Lease of office accommodation for eastern cape liquor board head office in kugompo city (east london)

• Closing date and time: 10 July 2026 at 12:00 midday.
• Compulsory virtual briefing: 24 June 2026 at 11:00 am via Microsoft Teams. The link must be requested before 10:00 am from [email protected], [email protected], or [email protected]. No connections after 11:15 am.
• Offices must be ready for occupation by 15 November 2026.
• Site inspection/viewing date will be communicated to qualifying bidders.

• Technical Enquiries: Ms Linda Tini, Tel: 043 7000 900, Email: [email protected]
• Procurement/SCM Enquiries: Mrs H. Vakele, Tel: 043 700 0900, Email: [email protected]
• Address for both: Eastern Cape Liquor Board, 10 Beacon Bay Crossing, Beacon Bay, KuGompo City.

• Bid documents are available from ECLB Head Office from 19 June 2026 during office hours (08:00 to 16:30 Monday-Thursday, 08:00 to 16:00 Friday) upon payment of a non-refundable R100.00 deposit.
• Deposit details: Eastern Cape Liquor Board, ABSA Bank East London, Cheque Account 41 1266-7302, Branch 632005. Use Bid Number and company name as reference.
• Submit completed documents in a sealed envelope clearly marked "PROVISION OF OFFICE ACCOMMODATION SPACE FOR EASTERN CAPE LIQUOR BOARD HEAD OFFICE IN KUGOMPO CITY".
• Deposit envelope in the Bid Box at ECLB Head Office reception, Beacon Bay Crossing, by 12:00 midday on 10 July 2026.
• Sign the submission register. Faxed or emailed bids will not be considered.
• Mandatory returnable forms: SBD1 (Invitation to Bid), SBD3.1 (Pricing Schedule), SBD4 (Declaration of Interest), SBD6.1 (Preference Points Claim form). Failure to submit these will invalidate the bid.
• Bids must remain valid for 90 days from the closing date.

certificate, medical certificates (where applicable), and proof of address (e.g. utility bill or lease agreement,).

• Evaluation follows a three-stage process under the PPPFA 2000 and Preferential Regulations 2022.
• Stage 1: Compliance - Bidders must meet all compliance requirements stated in the bid documents.
• Stage 2: Functionality - Scored out of 100 points. Minimum threshold of 70 points required to proceed.

• Proximity to public transport (15 points): 1-2km radius (15), 3km radius (10), >3km (0). Submit Google Maps proof.
• Methodology (15 points): Submit a design concept outlining space planning, materials, services, and competitive advantage.
• Security of premises (15 points): Points for perimeter walls, 24-hour security, CCTV, biometric access, electric fence. Provide proof (photos, contracts).
• Experience and capacity (15 points): 3+ years (15), 2-3 years (10), 0-1 year (5). Submit three reference letters for leases not older than five years.
• IT Infrastructure (20 points): Points for high-speed fibre optic connection points inside/outside the building.
• Backup power and water (20 points): Points for alternate water and power sources.

• Stage 3: Preference Points System (80/20)

• Price: 80 points.
• Specific Goals: 20 points for Black Ownership, Women Ownership, Youth Ownership, Disability Ownership, Locality (Eastern Cape), and SMME/EME status. Submit CSD report, ownership documents, ID copies, certificates, and proof of address.

• Scope: Provision of office accommodation for ECLB Head Office in KuGompo City (East London), preferably within a 2km radius of public transport, in Vincent or Beacon Bay areas.
• Minimum usable space: 1357.20 square meters, plus 45 secured parking bays (20 covered, 25 uncovered, including 4 for people with disabilities).
• Detailed space requirements provided for CEO office, Compliance and Enforcement, Licensing, Social Accountability, Corporate Services, Finance, ICT, meeting spaces, and general areas (reception, kitchens, ablutions).
• Electrical and network points specified per area (A-E categories).
• Building must include: demountable partitioning with noise reduction, accessibility for persons with disabilities, separate staff/visitor ablutions, adequate lifts, boardrooms with movable partitions, public consultation rooms with safety measures, lockable doors, two kitchenettes, energy-efficient hot water, specified floor coverings, and enhanced corporate image.
• Mandatory documents: Proof of ownership/mandate, certified building plan, zoning certificate, non-hazardous material certification, building grade certificate, municipal/Eskom account.
• Required compliance certificates: Fire, Electrical, Roof, Plumbing SA, OHS Act, Occupation Certificate, Borer Beetle, Air Quality, Water Quality, Lift report (if applicable).
• ICT Server room: 12m² brick construction, biometric/keypad access, raised flooring, fireproof door, two 12,000 BTU air-conditioning units, earth bar.
• Cabling: CAT6 data points per workstation/boardroom, reliable cellular and WiFi coverage, two 42U server cabinets, trunking for electrical/network cabling per specifications.
• Ventilation/Air-conditioning: All offices and occupied areas must be air-conditioned with compliant systems; maintenance contract required.
• Utilities: Separate metering for electricity and water; provision for ECLB-owned generator connection.
• Security: Perimeter fencing, 24-hour guards, access control, CCTV coverage; ECLB may install additional systems.
• Maintenance: Full-building maintenance (painting, repairs, gardening) and fire protection equipment maintenance required.
• Building type: No warehouse or industrial buildings; floor-to-ceiling height approx. 2.7m; neutral wall/ceiling colours.
• Reuse of existing ECLB furniture must be accommodated; on-site measuring required.
• Dedicated contract manager must be appointed.

• Bidders must submit a design concept outlining space provisioning planning, materials, and services to demonstrate competitive advantage (scored in functionality).

• Bidders must demonstrate experience in office accommodation leasing.
• Scoring: 3+ years (15 points), 2-3 years (10 points), 0-1 year (5 points).
• Submit at least three reference letters for leases not older than five years.

• The building design, construction, and finishes must be to a standard acceptable to ECLB.
• Specifications must be clear; seek clarity from ECLB before bid submission if needed.
• Quality Assurance Manager position is included in the required office space.

• Use SBD3.1 Pricing Schedule form.
• Submit separate pricing for two lease term options (3+2 years and 5+2 years).
• Include all costs, VAT, and maximum 6.5% annual escalation.
• Clearly show yearly and monthly rental rates.

• Submit separate detailed pricing schedules for two lease term options:

• Option 1: Three-year lease with option to extend for two additional years.
• Option 2: Five-year lease with option to extend for two additional years.

• Pricing must include all costs and VAT, shown separately. Maximum annual escalation rate is 6.5%.
• Clearly indicate yearly and monthly rental rates inclusive of all costs, VAT, and escalation.
• ECLB is responsible for electricity and water costs.
• No price adjustments allowed after contract award.
• Payment terms: Monthly rental paid on the 7th day of the month upon invoice submission.
• Bids must be valid for 90 days.

• All bidders must be registered on the National Treasury Central Supplier Database (CSD).
• Submit a valid Tax Compliance PIN from SARS.
• Submit a CSD report and detailed ownership information (shareholders, directors, trustees, partners).
• For joint ventures/consortiums: Submit CIPC registration for each entity, shareholder/trustee info, certified ID copies, and a formal Joint Venture Agreement.
• Provide proof of ownership or mandate to lease the premises.
• Submit mandatory building compliance certificates (Fire, Electrical, OHS, etc.) as listed in technical specifications.
• B-BBEE/Specific Goals: Points awarded for Black Ownership, Women Ownership, Youth Ownership, Disability Ownership, Locality (Eastern Cape), and SMME/EME status. Submit supporting documents (CIPC, ID copies, certificates, proof of address).

• Premises must be safe and secure, easily accessible.
• Ablution facilities must cater for people with disabilities, adhering to OHS Act requirements.
• Required compliance certificates include a Certificate of Compliance in terms of the Occupational Health and Safety Act.
• Fire protection equipment must comply with SANS standards and be maintained.
• Air quality certificate required.
• Public consultation rooms must have safety measures (e.g., glazed partitions, panic buttons).

• Contract binding upon acceptance by ECLB.
• Successful bidder must enter into a formal agreement and Service Level Agreement.
• ECLB reserves the right to cancel the bid, not appoint any bidder, or pursue alternative actions without liability.
• Bidders must indemnify ECLB and provide proof of insurance.
• No services may be rendered before an official ECLB Purchase Order is received.
• ECLB may extend the lease for up to two years subject to performance and budget.
• ECLB may reduce or reconfigure leased space with reasonable notice.
• Lease subject to budget availability; scope may be reviewed if constraints arise.
• General Conditions of Contract apply, covering definitions, delivery, penalties, termination, force majeure, dispute settlement, and applicable law.

• Submit CSD report, ownership documents, ID copies, share certificates, medical certificates (if applicable), and proof of address (utility bill/lease) for Specific Goals.
• Joint ventures/consortiums must submit relevant ownership information for all parties.

• Closing Date: 10 July 2026.