NEF kimberley cbd office accommodation: lease or purchase (RFP 01/2026/2027)

• Closing date and time: 12 August 2026 at 14:00.
• No briefing session will be held.
• Validity period: Bids remain valid for 150 days from the closing date.
• Possible presentation: Bidders may be required to present and will be notified at least 4 days in advance.
• Beneficial occupation date: 1 November 2026 (for leasing option).

• Technical enquiries: Olga Sekhoto, Facilities Management, phone +27 11 305 8000, email [email protected].
• Supply Chain Management enquiries: Tebogo Seima, phone +27 11 305 8000, email [email protected].
• Bidding procedure enquiries: Kedibone Mboweni/Xolile Tofile, Supply Chain Management, phone +27 11 305 8000, email [email protected].
• All enquiries must be in writing.

• Submit only via email to [email protected] by 14:00 on 12 August 2026. No other submission methods (hand-delivery, post, etc.) are accepted.
• Submit the bid as a single PDF file. Email attachments must not exceed 18MB.
• Submit at least 15 minutes before the deadline to avoid IT issues; late bids will not be considered.
• Required returnables: Cover page with RFP reference number and bidder name; valid Tax Status PIN; BEE credentials/rating certificate; names and details of senior management; shareholders certificate; details of operational-level employees; completed and signed bid document including annexures (Company Details, Declarations and Annexures from page 19 onwards).
• Include a list of at least two references with contact details.
• Include copies of qualifications, IDs, and CVs of personnel who will execute the contract.
• Include proof of affiliations.
• Bids by juristic persons must include a board resolution authorizing signature.
• The bidder bears all costs of preparation and submission.

• Phase 1 – Technical evaluation (50%): Bidders must score a minimum of 40 points to qualify for further evaluation. Points are allocated per criteria (0=Poor to 5=Excellent) with weightings: Proposed Property (5%), Company profile (10%), Capacity of Bidder (3%), Proof of property insurance (2%), Location (10%), Bidder’s Experience (5%), Bidder’s Experience, Skills and qualifications of proposed project team (15%).
• Phase 2 – Site Visit (50%): Bidders must score a minimum of 40 points to qualify for further evaluation. Criteria include: Ease of access (5%), Property suitability (5%), Space and project plan (10%), Turnkey installation capability (10%), Security & Access Control (5%), Building Grade (5%), Standalone building (5%), OHS compliance (5%).
• Phase 3 – 80/20 Preference Point System: Price (80 points) and Specific Goals (20 points). Specific goals: 51%+ Black ownership (10), 30%+ Black Women ownership (5), any Black designated groups ownership (1), promotion of SMMEs (EME/QSE) (2), any youth ownership (2).
• Mandatory technical requirements: Provincial presence, 3+ years property experience, relevant accreditation, disability accessibility. Bids must be submitted in English via PDF email to [email protected]. Late submissions or non-compliant formats are disqualified. Bidders must maintain confidentiality of tender information.

Scope: Lease (Option 1) or purchase (Option 2) of Grade A office space (200–240 m²) in Kimberley CBD to accommodate 3 staff with 4 parking bays.

Key requirements:

• Location: Must be within an office node (industrial areas excluded), within walking distance to public transport and retail centres.
• Building: Grade A preferred; must cater for people with disabilities (ground-floor access and toilets); exterior tenant signage allowed; must have 24-hour staff access.
• Space: Usable area 200–240 m² including common areas.
• Lease period: 5 years with option to extend for 12 months.
• Parking: 4–5 secure on-site bays (including visitor parking), some for disabled persons.
• Building services: Fully air-conditioned and ventilated; fire detection/prevention; lifts; OHS compliance; emergency evacuation; double-tier cable trays; UPS/backup generator; cabling/network infrastructure; fibre connectivity; CCTV and access control.
• Amenities: High-quality finishes; elevators; quality stairwells, lobby, reception; kitchen/catering facilities; landscaping.
• Tenant installation: Landlord to provide allowance and demonstrate capacity to undertake installation.
• Office refurbishment: Owner to provide estimated costs to render office fit for purpose.
• Maintenance: Landlord responsible for all building maintenance (electrical, plumbing, air-conditioning, lifts, etc.).
• Insurance: Building insurance is landlord’s responsibility (for leasing option).
• Mandatory technical requirements: Bidder must have provincial presence (proof via rates & taxes statement ≤3 months old); minimum 3 years’ property industry experience (provide 3 contactable references); accreditation with relevant property management regulatory body; proof of mandate if acting for landlord; building accessible to clients, suppliers and disabled persons.
• Non-mandatory technical requirements: Street-level building; adequate parking; green potential; adequate space without aircon; flexible lease terms; amenities (pause areas, rest rooms, air-conditioning); secure neighbourhood; landlord-provided maintenance support.

• Bidder must have minimum 3 years’ relevant experience in property industry; provide three contactable references with company name, contact person, and number.
• Proposed project team must demonstrate capability, knowledge, and qualifications; include CVs.
• Scoring in evaluation: Experience years (0–5+), reference letters (0–5+), team experience (0–10+ years).

• Use SBD 3.3 form for pricing schedule.
• Provide bid price in ZAR, inclusive of all applicable taxes.
• Indicate ceiling price covering all project phases and expenses.
• Detail personnel hourly/daily rates, travel expenses, accommodation, and other expenses with quantities and amounts.
• Specify if rates are firm for full contract period; if not, detail adjustment basis.
• Include period to commence after acceptance and estimated man-days for completion.

• Pricing format: Submit detailed price schedule using SBD 3.3 form.
• For leasing option: Provide rental rates, parking costs, tenant installation allowance, escalation fees, operational costs for 12, 24, 36, 48, 60 months (mandatory) and 72 months (extension option).
• For buying option: Provide total acquisition price VAT inclusive.
• Bid must include ceiling price covering all phases and expenses, inclusive of all applicable taxes (VAT, PAYE, income tax, UIF, SDL).
• Detail hourly/daily rates for personnel involved, travel expenses, accommodation, and other expenses with proof required for invoices.
• Indicate if rates are firm for full contract period; if not, specify adjustment basis (e.g., CPI).
• Bid validity: 150 days from closing date.

• Central Supplier Database (CSD): Registration is mandatory. Submit CSD number or SARS PIN for tax compliance status.
• Tax compliance: Submit valid Tax Status PIN document; failure renders bid invalid.
• B-BBEE: Submit BEE credentials/rating certificate or sworn affidavit.
• Provide equity ownership details: percentage by number of Black ownership, Black women ownership, and youth ownership.
• Provide employment equity details of operational-level employees.
• Provide names and details of senior management and shareholders certificate.
• POPIA: Complete and sign POPIA consent form.
• Complete and sign required SBD forms: SBD 1 (Invitation to Bid), SBD 3.3 (Pricing Schedule), SBD 4 (Bidder’s Interest), SBD 6.1 (Preference Points Claim), Politically Exposed Person Declaration, SBD 7.2 (Contract Form).
• Read General Conditions of Contract.

• Building must comply with Occupational Health and Safety (OHS) requirements, including wheelchair ramps and accessibility for disabled persons.
• Building services must be designed, installed, and maintained in compliance with National Building Regulations.
• Must have fire detection and prevention services, emergency evacuation process.

• Confidentiality: All tender information is proprietary to NEF and must be kept confidential.
• Amendments: NEF may amend RFP conditions, validity, specifications, or closing date before closing; bidders will be notified in writing.
• NEF rights: Reserves right not to accept lowest or any bid, to award bid in whole or part without reasons, and to withdraw RFP at any stage.
• Contract formation: RFP document and bidder’s response form part of any service level agreement; SLA takes precedence in conflicts.
• Binding offer: Bid remains binding and open for acceptance during 150-day validity period.
• Bidder responsibilities: Accepts full responsibility for proper execution, fulfillment of obligations, and correctness of prices and calculations; mistakes are at bidder’s risk.
• Personal information: NEF will process personal information per POPIA; bidder consents by signing RFP.
• Presentation: Bidders must prepare for possible presentation with 4 days’ notice.
• Juristic persons: Bids must be signed by authorized person with board resolution submitted.