2.1 The National Youth Development Agency (NYDA) requires a corporate office space comprising a

minimum of 350m2 and a maximum of 450m2.

2.2 Tenant Installation Requirements

The The Landlord shall provide a fully funded, turnkey Tenant Installation (TI) fit out for the premises,

at no additional cost to the NYDA, in accordance with the operational, functional,

accommodation, and space planning requirements set out in this specification.

The floor layout mock-up provided is intended as a conceptual guide and shall be adapted to suit

the configuration and structural constraints of the proposed building while ensuring full compliance

with the accommodation and space requirements contained in Sections 2.3 and 4.3.

The Tenant Installation shall include, but not be limited to, the following:

• Space planning and preparation of detailed floor layouts for NYDA approval;

• Construction and fit-out of all offices, including managers' offices, executive offices, meeting

rooms, consultation rooms, boardrooms, training facilities, reception area, open-plan

workstations, storerooms, server/ICT room, sick bay, kitchen, ablution facilities, and all other

functional areas required by this specification;

• Supply and installation of all internal partitioning, including glass partitioning for boardrooms,

managers' offices, meeting rooms, and other offices where required by the approved

layout;

• Floor finishes, ceiling finishes, painting, glazing, and all internal finishes;
• Electrical reticulation, distribution boards, lighting, emergency lighting, power outlets,

dedicated red and white plug circuits, and all electrical installations required for the

occupation and operation of the premises;

• A complete ICT infrastructure for approximately 450 m2, including structured network cabling

(Cat 6A or equivalent), data and voice cabling, backbone cabling, fibre connectivity within

the premises where required, conduits, trunking, floor boxes, network cabinet(s) or rack(s),

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patch panels, power for ICT equipment, wireless network cabling, and sufficient

infrastructure to support the installation of wireless access points to provide full network

coverage throughout the leased premises;

• Air-conditioning, ventilation, and any associated mechanical services necessary to support

the approved office layout;

• Access control systems, CCTV surveillance infrastructure, alarm systems, and all related

security installations;

• Plumbing works, kitchenette installations, and all associated building services;
• Accessibility features and facilities for persons with disabilities in accordance with applicable

legislation and standards;

• Internal and external signage, branding provisions where applicable, and all other works

necessary to deliver a fully operational and occupation-ready office environment.

The bidder/Landlord shall submit detailed floor plans, space planning layouts, and tenant

installation proposals demonstrating full compliance with the requirements contained in Sections

2.3 and 4.3. The submitted plans shall clearly indicate all functional areas, services, fittings, ICT

infrastructure, and tenant installation works for review and written approval by the NYDA prior to

the commencement of any fit-out works.

The Landlord shall be responsible for the full cost of all tenant installation works and associated

professional services required to complete the fit-out. The entire cost of the Tenant Installation,

including all ICT infrastructure, network cabling, wireless access point infrastructure, electrical

installations, security systems, and all associated works, shall be fully included in the bidder's bid

price and rental offer. No additional claims, variation orders, or separate charges relating to the

Tenant Installation shall be accepted after bid submission or during the lease period, unless

specifically requested and approved in writing by the NYDA.

Unless otherwise approved by the NYDA, the Landlord's standard building specifications may be

applied, provided that they meet or exceed the minimum requirements contained in this

specification.

2.2.1 Glass Partition Requirements

The Landlord shall provide glazed/glass partitioning as part of the fully funded Tenant Installation

(TI) to create a professional, functional, and modern office environment that maximises visibility

and natural light. Glass partitioning may comprise framed or frameless systems, subject to the

building design and written approval by the NYDA.

 As a minimum, glass partitioning shall be provided for the following areas, where included in

the approved floor layout:

 Reception and waiting areas;

 Executive and management offices;

 Boardrooms and meeting rooms;

 Consultation and interview rooms;

 Human Resources and other confidential discussion offices;

 Training rooms;

 ICT/server rooms and operational control rooms, where appropriate; and

 Any other offices or internal spaces identified by the NYDA during the space planning

process.

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` 2.2.2 All glass partitioning shall:

 Be constructed from commercial-grade safety glass;

 Comply with all applicable building regulations, occupational health and safety

requirements, and relevant South African standards;

 Include safety manifestation markings where required;

 Provide an appropriate level of acoustic privacy for offices, boardrooms, meeting rooms,

and confidential discussion areas;

 Be professionally supplied and installed as part of the Tenant Installation.

Where operational, privacy, or functional requirements dictate, frosting, tinting, blinds, partial

opaque finishes, or other approved privacy treatments may be incorporated, subject to the written

approval of the NYDA.

All costs associated with the supply, installation, approvals, labour, materials, alterations,

professional fees, and commissioning of the glass partitioning shall be borne entirely by the Landlord

and shall be included in the bidder's bid price and rental offer. No additional costs or claims relating

to the glass partitioning or associated Tenant Installation works shall be accepted after bid

submission.

Failure by the bidder to submit a compliant floor layout and Tenant Installation proposal that fully

addresses the glass partitioning requirements and all other accommodation requirements

contained in this specification may result in the bid being declared non-responsive and may lead

to disqualification from the tender evaluation process.

2.3 The characteristics of the building/premises shall cater for tenant installation as follows:

a) Reception Area,

b) Two consultation rooms,

c) Training room for 40 people seated with

d) Two meeting rooms,

e) Kitchen to accommodate 10 people seated,

f) Boardroom to accommodate 12-15 people seated,

g) Two lockable storage rooms,

h) Three separate bathrooms (ladies and Gents) and one bathroom for physical disabled,

i) server room,

j) A typical open plan office space accommodation, which need to be easily assimilated on the

premises and public toilets. The building should be user friendly and accessible for people with

disabilities.

k) Sick bay – a room set aside for treatment or accommodation of the sick.

l) Four offices

m) Open plan to accommodate 10 staff members

n) And housekeeper pause area to accommodate 1 personnel

2.4 A minimum of 10 covered parking bays, including 2 designated for persons with disabilities, must be

provided within the access-controlled area of the premises for the exclusive use of the NYDA staff.

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2.5 NYDA requires that the landlord to appoint a full professional team to assist with the internal fit-out of

the premises to ensure conformance to all applicable South African statutory regulations, Acts and

the NYDA specific fit-out requirements. The full professional team must be inclusive of Architecture,

Project Manager, Building Contractor, Electrician and Plumber, members of the full professional team

should be in possession of the necessary trade test registration where applicable. The CVs of the

landlord’s proposed full professional team and profile of the contractor must be included in the tender

proposal as part of the technical information required in this bid document.

2.6 The following shall constitute a minimum corporate office space requirement.

Bidders must indicate compliance or non-compliance on a paragraph-by-paragraph basis. Indicate

compliance with the relevant bid requirements by marking the YES box and non- compliance by

marking the NO box. Bids not completed in the manner prescribed may be considered incomplete

and rejected. Should bidders fail to indicate agreement/compliance or otherwise, NYDA will assume

that the bidder is not in compliance or agreement with the statement(s) as specified in this bid.

NYDA reserves the right to conduct a pre-occupation inspection ('snagging') of the premises with its

appointed representative no less than 14 calendar days before the scheduled occupation date. The

“Landlord” must resolve all items noted in the snagging list to NYDA's satisfaction before occupation

commences. Occupation will not proceed until NYDA issues written sign-off.

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Confirmations/Indicate

Conditions

Yes No

1 The building offers sufficient space of a minimum of 350m2 and maximum of 450m2. Common floor

areas to be included in the disclosed floor spacing for renting. The proposed corporate office space

must be situated in Vryburg CBD.

2 Location close to public transport less than 5km.

3 A minimum of 10 covered parking bays, including 2 designated for persons with disabilities, must

be provided within the access-controlled area of the premises for the exclusive use of the NYDA

staff.

4 Air-conditions that can be operated at the office Temperature settings between 21o Celsius and 26o

Celsius and controlled independently of other offices (tenants) before occupation at no cost to

NYDA. Split aircon, Cassette, and or Midwall (especially in the server room) units in offices are

preferred. The air-condition must not be remotely controlled by the building management team but

by the tenant within their office and individual office space.

5 Manage the impact of sharing a building with other tenants by demarcating NYDA-allocated space

separately and must not hinder NYDA operations.

6 Have a designated smoking area, an Emergency Assembly point, approved emergency escape

doors and a waste disposal area

7 The building at the minimum must be in good condition. These include the structural integrity, Exterior

Walls and Plumbing, HVAC System, Electrical System: Environmental Hazards that may affect the

health and safety of occupants, Interior, Safety Features such as smoke detectors, and fire

extinguishers before occupation at no cost to NYDA.

NB: Fire Protection and Risk Requirements must be completed before occupation. The bidder must

take note that no occupation will be allowed prior to confirmation of adherence to Fire Protection

and Risk Management

8 The building must be in a 24/7 Access control and security to office premises and parking

9 Building must have burglar proof where appropriate before occupation at no cost to NYDA

10 Building must have CCTV on common areas before occupation at no cost to NYDA and on the floor

area can be incorporated with the tenant’s additional CCTV for high risk areas (Server room(s),

strongroom or record keeping storage facility, etc.

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Confirmations/Indicate

Conditions

Yes No

11 The bidder must submit a draft floor plan layout with sitting arrangements clearly marked and in line

with 2.3 characteristics. A sample of the floor plan is available in clause 5. NB: No white shell will be

accepted.

12 Building must have fibre optic for ICT connectivity Or permission to put microwave on the roof before

occupation.

13 The bidder shall ensure that all office accommodation, parking areas, and associated facilities are

accessible to persons with disabilities, in compliance with applicable accessibility legislation, building

regulations, and universal access standards

14 Issue out Occupational Certificate as per municipal regulation before occupation by NYDA i.e.,

Electrical COC, Glazing COC, Plumbing COC and HVAC COC

Prior to occupation, the “Landlord” must certify and demonstrate that all utility connections - water,

electricity, sewerage, and HVAC — are fully operational and in good working order. Certification

must be provided by a registered professional (electrician, plumber, mechanical engineer as

applicable) and submitted to NYDA before the lease commencement date.

All Certificates of Compliance (COC) must be dated no more than 12 months prior to the date of

occupation and must be issued by SANS/SABS-registered professionals. Expired or provisional

certificates will not be accepted.

15 The building is equipped with a Power Generator or UPS before occupation at no cost to NYDA

16 The building is equipped with a water supply (Jo-jo tanks) before occupation at no additional cost to

NYDA, which should be able to supply the NYDA with a minimum of 5000L of water at any given time

should the need arise

17 The property owner should give NYDA brand image and signage rights. Such clause will be included

in the Service Level Agreement.

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2.7 The following scope of work is excluded from the fit-out requirements and will be dealt with by NYDA

internally:

 Furniture;

 NYDA-specific internal corporate signage;

 Information Technology infrastructure and cabling;

 Internal security equipment and cabling; and

2.8 The successful bidder shall be responsible for the maintenance of the building/premises. This shall

include at least but not limited to the following:

 Power backup Generator, UPS if available

 Water tank/s (Jojo – water supply) minimum capacity of 5000L

 Windows;

 Roofs;

 HVAC & Fresh air including cleaning the diffusers inside;

 Servicing of Air Conditions

 Lightning protection;

 Electrical supply: Up to Distribution board and dedicated plugs;

 Fire Protection and Detection System;

 Servicing of Fire Protection Equipment’s (Fire extinguishers, Hose reels and or

Hydrants)

 Plumbing: Up to first fix;

 Disposal of Sanitary Waste, Hygiene Services and Deep cleaning of bathrooms.

 Lift service plan (if applicable)

 Common area: Maintaining and up-keep, electrical reticulation;

 Storm water and drainage system.

 Parking, Grounds and gardens (if applicable)

 Water testing (legionella), Lux Level and Air Quality Tests.

 Demolition cost at the end of the lease agreement (Back to white shell with no cost to

Nyda)

 Washing the external windows & facades (Quarterly); and

 Landlord’s will need to grant permission for the NYDA fit- out on the building for

signage and IT microwave Installation.

2.9 NYDA will be responsible for, subject to the above listed items, for the interior wear and tear

including the cleaning of the premises.

2.10 Provision for tenant Installation cost

The floor layout mock-up provided is intended as a conceptual guide and shall be adapted to suit

the configuration and structural constraints of the existing building while ensuring that the

accommodation and spatial requirements set out in Sections 2.3 and 4.3 are fully met.

The bidder shall submit detailed floor plans, space planning layouts, and tenant installation

specifications demonstrating full compliance with the requirements of this specification. The

submitted plans shall clearly indicate all required offices, managers' offices, boardrooms, meeting

rooms, reception areas, support spaces, ICT rooms, and other functional areas for review and

approval by the NYDA prior to the commencement of any tenant installation works.

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The Landlord shall be solely responsible, at its own cost, for the complete tenant installation, including

but not limited to space planning, floor plan fit-outs, partitioning, ceilings, floor finishes, electrical and

data reticulation, lighting, air-conditioning modifications, painting, signage, glazing, and all other

associated works required to deliver the premises in accordance with the approved layout and this

specification.

The tenant installation shall also include the provision of a complete ICT cabling infrastructure for the

leased premises of approximately 450 m2. This shall include, but not be limited to, structured network

cabling, data points, backbone cabling, wireless network cabling, power and data reticulation for

ICT equipment, conduits and trunking, network cabinet/rack provision where required, and sufficient

cabling and infrastructure to support the installation of wireless access points throughout the

premises. The ICT infrastructure shall be designed and installed in accordance with recognised

industry standards and shall provide complete network coverage and connectivity for the entire

leased area.

Glass partitioning shall be provided for managers' offices, boardrooms, meeting rooms, and any

other offices identified in the approved layout plans, unless otherwise agreed in writing by the NYDA

due to the design limitations or structural constraints of the building.

The full cost of all tenant installation works, including the complete ICT infrastructure, shall be included

in the bidder's bid price and rental offer. No separate claims, additional charges, or variation costs

relating to the tenant installation shall be accepted after bid submission or during the lease period,

unless specifically requested and approved in writing by the NYDA.

Unless otherwise approved by the NYDA, the Landlord's standard building specifications may be

applied, provided that they meet or exceed the minimum requirements contained in this

specification.

3. Office space norms and other stipulations

3.1 Building regulations and compliance

The leased premises shall comply with local and municipality council by laws and the National

Building Regulations and site handover certificate shall be required for public use.

Conducting annual Emergency Evacuation Drills.

Having an Assembly point.

All building safety signages to be available. Available evacuation floor map or drawings.

4. Facility Information Background

4.1 The NYDA requires and seeks to acquire rental offices for a period of seven (7) years. The beneficial

occupation and tenant installation will be needed from the ............. A floor space and parking

Facility character guide, sample floor plan, and organizational structure must be used to draft a floor

plan customized to your building.

4.2 All building-related issues such as Zoning rights, Servitudes, Municipality requirements, Occupational

Health Certificates, Electrical Compliance Certificates, Mechanical Compliance Certificates, and

other related statutory requirements should be complied with by the Landlord before signing off a final

lease agreement.

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4.3 The offices will house 12 full-time employees and the floor layout to cater as specified in the table

below:

Floor Space and Parking Facility Character Guide

No. Facility Specification

1 Boardroom To accommodate 12-15 people

Meeting Meeting room to accommodate about 6-8 people

Room

2 Training Room To cater for a minimum of 40 people

Kitchenette Serving counter

3 Storeroom x2 For files, cleaning equipment and consumables

4 Reception Provide for pause area not less than 10 people, water dispenser,

Area marketing materials and printing area

Internet Café Computer lab to accommodate about 5 people

5 Kitchen Built in Cupboards, sink and dining area for staff

6 Ablution Males, Females and disability ablution to meet OHS requirements

7 Parking Ten (10) secure parking for employees inclusive of two (2)

paraplegic parking bays for people with disability. Additional space for

the public at the landlord costs should be made available

8 Open Plan Open plan workstations for 12 people

9 Electricals Provide red and white plugs as required in plan

10 Security Secure environment, with surveillance Camera system and armed

Response

11 Server Room Room of not less than3mx2m with antistatic flooring.

12 Change Room Space available as a change room for housekeeping and security

(separate for males and females)

5. Sample floor Plan

The floor layout mock-up provided is intended as a conceptual guide and shall be adapted to suit

the configuration and structural constraints of the existing building while ensuring that the

accommodation and spatial requirements set out in Sections 2.3 and 4.3 are fully met.

The bidder shall submit detailed floor plans demonstrating full compliance with the requirements of

Sections 2.3 and 4.3. The Landlord shall ensure that all required offices, functional areas, meeting

rooms, boardrooms, and other accommodation elements are clearly reflected on the submitted floor

plans.

The Landlord shall be responsible, at its own cost, for all space planning, tenant installation works, fit-

out works, partitions, finishes, and all associated installations required to deliver the premises in

accordance with the approved floor plans and the requirements of this specification. The full cost of

the tenant installation shall be included in the bidder's rental offer and bid price, and no additional

claims or separate charges for tenant installation costs shall be accepted after the submission of the

bid or during the lease term.

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Glass partitioning shall be provided for managers' offices, boardrooms, meeting rooms, and other

areas identified in the approved layout plans, unless otherwise agreed in writing by the NYDA due to

the design limitations or structural constraints of the building.

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6. Facility Information and Proposal Requirements

Item No Description Specification

1 Property Size Minimum 350m2 to maximum of 450m2

2 Property Grade Grade A & B: A brand-new office space or not older than 15 years

preferences but has undergone a complete redevelopment with a high-

(SAPOA) Standards specification renovation.

3 Property Information Bid Proposal should outline the following

• Physical address, stand number,
• Details of all partners to the offer,
• Detailed rental option,
• Tenant installation allowance
• Existing Building layout drawings/ plans in CAD format
• Proposed floor layout in line with Organogram and facility

Character table Guide above

• Photos of existing building to be provided
• Building insurance information
• If multi tenants, provide names and details of business

4 Parking Facilities Bid proposal should have a detailed layout of the parking areas as

detailed in functionality.

• A minimum of 10 on-site secured parking bays with 2 disabled

parking area.

5 Security Bid proposal should clearly outline the provision of security for the

building area:

• CCTV
• Perimeter boundary walls
• Access control
• Response alarm

6 Ablutions for Male The bidder shall provide fully functional new or fully refurbished

and Females and ablution facilities that meet the OHS Act requirements. If the

people with Disability ablutions are shared by multi companies, the landlord is to provide

cleaning services. Pay as you use toilets costs shall be borne by

Landlord.

7 Health & Safety Fire equipment will be as per the rational design for the standard

white box leased premises. For fire equipment and signages, the

landlord must make provision for hydrants and hose reels in

accordance with SABS 0400, the positions as reflected on the Base

Building Drawings.

8 Maintenance Proposals should clearly specify the responsibilities of the Landlord

around maintenance issues (air conditioning units, fire equipment,

lifts, electricity, fumigation, generator/UPS maintenance service, Jo-

jo tank/water supply service, plumbing work, day-to-day

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Item No Description Specification

maintenance of the building, etc.)

• The office exterior and structurer to be fully serviced and

maintained by the Landlord

• Turn-around time to be clearly stated on maintenance and

repair work by the Landlord; NYDA reserves the right to negotiate

the turnaround times should it not be satisfactory.

NYDA reserves the right to appoint a service provider where such

services will be paid for by NYDA

9 Building design Landlord to provide the COC certificate of compliance for:

compliance aspects

• Plumbing
• Electricity
• Mechanical Ventilation
• Fire protection

10 Lease Agreement Draft pro forma lease agreement in line with NYDA requirements to

be attached to the bid documents

11 Tenant installation The floor layout mock-up provided is intended as a conceptual

guide and shall be adapted to suit the configuration and structural

constraints of the existing building while ensuring that the

accommodation and spatial requirements set out in Sections 2.3

and 4.3 are fully met.

The bidder shall submit detailed floor plans, space planning layouts,

and tenant installation specifications demonstrating full compliance

with the requirements of this specification. The submitted plans shall

clearly indicate all required offices, managers' offices, boardrooms,

meeting rooms, reception areas, support spaces, ICT rooms, and

other functional areas for review and approval by the NYDA prior to

the commencement of any tenant installation works.

The Landlord shall be solely responsible, at its own cost, for the

complete tenant installation, including but not limited to space

planning, floor plan fit-outs, partitioning, ceilings, floor finishes,

electrical and data reticulation, lighting, air-conditioning

modifications, painting, signage, glazing, and all other associated

works required to deliver the premises in accordance with the

approved layout and this specification.

The tenant installation shall also include the provision of a complete

ICT cabling infrastructure for the leased premises of approximately

450 m2. This shall include, but not be limited to, structured network

cabling, data points, backbone cabling, wireless network cabling,

power and data reticulation for ICT equipment, conduits and

trunking, network cabinet/rack provision where required, and

sufficient cabling and infrastructure to support the installation of

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Item No Description Specification

wireless access points throughout the premises. The ICT infrastructure

shall be designed and installed in accordance with recognised

industry standards and shall provide complete network coverage

and connectivity for the entire leased area.

Glass partitioning shall be provided for managers' offices,

boardrooms, meeting rooms, and any other offices identified in the

approved layout plans, unless otherwise agreed in writing by the

NYDA due to the design limitations or structural constraints of the

building.

The full cost of all tenant installation works, including the complete

ICT infrastructure, shall be included in the bidder's bid price and

rental offer. No separate claims, additional charges, or variation

costs relating to the tenant installation shall be accepted after bid

submission or during the lease period, unless specifically requested

and approved in writing by the NYDA.

Unless otherwise approved by the NYDA, the Landlord's standard

building specifications may be applied, provided that they meet or

exceed the minimum requirements contained in this specification.

12 Floor Plan The Landlord should attach a draft floor plan in accordance to

office layout in proposed building/space.

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E. Submission requirements

i. One original hardcopy version must be the original submission and a softcopy/electronic

version in PDF-Format digitally copied versions of the original on a USB.

ii. Bidders should take particular care to ensure that there are no discrepancies between all

submissions to the NYDA. NYDA reserves the right to reject any tenders if there are

discrepancies.

iii. Each individual envelope must be clearly marked with the following information:

1. Description of the Submission: advertisement of the lease of corporate office space for

NYDA Dr RS Mompati Branch over a period of seven (7) years.

2. Submission Tender Number: RFP2026/04/NYDA

iv. Submissions that are faxed, sent via telex, and/ or electronic mail delivery will not be

accepted.

v. All submissions received by NYDA will become the property of the NYDA and will not be

returned to the respondent.

vi. The submissions must be inserted into the TENDER BOX available at the Reception Area of NYDA

Head Office, 7 Naivasha Road, Sunninghill between 08h00 am and 17h00 pm on weekdays.

vii. Respondents are invited to observe the closing date and time of the submission as per the

advertisement.

viii. Unsuccessful submissions will be informed in writing when the process is concluded.

ix. A submission will be considered late if received after the specified date and time.

Respondents are therefore strongly advised to ensure that submissions are dispatched

allowing enough time for any unforeseen events that delay the delivery of the submission.

F. Enquiries/communication

i. Contact person for any inquiries with regards to the tender submission should be addressed

to:

Siphesihle Zondo - Supply Chain Management Unit

E-mail: [email protected]

All clarifications or inquiries must be made in writing and received by the NYDA. Telephonic

requests for clarification will not be accepted.

G. Submission evaluation/adjudication

The tender will be evaluated in three (3) phases:

i. Compliance/eligibility

ii. Site Inspections

iii. Price and Specific Goals Assessment

H. Compliance/eligibility

Bidders who do not meet the requirements below will be immediately disqualified

Description NO

Proof of registration as a vendor on the National Treasury Central Supply Database (CSD),

1 which can be found at https://secure.csd.gov.za/ in compliance with National Treasury

compliance paragraph 4.2 with instruction note 4a of 2016/2017

2 A completed and signed pricing schedule using the provided template.

3 SBD1 - Invitation to bid

SBD 4 - A fully completed and duly signed disclosure form. Should a conflict of interest be

declared or identified, the bid would be declared non- responsive. NB Bidder must ensure all 4 pages are complete and all questions answered, and to indicate not applicable (N/A) where

appropriate.

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The bidder meets the minimum corporate office space requirements and has completed 2.6 5 table above.

One original hardcopy version must be the original submission and a softcopy/electronic 6 version in PDF-Format digitally copied versions of the original on a USB.

The bidder attended the compulsory briefing session and registered their details on the 7 Microsoft Teams chat

Proof of ownership, by way of a copy of the title deed, of the proposed corporate office

space. Where a Property Practitioner is bidding on behalf of the landlord/property owner, the

8 proof of ownership must be supported by a Power of Attorney, from the owner of the property

(not the property practitioner or Agent) authorizing the property practitioner to bid on behalf

of the owner.

Where a property practitioner or agent is bidding on behalf of the landlord/property owner,

the property practitioner or agent must be registered with the Property Practitioners

9 Regulatory Authority (PPRA) and submit a valid Fidelity Fund Certificate issued by the Property

Practitioner's Regulatory Authority.

Where a property practitioner or agent is bidding on behalf of the landlord/property owner,

the property practitioner or agent must furnish a bank confirmation letter of his/her trust

10 account in which rentals and/or rental deposits will be received and/ or held.

At three (3) Signed positive testimonial letters from previous or current tenants on the tenant's

11 letterhead with contact details, not older than ten ( 10) years which letters must be addressed

to the bidder.

Methodology and approach detailing the general maintenance or mitigation plan that

12 covers all the activities in 2.8 of the scope of work

CVs of the full professional team: Interior Designer, Project Manager, Electrician and Plumber

13 (Including trade-test certification) supported by the company profile of the contractor.

The bidder must commission an independent, accredited building inspector to produce a

written Building Condition Report not older than 60 days prior to bid submission. This report

14 must confirm that all structural elements, roof, exterior walls, plumbing, electrical, HVAC, and

interior finishes are in sound and serviceable condition. The report must be submitted as a

mandatory returnable document.

11. Site Inspection and Building Compliance Certification Prior to Occupation

NYDA reserves the right to conduct a physical inspection, evaluation, and assessment of the proposed

premises to verify compliance with the requirements outlined in this specification and scope of work.

The site inspection may include, but shall not be limited to, the following:

• Verification of information submitted in the proposal;
• Assessment of compliance with the Corporate Office Space Requirements as outlined in Item 2.6;
• Inspection of office layout, accessibility, parking, safety, and building services;
• Verification of statutory compliance certificates and approvals;
• Assessment of electrical, ICT, air-conditioning, and other operational infrastructure;
• Evaluation of the general condition, suitability, and readiness of the premises for occupation.

Failure by the bidder or Landlord to comply with NYDA requirements, provide accurate information, or

meet the prescribed specifications may result in the proposal being deemed non-responsive and may

lead to disqualification from further consideration.

Building Compliance Certification Prior to Occupation

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The Landlord shall, prior to occupation by the NYDA, provide all valid statutory compliance certificates

and approvals required for lawful occupation and operation of the premises. All certificates shall be

issued by appropriately qualified and registered professionals or competent authorities where

applicable.

The required documentation shall include, but not be limited to:

• Electrical Certificate of Compliance (CoC);
• Fire Safety Compliance Certificate and approved fire equipment servicing records;
• Occupancy Certificate issued by the relevant local authority;
• Plumbing and Water Installation Compliance Certificate, where applicable;
• Structural Safety Certification, where required;
• Glazing certificate
• Lift/Elevator Compliance Certificates, where applicable;
• HVAC/Air-Conditioning service and compliance certification;
• Generator and backup power compliance certificates, where applicable;
• Health and Safety compliance documentation in terms of applicable legislation;
• Gas Installation Certificate of Compliance, where applicable;
• Accessibility compliance confirmation for persons with disabilities.

The Landlord shall further provide certification from a registered electrician confirming that the

premises’ electrical infrastructure, including the distribution board, wiring, and electrical supply

capacity, is adequate to support NYDA’s operational requirements, including air-conditioning systems,

ICT equipment, lighting, office machinery, and general office load, without requiring modifications at

NYDA’s cost.

Any repairs, upgrades, remedial works, or statutory compliance requirements identified prior to

occupation shall be undertaken and funded entirely by the Landlord. Occupation of the premises shall

be subject to submission and acceptance of all required compliance documentation by the NYDA.

Failure by the bidder or Landlord to provide the required compliance certificates, approvals, or supporting

documentation, or failure to remedy any identified non-compliance within the period stipulated by NYDA, shall

constitute a material breach of the tender requirements and/or lease conditions. In such event, NYDA reserves

the right, at its sole discretion and without incurring any liability, to reject the bid, withdraw an award, terminate

negotiations, cancel the tender process, or terminate the lease agreement prior to occupation

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I. Price evaluation

i. PRICE SCHEDULE

Price components Quantity Unit price excl. VAT Price per month excl.

VAT

1. Building sqm rate R R

2 Cost per parking R R

3 Maintenance costs R R

as

per 2.8 above

Any other cost R R

R r

R r

R r

Total monthly costs excluding VAT R

Final Summary

Period Price per month Price per annum Escalation% Total Cost

Year 1 R R 0% R

Year 2 R R R

Year 3 R R R

Year 4 R R R

Year 5 R R R

Year 6 R R R

Year 7 R R R

Provision for the installation Branding R150,000.00

Demolition costs (white shell) NIL

Bid price excluding VAT r

VAT r

Total bid price including VAT r

Nb:

Please indicate the deposit on the table below:

Cost

Deposit r

VAT r

Total

ii. Price instruction

a. Bidder must price according to the price schedule provided;

b. Breakdowns on costs should be provided, where necessary;

c. The price schedule must be completed in non-erasable ink and the use of correction

fluid/tape is not permitted;

d. The rental price quoted by the bidder shall remain fixed for the first twelve (12) months

of the lease.

e. For the period thereafter, bidders shall propose a variable annual escalation rate in line

with CPI as per National Treasury Regulations. The proposed escalation percentage

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shall form part of the bidder's financial offer and will be considered during the

evaluation of price. Bidders are therefore encouraged to submit competitive escalation

rates within the prescribed range.

f. The annual escalation rate proposed by the successful bidder shall remain fixed for the

duration of the lease, unless otherwise agreed in writing by the parties in accordance

with the terms of the lease agreement.

• NYDA will pay for proposed office space up to 450sqm. Excess office space will

be deemed to be provided for free and must not be included in the price

g. Prices tendered must be valid for 120 days and must be for seven (7) years including

provision for price increase;

h. Bidders are to bring the total amount from the pricing schedules above to the final summary

• The bidder (Landlord) must provide an full allowance towards the Tenant’s

installation equivalent of seven months rental fee at no cost to NYDA.

• Pricing should include VAT and must be in South African Rand.

J. Special condition

i. NYDA reserves the right to withdraw or amend terms of reference/specifications by notice in

writing by advertising in the media in which the tender was originally advertised prior to

the closing date.

ii. NYDA reserves the right not to award any of the tenders submitted.

iii. The cost of preparing the tenders will not be reimbursed.

iv. Shortlisted bidders may be invited for presentations.

v. Successful bidder will be required to sign a confidentiality/non-disclosure agreement.

vi. NYDA reserves the right NOT to appoint any Service Provider or to withdraw this request for

bids.

vii. NYDA reserves the right to withdraw the awarding of the bid if the organisation and the

successful bidder are unable to agree on the terms and conditions of a lease agreement

within 60 calendar days of the awarding of this bid.

viii. All contracts entered into by the organisation are subject to the attached general

conditions of contract.

ix. Any plans to prepare the premises to be fully legally compliant must be submitted as part

of the required returnable documentation.

x. The successful bidder/ landlord must be prepared to execute the fit-out of the premises as a

turnkey solution as per designs and specifications prepared by its Professional team as

instructed by NYDA.

xi. The execution of the final lease agreement is conditional upon: (a) receipt of all valid COCs;

(b) NYDA's written sign-off following the pre-occupation snagging inspection; and (c)

confirmation from the “Landlord's” professional team that all utilities are operational. The

lease commencement date will be adjusted if these conditions are not met, without penalty

to NYDA

K. Reasons for rejection

i. NYDA reserves the right to contact references during the evaluation and adjudication

process. Any effort by a bidder to influence the evaluation, comparison or award decisions

in any manner, may result in rejection of the quote/proposal concerned.

ii. Bidders shall not contact NYDA on any matter pertaining to the tender from the time the

tender is closed to the time the tender has been adjudicated. The results of all tenders will be

published by the NYDA in the municipality website. Any effort by a tenderer to influence the

tender evaluation, tender comparisons, or tender award decisions in any matter, may result

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in rejection of the bidder concerned.

iii. Bidders shall not contact NYDA on any matter pertaining to the tender from the time the

tender is closed to the time the tender has been adjudicated. The results of all tenders will be

published by the NYDA in the municipality website. Any effort by a tenderer to influence the

tender evaluation, tender comparisons, or tender award decisions in any matter, may result

in rejection of the bidder concerned.

iv. The NYDA shall reject a submission if the bidder has committed a proven fraud and/or

corrupt act in competing for a particular contract.

v. NYDA may disregard the bid of any Tenderer if that bidder, or any of its directors have

abused the institution’s supply chain management system and or committed fraud or any

other improper conduct in relation to such system.

L. Review peocess

i. To evaluate and adjudicate bids effectively, it is imperative that bidders submit responsive

bids. To ensure a bid will be regarded as responsive it is imperative to comply with all

conditions pertaining to the bid and to complete all the mandatory fields and

questionnaires.

ii. Documents submitted on time by bidders shall not be returned and shall remain the property

of the NYDA.

iii. All bids duly lodged will be evaluated in accordance with the evaluation criteria.

iv. NYDA may require presentations from short-listed bidders as part of the bid process.

v. All tenders duly lodged as per the submission requirements will be evaluated in accordance

with the stipulated evaluation criteria.

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Sbd 4

Bidder’s disclosure

1. Purpose of the form

1.1 Any person (natural or juristic) may make an offer or offers in terms of this invitation to bid. In line with

the principles of transparency, accountability, impartiality, and ethics as enshrined in the Constitution

of the Republic of South Africa, 1996 (Constitution), and further expressed in the various applicable

legislation, it is required for the bidder to make this declaration in respect of the details required

hereunder.

1.2 If a person is listed in the Register for Tender Defaulters and/or the List of Restricted Suppliers, that

person will automatically be disqualified from the bid process.

2. Declaration on employment by organ of state

2.1 Is the bidder, or any of the directors / trustees / shareholders / members / partners of the bidder

employed by an organ of state, as defined in section 239 of the Constitution?

Yes/no

2.2 If YES, furnish particulars of the names, individual identity numbers, in the table below:

Full Name Identity Number Name of organ of state

2.3 Do you, or any person connected with the bidder, have a relationship with any person who is

employed by the procuring institution? YES/NO

2.3.1 If so, furnish particulars:

.............................................................................................................................................

..........................................................................................................................................

2.4 Does the bidder or any of its directors/trustees/shareholders members/partners or any person having

a controlling interest in the enterprise have any interest in any other related enterprise, whether or

not they are bidding for this contract? YES/NO

2.4.1 If so, indicate all companies registered in the CSD in the table below:

Supplier registration number Status (active/inactive/deleted)

(Maaa)

Failure to disclose all CSD-registered active companies linked to all Directors will lead to disqualification.

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