Lease of office space for legal aid SA bushbuckridge satellite office (5-Year term)

Closing Date: 09 June 2026 at 11h00 AM. Optional Briefing Session: 18 May 2026, 14:00–15:00 PM via Microsoft Teams (https://tinyurl.com/866r5bd8).

Bid Enquiries: Ms. Thandi Molemi, Email: [email protected], Tel: (013) 231 7058. Technical Enquiries: Mr. Sipho Ndhlovu, Email: [email protected], Tel: (013) 231 7058. Submission Address: Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg, 2001.

Submit a sealed envelope marked with: Tender Number (08/2026), Closing Date (09 June 2026), Time (11h00 AM), and your company name. Deposit in the locked tender box at Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg, 2001. Late submissions will not be accepted. All annexures must be completed in full using the given numbering format. Attachments must be clearly marked. Non-compliance risks disqualification. Tender forms must be handwritten in black ink. No electronic submissions (email, fax, etc.) are accepted. All documents become the property of Legal Aid SA. Proposals must remain valid for 150 days from closing date.

Evaluation is based on: Price (80 points) and B-BBEE Level of Contribution (20 points). Bidders must provide reference sites for verification. Affirmative action and SMME empowerment practices are required. Proof of CSD registration (active, tax-compliant, not restricted) is mandatory. B-BBEE verification certificate or sworn affidavit (for EMEs/QSEs) must be submitted to qualify for preference points. Consortia/joint ventures must submit separate compliance documents for each party.

Provision of office accommodation for up to five (5) years for the Bushbuckridge Satellite Office. The bidder must demonstrate the ability to deliver reliable, efficient, and effective office space. All deviations from specifications must be documented. The successful bidder assumes full responsibility for the service, including subcontracting. Quality assurance: defects due to poor workmanship must be rectified at the bidder’s cost. Intellectual property rights for any works created under the contract vest in Legal Aid SA unless otherwise agreed.

Firm prices only (non-firm prices will not be considered). Prices must be quoted in South African Rand (ZAR) and include all applicable taxes (VAT, PAYE, income tax, UIF, SDL). A detailed breakdown of costs, implementation, and support services must be provided. Delivery costs must be included in the bid price. Pricing schedule must adhere to SBD 3.1 format. Payment terms: Legal Aid SA approves project plans and costs; no delivery before an official order is issued. Travel and subsistence costs may be reimbursed only with prior written approval and must be substantiated with receipts.

Mandatory: Registration on National Treasury’s Central Supplier Database (CSD) as an active, tax-compliant, non-restricted supplier. Valid original Tax Clearance Certificate (TCS) from SARS (certified copies not accepted). For consortia/joint ventures, each party must submit separate TCS/CSD proof. B-BBEE Status Level Verification Certificate or sworn affidavit (for EMEs/QSEs) required for preference points. No bids accepted from state employees or entities with state-employed directors/members. Foreign bidders must comply with tax obligations or provide proof of exemption. SBD 4 (Bidder’s Declaration) and SBD 6.1 (Preference Points Claim Form) must be completed.

Optional Briefing Session:

Date: 18 May 2026

Time: 14:00PM – 15:00PM

Platform: Microsoft Teams (Link: Https://tinyurl.com/866r5bd8)

Closing Date and Time:

Date: 09 June 2026

Time: 11h00am

Proposal Validity Period:

150 days from the closing date.

Bid Enquiries:

Name: Thandi Molemi

Email: [email protected]

Tel: (013) 756 4500

Technical Enquiries:

Name: Sipho Ndhlovu

Email: [email protected]

Tel: (013) 756 4500

Submission Address:

Legal Aid House

29 De Beer Street

Braamfontein

Johannesburg

2001

Tenders must be submitted in a sealed envelope clearly marked:

Tender Number: No. 08/2026

Closing Date: 09 June 2026, Time: 11h00

Name of Company: (Bidder)

The tender must be deposited in the locked tender box located in the foyer at the reception area of Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg, 2001.

All annexures must be completed in full, using the given numbering format. Attachments must be clearly marked and specific to the information required. Any deviations may be ignored and could lead to disqualification.

All documents submitted in response to this request for proposals will become the property of Legal Aid SA.

Tender prices and delivery periods should be stated as firm for the duration of the contract.

All tender forms must be handwritten in BLACK ink. Do not use mechanical devices like typewriters.

Bidders must check that all pages are present and not duplicated.

No tenders transmitted by telegram, telex, facsimile, E-mail or similar apparatus will be considered.

Returnable Documents: Proof of registration on National Treasury’s Central Supplier Database (CSD) reflecting active, tax-compliant, and non-restricted status is required.

The evaluation will be based on the 80/20 preference points system. Price will account for 80 points, and B-BBEE status level of contribution will account for 20 points.

Bidders must provide:

• Names of reference sites for verification (or alternative references for new businesses).
• Evidence of affirmative action employment practices and procurement programmes promoting B-BBEE contribution.
• An ORIGINAL valid tax clearance certificate or proof of registration on CSD.
• Support for empowerment as specified by government (refer to SBD 6.1).

Properties offered must be available for inspection within five days of request. Failure to comply will result in disqualification. A site inspection certificate will be completed and signed by both Legal Aid SA and the Landlord or their representative.

Legal Aid SA may enter into further negotiations with the highest scoring bidder for rental and refurbishment allowance reductions, using the 80/20 price scoring system. Failure to participate within five days may lead to the bid being set aside and negotiations with other bidders.

Legal Aid South Africa requires office accommodation for its Bushbuckridge Satellite Office.

Key Requirements:

• Proximity to local courts for easy access.
• Close to public transport interchange facilities (taxi ranks, train stations, bus terminals).
• A standalone building in Bushbuckridge is desirable.
• Size: Minimum 119m², Maximum 134m².
• Parking: Four (4) bays required.
• Toilets: 2 (1 cubicle and 1 basin for females, 1 cubicle and 1 basin for males).
• Space allocation for staff, public waiting area, consultation rooms, and reception.
• Preferably ground floor or a building with functional lifts.
• Secured, safe, lockable parking for Legal Aid SA vehicles.
• User-friendly for disabled persons.
• Compliance with all building laws, regulations, bylaws, and health and safety standards.
• Zoned for office, business, or commercial purposes by the local authority (Title deed and zoning certificate may be required).
• Legal Aid SA branding compliant, allowing for signboard display.
• Provision for telephone and computer network points.
• Emergency generator as backup.

Refurbishment Requirements (Bidder must submit):

• Floorplans of the offered space.
• Commitment letter to refurbish as per tenant specifications, including a Tenant Installation amount.
• Partitioning as per Legal Aid SA's specification.
• Air-conditioning (preferably split units).
• Painting in corporate colours.
• Floor covering in corporate colours.
• Power skirtings with two power plugs per workstation.
• Network and telephone points.
• Blinds in corporate colours.
• Space plan.
• UPS facility integrated into specific plug points (Legal Aid SA responsible for the UPS Unit).

Bidders must supply a detailed breakdown of costs, charges, and related expenses, including a total bid amount.

Firm tender prices are preferred. Bidders must clearly state whether prices and delivery periods will remain firm for the duration of the contract.

Tender prices must be quoted in South African Rand, unless otherwise specified.

Bidders must provide proof of registration on National Treasury’s Central Supplier Database (CSD), confirming they are an active, tax-compliant, and non-restricted supplier.

An ORIGINAL valid tax clearance certificate is required.

Bidders must demonstrate affirmative action employment practices and procurement programmes that promote contribution to B-BBEE.

Compliance with all building laws, regulations, bylaws, and health and safety standards is mandatory.

The building must be zoned by the local authority for office, business, or commercial purposes. A title deed and zoning certificate might be required on or before award.

Failure to complete all attached forms, questionnaires, and specifications in all respects may invalidate the tender.

Tenant (Legal Aid South Africa): - Physical Address: Legal Aid House, 29 De Beer Street, BRAAMFONTEIN, 2017. - Postal Address: Private Bag X 76, BRAAMFONTEIN, 2017. Landlord must provide: - Physical and postal address. - Telephone, fax, email, cell, and alternative contact number.

Submit a completed Request for Proposal (Annexure B) with Schedule 1, including: - Full legal details of the landlord (company/CC/trust/individual name, registration or ID number, and signatory capacity). - Full description of the leased premises (physical address, building name, Erf number). - Commencement and expiry dates of the lease. - Landlord banking details (account name, number, institution, branch, branch code, account type, reference number, VAT registration). - Annual escalation rate (compounded) and basic monthly rental (excluding VAT). - Breakdown of lettable area (office space, parking bays, other charges) with unit rent, total rent, VAT, and total monthly payable for each of the 5 years. - Separate letter detailing any additional charges. - Total lease cost for 5 years. - Tenant installation allowance (if applicable). - Three contactable references (name, phone, email, company). - Landlord’s physical and postal address, telephone, fax, email, cell, and alternative contact number. - Clarification of service provider duties (e.g., internal/external maintenance, municipal rates, insurance, fire equipment). - Clarification of Legal Aid SA duties (e.g., water/electricity, cleaning, security, consumables). - Full names and capacity of the signatory for the service provider.

Scope: Provision of office accommodation for up to 5 years for Legal Aid SA’s Bushbuckridge Satellite Office. Service Provider Responsibilities (Landlord): - Internal maintenance (general and normal wear & tear). - External maintenance. - Garden maintenance. - Air conditioning maintenance. - Lift maintenance. - Floor covering (normal wear). - Municipal rates and increases. - Insurance and all increases. - Replacement of light bulbs. - Fire-fighting equipment and services. Legal Aid SA Responsibilities (Tenant): - Water and electricity consumption (as per municipal account). - Sanitary services and refuse removal. - Domestic cleaning services. - Consumables supply. - Internal maintenance (break & pay rule). - Alarm/security system maintenance. - Replacement of light bulbs. - Furniture, office equipment, and appliances. Lease Details: - Premises must include office space, parking bays, and any other charges (detailed breakdown required). - Rental escalates annually at a compounded rate specified in the proposal. - VAT applies at the prevailing rate.

Pricing Structure: - Basic monthly rental (excluding VAT) per lettable unit (office space, parking bays, other charges). - Annual escalation rate (compounded) applied to rental from each anniversary of the commencement date. - VAT at 15% (or applicable rate) added to monthly rental. - Total monthly payable must be calculated for each year (1-5). - Separate breakdown required for additional charges (e.g., municipal services). - Total lease cost for 5 years must be provided. - Tenant installation allowance (if applicable) to be specified. Payment Terms: - Rental payments must be made to the landlord’s specified bank account (details required in submission). - Charges for electricity and water are payable by the tenant as per municipal accounts.