Lease of office space for legal aid south africa's cradock satellite office (5-Year term)

Provision of office accommodation for a period of up to five (5) years

{"closingDate":"11 August 2026","closingTime":"11:00 AM","briefingSession":"{"date":"23 July 2026","time":"11:00 AM","venue":"e and Time: 11:00 AM -12:00 PM","is_compulsory":true}"}

Non-Compulsory Briefing Session 23 July 2026 Date and Time: 11:00 AM -12:00 PM Venue: Market Square, Adderley Street, Cradock, 5880

{"name":null,"email":"[email protected]","phone":null,"department":"ies making informed choices about their","address":"/Tender No: 23/2026"}

Closing date: 11 August 2026 Time: 11h00AM Submission: Legal Aid House 29 De Beer Street Braamfontein Johannesburg 2001

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

18.2 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

1.1 Legal Aid South Africa (Legal Aid SA) is an autonomous statutory body established in

terms of the Legal Aid South Africa Act to deliver legal aid in South Africa.

The Board is the Accounting Authority of Legal Aid South Africa in terms of the Public

Finance Management Act (Act as amended). The Board is responsible for

providing strategic direction and leadership, ensuring good corporate governance and

ethics, managing risk and materiality limits, financial sustainability and determining

policy. Legal Aid SA is established to ensure the separation between the prosecuting

arm of government and the defence of those requiring state funded legal assistance.

In terms of the Legal Aid South Africa Act (Act ) and the Public Finance

Management Act (Act as amended), Legal Aid SA is accountable to the

Minister of Justice and Correctional Services as its Executive Authority, as well as to

Parliament. This accountability relates to overall strategy and policy matters as well as

finances. On operational matters and individual legal matters, Legal Aid SA operates

autonomously in line with approved policy. This governance framework ensures the

independence of the organisation as well as its accountability.

1.2 Legal Aid SA has evolved into a high performing organisation, which has delivered

more than 90% of its Business Plan annually and has received 22 consecutive

unqualified audit opinions. The organisation consistently delivers on its mandate of

ensuring access to justice for the indigent and vulnerable.

2. Organisational profile

2.1 Legal Aid SA is a high performing public entity that champions the rights of all persons

to access justice through the provision of independent, accessible and quality legal aid

services in criminal and civil legal matters. We service the public through a national

network of 128 offices, strategically positioned near justice points (such as courts),

ensuring we are accessible to as many people as possible.

2.2 Legal Aid SA is the biggest law firm on the African continent. It boasts a unique

pedigree of socially conscious legal professionals, who in their everyday work, defend

and protect the rights of the country’s most vulnerable groups. We pride ourselves on

our strong governance, having received 22 unqualified audit opinions from the Auditor-

General South Africa and being named a Top Employer South Africa for 15 consecutive

years as well as being an Industry Leader in the Public Sector for six successive years

and ensuring that all accounts are paid within 30 days of invoice date.

2.3 It is crucial that our network of offices cohesively presents an image of professionalism

and integrity to our clients, thereby assisting them to access justice. Property owners

are thus valued stakeholders for the organisation, and we strive to establish and

sustain fruitful relationships with each property owner we work with. A key

organisational strategy is expanding and capacitating our national footprint to increase

points of access to legal aid services, especially in rural and remote areas. Property

owners play a crucial role in ensuring that we achieve this.

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3. Vision, mission and values

3.1 Vision – A dynamic South Africa in which constitutional rights are realised to ensure a

just society for all.

3.2 Mission - To remain a leader in the provision of equal access to justice to indigent and

vulnerable persons by rendering quality legal services.

3.3 Legal Aid SA Values are listed below:

• Passion for Justice
• Ubuntu
• Integrity
• Accountability
• Service Excellence
• People and Planet Focused

4. Outcomes and objectives:

Legal Aid SA intends to achieve the two outcomes listed below:

Outcome 1: Equal access to justice for all, focusing on indigent and vulnerable

persons, thus contributing to building a just society.

Outcome 2: Respected, high performing and sustainable organisation providing

accessible, quality legal services that impact positively on society, the economy and

the environment.

The eleven related objectives in achieving the outcomes are listed below:

Objective 1: Empowered clients and communities making informed choices about their

legal matters, rights and responsibilities.

Objective 2: All indigent and vulnerable members of society have equal access to

public-funded legal services to protect and defend their rights.

Objective 3: A fair, efficient and effective justice system that ensures equal access to

justice for all.

Objective 4: Delivering on our constitutional and statutory mandate thereby ensuring

equal access to justice for all, in an independent, accountable and sustainable manner.

Objective 5: An organisation re-inventing and embedding sustainable and agile

practices in every segment to positively impact on society, the economy and the

environment.

Objective 6: Sustaining good governance, best practices and maintaining high ethical

standards and integrity, high performance and accountability.

Objective 7: Legal Aid South Africa's regulatory framework is responsive to the

changing legal, social and economic environment.

Objective 8: An effective, efficient, economic and environmentally responsive supply

chain management system supporting client services delivery and internal business

processes.

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Objective 9: An appropriately resourced national footprint that is adaptable to changing

technological and environmental factors to ensure improved access to our clients,

communities, stakeholders and employees.

Objective 10: Knowledgeable, informed, self-directed and committed employees

competently delivering the organisation’s constitutional mandate and strategies in a

sustainable manner.

Objective 11: Embracing emerging technologies including the Fourth Industrial

Revolution to optimise its impact on business and the provision of client services

through a responsive and adaptive IT environment.

5. Non-compulsory briefing session

Date: 23 July 2026

Time: 11:00 AM – 12:00 PM

Venue: Market Square, Adderley Street, Cradock, 5880

6. Closing date

The closing date for the submission of proposals is 11h00 on 11 August 2026. All

proposals should be submitted on or before the time and date specified and placed in

the Legal Aid SA tender box, which is located to Legal Aid House, 29 De Beer Street,

Braamfontein, Johannesburg, 2001.

7. Security and integrity clearance

All information documents, records and books provided by Legal Aid SA to any bidder,

in connection with the request for proposals or otherwise, are strictly private and

confidential. Any bidder will not disclose these to any third party, except with the

express consent of Legal Aid SA, which will be granted in writing prior to such

disclosure. Legal Aid SA, however, reserves the right to disclose any information

provided by any bidder to any of the employees of Legal Aid SA.

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8. Proposal/tender submission

All annexures must be completed in full, using the given numbering format. All

attachments or references to attachments must be clearly marked and be specific to

information required. Any deviations may be ignored.

NB: Companies failing to adhere to the above requirements risk being

disqualified from the evaluation process.

9. Tender documents marking

Tenders, completed as described, will be sealed in an envelope marked:

Tender Number: No. 23/2026

Closing Date: 11 August 2026, Time: 11h00

Name of Company: ________________________________________ (Bidder)

and deposited in the locked tender box in the foyer in the reception area at:

Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg. 2001.

10. Tender format

Tender Numbering Format must be adhered to. Compliance or Non-compliance with

detailed information must be indicated per paragraph as per Numbering Format. If

there are additional and/or Alternative Product options, every option/alternative

proposal to an item, must be separately bid for in the form of a separate proposal, with

a complete schedule and description. Deviations from specifications and technical

brochures must be submitted where applicable. All documents submitted in response

to this request for proposals will become the property of Legal Aid SA.

11. Validity period

The proposal must remain valid for a period of 150 days.

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12. Completeness of the solution

The bidder must complete all documents in full and submit these with the proposal.

The bidder must provide proof of registration on National Treasury’s Central

Supplier Database (CSD) which should reflect that the bidder is an active

supplier, is tax compliant and is not a restricted supplier.

13. Contractual implications:

After awarding the Tender, this proposal together with its Tender terms, Conditions and

Specifications will constitute a binding contract between Legal Aid SA and the

successful bidder. The successful bidder will assume total responsibility, regardless of

any third party or subcontracting agreements it may enter into. Legal SA has the right

not to award the tender.

14. Conditions of payment

Legal Aid SA will approve all project plans and projected project activity costs. No

project activity will be delivered to Legal Aid SA before an official order has been issued

to the supplier and delivery will be within the specified time scale after the receipt of

the official order.

Any defects, patent or latent, which are attributable to poor workmanship, will be

rectified by the bidder at own cost and time and all costs relating to the correction of

defects will be expressly and separately noted on billing documentation.

16. Intellectual property rights

Copyright, patent rights and other similar rights in any works or products created as a

result of the performance of this proposal and its assignments will vest in and are

hereby transferred to Legal Aid SA, unless specifically agreed otherwise, in the form of

individual written Agreement signed by both parties. For this purpose, only, all works

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created in terms of this proposal and the assignments thereof will be deemed to have

been created under the control and direction of Legal Aid SA.

17. Disbursements, travel and subsistence

No bidder will be refunded any cost or disbursements incurred in respect of the project,

save where the prior written approval of Legal Aid SA has been obtained in respect of

such expenditure.

Any authorised disbursements will be refunded at the reasonable and actual cost

determined by Legal Aid SA.

Any expenditure incurred by the successful bidder in respect of authorised travel for

the project will be refunded in accordance with the Legal Aid SA travel policy as

applicable from time to time. The rates payable for the use of private vehicles will be

the prevailing rates quoted by the Automobile Association of South Africa

All claims in respect of authorised disbursements (travel and subsistence costs) must

be substantiated by documentary evidence such as receipts and logs of kilometers

traveled.

All expenses incurred by the bidder for the proposal and presentations are the

responsibility of the bidder and will not be reimbursed by Legal Aid SA.

18. Contractual details

18.1 Awarding of contract:

Proven relevant experience and success, as well as the ability to deliver a reliable,

efficient and effective service will be important considerations.

By the submission of a proposal, each bidder warrants that he/she/it is highly skilled,

professional, competent and experienced in the area for which he/she/it has tendered.

Any work performed by a successful bidder will be evaluated against these criteria.

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The bidder also warrants that the service provided will be of a superior standard, and

is unlikely to cause undue difficulties.

The tender may be awarded, in part or in full, at the sole discretion of Legal Aid SA, to

one or more concerns on a non-exclusive basis.

Proposals / tenders that are qualified by a bidder’s own conditions may be rejected as

being invalid, and failure of the bidder to renounce such conditions when called upon

to do so may invalidate the proposal.

Legal Aid SA may request clarification or additional information regarding any aspect

of the proposal. The bidder must supply the requested information within 24 hours after

the request has been made, otherwise the bidder may be disqualified. Legal Aid SA

may also request a demonstration, and bidders must comply with such a request within

24 hours.

Legal Aid SA will enter into further negotiations with the highest scoring bidder per the

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

allowances. Failure of the bidder to participate in this process within five days of a

request being made will result in Legal Aid SA setting aside the bid and negotiating

with other qualifying bidders.

18.2 Evaluation criteria and references

The bidding companies will be evaluated on the criteria listed in the tender document

and must take into account the information listed below:

i Provide the names of reference sites that may be contacted by Legal Aid SA to

carry out reference checks, and to substantiate claims contained in their

proposal. (In the case of newly established property businesses, other

references will be accepted).

ii Demonstrate they are applying affirmative action employment practices and

procurement programmes that promote contribution to B-BBEE.

iii Provide an ORIGINAL valid tax clearance certificate or registration with the

Csd.

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iv Support for empowerment as specified by government (refer to form SBD 6.1

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.

vi All properties must be made available for inspection within five days of request.

Failure to do so will result in your bid being disqualified.

vii A site inspection certificate will be completed and signed by the Legal Aid SA

representative and the Landlord or his representative in respect of such site

inspection conducted.

18.3 Bidder’s company/business information/details

Please complete all the questions below in as much detail as possible.

i. Company Name/Business Name:

ii. Contact Names and Numbers:

iii. Address:

iv. Indicate if the above company is the primary contractor or joint venture/alliance

partner:

v. Number of personnel:

vi. Turnover in the last three financial years:

vii. Percentage growth in the last three years:

viii. Valid Tax Clearance Certificate/Proof of registration on CSD

18.4 Detailed breakdown of total charges, implementation and

Support services

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Please supply a detailed breakdown of costs / charges and related charges as

well as a total bid amount

Important conditions:

I. Failure on the part of the bidder to sign/mark this tender form and thus to

acknowledge and accept the conditions in writing or to complete the attached

forms, questionnaires and specifications in all respects, may invalidate the tender

II. Tenders should be submitted in the format and numbering sequence similar to the

tender document and should preferably not be qualified by the bidder's own

conditions of tender. Failure to comply with these requirements or to renounce

specifically the bidder's own conditions of tender when called upon to do so, may

invalidate the tender

III. If any of the conditions on this tender form are in conflict with any general

conditions, stipulations or provisions incorporated in the tender, such general

conditions, stipulations or provisions will apply

IV. Tender forms are not to be filled in by means of mechanical devices, e.g.

Typewriters. All tender forms must be handwritten in BLACK ink.

V. Bidders will check the numbers of the pages and satisfy themselves that none are

missing or duplicated. No liability will be accepted with regard to claims arising

from the fact that pages are missing or duplicated.

VI. In terms of Legal Aid SA’s procurement policies, firm tender prices and delivery

periods are preferred. Consequently bidders will clearly state whether prices and

delivery periods will remain firm for the duration of the contract or not.

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VII. Where items are specified in detail, the specifications form an integral part of the

tender document and bidders will indicate in the space provided whether the items

offered are to specification or not.

VIII. In respect of the paragraphs where the items offered are strictly to specification,

bidders will insert the words "as specified".

IX. In cases where the items are not to specification, the deviations from the

specifications will be indicated.

X. The tender prices will be quoted in South African currency, rand, unless otherwise

specified.

XI. Unless specifically provided for in the tender document, no tenders transmitted by

telegram, telex, facsimile, E-mail or similar apparatus will be considered

These conditions form part of the tender and failure to comply therewith may invalidate a

tender.

19. Summary of specifications

I. Legal Aid South Africa requires office accommodation for its Cradock Office.

II. The office accommodation required should be in the proximity to the local court(s),

allowing relatively quick and easy access to the courts by both staff members and

clients and should be close to public transport interchange facilities, such as taxi

ranks, train stations and/or bus terminals. A standalone building in Cradock will be

most desirable.

III. The office space required should be a minimum of 87.6m2 and maximum of 97.6

m2 with one (1) Parking bay. Note: Only bids with space that fall within the

prescribed minimum and maximum space parameters will be considered for

evaluation. The office currently has 4 employees. Toilet’s space is as follows 2

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Toilets (1 cubicle and 1 basin for females and 1 cubicle, 1 basin for males).

Working space for all staff including management and extra space for public waiting

area, consultation rooms and reception area.

IV. The building should preferably be on the ground floor (or a building with functional

lifts), and have secured safe lockable parking for Legal Aid SA’ vehicles.

V. The building should be user friendly for disabled persons.

VI. Compliance with all building laws, regulations and bylaws including Health and

safety compliance.

VII. The building must be zoned by the local authority for office, business or commercial

purposes. The bidder must provide Legal Aid SA with title deed and zoning

certificate might be required on or before awards.

VIII. Legal Aid SA branding compliant and allow for the display of Legal Aid SA

signboard.

IX. Telephone and computer network points and emergency generator as back up.

X. Refurbishment: The bidder should submit the following documents:

a) Floorplans of the building or space being offered.

b) Commitment letter to refurbish the building as per the tenant specification with a

Tenant Installation amount.

c) Partitioning as per Legal Aid SA's specification

d) Air-conditioning (preferably split units)

e) Painting - with corporate colours

f) Floor covering - with corporate colours

g) Power skirtings - with two power plugs per work station

h) Network and telephone points.

i) Blinds - with corporate colours.

j) Space plan.

k) UPS facility integrated into specific plug points (Legal Aid SA responsible for

UPS Unit)

20. Property management specifications and evaluation

Refer Annexure A

21. Completion of documents relating to RFP, schedule 1

Refer to Annexure B

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project activity will be delivered to Legal Aid SA before an official order has been issued

to the supplier and delivery will be within the specified time scale after the receipt of

the official order.

15. Quality assurance

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iv Support for empowerment as specified by government (refer to form SBD 6.1

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.

vi All properties must be made available for inspection within five days of request.

vii A site inspection certificate will be completed and signed by the Legal Aid SA

representative and the Landlord or his representative in respect of such site

inspection conducted.

18.3 Bidder’s company/business information/details

finances. On operational matters and individual legal matters, Legal Aid SA operates

autonomously in line with approved policy. This governance framework ensures the

independence of the organisation as well as its accountability.

1.2 Legal Aid SA has evolved into a high performing organisation, which has delivered

more than 90% of its Business Plan annually and has received 22 consecutive

unqualified audit opinions. The organisation consistently delivers on its mandate of

ensuring access to justice for the indigent and vulnerable.

the project will be refunded in accordance with the Legal Aid SA travel policy as

applicable from time to time. The rates payable for the use of private vehicles will be

the prevailing rates quoted by the Automobile Association of South Africa

All claims in respect of authorised disbursements (travel and subsistence costs) must

be substantiated by documentary evidence such as receipts and logs of kilometers

traveled.

valid tax clearance certificate or registration with the

Valid Tax Clearance Certificate/Proof of registration on CSD

Central Supplier Database (CSD) which should reflect that the bidder is an active

Supplier Database (CSD) which should reflect that the bidder is an active

iii Provide an ORIGINAL valid tax clearance certificate or registration with the

iv Support for empowerment as specified by government (refer to form SBD 6.1

Points Allocation: 80 points

B-BBEE Details: ifying bidders.

18.2 Evaluation criteria and references

The bidding companies will be evaluated on the criteria listed in the tender document

and must take into account the information listed below:

i Provide the names of reference sites that may be contacted by Legal Aid SA to

carry out reference checks, and to substantiate claims contained in their

proposal. (In the case of newly established property businesses, other

references will be accepted).

ii Demonstrate they are applying affirmative action employment practices and

procurement programmes that promote contribution to B-BBEE.

iii Provide an ORIGINAL valid tax clearance certificate or registration with the

Csd.

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iv Support for empowerment as specified by government (refer to form SBD 6.1

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.

vi All properties must be made available for inspection within five days of request.

Failure to do so will result in your bid being disqualified.

vii A site inspection certificate will be completed and signed by the Legal Aid SA

representative and the Landlord or his representative in respect of such site

inspection conducted.

18.3 Bidder’s company/business information/details

Please complete all the questions below in as much detail as possible.

i. Company Name/Business Name:

ii. Contact Names and Numbers:

iii. Address:

iv. Indicate if the above company is the primary contractor or joint venture/alliance

pa

Finance Management Act (Act as amended). The Board is responsible for

providing strategic direction and leadership, ensuring good corporate governance and

ethics, managing risk and materiality limits, financial sustainability and determining

policy. Legal Aid SA is established to ensure the separation between the prosecuting

arm of government and the defence of those requiring state funded legal assistance.

In terms of the Legal Aid South Africa Act (Act ) and the Public Finance

Management Act (Act as amended), Legal Aid SA is accountable to the

professional, competent and experienced in the area for which he/she/it has tendered.

and must take into account the information listed below:

i Provide the names of reference sites that may be contacted by Legal Aid SA to

carry out reference checks, and to substantiate claims contained in their

proposal. (In the case of newly established property businesses, other

references will be accepted).

ii Demonstrate they are applying affirmative action employment practices and

procurement programmes that promote contribution to B-BBEE.

iii Provide an ORIGINAL valid tax clearance certificate or registration with the

1. Introduction .................................................................................................................................... 3

2. Organisational profile ............................................................................................................ 3

3. Vision, mission and values ....................................................................................................... 4

4. Outcomes and objectives: ...................................................................................................... 4

5. BRIEFING SESSION .............................................................................. Error! Bookmark not defined.

6. CLOSING DATE ..................................................................................... Error! Bookmark not defined.

7. Security and integrity clearance .................................................................................... 5

8. Proposal/tender submission ................................................................................................ 6

9. Tender documents marking ................................................................................................... 6

10. Tender format ................................................................................................................................ 6

11. Validity period ................................................................................................................................ 6

12. Completeness of the solution ............................................................................................ 7

13. Contractual implications: ..................................................................................................... 7

14. Conditions of payment .............................................................................................................. 7

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

16. Intellectual property rights ............................................................................................. 7

17. Disbursements, travel and subsistence ....................................................................... 8

18. Contractual details .................................................................................................................. 8

18.1 Awarding of contract: ......................................................................................................... 8

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

18.3 Bidder’s company/business information/details ............................................... 10

18.4 Detailed breakdown of total charges, implementation and support

Services .................................................................................................................................................... 10

19. Important conditions: ............................................................................................................. 11

20. Summary of specifications ................................................................................................... 12

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

22. Completion of documents relating to RFP, schedule 1, standard bid

Documentation and conditions of contract ........................................................... 13

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1. Introduction

1.1 Legal Aid South Africa (Legal Aid SA) is an autonomous statutory body established in

terms of the Legal Aid South Africa Act to deliver legal aid in South Africa.

missing or duplicated. No liability will be accepted with regard to claims arising

from the fact that pages are missing or duplicated.

VI. In terms of Legal Aid SA’s procurement policies, firm tender prices and delivery

periods are preferred. Consequently bidders will clearly state whether prices and

delivery periods will remain firm for the duration of the contract or not.

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Bid Enquiries: Raymond Marawu E-mail: [email protected] Tel: (049) 807 2500 Technical Enquiries: Sylvia Nokwezi Magwentshu E-mail: [email protected] Tel: (049) 807 2500

{"closingDate":"11 August 2026","closingTime":"11H00","briefingSession":"{"date":"23 July 2026","time":"11:00 AM","venue":"e: 23 July 2026","is_compulsory":false}"}

{"name":"Ms. Sylvia","email":null,"phone":null,"department":"ies making informed choices about their legal","address":null}

4.7 Quality Assurance----------------------------------------------------------------------Pg.7

6. Evaluation Criteria and References ------------------------------------------------Pg.8
7. SBD 6.1 Preference Points Claim Form--------------------------------------------Pg.19

persons by rendering quality legal services.

tender) the 80/20 system will be applicable.

5. Proposals will be evaluated both in terms of price - (80 points) and Specific Goal

B-BBEE Level of Contribution status (20 points).

3.1. Points awarded for price

3.1.1 The 80/20 or 90/10 preference point systems

A maximum of 80 or 90 points is allocated for price on the following basis

80/20 or 90/10

Ps = Points scored for price of tender under consideration

3.2.1. Points awarded for price

4. Points awarded for specific goals

Regulations, preference points must be awarded for specific goals stated in the tender.

For the purposes of this tender the tenderer will be allocated points based on the goals

states that, if it is unclear whether the 80/20 or 90/10 preference point system applies, an

(a) an invitation for tender for income-generating contracts, that either the 80/20 or

90/10 preference point system will apply and that the highest acceptable tender

will be used to determine the applicable preference point system; or

(b) any other invitation for tender, that either the 80/20 or 90/10 preference point

the applicable preference point system,

then the organ of state must indicate the points allocated for specific goals for both the

90/10 and 80/20 preference point system.

Table 1: Specific goals for the tender and points claimed are indicated per the table below.

will be refunded in accordance with the Legal Aid SA travel policy as applicable from time to

time. The rates payable for the use of private vehicles will be the prevailing rates quoted by

the Automobile Association of South Africa

All claims in respect of authorised disbursements (travel and subsistence costs) must be

substantiated by documentary evidence such as receipts and logs of kilometers traveled.

this provision, taxpayers will need to register with SARS as eFilers through the website

www.sarsefiling.co.za

13 | P a g e

Sbd 3.1

Pricing schedule – firm prices (purchases)

Note: only firm prices will be accepted. Non-firm prices (including

Prices subject to rates of exchange variations) will not be

Valid Tax Clearance Certificate

valid Tax Clearance Certificate will result in the invalidation of the bid

Tax compliance or central supplier

Tax compliance status

Tax compliance requirements

Tax compliance status (tcs) pin may be made via e-filing

Csd number

Csd number must be provided

Central Supplier Database (CSD) which should reflect that the bidder is an active supplier, is tax

Central supplier database (csd), a csd number must be provided

The bidder must provide proof of registration on National Treasury’s Central Supplier

Database (CSD) which should reflect that the bidder is an active supplier, is tax

3. The bidder must provide proof of registration on National Treasury’s Central Supplier
4. Support for empowerment as specified by government (refer to form SBD 6.1 as per
5. Please refer to SBD 6.1 for important information on B-BBEE requirements.

Please complete all the questions below in as much detail as possible.

Points Allocation: 20 points

B-BBEE Details: they are applying affirmative action employment practices and

procurement programmes that promote empowerment of SMMEs and historically

disadvantaged groups.

3. The bidder must provide proof of registration on National Treasury’s Central Supplier

Database (CSD) which should reflect that the bidder is an active supplier, is tax

compliant and is not a restricted supplier.

4. Support for empowerment as specified by government (refer to form SBD 6.1 as per

tender) the 80/20 system will be applicable.

5. Proposals will be evaluated both in terms of price - (80 points) and Specific Goal

B-BBEE Level of Contribution status (20 points).

6. Please refer to SBD 6.1 for important information on B-BBEE requirements.

7 company information:

7.1 Bidder’s company details

Please complete all the questions below in as much detail as possible.

i. Company Name:

ii. Contact Names and Numbers:

iii. Company Address:

iv. Indicate if the above company is the primary contractor or joint venture/

alliance partner:

v. Number of personnel:

vi. Turnover in the last three financial years:

vii. Percentage growth in the last three years:

8 | P a g e

viii. Valid Tax Clearance Certificate:

8 detailed breakdown of total charges, implementation and support services

Please

Services------------------------------------------------------------------------------------ Pg.9

9. SBD 1 Invitation to Bid------------------------------------------------------------------Pg.11

10. SBD 2 Tax Clearance Requirements-----------------------------------------------Pg.14

2 | P a g e

11. SBD 3.1 Pricing Schedule--------------------------------------------------------------Pg.15

12. SBD 4 Bidder's Declaration ---------------------------------------------------------- Pg.16

13. SBD 6.1 Preference Points Claim Form--------------------------------------------Pg.19

14. General Conditions of the Contract ------------------------------------------------ Pg.24

15. Special Conditions ------------------------------------------------------------------------Pg. 35

3 | P a g e

1 introduction:

Legal Aid South Africa (abbreviated “Legal Aid SA” is national public entity established in terms

of section 2 of the Legal Aid South Africa Act (“Act”) read together with its Legal Aid

professional, competent and experienced in the area for which he/she/it has bid. Any work

performed by a successful bidder will be evaluated against these criteria.

I CERTIFY THAT THE INFORMATION FURNISHED IN PARAGRAPHS 1, 2 and 3

(a) “Closing time” means the date and hour specified in the bidding documents for the receipt of

bids.

(b) “Contract” means the written agreement entered into between the purchaser and the supplier,

as recorded in the contract form signed by the parties, including all attachments and

appendices thereto and all documents incorporated by reference therein.

(c) “Contract price” means the price payable to the supplier under the contract for the full and

proper performance of his contractual obligations.

(d) “Corrupt practice” means the offering, giving, receiving, or soliciting of anything of value to

influence the action of a public official in the procurement process or in contract execution.

(e) "Countervailing duties" are imposed in cases where an enterprise abroad is subsidized by its

government and encouraged to market its products internationally.

24 | P a g e

(f) “Country of origin” means the place where the goods were mined, grown or produced or from

which the services are supplied. Goods are produced when, through manufacturing,

processing or substantial and major assembly of components, a commercially recognized new

product results that is substantially different in basic characteristics or in purpose or utility from

its components.

(g) “Day” means calendar day

(h) “Delivery” means delivery in compliance of the conditions of the contract or order.

(i) “Delivery ex stock” means immediate delivery directly from stock actually on hand.

(j) “Delivery into consignees store or to his site” means delivered and unloaded in the specified

store or depot or on the specified site incompliance with the conditions of the contract or order,

the supplier bearing all risks and charges involved until the supplies are so delivered and a

valid receipt is obtained.

(k) "Dumping" occurs when a private enterprise abroad market its goods on own initiative in the

1. Introduction-------------------------------------------------------------------------------------Pg.4

1.1 Vision-------------------------------------------------------------------------------------Pg.4

1.2 Mission-----------------------------------------------------------------------------------Pg.4

1.3 Legal Aid SA Values -----------------------------------------------------------------Pg.4

1.4 Outcomes and Objectives-----------------------------------------------------------Pg.4

2. Closing Date----------------------------------------------------------------------------Pg.5

3. Security and Integrity Clearance---------------------------------------------------Pg.5

4. Proposal/Tender Submission ----------------------------------------------------- Pg.5

4.1 Tender Documents Marking---------------------------------------------------------Pg.6

4.2 Tender Format -------------------------------------------------------------------------Pg.6

4.3 Validity Period---------------------------------------------------------------------------Pg.6

4.4 Completeness of the solution-------------------------------------------------------Pg.6

4.5 Contractual implications--------------------------------------------------------------Pg.6

4.6 Conditions of Payment----------------------------------------------------------------Pg.6

4.7 Quality Assurance----------------------------------------------------------------------Pg.7

4.8 Intellectual Property Rights----------------------------------------------------------Pg.7

4.9 Disbursements, travel and subsistence------------------------------------------Pg.7

5. Contractual Details--------------------------------------------------------------------Pg.7

5.1 Awarding of contract-------------------------------------------------------------------Pg.7

6. Evaluation Criteria and References ------------------------------------------------Pg.8

7. Company Information-------------------------------------------------------------------Pg.8

7.1 Bidder’s company details--------------------------------------------------------------Pg.8

the bidder at own cost and time and all costs relating to the correction of defects will be

expressly and separately noted on billing documentation.

4.8 Intellectual property rights:

or duplicated. No liability will be accepted with regard to claims arising from the fact that

pages are missing or duplicated.

6. In terms of Legal Aid SA’s procurement policies, firm tender prices and delivery periods are

preferred. `Consequently, bidders will clearly state whether prices and delivery periods will

remain firm for the duration of the contract or not.

NO. ** (all applicable taxes included)

• Required by: ..............................................................................

• At: ...........................................................................................

• Does the offer comply with the specification(s)? *YES/NO: ..................

• If not to specification, indicate deviation(s): .........................................

• Period required for delivery: ..............................................................

*Delivery: Firm/not firm: ...................................................................

• Delivery basis: ...............................................................................

Note: All delivery costs must be included in the bid price, for delivery at the prescribed destination.

** “all applicable taxes” includes value- added tax, pay as you earn, income tax, unemployment

insurance fund contributions and skills development levies.

14 | P a g e

Sbd4

Bidder’s disclosure

4.3. Name of company/firm...............................................................................

4.4. Company registration number: .....................................................................

4.5. Type of company/ firm

 Partnership/Joint Venture / Consortium

 One-person business/sole propriety

21 | P a g e

 Close corporation

 Public Company

 Personal Liability Company

 (Pty) Limited

 Non-Profit Company

 State Owned Company

[Tick applicable box]

4.6. I, the undersigned, who is duly authorised to do so on behalf of the company/firm, certify

that the points claimed, based on the specific goals as advised in the tender, qualifies

the company/ firm for the preference(s) shown and I acknowledge that:

i) The information furnished is true and correct;

ii) The preference points claimed are in accordance with the General Conditions as

indicated in paragraph 1 of this form;

iii) In the event of a contract being awarded as a result of points claimed as shown in

paragraphs 1.4 and 4.2, the contractor may be required to furnish documentary proof

to the satisfaction of the organ of state that the claims are correct;

iv) If the specific goals have been claimed or obtained on a fraudulent basis or any of

the conditions of contract have not been fulfilled, the organ of state may, in addition

to any other remedy it may have –

(a) disqualify the person from the tendering process;

(b) recover costs, losses or damages it has incurred or suffered as a

result of that person’s conduct;

(c) cancel the contract and claim any damages which it has suffered as

a result of having to make less favourable arrangements due to such

cancellation;

(d) recommend that the tenderer or contractor, its shareholders and

directors, or only the shareholders and directors who acted on a

fraudulent basis, be restricted from obtaining business from any

organ of state for a period not exceeding 10 years, after the audi

alteram partem (hear the other side) rule has been applied; and

(e) forward the matter for criminal prosecution, if deemed necessary.

..............................................

Signature(s) of tenderer(s)

Surname and name: ................................................................

Date: ...............................................................

Address: ...............................................................

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14.1 Definitions

14.2 Application

14.3 General

14.4 Standards

14.5 Use of contract documents and information; inspection

14.6 Patent rights

14.7 Performance security

14.8 Inspections, tests and analysis

14.9 Packing

14.10 Delivery and documents

14.11 Insurance

14.12 Transportation

14.13 Incidental services

14.14 Spare parts

14.15 Warranty

14.16 Payment

14.17 Prices

23 | P a g e

14.18 Contract amendments

14.19 Assignment

14.20 Subcontracts

14.21 Delays in the supplier’s performance

14.22 Penalties

14.23 Termination for default

14.24 Dumping and countervailing duties

14.25 Force Majeure

14.26 Termination for insolvency

14.27 Settlement of disputes

14.28 Limitation of liability

14.29 Governing language

14.30 Applicable law

14.31 Notices

14.32 Taxes and duties

14.33 National Industrial Participation Programme (NIPP)

14.1 Definitions

local industries in the RSA.

(l) “Force majeure” means an event beyond the control of the supplier and not involving the

supplier’s fault or negligence and not foreseeable. Such events may include, but is not

restricted to, acts of the purchaser in its sovereign capacity, wars or revolutions, fires, floods,

epidemics, quarantine restrictions and freight embargoes.

(m) “Fraudulent practice” means a misrepresentation of facts in order to influence a procurement

process or the execution of a contract to the detriment of any bidder, and includes collusive

practice among bidders (prior to or after bid submission) designed to establish bid prices at

artificial non-competitive levels and to deprive the bidder of the benefits of free and open

competition.

(n) “GCC” means the General Conditions of Contract.

(o) “Goods” means all of the equipment, machinery, and/or other materials that the supplier is

required to supply to the purchaser under the contract.

(p) “Imported content” means that portion of the bidding price represented by the cost of

components, parts or materials which have been or are still to be imported (whether by the

supplier or his subcontractors) and which costs are inclusive of the costs abroad, plus freight

and other direct importation costs such as landing costs, dock dues, import duty, sales duty

or other similar tax or duty at the South African place of entry as well as transportation and

handling charges to the factory in the Republic where the supplies covered by the bid will be

manufactured.

(q) “Local content” means that portion of the bidding price which is not included in the imported

content provided that local manufacture does take place.

(r) “Manufacture” means the production of products in a factory using labour, materials,

components and machinery and includes other related value-adding activities.

25 | P a g e

(s) “Order” means an official written order issued for the supply of goods or works or the rendering

of a service.

(t) “Project site,” where applicable, means the place indicated in bidding documents.

(u) “Purchaser” means the organization purchasing the goods.

(v) “Republic” means the Republic of South Africa.

(w) “SCC” means the Special Conditions of Contract.

(x) “Services” means those functional services ancillaries to the supply of the goods, such as

transportation and any other incidental services, such as installation, commissioning,

provision of technical assistance, training, catering, gardening, security, maintenance and

other such obligations of the supplier covered under the contract.

(y) “Written” or “in writing” means handwritten in ink or any form of electronic or mechanical

writing.

14.2 Application

(a) These general conditions are applicable to all bids, contracts and orders including bids for

functional and professional services, sales, hiring, letting and the granting or acquiring of rights,

but excluding immovable property, unless otherwise indicated in the bidding documents.

(b) Where applicable, special conditions of contract are also laid down to cover specific supplies,

services or works.

(c) Where such special conditions of contract are in conflict with these general conditions, the

special conditions shall apply.

14.3 General

(a) Unless otherwise indicated in the bidding documents, the purchaser shall not be liable for any

expense incurred in the preparation and submission of a bid. Where applicable a non-

refundable fee for documents may be charged.

(b) With certain exceptions, invitations to bid are only published in the government Tender Bulletin.

Private Bag X85, Pretoria 0001, or accessed electronically from www.treasury.gov.za

14.4 Standards

(a) The goods supplied shall conform to the standards mentioned in the bidding documents and

specifications.

26 | P a g e

14.5 Use of contract documents and information; inspection

(a) The supplier shall not, without the purchaser’s prior written consent, disclose the contract, or

any provision thereof, or any specification, plan, drawing, pattern, sample, or information

furnished by or on behalf of the purchaser in connection therewith, to any person other than a

person employed by the supplier in the performance of the contract. Disclosure to any such

employed person shall be made in confidence and shall extend only so far as may be

necessary for purposes of such performance.

(b) The supplier shall not, without the purchaser’s prior written consent, make use of any document

or information mentioned in GCC clause5.1 except for purposes of performing the contract.

(c) Any document, other than the contract itself mentioned in GCC clause 5.1shall remain the

property of the purchaser and shall be returned (all copies) to the purchaser on completion of

the supplier’s performance under the contract if so required by the purchaser.

(d) The supplier shall permit the purchaser to inspect the supplier’s records relating to the

performance of the supplier and to have them audited by auditors appointed by the purchaser,

if so required by the purchaser.

14.6 Patent rights

(a) The supplier shall indemnify the purchaser against all third-party claims of infringement of

patent, trademark, or industrial design rights arising from use of the goods or any part thereof

by the purchaser.

14.7 Performance security

(a) Within thirty (30) days of receipt of the notification of contract award, the successful bidder

shall furnish to the purchaser the performance security of the amount specified in SCC.6

(b) The proceeds of the performance security shall be payable to the purchaser as compensation

for any loss resulting from the supplier’s failure to complete his obligations under the contract.

(c) The performance security shall be denominated in the currency of the contract, or in a freely

convertible currency acceptable to the purchaser and shall be in one of the following forms:

(d) a bank guarantee or an irrevocable letter of credit issued by a reputable bank located in the

purchaser’s country or abroad, acceptable to the purchaser, in the form provided in the bidding

documents or another form acceptable to the purchaser; or

(e) a cashier’s or certified cheque

(f) The performance security will be discharged by the purchaser and returned to the supplier not

later than thirty (30) days following the date of completion of the supplier’s performance

27 | P a g e

obligations under the contract, including any warranty obligations, unless otherwise specified

in SCC.

14.8 Inspections, tests and analyses

(a) All pre-bidding testing will be for the account of the bidder.

(b) If it is a bid condition that supplies to be produced or services to be rendered should at any

stage during production or execution or on completion be subject to inspection, the premises

of the bidder or contractor shall be open, at all reasonable hours, for inspection by are

representative of the Department or an organization acting on behalf of the Department.

(c) If there are no inspection requirements indicated in the bidding documents and no mention is

made in the contract, but during the contract period it is decided that inspections shall be

carried out, the purchaser shall itself make the necessary arrangements, including payment

arrangements with the testing authority concerned.

(d) If the inspections, tests and analyses referred to in clauses 8.2 and 8.3 show the supplies to

be in accordance with the contract requirements, the cost of the inspections, tests and

analyses shall be defrayed by the purchaser.

(e) Where the supplies or services referred to in clauses 8.2 and 8.3 do not comply with the

contract requirements, irrespective of whether such supplies or services are accepted or not,

the cost in connection with these inspections, tests or analyses shall be defrayed by the

supplier.

(f) Supplies and services which are referred to in clauses 8.2 and 8.3 and which do not comply

with the contract requirements may be rejected.

(g) Any contract supplies may on or after delivery be inspected, tested or analyzed and may be

rejected if found not to comply with the requirements of the contract. Such rejected supplies

shall be held at the cost and risk of the supplier who shall, when called upon, remove them

immediately at his own cost and forthwith substitute them with supplies which do comply with

the requirements of the contract. Failing such removal the rejected supplies shall be returned

at the suppliers cost and risk. Should the supplier fail to provide the substitute supplies

forthwith, the purchaser may, without giving the supplier further opportunity to substitute the

rejected supplies, purchase such supplies as may be necessary at the expense of the supplier.

(h) The provisions of clauses 8.4 to 8.7 shall not prejudice the right of the purchaser to cancel the

contract on account of a breach of the conditions thereof, or to act in terms of Clause 23 of

28 | P a g e

14.9 Packing

(a) The supplier shall provide such packing of the goods as is required to prevent their damage or

deterioration during transit to their final destination, as indicated in the contract. The packing

shall be sufficient to withstand, without limitation, rough handling during transit and exposure

to extreme temperatures, salt and precipitation during transit, and open storage. Packing, case

size and weights shall take into consideration, where appropriate, the remoteness of the goods’

final destination and the absence of heavy handling facilities at all points in transit.

(b) The packing, marking, and documentation within and outside the packages shall comply strictly

with such special requirements as shall be expressly provided for in the contract, including

additional requirements, if any, specified in SCC, and in any subsequent instructions ordered

by the purchaser.

14.10 Delivery and documents

(a) Delivery of the goods shall be made by the supplier in accordance with the terms specified in

the contract. The details of shipping and/or other documents to be furnished by the supplier

are specified in SCC.

(b) Documents to be submitted by the supplier are specified in SCC.

14.11 Insurance

(a) The goods supplied under the contract shall be fully insured in a freely convertible currency

against loss or damage incidental to manufacturer acquisition, transportation, storage and

delivery in the manner specified in the SCC.

14.12 Transportation

(a) Should a price other than an all-inclusive delivered price be required, this shall be specified in

the SCC.

14.13 Incidental services

(a) The supplier may be required to provide any or all of the following services, including additional

services, if any, specified in SCC:

(b) performance or supervision of on-site assembly and/or commissioning of the supplied goods;

(c) furnishing of tools required for assembly and/or maintenance of the supplied goods;

(d) furnishing of a detailed operations and maintenance manual for each appropriate unit of the

supplied goods;

29 | P a g e

(e) performance or supervision or maintenance and/or repair of the supplied goods, for a period

of time agreed by the parties, provided that this service shall not relieve the supplier of any

warranty obligations under this contract; and

(f) training of the purchaser’s personnel, at the supplier’s plant and/or on-site, in assembly, start-

up, operation, maintenance, and/or repair of the supplied goods.

(g) Prices charged by the supplier for incidental services, if not included in the contract price for

the goods, shall be agreed upon in advance by the parties and shall not exceed the prevailing

rates charged to other parties by the supplier for similar services.

14.14 Spare parts

(a) As specified in SCC, the supplier may be required to provide any or all of the following

materials, notifications, and information pertaining to spare parts manufactured or distributed

by the supplier:

(b) such spare parts as the purchaser may elect to purchase from the supplier, provided that this

election shall not relieve the supplier of any warranty obligations under the contract; and

(c) in the event of termination of production of the spare parts:

(i) Advance notification to the purchaser of the pending termination, in sufficient time to permit

the purchaser to procure needed requirements; and

(ii) following such termination, furnishing at no cost to the purchaser, the blueprints, drawings, and

specifications of the spare parts, if requested.

14.15 Warranty

(a) The supplier warrants that the goods supplied under the contract are new, unused, of the most

recent or current models, and that they incorporate all recent improvements in design and

materials unless provided otherwise in the contract. The supplier further warrants that all goods

supplied under this contract shall have no defect, arising from design, materials, or

workmanship (except when the design and/or material is required by the purchaser’s

specifications) or from any actor omission of the supplier, that may develop under normal use

of the supplied goods in the conditions prevailing in the country of final destination.

(b) This warranty shall remain valid for twelve (12) months after the goods, or any portion thereof

as the case may be, have been delivered to and accepted at the final destination indicated in

the contract, or for eighteen (18) months after the date of shipment from the port or place

loading in the source country, whichever period concludes earlier unless specified otherwise

in SCC.

(c) The purchaser shall promptly notify the supplier in writing of any claims arising under this

warranty.

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General scope:

• Provision of office accommodation for Legal Aid South Africa’s Cradock Satellite Office.
• Lease period: Up to 5 years.
• The leased premises must include a full physical address (street number, building name) and a detailed description.
• Property details must include the Erf number.

Tenant (Legal Aid South Africa) contact details for submission and queries:

• Physical Address: Legal Aid House, 29 De Beer Street, BRAAMFONTEIN, 2017.
• Postal Address: Private Bag X 76, BRAAMFONTEIN, 2017.

Submit the following returnable documents as part of the proposal:

• Completed Request for Proposal (RFP) form (Annexure B, Schedule 1).
• Full description of the leased premises, including physical address, street number, and building name.
• Property details, including Erf number.
• Proposed commencement and expiry dates for the lease.
• Landlord’s banking details for rental payments (Account Name, Account Number, Institution, Branch Name, Branch Code, Type of Account, Reference Number, VAT Registration Number).
• Annual escalation rate (compounded) for rental.
• Basic rental amount (excluding VAT) per month.
• Breakdown of charges payable by the tenant (e.g., electricity, water, other charges).
• Detailed 5-year pricing schedule, including lettable area, unit rent, VAT, and total monthly payable for office space, parking bays, and other charges.
• Separate letter providing a detailed breakdown of any additional charges.
• Total lease agreement cost for 5 years (Legal Aid SA reserves the right to limit the lease to 5 years).
• Tenant installation allowance (if applicable).
• Three contactable references (name, telephone/cell number, email, company name).
• Domicilium citandi et executandi (physical and postal addresses, telephone, fax, email, cell number, and alternative contact number for the landlord).
• Full names and capacity of the signatory acting on behalf of the service provider.

Scope of work:

• Provide office accommodation for Legal Aid South Africa’s Cradock Satellite Office.
• Lease period: Up to 5 years (Legal Aid SA reserves the right to limit the lease to 5 years).

Leased premises requirements:

• Full physical address, including street number and building name.
• Detailed description of the leased premises.
• Property details, including Erf number.

Service provider duties and responsibilities (to be fully detailed in the proposal):

• 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 South Africa’s duties and responsibilities:

• Water and electricity consumption (as per municipal account).
• 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.

5-Year pricing breakdown:

• Yearly breakdown required for:
• Office space (M2, unit rent, total rent excluding VAT, VAT, total rent including VAT).
• Parking bays (unit rent, total rent excluding VAT, VAT, total rent including VAT).
• Other charges (M2, unit rent, total rent excluding VAT, VAT, total rent including VAT).
• Total monthly payable amount for each year.
• Total lease agreement cost for 5 years must be provided.

Note: Legal Aid SA reserves the right not to enter into a lease longer than 5 years. Tenant installation allowance (if applicable) must be specified.

Payment and pricing structure:

• Rental payments must be made to the landlord’s specified bank account (details to be provided in the proposal).
• Basic rental amount (excluding VAT) per month must be clearly stated.
• VAT is applicable at the prevailing rate (15%).
• Annual rental escalation: Compounded annually at a specified percentage (to be proposed by the bidder).
• Charges payable by the tenant:
• Electricity: As per municipal account.
• Water: As per municipal account.
• Other charges: Must be detailed in a separate letter with a full breakdown.

Pricing schedule:

• Submit a 5-year breakdown of costs, including:
• Lettable area (M2) for office space, parking bays, and other charges.
• Unit rent (R per M2 or per parking bay).
• Total monthly rent (excluding VAT).
• VAT (15%).
• Total monthly rent (including VAT).
• Total lease agreement cost for 5 years must be provided.
• Tenant installation allowance (if applicable) must be specified.

Note: Legal Aid SA reserves the right not to enter into a lease longer than 5 years.

Tenant (Legal Aid South Africa) contact details:

• Physical Address: Legal Aid House, 29 De Beer Street, BRAAMFONTEIN, 2017.
• Postal Address: Private Bag X 76, BRAAMFONTEIN, 2017.