms, financial statements). Stage 2 (Functionality): Minimum 79/105 points required. Scoring: 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 points for price (lowest price scores 80), 20 points for preference goals: Free State-Based Companies (8), 51%-100% Women-Owned (4), 100% Black-Owned (6), 51%-100% Disability-Owned (2). Proof required for all preference claims.