Lease of office space for legal aid SA kirkwood satellite office (5-10 year lease)

• Closing date and time: 03 August 2026 at 11:00 AM.
• Non-compulsory briefing session: 16 July 2026, 11:00 AM - 12:00 PM at 32B John Street, Kirkwood 6230.

• Technical enquiries: Wongiwe Makhenyane, Email: [email protected], Tel: (041) 991 1811.
• Bid enquiries: Lifa Mbata, Email: [email protected], Tel: (041) 991 1811.
• Submission address: Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg, 2001.

• Submit by 11:00 AM on 03 August 2026.
• Deposit sealed bid in the tender box at Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg, 2001.
• Envelope must be marked with Tender Number: No. 20/2026, Closing Date: 03 August 2026, Time: 11h00, and your company name.
• All annexures must be completed in full using the given numbering format.
• Deviations from submission requirements may lead to disqualification.
• All documents submitted become the property of Legal Aid SA.
• Proposal must remain valid for 150 days.

• Required office accommodation for Kirkwood Satellite Office, with leases of 5 years considered (7-10 year leases also considered).
• Location must be in proximity to local courts and public transport facilities; a standalone building in Kirkwood is most desirable.
• Office space: minimum 86m², maximum 96m², with one (1) parking bay. Must include working space for 3 employees, public waiting area, consultation rooms, and reception area.
• Building should preferably be on ground floor or have functional lifts, with secured lockable parking for Legal Aid SA vehicles.
• Must be user-friendly for disabled persons and comply with all building laws, regulations, and health and safety requirements.
• Building must be zoned for office, business, or commercial purposes; title deed and zoning certificate may be required before award.
• Must allow Legal Aid SA branding and signboard display.
• Requires telephone and computer network points and emergency generator backup.
• Refurbishment requirements include submission of floorplans, commitment letter for tenant installation, partitioning per specification, air-conditioning (preferably split units), painting and floor covering in corporate colours, power skirtings with two plugs per workstation, network/telephone points, blinds in corporate colours, space plan, and UPS facility integration.

• Defects attributable to poor workmanship must be rectified by the bidder at own cost, with costs separately noted on invoices.
• Intellectual property rights in works created under the contract vest in Legal Aid SA unless otherwise agreed in writing.
• Authorised disbursements require prior written approval and will be reimbursed at reasonable actual cost with documentary evidence.
• Bidders warrant they are highly skilled, professional, competent, and experienced in the tendered area.

• Detailed breakdown of total charges, implementation, and support services must be supplied.
• Travel reimbursements follow Legal Aid SA policy; private vehicle use reimbursed at Automobile Association rates.
• All claims for authorised disbursements require documentary evidence like receipts and mileage logs.

• All project plans and projected costs require approval by Legal Aid SA.
• No project activity will be delivered before an official order is issued.
• Payment terms: Legal Aid SA pays accounts within 30 days of invoice date.
• Authorised disbursements (travel and subsistence) will be reimbursed at reasonable actual cost, substantiated by receipts and logs.
• Travel reimbursements follow Legal Aid SA travel policy; private vehicle use reimbursed at Automobile Association of South Africa prevailing rates.
• Expenses for proposal preparation and presentations are the bidder's responsibility and will not be reimbursed.

• Mandatory proof of registration on National Treasury’s Central Supplier Database (CSD), showing active supplier status, tax compliance, and no restrictions.
• Must provide an original valid tax clearance certificate or CSD registration.
• Must demonstrate affirmative action employment practices and procurement programmes promoting B-BBEE contribution.
• B-BBEE evaluation: 20 points allocated under the 80/20 preferential points system.
• Compliance with all building laws, regulations, and bylaws, including health and safety, is required.
• Building must be zoned for office, business, or commercial purposes by local authority.

• Compliance with all building laws, regulations, and bylaws including health and safety is required for the property.

• Legal Aid SA aims to be an environmentally responsive organisation, embedding sustainable practices.
• Objectives include positive impact on society, economy, and environment through sustainable operations.

• Proposal validity period: 150 days.
• After award, the proposal and its terms constitute a binding contract; successful bidder assumes total responsibility.
• Legal Aid SA may award the tender in part or in full, to one or more bidders on a non-exclusive basis.
• Bidders must respond to clarification requests within 24 hours or risk disqualification.
• Firm tender prices and delivery periods are preferred; bidders must state if these remain firm for contract duration.
• Tender prices must be quoted in South African Rand.
• Electronic submissions (email, fax, etc.) are not accepted unless specifically provided for.

• Evaluation uses the 80/20 preferential points system: Price = 80 points, B-BBEE status level of contribution = 20 points.
• Quality assurance: defects due to poor workmanship must be rectified by the bidder at own cost.

• Bid Enquiries (Bidding Procedure): Mr. Lifa Mbata. Telephone: 078 266 1676. Email: [email protected]
• Technical Enquiries: Ms. Wongiwe Makhenyane. Telephone: 078 266 1676. Email: [email protected]
• Submission Address: Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg, 2001.

• Submit your tender by the closing date and time: 03 August 2026 at 11:00 AM.
• Deposit your bid in the locked tender box located in the foyer of Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg, 2001.
• Seal your tender in an envelope clearly marked with: Tender Number 20/2026, Closing Date & Time, and your Company Name.
• Complete all annexures in full using the given numbering format. Clearly mark all attachments.
• Deviations from submission requirements may lead to disqualification.
• All documents submitted become the property of Legal Aid SA.
• The proposal must remain valid for 150 days.

• The tender is for the provision of office accommodation for the Kirkwood Satellite Office for a period of up to five (5) years.
• The scope is defined by the organization's mandate to provide legal aid and access to justice.
• The bidder warrants they are highly skilled, professional, competent, and experienced in providing such services.
• The successful bidder's work will be evaluated against criteria of proven relevant experience and ability to deliver a reliable, efficient, and effective service.
• The service provided must be of a superior standard.

• The bidder is responsible for quality assurance.
• Any defects attributable to poor workmanship must be rectified by the bidder at their own cost and time.
• Costs for correcting defects must be separately noted on billing documentation.

• Use the SBD 3.1 Pricing Schedule form.
• Only firm prices are accepted.
• All applicable taxes must be included in the bid price.
• The offer must be valid for 150 days from the closing date.

• Prices must be quoted in South African Rand (ZAR).
• Only firm prices will be accepted; non-firm prices (including those subject to exchange rate variations) will not be considered.
• All applicable taxes (VAT, PAYE, income tax, UIF, SDL) must be included in the bid price.
• All delivery costs must be included in the bid price.
• Use the official SBD 3.1 Pricing Schedule form.
• The offer must be valid for 150 days from the closing date.
• Authorised travel and subsistence costs will be reimbursed according to Legal Aid SA's travel policy, substantiated by receipts.

• Mandatory: Provide proof of registration on the National Treasury Central Supplier Database (CSD). Your CSD profile must show you as an active supplier, tax compliant, and not a restricted supplier.
• Mandatory: Submit a valid original Tax Clearance Certificate (TCC). Certified copies are not accepted. Foreign bidders must also comply.
• Mandatory: Submit a B-BBEE Status Level Verification Certificate or Sworn Affidavit (for EMEs & QSEs) to qualify for preference points.
• Bidders must complete the SBD 4 Bidder's Disclosure form regarding state employment and conflicts of interest.
• Bidders must not be listed on the Register for Tender Defaulters or the List of Restricted Suppliers.
• Bidders must complete the company information details in Section 7.1 of the document.

• Legal Aid SA has objectives related to environmental sustainability.
• These include embedding sustainable and agile practices, and being an environmentally responsive organization.
• The organization aims to positively impact society, the economy, and the environment.

• The awarded proposal, together with its terms and specifications, will form a binding contract.
• The successful bidder assumes total responsibility, even if subcontractors are used.
• Legal Aid SA has the right not to award the tender.
• Payment is subject to prior approval of project plans and costs. Delivery only after an official order is issued.
• The bidder must rectify any defects due to poor workmanship at their own cost.
• Intellectual property rights in works created under the contract vest in Legal Aid SA.
• Disbursements and travel costs require prior written approval and must be substantiated with receipts.
• Legal Aid SA may request clarification or a demonstration within 24 hours.
• The General Conditions of Contract (GCC) apply. In case of conflict, special conditions prevail.

• The 80/20 preference point system applies.
• Price is scored out of 80 points using a formula comparing the bid price to the lowest acceptable tender.
• Specific Goals (B-BBEE) are scored out of 20 points.
• Points for Specific Goals are awarded based on the B-BBEE Status Level of Contributor.
• Refer to SBD 6.1 and Table 1 for the specific points allocation per B-BBEE level.

Tenant (Legal Aid SA) address for service: Legal Aid House, 29 De Beer Street, BRAAMFONTEIN, 2017. Postal Address: Private Bag X 76, BRAAMFONTEIN, 2017.

Returnable Documents: This appears to be a form to be completed and submitted. The document states: 'This offer will be valid for a period of four months.'

Open to companies, close corporations, trusts, or individuals with valid registration/ID numbers. Must have capacity to act as landlord and provide required property documentation. Must demonstrate ability to meet maintenance responsibilities outlined in section 2.11.

The bidder must provide details of the leased premises, including:

• Full physical address and description of the premises.
• Erf number of the property.
• Commencement and expiry dates for the lease.
• Details of the landlord's bank account for rental payments.
• Proposed annual escalation rate.
• Basic monthly rental (excluding VAT).
• Tenant pays 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.
• Three contactable references must be provided.

Bidders must provide three contactable references. For each reference, include:

• Initial and surname.
• Telephone or cell number.
• Email address.
• Company name (if applicable).

Bidders must complete a detailed pricing schedule covering a 5-year lease, with options for extension. Requirements:

• Provide annual schedules for Years 1 to 5, detailing description, lettable area, unit rent, monthly rent (ex VAT), VAT (15%), and total monthly rent (inc VAT) for office space (M2), parking bays, and other charges.
• Submit a separate detailed breakdown letter for any 'other charges'.
• Calculate and state total lease costs for 5 years, 7 years, and 9 years 11 months.
• Provide detailed schedules for periods 6-7 and 8-9 if proposing longer terms.
• Indicate any Tenant Installation Allowance.
• Note: Legal Aid SA reserves the right not to enter a lease longer than 5 years.

Bidders must complete a detailed pricing schedule for a 5-year lease, with optional extensions to 7 or 9 years 11 months. Requirements include:

• Specify monthly rental (excluding VAT) for office space (M2), parking bays, and other charges for each year.
• Provide a total monthly payable amount including VAT (15%).
• Submit a detailed breakdown letter for any 'other charges'.
• Calculate and state the total lease agreement cost for 5 years, 7 years, and 9 years 11 months.
• Indicate any Tenant Installation Allowance.
• Note: Legal Aid SA reserves the right not to enter a lease longer than 5 years.

The document lists duties and responsibilities for the Service Provider (Landlord) and Legal Aid SA (Tenant). The Service Provider's responsibilities 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 'Brake & Pay Rule'.
• Alarm/security system maintenance.
• Replacement of light bulbs.
• Furniture, office equipment, and appliances.

The document outlines key contractual duties and an offer validity period:

• Service Provider (Landlord) duties include: internal maintenance (general and wear & tear), external maintenance, garden maintenance, air conditioning maintenance, lift maintenance, floor covering maintenance, municipal rates, insurance, light bulb replacement, and fire fighting equipment/services.
• Legal Aid SA (Tenant) duties include: water and electricity consumption, sanitary services/refuse removal, domestic cleaning, consumables supply, internal maintenance (Brake & Pay Rule), alarm/security maintenance, light bulb replacement, and furniture/equipment/appliances.
• The contract must be signed by an authorized representative of the Service Provider, with full names and capacity stated.
• The submitted offer will be valid for a period of four months.

Legal Aid South Africa's address for service (domicilium): Legal Aid House, 29 De Beer Street, BRAAMFONTEIN, 2017. Postal Address: Private Bag X 76, BRAAMFONTEIN, 2017.