Office accommodation lease tender for legal aid SA in east london

• Closing date and time: 03 August 2026 at 11:00 AM.
• Optional briefing session: 17 July 2026 from 11:00 AM to 12:00 PM at 33 Fleet Street (Commissioner Street entrance), East London, 5200.

• For bidding procedure enquiries: Contact Ms. Nobuhle Ndlwana.
• For technical enquiries: Contact Ms. Tobeka Maqwati.
• Telephone: (043) 704 4700.
• Email: [email protected] (bidding enquiries) and [email protected] (technical enquiries).
• Submission address: Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg, 2001.

• Submit your proposal by 11:00 AM on 03 August 2026.
• Deposit the sealed tender in the locked tender box located in the foyer of Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg.
• The envelope must be clearly marked with: Tender Number: 21/2026, Closing Date: 03 August 2026, Time: 11h00 AM, and your Company Name.
• All annexures must be completed in full, using the given numbering format. Attachments must be clearly marked and specific.
• Failure to adhere to these requirements may result in disqualification.
• The proposal must remain valid for 150 days.
• All documents submitted become the property of Legal Aid SA.
• Tenders must be handwritten in BLACK ink; no mechanical devices (e.g., typewriters) are allowed.
• No tenders transmitted by telegram, telex, facsimile, or email will be considered.

Must be registered on National Treasury's Central Supplier Database (CSD); Must be tax compliant with valid Tax Clearance Certificate; Cannot be persons in service of the state or companies with state-employed directors; Must submit B-BBEE status level verification certificate or sworn affidavit; Foreign suppliers must meet specific tax registration requirements if applicable; Must not be listed in Register for Tender Defaulters or Restricted Suppliers list.

• The tender is for the provision of office accommodation for the East London Local Office for a period of up to five (5) years.
• The scope involves delivering a complete solution for office accommodation, including all necessary services and support.
• Bidders must adhere to the tender numbering format and indicate compliance or non-compliance per paragraph.
• Deviations from specifications must be clearly submitted.
• The successful bidder will be responsible for all deliverables, and workmanship defects must be rectified at the bidder's own cost.
• Intellectual property rights for any works created will vest in Legal Aid SA unless otherwise agreed in writing.
• The bidder warrants they are highly skilled, professional, competent, and experienced in the area of the bid.

• Any defects due 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.

• Only firm prices are accepted; non-firm prices or those subject to exchange rate variations will not be considered.
• The offer must be valid for 150 days from the closing date.
• The pricing schedule must include item quantities, descriptions, and bid prices in ZAR, all taxes included.
• Bidders must indicate if the offer complies with specifications and note any deviations.
• Delivery periods and basis must be specified, and all delivery costs must be included in the bid price.

• Prices must be quoted in South African Rand and include all applicable taxes (VAT, PAYE, income tax, UIF, skills development levies).
• Only firm prices will be accepted; non-firm prices or prices subject to exchange rate variations will not be considered.
• All delivery costs must be included in the bid price.
• Bidders must clearly state whether prices and delivery periods will remain firm for the contract duration.
• Authorised disbursements for travel and subsistence will be refunded at reasonable actual cost, supported by receipts and logs.
• Reimbursement for private vehicle use will be at Automobile Association of South Africa prevailing rates.
• No costs incurred during proposal preparation or presentations will be reimbursed.

• Mandatory: Provide proof of registration on the National Treasury Central Supplier Database (CSD), reflecting active supplier status, tax compliance, and no restrictions.
• Mandatory: Submit a valid original Tax Clearance Certificate; certified copies are not accepted. For consortia/joint ventures, each party must submit a separate certificate.
• B-BBEE: Submit a B-BBEE Status Level Verification Certificate or Sworn Affidavit (for EMEs & QSEs) to qualify for preference points.
• Complete SBD 6.1 Preference Points Claim Form for B-BBEE points.
• Bidders must disclose if they or any directors/trustees/shareholders are employed by the state.
• Foreign suppliers must complete a questionnaire; if not liable for RSA taxation, a CSD number may suffice instead of a Tax Compliance Status PIN.
• Bidders must not be listed on the Register for Tender Defaulters or the List of Restricted Suppliers.

• Legal Aid SA aims to embed sustainable and agile practices to positively impact society, the economy, and the environment.
• Objectives include an environmentally responsive supply chain management system and adapting to technological and environmental factors for improved access.
• The organisation focuses on being people and planet focused, incorporating environmental considerations into its operations.

• The General Conditions of Contract (GCC) apply to all bids and form part of the contract; special conditions prevail in case of conflict.
• Key clauses cover definitions, standards, use of contract documents, patent rights, performance security, inspections, delivery, insurance, warranty, payment, penalties, termination, force majeure, and dispute settlement.
• The supplier must maintain confidentiality of contract documents and information.
• Performance security may be required within 30 days of award, in the form of a bank guarantee or cashier's cheque.
• A warranty period of 12 months applies from delivery, unless otherwise specified.
• The purchaser is not liable for bid preparation costs.
• The contract may be terminated for default, insolvency, or force majeure events.

• Evaluation uses the 80/20 preference point system: 80 points for price, 20 points for B-BBEE Specific Goals.
• Points for price are calculated based on the lowest acceptable tender.
• Bidders must provide reference sites and demonstrate affirmative action and SMME empowerment.
• Proof of CSD registration is required.
• Detailed points allocation for B-BBEE status levels is outlined in SBD 6.1.

• Provide three contactable references with: Initial and Surname, Tel/Cell No, E-Mail Address, Company Name (if applicable).
• Tenant (Legal Aid South Africa) address for legal service: Legal Aid House, 29 De Beer Street, BRAAMFONTEIN, 2017.
• Postal Address: Private Bag X 76, BRAAMFONTEIN, 2017.

• A separate, detailed, and supported breakdown letter for any 'other charges' is required.

Must be registered entity (company, close corporation, trust) or individual with registration/ID number. Must have property meeting specifications in East London, Eastern Cape. Must provide three contactable references. Must specify signatory capacity and authority to enter lease.

• The leased premises require a physical address with full street and building details.
• Property details must include the Erf number.
• Specify the lease commencement and expiry dates.
• Provide landlord payment details: Account Name, Account Number, Institution, Branch Name, Branch Code, Type of Account, Reference Number (if applicable), VAT Registration No.
• Annual rental escalation rate (compounded) must be stated.
• Basic monthly rental (excluding VAT) must be specified.
• Tenant pays for electricity and water as per municipal accounts.
• Pricing schedule required for Year 1: Office (M2), Parking Bays, Other charges (M2) with lettable area, unit rent, monthly totals (ex VAT and inc VAT).

• Provide a detailed annual pricing schedule for a five-year lease.
• For each year (1 to 5), specify: Description (Office M2, Parking Bays, Other charges M2), Lettable Area, Unit Rent, Total Monthly Rent (ex VAT), VAT (15%), Total Monthly Rent (inc VAT).
• Submit a separate, supported letter detailing any 'other charges'.
• Calculate and state the total lease agreement cost for five years.
• Optional: Provide total costs and detailed schedules for a seven-year or nine-year 11-month lease.
• A Tenant Installation Allowance amount may be proposed.
• Note: Legal Aid SA reserves the right not to enter a lease longer than five years.

• Submit a detailed pricing schedule for a five-year lease, broken down annually.
• For each year (1 to 5), provide: Description (Office M2, Parking Bays, Other charges M2), Lettable Area, Unit Rent, Total Monthly Rent (ex VAT), VAT (15%), Total Monthly Rent (inc VAT).
• A separate, supported letter detailing any 'other charges' is mandatory.
• Calculate and state the total lease agreement cost for five years.
• Optional costs for seven years or nine years 11 months require detailed schedules for the additional periods.
• A Tenant Installation Allowance amount may be proposed.
• Note: Legal Aid SA reserves the right not to enter a lease longer than five years.

• The offer must remain valid for five months.
• The bidder (Service Provider) must detail duties and responsibilities covering: 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 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 (brake & pay rule), Alarm/security system maintenance, Replacement of light bulbs, Furniture, office equipment and appliances.
• Specify the full name and capacity of the person signing the contract on behalf of the Service Provider.

• The Service Provider (Landlord) is responsible for: 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 increases, Replacement of light bulbs, Fire fighting equipment and services.
• Legal Aid South Africa (Tenant) is responsible for: Water and electricity consumption, Sanitary services and refuse removal, Domestic cleaning services, Consumables supply, Internal maintenance (brake & pay rule), Alarm/security system maintenance, Replacement of light bulbs, Furniture, office equipment and appliances.
• The full name and capacity of the person signing the contract on behalf of the Service Provider must be provided.

• The submitted offer must remain valid for a period of five months.

• Closing date and time: 03 August 2026 at 11:00 AM.
• Non-compulsory briefing session: 17 July 2026 from 11:00 AM to 12:00 PM at 33 Fleet Street (Commissioner Street entrance), East London, 5200.
• Proposal validity period: 150 days.

• Bid enquiries: Nobuhle Ndlwana, email: [email protected], tel: (043) 704 4700.
• Technical enquiries: Tobeka Maqwati, email: [email protected], tel: (043) 704 4700.
• Submission address: Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg, 2001.

• Submit by 11:00 AM on 03 August 2026.
• Deposit sealed tender envelope in the locked tender box at Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg, 2001.
• Envelope must be marked with: Tender Number: No. 22/2026, Closing Date: 03 August 2026, Time: 11h00, and your company name.
• All annexures must be completed in full using the given numbering format. Attachments must be clearly marked.
• Deviations from submission requirements may lead to disqualification.
• Tender forms must be handwritten in black ink.
• No tenders transmitted by telegram, telex, facsimile, or email will be considered.
• The proposal must remain valid for 150 days.

Closing date: 03 August 2026

Time: 11h00am

Submission: Legal Aid House

29 De Beer Street

Braamfontein

Johannesburg

2001

Must be registered on National Treasury's Central Supplier Database (CSD) as active, tax compliant, and not restricted; must provide original tax clearance or CSD proof; must submit handwritten tender in black ink; must comply with B-BBEE requirements; property must be available for inspection within 5 days of request.

• Office accommodation required for East London Office for up to five years.
• Location: Proximity to local courts and public transport interchange facilities (taxi ranks, train stations, bus terminals). A standalone building in East London is most desirable.
• Space: Minimum 568.8 m², maximum 578.8 m², with five parking bays. Only bids within this range will be considered.
• Layout: Must include working space for 41 employees, public waiting area, consultation rooms, reception area, and toilets (5 toilets: 2 cubicles and 2 basins for females, 2 cubicles, 2 basins and 2 urinals for males, plus 1 disabled toilet).
• Building: Preferably ground floor or with functional lifts; must have secured lockable parking for Legal Aid SA vehicles; must be user-friendly for disabled persons.
• Compliance: Must comply with all building laws, regulations, bylaws, and health and safety requirements.
• Zoning: Building must be zoned for office, business, or commercial purposes; bidder must provide title deed and zoning certificate on or before award.
• Branding: Must allow Legal Aid SA branding and display of signboard.
• Infrastructure: Telephone and computer network points; emergency generator backup.
• Refurbishment: Bidder must submit floorplans, commitment letter to refurbish as per tenant specification, partitioning, air-conditioning (preferably split units), painting and floor covering in corporate colours, power skirtings with two plugs per workstation, network and telephone points, blinds in corporate colours, space plan, and UPS facility integrated into specific plug points (Legal Aid SA provides UPS unit).

• For refurbishment, submit: floorplans, commitment letter to refurbish as per tenant specification, partitioning as per Legal Aid SA specification, air-conditioning (preferably split units), painting and floor covering in corporate colours, power skirtings with two plugs per workstation, network and telephone points, blinds in corporate colours, space plan, and UPS facility integrated into specific plug points (Legal Aid SA responsible for UPS unit).

• Provide company/business details: name, contact names and numbers, address, indicate if primary contractor or joint venture, number of personnel, turnover for last three financial years, percentage growth over last three years, and valid tax clearance certificate or CSD registration proof.
• Provide names of reference sites for checks (other references accepted for newly established property businesses).

• Any defects attributable to poor workmanship must be rectified by the bidder at own cost and time; correction costs must be separately noted on billing documentation.
• Quality of service will be evaluated against warranted standards of skill, professionalism, and experience.

• Provide a detailed breakdown of costs/charges and a total bid amount.
• Authorised disbursements, travel, and subsistence refunds require prior written approval and documentary evidence.

• Provide a detailed breakdown of costs/charges and a total bid amount.
• Prices must be quoted in South African Rand.
• Bidders must clearly state whether prices and delivery periods remain firm for the contract duration.
• Authorised disbursements, travel, and subsistence will be refunded at reasonable actual cost determined by Legal Aid SA, subject to prior written approval and substantiated by receipts.
• Expenses incurred for proposal preparation and presentations will not be reimbursed.

• Provide proof of registration on National Treasury’s Central Supplier Database (CSD) showing you are an active supplier, tax compliant, and not restricted.
• Provide an original valid tax clearance certificate or CSD registration.
• Demonstrate affirmative action employment practices and procurement programmes promoting B-BBEE.
• Support for empowerment as specified by government (refer to form SBD 6.1).
• B-BBEE status level contributes 20 points under the 80/20 evaluation system.

• Compliance with all building laws, regulations, and bylaws including health and safety requirements is mandatory.

• Legal Aid SA objectives include embedding sustainable practices and being environmentally responsive.

• Contract duration: Up to five years.
• Proposal validity: 150 days.
• After award, the proposal together with its terms, conditions, and specifications constitutes a binding contract.
• Successful bidder assumes total responsibility, regardless of subcontracting agreements.
• Legal Aid SA reserves the right not to award the tender.
• Payment: Legal Aid SA will approve project plans and costs; no project activity will be delivered before an official order is issued.
• Intellectual property rights in works created vest in Legal Aid SA unless otherwise agreed in writing.
• Confidentiality: All information provided by Legal Aid SA is confidential and must not be disclosed to third parties without written consent.
• Legal Aid SA may request clarification or additional information within 24 hours; failure to comply may lead to disqualification.
• Tender may be awarded in part or in full at Legal Aid SA's sole discretion.
• General conditions in the tender take precedence over any conflicting conditions submitted by the bidder.

• Provide proof of CSD registration showing active, tax compliant, non-restricted status.
• Provide title deed and zoning certificate for the building on or before award.

18.2 Evaluation criteria and references ........................................................................... 9

21. Property management specifications and evaluation ..................................... 13

80/20 price scoring system for further reductions in rental and refurbishment

17.2 Evaluation criteria and references

as per tender) the 80/20 system will be applicable.

v Preferential Points System Evaluation on Specific Goals: 80/20: Price = 80

points and B-BBEE status level of contribution = 20 points.

15. Quality assurance ....................................................................................................................... 7