Office space lease for csos george satellite office (2‑year term)

4.2 Building Features

TERMS OF REFERENCE FOR THE APPOINTMENT OF A SERVICE PROVIDER TO PROVIDE OFFICE SPACE FOR

THE CSOS GEORGE SATELLITE OFFICE FOR A PERIOD OF TWO (2) YEARS

4.2.1 The building must be in a secure environment that promotes the safety of the CSOS’ employees,

stakeholders, and visitors and must have provisions for access for persons with disabilities.

4.2.2 The office must be in a secure office park.

4.2.3 The leased floor space size (not the total size of the property) must be within a range of 100-

120sqm. The bidder may provide an office space that is bigger than 120 square meters at no

additional financial cost.

4.2.4 The preferred premises should be easily accessible by public transport (taxis, buses) in cities.

4.2.5 The CSOS requires beneficial occupation of the office space facility within one month of

occupation to allow tenant installation to be done during the first month.

4.2.6 The CSOS requires the office premises to be customised to fit its image and suit its functions.

4.2.7 The building should be compliant with SANS10400.

4.2.8 All building-related issues, such as zoning rights, servitudes, municipality regulations,

environmental requirements, Occupational Health and Safety requirements and compliance

certificates, and other applicable statutory requirements must be complied with.

4.2.9 The landlord must provide a standby generator or any form of electricity backup with the capacity

to supply power to the office and its equipment during a power outage.

4.2.10 The building must have a water storage system for backup water, or an intention to install within

a month of appointment.

4.2.11 The CSOS requires occupation of the office space facility from 1 April 2026.

4.2 Building Compliance

The building should meet the following statutory requirements:

4.2.1 The Occupational Health and Safety (OHS) certificate

4.2.2 An Electricity Certificate of Compliance (COC)

4.2.3 Fire Certificate of Compliance

4.2.4 The above-mentioned certificates must be provided a month after the appointment.

TERMS OF REFERENCE FOR THE APPOINTMENT OF A SERVICE PROVIDER TO PROVIDE OFFICE SPACE FOR

THE CSOS GEORGE SATELLITE OFFICE FOR A PERIOD OF TWO (2) YEARS

4.2.5 The above-mentioned certificates must be valid for the duration of the lease agreement.

4.2.6 Failure to comply within the stipulated timeframe will result in the entity proceeding to

award the next highest scoring bidder.

4.2.7 The building should allow for an easily accessible entrance/exit to and from the building by staff,

clients, and stakeholders. The building must make provision for perimeter access control, which

must be accessible to staff, clients, and stakeholders. Access for persons with disabilities must

be made available.

4.3 Bathroom Facilities for Males & Females

4.3.1 Bathrooms must be refurbished and/or fitted with pans, hand-washing basins, standard mirrors,

partitioning, and floor tiles.

4.3.2 The Landlord should install sanitation equipment, toilet roll holders, liquid soap dispensers, and

paper dispensers. The minimum toilet facilities must be provided for males and females, as

specified below:

a) Minimum One (1) female toilet,

b) Minimum One (1) Male toilet, with urinal and

c) Minimum One (1) toilet for persons with disabilities (Shared by Male or Female).

4.4 Persons with Disabilities

4.4.1 The building shall accommodate persons with disabilities and comply with the relevant acts,

regulations, and municipal by-laws.

4.4.2 Bathroom facilities for persons with disabilities (clients and staff) must be provided for, as per

National Building Regulations , SANS 10400.

4.5 Lease Period.

4.5.1 The lease period shall be for two (2) years.

4.5.2 The lease must be flexible to provide for:

a) Extension

b) Termination

c) First right of refusal

4.6 Building Amenities

TERMS OF REFERENCE FOR THE APPOINTMENT OF A SERVICE PROVIDER TO PROVIDE OFFICE SPACE FOR

THE CSOS GEORGE SATELLITE OFFICE FOR A PERIOD OF TWO (2) YEARS

4.6.1 The building must be at street level for the front office.

4.6.2 The building should allow for comfortable entrance/exit to and from the building by staff,

clients, and stakeholders. The building must make provisions for perimeter access control,

which must be accessible to both staff and stakeholders. Access for people with disabilities

must be made available.

4.6.3 Windows must have blinds or appropriate curtaining or an option to brand them.

4.6.4 Air conditioners, fire equipment installation and maintenance, and building

maintenance, including inside the CSOS offices, remain the responsibility of the

landlord.

4.6.5 The office space must have a kitchen with cupboards, adequate space to accommodate a

fridge and microwave, as well as adequate plug points, and a sink with hot and cold taps.

4.6.6 There must be visible exit doors with keys to be used in the event of an emergency.

4.6.7 The building’s evacuation floor plans must be available and displayed.

4.6.8 External signage must be permissible.

4.6.9 The offices must have a smoke/fire detection system. (In the absence of a smoke detection

system, they must be installed within a month of appointment.

4.7 Exterior.

4.7.1 The building must be an existing building (a completely built structure), and external signage

must be permissible.

4.8 Climate-Controlled Air-Conditioning.

4.8.1 Climate-controlled air conditioning must be provided in all offices, boardrooms and reception

areas.

4.9 Electricity

4.9.1 The Installation and design shall comply with all relevant regulations and by-laws.

4.9.2 A sufficient power supply is to be provided to increase demand at peak times, and each

functional area shall have independent control of lighting, while emergency lights shall

comply with the National Building Regulations.

4.9.3 The proposed building must have a backup generator unit or any electricity backup system

that provides enough electricity without disruption to the business.

4.9.4 Each office and boardroom must be equipped with easily accessible and sufficient electrical

plugs.

4.9.5 The service provider must provide an electrical certificate before occupancy.

TERMS OF REFERENCE FOR THE APPOINTMENT OF A SERVICE PROVIDER TO PROVIDE OFFICE SPACE FOR

THE CSOS GEORGE SATELLITE OFFICE FOR A PERIOD OF TWO (2) YEARS

4.10 Security Of the Building.

The building must be secured with internal and external security access control systems as follows:

4.10.1 Burglar proofing for ground floor offices, entrances, etc, if applicable.

4.10.2 Security electric fencing, if applicable.

4.10.3 The parking area must be well lit.

4.10.4 The office park security services should be part of the building package, including the

security personnel at the entrance/ gate.

4.10.5 Fire detection and fire control system.

4.10.6 Emergency assembly area.

4.10.7 Adequate lighting

4.10.8 After-hour access to the office may be required.

4.10.9 Alarm system and armed response for the office

4.11 Parking

4.11.1 Covered Parking for Employees

a) Two (2) covered/ basement parking bays are required for employees’ vehicles at

the premises and must be available for exclusive use by the CSOS.

4.11.2 Visitors Parking

a) Two (2) open parking bays for the CSOS clients, as well as 1 parking bay for people with

disabilities.

b) There must be an option available to increase or decrease parking bays as and when

required.

4.12 Availability

4.12.1 Occupation is to commence within a month of appointment or before 1 April 2026.

4.13 Insurance

4.13.1 Structural building insurance is the responsibility of the landlord.

4.13.2 The Bidder must provide proof of Public Liability Insurance of a minimum of R10 000 000,

which will be valid for the duration of the contract, and must be provided within 15 days of

appointment.

4.13.3 Failure to comply within the stipulated timeframe will result in the entity proceeding to award

the next highest scoring bidder

TERMS OF REFERENCE FOR THE APPOINTMENT OF A SERVICE PROVIDER TO PROVIDE OFFICE SPACE FOR

THE CSOS GEORGE SATELLITE OFFICE FOR A PERIOD OF TWO (2) YEARS

4.14 Fire Protection & Risk Management

4.14.1 The Fire control, safety, and risk management shall be in full compliance with the National

Building Regulations, SABS 10400 as amended. Fire extinguishers must be supplied and

accessible in emergencies, and they must be serviced every year or when required.

4.15 Vertical Movements

4.15.1 Stairs

The building must have stairs/ramps in case of fire if it has more than one floor.

4.15.2 Lifts

If the building has more than one floor, it must provide lifts to be utilised as passenger lifts

and or goods with a minimum payload of 1,000 kg at any given time. The building and lifts

must comply with the relevant legislation. The lift must allow accessibility for persons with

disabilities (in wheelchairs) and must be regularly maintained by the landlord. The service

provider must be able to provide a lift maintenance schedule and certificate when

requested.

5. THE LANDLORD’S RESPONSIBILITIES

The Landlord’s responsibilities include the following:

5.1 The total cost of the contract is to be indicated, with a breakdown of the rental schedule for

the period of the lease agreement, including the following items: -

5.1.1 Payment of rental and deposit.

5.1.2 Rental amount per square meter.

5.1.3 Office partitioning as guided by the CSOS – where required.

5.1.4 Parking.

5.1.5 Air-conditioning maintenance.

5.1.6 Breakdown of operating cost items and an indication and or estimates of operating costs per

month.

5.1.7 Proposed lease agreement with relevant appendices,

5.1.8 Electricity back-up system or the intention to install within a month of appointment.

5.1.9 Installation and management of fire equipment inside the offices.

5.1.10 The drawing and mounting of evacuation plans for the office.

5.1.11 Maintenance of the CSOS office, including the replacement of light bulbs and other

maintenance issues.

TERMS OF REFERENCE FOR THE APPOINTMENT OF A SERVICE PROVIDER TO PROVIDE OFFICE SPACE FOR

THE CSOS GEORGE SATELLITE OFFICE FOR A PERIOD OF TWO (2) YEARS

The building shall comply with all laws, including but not limited to, at least the following

specifications, laws, or local authority requirements:

6.1 Certificate of Occupancy – issued by the Local Authority in terms of the National Building

Regulations and Building Standards Act.

6.2 Occupational Health and Safety Act

6.3 Code of practice – Interior Lighting SABS 0114:1996 - Part I

6.4 The National Building Regulations and Building Standards Acts 1977 (Act ) as

amended (SANS 10400).

6.5 The Municipal by-laws and any special requirements of the local supply authority.

6.6 The local fire regulations.

6.7 Evacuation plans must be mounted in strategic areas.

6.8 The offices must have a smoke/fire detection system- (In the absence of a smoke detection

system, they must be installed within a month of appointment).