Architectural services tender for office space reconfiguration at roads agency limpopo (soc) ltd

SCM Enquiries: Dinala Matsobane, Phone: 015 284 4600, Fax: 015 291 2433, Email: [email protected].

Technical Enquiries: Lekalakala SA, Phone: 015 284 4600, Fax: 015 291 2433, Email: [email protected].

Submission Address: Roads Agency Limpopo, RAL Towers, 26 Rabe Street, Polokwane, 0700 OR Private Bag X9554, Polokwane, 0700.

Submit proposals as follows:

• Deliver one (1) original, properly bound document to the bid box at Roads Agency Limpopo, RAL Towers, 26 Rabe Street, Polokwane, 0700 OR post to Private Bag X9554, Polokwane, 0700.
• Proposals must be in sealed envelopes marked with: Bid number (RAL/2026/ARCHITECTURAL SERVICES/RFP001), closing date/time (23 June 2026 @ 11:00), and bidder’s name/address.
• Use official forms only (SBD 1, SBD 3.3, SBD 4, SBD 6.1) — do not re-type.
• Late submissions (even 1 second after 11:00) will be rejected and returned unopened. Telkom time (dial 1026) is the official reference.
• No faxed or emailed proposals accepted.
• Documents submitted on time will not be returned.
• Compulsory briefing session: 12 June 2026 at 11:00 at RAL Towers, 26 Rabe Street, Polokwane. Late arrivals (>15 mins) or non-attendance disqualifies the bid. Bring your own proposal documents.
• Clarifications: Submit written queries to [email protected] by 17 June 2026, 15:00. Replies within 2 working days. Telephonic queries not accepted.
• Disqualification risks: Non-compliance with submission format, late delivery, missing mandatory forms, or failure to attend briefing.

Evaluation process:

• Compliance: Non-submission or incomplete mandatory requirements (CSD registration, site inspection attendance, SBD1, SBD3.3, SBD4, SBD6.1, proof of authority to sign, SACAP membership, JV agreements if applicable) will render proposals non-responsive and eliminate them from further consideration.
• Functionality (100 points): Minimum threshold is 70/100. Criteria and weights:

• Company experience (35 points): Reference letters for architectural services (0 points: <3 letters; 15 points: 3-4 letters; 25 points: 5-7 letters; 35 points: 8+ letters).

• Architect qualifications (25 points): National Diploma = 5 points; Degree/B-Tech = 15 points; Honours or higher = 25 points.

• Architect experience (30 points): <3 years = 0 points; 3-5 years = 10 points; 6-8 years = 20 points; >8 years = 30 points.

• SAIA membership (10 points): Valid certificate = 10 points; no certificate = 0 points.

• Price and Specific Goals (80/20 system):

• Price: 80 points (calculated using the 80/20 preference point formula).

• Specific Goals: 20 points (B-BBEE ownership: 51%+ black = 5 points; 51%+ women = 6 points; 51%+ youth = 4 points; 51%+ disability = 3 points; Rural/Township = 2 points).

• Final award: Highest aggregate points (functionality + price + specific goals) wins, unless justifiable grounds exist for a lower-scoring bid.

Scope: Provide architectural services for internal office space reconfiguration and design at Roads Agency Limpopo (SOC) Ltd.

Key Deliverables:

• Site Assessment:

• Conduct comprehensive site visit and assessment.

• Produce as-built drawings of existing office layout (including partitioning).

• Design and Drawings:

• Proposed reconfiguration layout report (includes structural engineer input, material specs, cost estimates).

• Office plans/elevations: partitioning, furniture positioning, floor/ceiling finishes, lighting, metalwork, woodwork, joinery, decorative details.

• Ancillary spaces: kitchen, parking, ablutions, waste.

• Mechanical/Electrical/Civil drawings: fire protection, HVAC, sanitary systems, electrical layouts (existing and proposed).

• Approvals:

• Facilitate and submit all drawings, certifications, and permits for council/municipal approvals (electrical, fire, plumbing).

• Construction Planning:

• Provide construction sequencing/project planning.

• Tender Documentation:

• Comprehensive tender document, Bill of Quantities (separate for architectural, electrical, mechanical, equipment, furniture).

• Standard and project specifications (detailed, not vague).

• Tender drawings and draft construction programme.

• Supervision:

• Compile contractor’s contract documents.

• Supervise construction/installation works (ensure compliance with designs, standards, and specifications).

• Lead site inspections/meetings (kick-off, progress, troubleshooting, practical completion, hand-over).

• Review/approve periodic reports (including financials).

• Joint inspections, snag lists, quality assurance, and certify progress payments.

Additional Requirements:

• Designs must consider: space allocation by work type, efficient floor space use, team grouping by function, workflow/circulation, multi-use spaces, energy efficiency, and environmental standards.

Pricing:

• Submit a detailed cost breakdown using the Pricing Schedule (SBD 3.3).
• All prices must be fixed and firm for the contract duration (120 days from closing date).
• Include all disbursements (travel, accommodation, meals, etc.) with proof of expenses.
• Breakdown required per phase, including:

• Hourly/daily rates (excluding VAT), person-days, and cost per person/phase.

• Travel expenses (rate/km, total km, car hire, flights).

• Other expenses (accommodation, meals, per diem, telephone, reproduction costs).

• VAT @15% must be clearly separated.
• Payment terms: Invoices must be original, valid tax invoices (VAT Act compliant) with supporting documents. Payment via bank transfer (30 days after receipt) to a South African bank account.
• Contractor is responsible for income tax, VAT, and other statutory payments.

Administrative Requirements:

• CSD Registration: Proof of registration on Central Supplier Database (CSD). Register at https://secure.csd.gov.za/ if not already registered.
• Preference Points Claim Form: Completed and signed SBD 6.1 (2022 Preferential Procurement Regulations).
• Special Conditions of Contract: Completed and signed.

Mandatory Requirements:

• Compulsory Site Inspection: Signed attendance register.
• Invitation to Bid (SBD 1): Fully completed and signed.
• Pricing Schedule (SBD 3.3): Fully completed.
• Bidder’s Disclosure (SBD 4): Fully completed and signed.
• Proof of Authority to Sign: Signed letter/board resolution.
• Joint Venture/Partnership Agreements: Signed agreement (if applicable).
• SACAP Membership: Certified copy of valid membership with South African Council for the Architectural Profession (SACAP).

Additional Compliance:

• Tax Compliance: Submit SARS TCS PIN or CSD number. Each party in a consortium/JV must submit separate TCS certificates/PINs/CSD numbers.
• B-BBEE: Points may be claimed for ownership by black persons (51%+ = 5 points), women (51%+ = 6 points), youth (51%+ = 4 points), or persons with disability (51%+ = 3 points). Supporting documents (e.g., CSD report, medical certificate) required.
• Quality Standards: Compliance with SABS and NRCS standards for all materials/equipment.
• All certified copies must be <6 months old.
• Bidders employed by the state, or with directors/members in state service, are disqualified.