Lease of office space in butterworth for legal aid SA local office (5-Year operational lease)

• Closing Date and Time: 03 August 2026 at 11h00 AM.
• Non-Compulsory Session: 16 July 2026 from 12:00-13:00 at ECDC Building, 24 High Street, Butterworth.
• Validity Period: Bids must remain valid for 150 days from closing date.
• Site Inspection: Properties must be made available for inspection within five days of request. A site inspection certificate must be completed and signed.

• Bid Enquiries: Ms. Nosisa Nowalaza, Telephone: (047) 491 0006, Email: [email protected]
• Technical Enquiries: Mr. Siyabulela Ntushelo, Telephone: (047) 491 0006, Email: [email protected]
• Submission Address: Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg, 2001.

• Submit by 11h00 AM on 03 August 2026. Late submissions will not be considered.
• Deliver sealed bids to the tender box in the foyer of Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg, 2001.
• Envelope must be marked with Tender Number 19/2026, Closing Date 03 August 2026, Time 11h00 AM, and Company Name.
• All annexures must be completed in full using the given numbering format. Deviations may be ignored.
• All documents submitted become the property of Legal Aid SA.
• Proposals must remain valid for 150 days.
• Failure to complete required forms (SBD 1, SBD 4, SBD 6.1) or provide CSD report may invalidate the bid.
• Tenders must be handwritten in BLACK ink on the official forms provided, not retyped.
• No tenders transmitted by telegram, telex, facsimile, or email will be considered.

1) Registered on National Treasury's Central Supplier Database as active and tax compliant, 2) Not listed on Register for Tender Defaulters/Restricted Suppliers, 3) Valid Tax Clearance Certificate, 4) B-BBEE compliance documentation, 5) No state employees in controlling interest (with disclosure requirements), 6) Must allow property inspections within 5 days of request, 7) Must participate in post-tender negotiations if requested.

• Provision of office accommodation for Butterworth Local Office for up to five years.
• All properties must be made available for inspection within five days of request.
• Site inspection certificate must be completed and signed by Legal Aid SA representative and bidder.
• Legal Aid SA may enter into further negotiations with preferred bidder for reductions in rental and refurbishment allowances.
• Failure to participate in negotiations within five days may result in bid being set aside.

• Firm prices only; non-firm prices (including subject to exchange variations) not considered.
• Prices quoted in South African Rand, inclusive of all applicable taxes (VAT, PAYE, income tax, UIF, skills levies).
• Delivery costs must be included in bid price.
• Payment terms: Payment within 30 days after submission of invoice and delivery note.
• No reimbursement for bid preparation costs.
• Authorised disbursements (travel, subsistence) refunded at reasonable actual cost, supported by receipts.

• Must be registered on National Treasury Central Supplier Database (CSD) and submit CSD report showing tax compliance and active supplier status.
• Original valid Tax Clearance Certificate required; certified copies not accepted.
• B-BBEE: Submit B-BBEE Status Level Verification Certificate or Sworn Affidavit (for EMEs & QSEs) to qualify for preference points.
• Complete and sign SBD 1 (Invitation to Bid), SBD 4 (Bidder's Declaration), SBD 6.1 (Preference Points Claim Form).
• Foreign bidders must comply with tax obligations if liable in RSA.
• Bidders listed in Register for Tender Defaulters or List of Restricted Suppliers will be disqualified.

• Tenant: Legal Aid South Africa.
• Postal Address: Private Bag X 76, Braamfontein, 2017.

• This offer will be valid for a period of four months.
• Legal Aid SA reserves the right not to enter into a lease longer than five years.
• A detailed breakdown letter for any other charges must be separately submitted and supported.

Landlord must provide: company/trust/individual details with registration/ID number, authorized signatory capacity, property ownership (Erf number), three contactable references, and valid VAT registration number.

• The leased premises must be described with full physical address and details.
• Property details must include the erf number.
• The lease commencement and expiry dates must be specified.
• The landlord must provide full bank account details for rental payments, including account name, number, institution, branch name, branch code, type of account, reference number (if applicable), and VAT registration number.
• An annual escalation rate (compounded) must be stated.
• Basic monthly rental (excluding VAT) must be provided.
• Tenant will pay for electricity and water as per municipal accounts.
• A detailed pricing schedule for years 1 to 5 must be completed, covering office space (M²), parking bays, and other charges.

• Provide a detailed monthly pricing schedule for a five-year lease.
• For each year (1 to 5), specify:
• Description (office M², parking bays, other charges).
• Lettable area.
• Unit rent per area.
• Total monthly rent excluding VAT.
• VAT amount.
• Total monthly rent including VAT.
• Rental escalates annually at a stated compounded rate from each anniversary of the commencement date.
• A detailed breakdown letter for any other charges must be separately submitted and supported.
• Total lease agreement costs must be calculated for five years, seven years, and nine years eleven months (with schedules for extended periods if applicable).
• A tenant installation allowance amount may be specified.

• Provide a detailed monthly pricing schedule for a five-year lease, broken down by year (1 to 5).
• For each year, specify lettable area, unit rent per M² for office space, parking bays, and other charges, showing totals excluding VAT, VAT amount, and total monthly rent including VAT.
• The rental will escalate annually at a stated compounded rate from each anniversary of the commencement date.
• A detailed breakdown letter for any other charges must be separately submitted and supported.
• Total lease agreement costs must be calculated for five years, seven years, and nine years eleven months (with schedules for extended periods if applicable).
• A tenant installation allowance amount may be specified.

• The service provider (landlord) must detail their duties and responsibilities, which include:
• Internal maintenance (general and normal wear & tear).
• External maintenance.
• Garden maintenance.
• Air conditioning maintenance.
• Lift maintenance.
• Floor covering maintenance for normal wear.
• Payment of municipal rates and increases.
• Insurance and all increases.
• Replacement of light bulbs.
• Fire fighting equipment and services.
• Legal Aid SA’s responsibilities include:
• Water and electricity consumption.
• Sanitary services and refuse removal.
• Domestic cleaning services.
• Consumables supply.
• Internal maintenance under a 'brake & pay' rule.
• Alarm/security system maintenance.
• Replacement of light bulbs.
• Furniture, office equipment, and appliances.
• The person signing the contract on behalf of the service provider must provide their full names and capacity.

• Legal Aid SA reserves the right not to enter into a lease longer than five years.
• This offer will be valid for a period of four months.

• Closing Date and Time: 03 August 2026 at 11h00.
• Non-Compulsory Briefing Session: 16 July 2026, from 12:00 to 13:00, at ECDC Building, 24 High Street, Butterworth.

• A non-compulsory briefing session will be held on 16 July 2026, from 12:00 to 13:00, at ECDC Building, 24 High Street, Butterworth.

• For Bid Enquiries: Nosisa Nowalaza, Email: [email protected], Tel: (047) 491 0006.
• For Technical Enquiries: Siyabulela Ntushelo, Email: [email protected], Tel: (047) 491 0006.
• Submission Address: Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg, 2001.

• Submit your proposal by 11h00 on 03 August 2026. Late submissions will not be accepted.
• Deliver your sealed tender to the locked tender box in the foyer at Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg, 2001.
• The envelope must be clearly marked with: Tender Number: No. 19/2026, Closing Date: 03 August 2026, Time: 11h00, and your Company Name.
• All annexures and forms must be completed in full, using the specified numbering format.
• Any attachments must be clearly marked and relevant to the requested information. Deviations may be ignored.
• Failure to adhere to these requirements may result in disqualification.
• All tender forms must be handwritten in BLACK ink; mechanical devices like typewriters are not allowed.
• Proposals must remain valid for 150 days.

• Complete all annexures, forms, questionnaires, and specifications in full.
• Submit floorplans, refurbishment commitment letter, and other refurbishment documents as specified.
• Tender forms must be handwritten in BLACK ink.
• Check page numbers to ensure none are missing or duplicated.

Must be registered on National Treasury's Central Supplier Database (CSD) as an active, tax-compliant, non-restricted supplier; must provide valid tax clearance certificate or CSD proof; must demonstrate affirmative action and B-BBEE compliance; must allow property inspection within 5 days of request; must have relevant experience in property management; proposals must be complete and follow specified numbering format.

• Office accommodation required for Butterworth Local Office for up to five years (leases of 7-10 years also considered).
• Location: Must be near local courts and public transport (taxi ranks, train stations, bus terminals). A standalone building in Butterworth is preferred.
• Space: Minimum 371m², maximum 381m², with ten (10) parking bays.
• Layout: Must include working space for 26 staff, management, public waiting area, consultation rooms, and reception.
• Toilets: Two toilets required (3 cubicles & 3 basins for females, 3 cubicles, 3 basins & 2 urinals for males). A separate client toilet and disabled toilet are advantageous.
• Building: Preferably ground floor or with functional lifts. Must have secure, lockable parking for Legal Aid SA vehicles.
• Accessibility: Must be user-friendly for disabled persons.
• Compliance: Must comply with all building laws, regulations, bylaws, and health and safety standards.
• Zoning: Must be zoned for office, business, or commercial purposes. Title deed and zoning certificate may be required.
• Branding: Must allow display of Legal Aid SA signboard and be branding compliant.
• Infrastructure: Must have telephone and computer network points and an emergency generator backup.
• Refurbishment: Bidder must submit floorplans, a commitment letter for refurbishment (with Tenant Installation amount), and details for partitioning, air-conditioning (preferably split units), painting, floor covering, power skirtings (two plugs per workstation), network/telephone points, blinds, space plan, and UPS facility integration.

• For refurbishment, submit: floorplans, commitment letter for tenant specification works, partitioning plans, air-conditioning (split units preferred), painting and floor covering in corporate colours, power skirtings with two plugs per workstation, network/telephone points, blinds in corporate colours, a space plan, and UPS facility integration (Legal Aid SA provides UPS unit).

• Provide company/business details: name, contact names and numbers, address.
• Indicate if you are the primary contractor or in a joint venture/alliance.
• State number of personnel, turnover for the last three financial years, and percentage growth.
• Submit a valid tax clearance certificate or proof of CSD registration.

• Any defects due to poor workmanship must be rectified by the bidder at their own cost and time.
• Correction costs must be separately noted on billing documentation.

• Supply a detailed breakdown of all costs/charges and the total bid amount.

• Provide a detailed breakdown of all costs/charges and a total bid amount.
• Prices must be quoted in South African Rand.
• Bidders must state whether prices and delivery periods will remain firm for the contract duration.
• Authorised disbursements (travel, subsistence) will be reimbursed at reasonable actual cost, subject to Legal Aid SA's travel policy and prior written approval. Claims require documentary evidence (receipts, logs).
• Expenses for proposal preparation and presentations are the bidder's responsibility and will not be reimbursed.

• Proof of registration on the National Treasury Central Supplier Database (CSD) is mandatory. The CSD must reflect the bidder as an active, tax-compliant supplier not under restriction.
• An ORIGINAL valid tax clearance certificate or CSD registration is required.
• Bidders must demonstrate affirmative action employment and procurement practices that promote B-BBEE contribution.
• The 80/20 preferential points system applies: B-BBEE status level contributes 20 points.
• All information provided by Legal Aid SA is confidential and must not be disclosed to third parties without written consent.

• The building must comply with all health and safety regulations and bylaws.

• Legal Aid SA aims to be an environmentally responsive organisation. Bidders should consider sustainable practices.

• The proposal, once awarded, forms a binding contract. The successful bidder assumes full responsibility, regardless of subcontracts.
• Legal Aid SA reserves the right not to award the tender.
• The proposal must remain valid for 150 days.
• All tender documents become the property of Legal Aid SA.
• Confidentiality: All information from Legal Aid SA is private; bidders must not disclose it without prior written consent.
• Intellectual property rights for works created under the contract vest in Legal Aid SA unless otherwise agreed in writing.
• No costs will be reimbursed without prior written approval from Legal Aid SA.
• Authorised travel costs will be reimbursed per Legal Aid SA's travel policy; private vehicle use at Automobile Association rates.
• All claims require documentary evidence (receipts, logs).

• Proof of CSD registration is mandatory, showing the bidder as active, tax-compliant, and not restricted.

• Evaluation uses the 80/20 system: 80 points for price, 20 points for B-BBEE status level. References, tax compliance, and property inspection availability are also assessed.