Lease of temporary fitted-out office space in cape town cbd for sahra

• Supply Chain Management contact: Mr. Paul Tiyago (Finance Contractor).\n• Organization: South African Heritage Resources Agency (SAHRA).\n• Address: 11 Harrington Street, Cape Town.\n• Tel: +27 21 462 4502.\n• Email: [email protected] (for queries).\n• Submission email: [email protected] (attention: Supply Chain Management).\n• General SAHRA contact: [email protected].

• Submit bids via email to [email protected], attention: Supply Chain Management, Bid No: RFB SAHRA 01/2026. No mailed submissions accepted; ensure email delivery confirmation.\n• Closing date: 12 June 2026 at 11:00 am. Late submissions will be rejected.\n• Mandatory returnable documents (original, completed):\n - SBD 1 Invitation Bid\n - Tax Compliance Status Pin\n - SBD 3.3 Pricing Schedule\n - SBD 4 Bidders Disclosure\n - SBD 6.1 Preference Points Claim Form (with valid B-BBEE certificate)\n - Contract Form – Rendering of Services\n - General Conditions of Contract\n - CSD Registration Report\n• Failure to submit any of these will result in automatic disqualification.\n• Only property owners or authorised representatives with written proof of mandate may submit. Agents must provide signed proof of authority from the property owner.

Evaluation follows a three-phase process:\n\nPhase 1: Administrative and Mandatory Compliance\n- Mandatory requirements (failure disqualifies):\n - Location in Cape Town CBD (fully commercial office building; no mixed-use).\n - Lettable area between 700m² and 880m².\n - Submission of floor plans, space utilisation schedule, and narrative.\n - Compliance with minimum fit-out, parking (10 bays), and building infrastructure.\n - All mandatory documents submitted.\n\nPhase 2: Technical Evaluation and Site Inspection\n- Shortlisted bids assessed for:\n - Location suitability and accessibility.\n - Layout functionality and space utilisation efficiency.\n - Quality/condition of fit-out and finishes.\n - Parking adequacy and accessibility.\n - Building infrastructure (ICT, power, security, fire safety, OHS compliance).\n - Overall operational readiness.\n- SAHRA may conduct site inspections to verify submissions.\n\nPhase 3: Price and Specific Goals (100 points total)\n- Price: 80 points (lowest price scores maximum; VAT-inclusive).\n- Specific Goals: 20 points (B-BBEE preference):\n - Black-owned company: 8 points\n - Women: 4 points\n - Youth: 5 points\n - Disability: 3 points\n- Financial proposals must detail: base rental, operating costs/recoveries, utilities, parking costs, escalation rates, and exclusions. Use the provided checklist to specify included operating costs.

Scope: Lease of temporary fitted-out office accommodation in Cape Town CBD for 3 years.\n\nLocation and Building Requirements:\n- Must be in Cape Town Central Business District (CBD).\n- Fully commercial office building (no mixed-use with residential, student accommodation, or hotels).\n- Dedicated commercial access and security suitable for a public entity.\n- Accessible to public transport and amenities.\n\nSpace and Layout:\n- Lettable area: 700m² (min) to 880m² (max).\n- Contiguous, functional layout enabling integrated workspace.\n- Efficient internal circulation; minimal wasted space (e.g., excessive passages).\n- Designed and approved for commercial office use.\n- Natural light: External-facing windows across substantial usable area (operable windows not mandatory).\n\nFunctional Areas (must accommodate):\n- Reception/public waiting area.\n- Open-plan workspace for ~20 workstations.\n- Minimum 8 enclosed offices (management/confidential use).\n- 20-seater boardroom.\n- 3 additional meeting rooms/large office spaces.\n- Kitchen and staff pause area.\n- Male, female, and accessible ablution facilities.\n- ICT server room (12–15m², fire detection, proximity to MDF).\n- 2 file/storage rooms (~15m² each).\n- Circulation/internal access routes.\n\nFit-Out Requirements:\n- Substantially fitted-out; occupation-ready with minimal tenant works.\n- Mandatory: Flooring, internal partitioning, electrical reticulation, lighting, mechanical ventilation/air-conditioning, plumbing/kitchen, compliant ablutions, basic ICT/data readiness, fire detection/safety systems.\n- Preferred: Minimal additional fit-out needed; short lead time to occupation (target: August 2026).\n\nParking:\n- Minimum 10 dedicated bays.\n- Specify: Covered/uncovered bays, visitor parking availability, and costs.\n\nBuilding Infrastructure:\n- Air-conditioning and ventilation.\n- Fibre/ICT: Serviced by ≥2 independent providers (e.g., DFA, Liquid Telecom); tenant may appoint own ISP; fibre termination accessible in tenant space; redundant pathways preferred.\n- Backup power: Generator capability; landlord must allow tenant to install own inverter/lithium battery backup for server room (removable at lease end).\n- Security: Access control systems.\n- Fire safety: Detection and suppression systems.\n- Compliance: OHS legislation, municipal building regulations, occupancy certification.\n\nSubmission Requirements:\n- Detailed space utilisation schedule.\n- Scaled floor plans.\n- Narrative explaining how premises meet functional requirements within 700–880m² range.\n- Indicate: Existing fit-out elements, tenant installation allowance (if any), landlord works prior to occupation, estimated lead time to readiness.

• Pricing must be VAT-inclusive and clearly itemised.\n• Mandatory cost breakdown:\n - Base rental costs.\n - Estimated operating costs and recoveries (use checklist to mark inclusions):\n - Rates and taxes\n - Water and sanitation\n - Refuse removal\n - Common area electricity\n - Air-conditioning recoveries\n - Security\n - Cleaning/maintenance of common areas\n - Generator/backup power recoveries\n - Building management fees\n - Other (specify).\n - Estimated utilities and municipal charges.\n - Parking costs.\n - Escalation rates.\n - Additional occupation-related costs.\n• Clearly identify exclusions or tenant-responsible costs.\n• Price evaluation: 80 points (inverse scoring; lowest price = 80 points).

Mandatory Compliance Documents:\n- Tax Compliance Status Pin.\n- CSD Registration Report.\n- Completed SBD forms:\n - SBD 1: Invitation Bid.\n - SBD 3.3: Pricing Schedule.\n - SBD 4: Bidders Disclosure.\n - SBD 6.1: Preference Points Claim Form (must include valid B-BBEE certificate).\n- Contract Form – Rendering of Services.\n- General Conditions of Contract.\n\nAdditional Requirements:\n- Only property owners or authorised representatives (with written proof of mandate) may bid.\n- B-BBEE Preference Points (20 points total, part of Phase 3 evaluation):\n - Black-owned company: 8 points.\n - Women: 4 points.\n - Youth: 5 points.\n - Disability: 3 points.\n- Failure to submit original, completed forms results in automatic disqualification.\n- Proposals must comply with South African approved standards and specifications.