Appointment of an estate agent or landlord to lease office space in midrand (RFP/SASSETA/25261131/1)

Tender purpose:

• SASSETA requires leasing of office space in Midrand, Gauteng.
• Lease period: Until 31 March 2030, with renewal option tied to SETA license validity.
• Eligible bidders: Estate Agents or Landlords.

Submission requirements:

• Complete Annexure B (Pricing Schedule) in full. Incomplete submissions will be automatically disqualified.
• Do not modify the Annexure B template. Altered templates will be automatically disqualified.
• For items not charged, enter zero (0) and provide reasons for zero-rated items.
• The template auto-calculates totals. Ensure unit costs align to the right.
• Print, sign (by an authorised delegate), and submit the completed Annexure B.
• Offers must remain valid for 120 days from the closing date.
• Closing time: 11:00.

Evaluation focus:

• Bidders must be suitable and experienced Estate Agents or Landlords.
• Capability to provide office space in Midrand, Gauteng.
• Compliance with submission requirements, including proper authorisation and complete pricing documentation.

Scope of work:

• Lease office space in Midrand, Gauteng, for SASSETA.
• Lease period: Until 31 March 2030, with an option to renew based on SETA license requirements.
• Bidders must be Estate Agents or Landlords.

Pricing requirements (Annexure B):

• Quote for rental — ground floor (per square meter).
• Quote for rental — 1st/2nd/3rd floor (per square meter).
• Quote for parking — basement bays (per bay).
• Quote for parking — open bays (per bay).
• Quote for basement storage facility (if applicable).
• Include operating costs and other payable services.
• Specify escalation clause as a percentage for outer years.
• Total cost will be evaluated.

• Purpose: Appointment of a suitable and experienced Estate Agent or Landlord to lease office space in Midrand until 31 March 2030, with an option to renew based on the SETA license.
• Background: SASSETA is a Schedule 3A Public Entity under the Department of Higher Education and Training.
• Scope: Source a suitable location meeting specified operating and regulatory conditions.

• Clarification deadline: 30 June 2026 at 12h00.
• Closing date: 10 July 2026 at 11h00.
• Bid validity period: 120 days from the closing date.
• No compulsory briefing session scheduled.

• No compulsory briefing session is scheduled for this RFP.

• General/Technical Enquiries: Ms. Lebo Hlombe ([email protected]).
• Proposal Submissions: [email protected] (Attention: Ms. Lebo Hlombe).
• Anti-Corruption Hotline: 0800 162 111.

• Submit proposals electronically via email to [email protected] for the attention of Ms. Lebo Hlombe, quoting reference RFP/SASSETA/25261131/1.
• Maximum email size is 30 MB; compress submissions to avoid automatic rejection by the server.
• Acceptable submission methods: email and WeTransfer (ensure no expiry date is set; expired submissions are non-responsive).
• Do not submit via Google Drive or any method requiring SASSETA to request access or create external email accounts.
• Late bids (even by one second after 11h00) will not be considered.
• Required returnable documents: SBD 1, SBD 3.3, SBD 4, SBD 6.1, Annexure A (initialled on each page), and Annexure B (must be complete and unaltered).
• Clarifications must be requested in writing via email to [email protected] by 12h00 on 30 June 2026; telephonic queries are not accepted.

SUBMITTED ELECTRONICALLY: to [email protected] for the attention of Ms. Lebo

• Two-phase evaluation process:

• Phase 1 (Compliance/Mandatory): Verification of all required certificates (OHS, Electrical, Fire, Occupancy, GBCSA 4-star, Lift maintenance, PPRA/Fidelity Fund for Estate Agents), CSD registration, and completed SBD/Annexure forms.
• Phase 2 (Site Inspection): Shortlisted bidders must host a site inspection. A minimum score of 100% is required to proceed to the final phase. Scoring includes location, size, security, parking, access, lift, storage, utilities, connectivity, and amenities.
• Phase 3 (Price and Specific Goals): 80/20 or 90/10 system applied based on final tender values.

• Preference Points Breakdown (80/20 System):

• Price: 80 points
• Specific Goals: 20 points (Black ownership, Black women ownership, Black youth ownership, SA-owned enterprises).

• Disqualification risks: Late submission, incomplete/altered Annexure B, missing mandatory certificates, or failure to quote all items in Annexure B.

• Scope: Lease office space in Midrand within a 5km radius of 74 Waterfall Drive, Corporate Campus, Waterfall.
• Size: Minimum 3650m².
• Building Requirements:

• Security: Manned main gate and biometric access for gate, basement parking, and main building.
• Parking: Minimum 120 basement bays and 20 open bays.
• Facilities: Ramp access, lift covering all floors, accessible basement storage, water and electricity back-up.
• Connectivity: Fibre optic cable with lessee access.
• Signage: Interior and exterior signage rights.
• Amenities: Access to shopping centres and taxi ranks within a 2km radius.

• Regulatory: Building must be Grade A/B and hold valid OHS, Electrical, Fire, and Municipality Occupancy certificates.

• Bidder must be a suitable and experienced Estate Agent or Landlord.
• Estate Agents must provide proof of registration with Property Practitioners Regulatory Authority and valid Fidelity Fund Certificate.

• Site inspection forms part of quality assessment; proposed office must be available for viewing by Bid Evaluation Committee.
• Compliance with all specified building and regulatory standards is mandatory.

• Pricing details recorded on SBD 3.3 and Annexure B (excel format).
• Total contract cost from appointment to 31 March 2030 must be stated.
• All items in Annexure B must be quoted; incomplete or altered submissions lead to disqualification.
• Prices must be VAT inclusive, in ZAR, with any escalations clearly indicated.

• Pricing: All-inclusive cost must be provided on Annexure B (Excel format) and SBD 3.3.
• Currency/Tax: All prices must be in ZAR and VAT inclusive.
• Escalations: Annual price escalations must be clearly indicated without hidden costs.
• Total Cost: Total contract cost from appointment to 31 March 2030 must be recorded on SBD 3.3.
• Additional: Landlord must provide beneficial occupation (standard ~3 months) and a tenant installation allowance.

• Mandatory Certificates (Failure to submit invalidates bid):

• Occupational Health and Safety (OHS) certificate.
• Electrical Certificate of Compliance (COC).
• Fire Certificate of Compliance (COC).
• Municipality Occupancy Certificate (OC).
• Green Building Council South Africa (GBCSA) certificate (min 4-star rating).
• Proof of lift service and maintenance.
• For Estate Agents: PPRA registration and valid Fidelity Fund Certificate.

• Administrative:

• Valid CSD registration (provide CSD report).
• Valid B-BBEE Certificate or Sworn Affidavit.
• SARS Tax Compliance Status (TCS) PIN or CSD number.
• CIPC company registration documents and certified ID copies of directors.
• Signed SBD 1, SBD 3.3, SBD 4, SBD 6.1, and initialled Annexure A (GCC).

• Bidders must submit a valid B-BBEE Certificate or Sworn Affidavit to qualify for preference points.
• Specific goals include: 100% Black People ownership, 30% Black Women ownership, 30% Black youth ownership, and promotion of SA-owned enterprises.

• Mandatory submission of valid Occupational Health and Safety (OHS) certificate.
• Building must have valid electrical, fire, and occupancy certificates.
• Compliance with Prevention and Combating of Corrupt Activities Act required.

• Mandatory submission of Green Building Council South Africa (GBCSA) certificate with minimum 4-star rating.
• Building must meet environmental and regulatory conditions as per specifications.

• Contract duration: From appointment date until 31 March 2030, with renewal option.
• Intellectual property: All project data and SASSETA information is confidential; service provider must sign a confidentiality agreement.
• POPIA compliance: Bid information used solely for evaluation; retained per SASSETA records management policies.
• General Conditions of Contract (Annexure A) form part of final contract; must be initialled on each page and submitted.
• Unauthorised use of SASSETA logo or intellectual property prohibited.

• All service providers must comply with the Prevention and Combating of Corrupt Activities Act.
• SASSETA reserves the right to reject bids from persons/entities in the service of the state.

• Submit a fire certificate of compliance (COC) certificate. Failure to

submit a valid certificate will invalidate your bid.

• Submit a municipality occupancy certificate (OC). Failure to submit a

valid certificate will invalidate your bid.

• Submit the Green Building Council South Africa (GBCSA) certificate

with a minimum of four (4) star rating. Failure to submit a valid

certificate will invalidate your bid.

• Submit a proof of lift service and. Failure to submit a valid certificate

will invalidate your bid.

• Submit a proof of registration with the Property Practitioners

Regulatory Authority. (NB: This is only applicable to Estate Agents and

not Landlords) Failure to submit a valid certificate will invalidate

your bid.

• Submit a valid Fidelity Fund Certificate. (NB: This is only applicable to

Estate Agents and not Landlords) Failure to submit a valid

certificate will invalidate your bid.

• Submit a complete Annexure B without changing any of the details on

this document. Non-submission/submission of an incomplete or

altered Annexure B will lead to automatic disqualification.

• Bidders are to ensure that all items indicated on (Annexure B) are

quoted for. Failure to quote on all items will lead to automatic

disqualification.

• complete and submit all Standard Bidding Documents (SBD) forms

mentioned above on of this document, namely: SBD1, SBD

3.3, Sbd 4, sbd 6.1.

• Bidders to be registered on the National Treasury Central Supplier

Database (CSD) by the closing date and time of this request for

quotation. Bidders are to provide SASSETA with a copy of their CSD

• Site inspection criteria (scored out of 100 points, minimum 100% required to proceed):

• Location within 5km radius of current address (20 points).
• Office space size ≥3650m² (10 points).
• Main gate access: manned security (5 points) and biometric system (5 points).
• Basement parking access via biometric system (5 points).
• Minimum 120 basement bays (5 points) and 20 open bays (5 points).
• Main building access via biometric system (5 points).
• Ramp access (10 points).
• Lift covering all floors (5 points).
• Accessible basement storage (5 points).
• Water and electricity back-up (5 points).
• Fibre optic connectivity with access (5 points).
• Interior/exterior signage rights (5 points).
• Amenities within 2km: shopping centres (5 points) and taxi rank (5 points).