Lease of office accommodation for eastern cape department of agriculture – bizana service centre (36 months)

Administrative contact: Ms A Mdutyulwa, Tel 083 459 2079, [email protected].

Technical contact: Mr Nkopane, Tel 076 189 0068, [email protected].

Submission address: Tender box, Office No 9, 206 Magistrate Street, Maluti EX College, Maluti 4740.

• Obtain the tender documents from the SCM – Acquisition Management Services office (Office No 9, 206 Magistrate Street, Maluti EX College) between 06 Feb 2026 and 02 Mar 2026.
• Complete all returnable forms in black ink; no correction fluid. Any amendment must be crossed out and initialed.
• Assemble the original tender and the required number of copies, seal each package and label them “ORIGINAL” and “COPY”.
• Place the sealed packages in an outer envelope clearly marked with the project number (SCMU8 25/26‑0111) and description, together with the bidder’s name and contact address.
• Deliver the envelope to the tender box at Office No 9, 206 Magistrate Street, Maluti EX College, 4740 no later than 11:00 am on 02 Mar 2026. Late submissions, electronic, telegraphic or faxed bids will be rejected.
• Required forms include: detailed quotation (price breakdown), certificate of authority for signatory, schedule of work, equity ownership declaration, all SBD documents (signed, witnessed), supplier arrangement form (if a general dealer), and any joint‑venture agreement where applicable.
• Disqualification risks: missing or incomplete forms, use of correction fluid, late delivery, failure to seal packages correctly, non‑registration on CSD/LOGIS, or non‑compliance with tax status.
• Administrative enquiries: Ms A Mdutyulwa – Tel 083 459 2079 – [email protected]; technical enquiries: Mr Nkopane – Tel 076 189 0068 – [email protected].

• Evaluation uses an 80/20 point system (80 points for price, 20 points for preference goals) as prescribed in the Preferential Procurement Regulations 2022.
• Preference goals and points:

– 5 pts – EME/QSE ≥ 51 % black‑owned (ID copy, CIPC registration, CSD ownership report).

– 2 pts – Located in the province where services are rendered (municipal rates account, councilor letter or lease agreement).

– 7 pts – EME/QSE ≥ 51 % women‑owned (same documentation as above).

– 4 pts – EME/QSE ≥ 51 % youth‑owned (≤ 35 years) (same documentation).

– 2 pts – EME/QSE ≥ 51 % disability‑owned (ID, CIPC, CSD report, medical certificate, SASSA proof).

• All verification documents must be attached; missing documents = no points.
• Minimum threshold: a tender must be responsive (all required forms signed, complete, and compliant) before any points are awarded.
• The department may reject the most financially favourable bid if it does not advance designated groups, presents a high risk profile, has a history of poor performance, or has been awarded an excessive number of contracts.
• Corrupt or fraudulent conduct results in immediate disqualification.
• Scoring stages: (1) check responsiveness, (2) allocate preference points, (3) calculate total points (price + preferences) and rank.

• Lease of office accommodation at Bizana Service Centre (Winnie Madikizela Mandela Local Municipality) for 36 months.
• Total floor area required: 313.5 m² (including offices, boardroom, kitchen, toilets and a separate 80 m² veterinary clinic space).
• Minimum office layout includes specified numbers of rooms (e.g., 1 State Vet, 17 Agricultural Advisors, 10 Animal Health Technicians, etc.) with the dimensions listed in the specification table.
• Building must be disability‑competent, have network cabling in all offices, a fenced perimeter (brick wall or equivalent), parking for at least 10 vehicles with shelter, a separate 80 m² vet‑clinic space, and a security guard room with electricity.
• All municipal levies, rates, water and electricity must be paid by the supplier on a month‑to‑month basis.
• Compliance with Office Accommodation Norms and Standards (July 2015) is mandatory.
• Supplier must provide references for similar office‑leasing projects for risk assessment.
• Failure to meet the specifications may result in contract termination.

• Submit a firm price inclusive of all applicable taxes; VAT must be shown separately.
• Prices must be fixed for the full 36‑month contract; no price adjustments or indexation will be accepted.
• All duties, taxes (except VAT) and levies applicable 14 days before closing must be included in the quoted price.
• Prices are evaluated for 80 points of the total score.
• Bid validity: 90 days after the closing date.
• No bid bonds or guarantees are mentioned; if required, they will be requested after award.
• Payment terms: monthly invoicing for services rendered (as per PPS 4), subject to receipt of a valid invoice.

• Register on the Central Supplier Database (CSD) and LOGIS before the closing date; unregistered bidders are ineligible.
• Tax compliance: CSD tax status will be verified; a hard‑copy tax clearance certificate is not required, but the bidder must be tax‑compliant at the time of award.
• B‑B‑BEE: Preference points are awarded based on the specific goals (EME/QSE ownership, location, gender, youth, disability) with required supporting documents (ID, CIPC registration, CSD report, municipal rates/lease, medical certificate, SASSA proof).
• CIDB: Not explicitly required in the extracted text.
• CIPC: Company registration documents must be current and attached where ownership verification is needed.
• Professional registrations: Not specified.
• Joint ventures/consortia: Must submit a Joint Venture Agreement or intention to form one, plus separate tax compliance documents for each party.
• Suppliers classified as general dealers must submit a supplier arrangement form.
• All SBD forms must be completed, signed, witnessed and submitted in black ink.
• Disqualification occurs for non‑registration, non‑compliance with tax status, missing preference documentation, use of correction fluid, or failure to meet any mandatory form requirements.

• Administrative enquiries: Andiswa Mdutyulwa – tel 083 459 2079 – email [email protected].
• Technical enquiries: Tshepo Nkopane – tel 076 189 0068 – email [email protected].
• Submission address: Office 9, 206 Magistrate Street, Maluti EX College, Maluti, 4740.

• Bids must be delivered in a sealed envelope clearly marked with the project number (SCMU8 25/26-0111) and description.
• Delivery address: Office No 9, 206 Magistrate Street, Maluti EX College, Maluti, 4740 (tender box).
• Closing date/time: 02 March 2026 by 11:00 hrs. Late bids will be rejected.
• All forms must be completed in black ink; no correction fluid or erasures allowed – any change must be crossed out and initialed.
• Use the official returnable forms supplied (SBD 1‑6, certificate of authority, equity declaration, etc.).
• If a two‑envelope system is required, place technical documents in an envelope marked “technical proposal” and pricing documents in an envelope marked “financial proposal”, each sealed and labelled with the bidder’s name and address.
• No electronic, telegraphic or facsimile submissions will be accepted.
• Failure to submit any required document (e.g., joint‑venture agreement, preference‑point verification) will result in a non‑responsive bid.

• Overall score is based on an 80/20 point system: 80 points for price (lowest price gets full 80 points) and 20 points for specific goals (preference points).
• Preference points are awarded only when the required verification documents for each specific goal are attached (EME/QSE ownership, location, women‑owned, youth‑owned, disability‑owned).
• Minimum quality (technical) score must be achieved before financial scores are considered (as per the two‑envelope evaluation stages).
• Scoring methods may follow one of the four methods described – ranking by price, scoring financial + preference, or adding a quality score first.
• The evaluation panel must consist of at least three persons.
• Any deviation from the specifications or missing mandatory documents will lead to disqualification.

• Lease of office accommodation for 36 months at Bizana Service Centre (Winnie Madikizela Mandela Local Municipality).
• Total floor area required: approx 313.5 m² (offices, boardroom, kitchen, toilets, plus a separate 80 m² vet‑clinic space).
• Specific rooms and sizes listed (e.g., State Vet 13.2 m², Assistant Director 9.9 m², Boardroom 40 m², etc.).
• Building must be disability‑competent, have network cabling in all offices, fenced (brick wall or equivalent), parking for at least 10 vehicles with shelter, a security guard room (brick or prefab with electricity), and a vacant 80 m² space for a vet clinic.
• Supplier is responsible for monthly municipal levies, rates, water and electricity.
• Service contract period: 36 months; SLA to be signed after award.

• Only firm prices will be accepted; non‑firm or exchange‑rate‑linked prices are excluded.
• Prices must be inclusive of all applicable taxes; VAT to be shown separately.
• Monthly invoicing for services; payment on receipt of a valid invoice.
• No price adjustments or escalations are permitted during the contract period.
• No bonds, guarantees or securities are specifically required in the tender documents.

• All bidders must be registered on the Central Supplier Database (CSD) and LOGIS before the closing date.
• Tax compliance must be verified via CSD; a SARS Tax Compliance Status (TCS) PIN or certificate must be provided (hard copy optional).
• Preference points are awarded for the following specific goals (EME/QSE ownership, location, women‑owned, youth‑owned, disability‑owned) – required documentation includes ID copy, CIPC registration, CSD ownership report, municipal rates/lease proof, medical certificate/SASSA registration where applicable.
• Joint‑venture or consortium bidders must submit a joint‑venture agreement and proof for each party.
• B‑BEE status is assessed through the specific goals; no separate B‑BEE certificate is mentioned.
• Bidders listed on the Register for Tender Defaulters or List of Restricted Suppliers will be automatically disqualified.
• No persons employed by the State (or close relatives) may have an interest in the bidding entity.