Lease of office accommodation in bloemfontein for legal aid south africa (5-Year operational lease)

Closing Date: 04 August 2026 at 11h00 AM. Optional Briefing Session: 20 July 2026, 14:00–15:00 PM at Fedsure Building, 4th Floor, 49 Charlotte Maxeke Street, Bloemfontein, 9300. Attendance is not compulsory.

Bid Enquiries: Ms. Ntsatsi Motaung, Email: [email protected], Tel: (051) 447 9915. Technical Enquiries: Mr. Cuma Siyo, Email: [email protected], Tel: (051) 447 9915. Submission Address: Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg, 2001.

Submit a sealed envelope marked with: Tender Number (24/2026), Closing Date (04 August 2026), Time (11h00 AM), and your Company Name. Deposit it in the locked tender box at Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg, 2001. All annexures must be completed in full using the given numbering format. Attachments must be clearly marked. Non-compliance risks disqualification. Tender forms must be handwritten in black ink. No electronic submissions (email, fax, etc.) will be accepted. Proposals must remain valid for 150 days from the closing date.

Scope: Provision of office accommodation for up to five (5) years for Legal Aid SA’s Bloemfontein Local Office. The bidder must ensure the accommodation meets Legal Aid SA’s operational and service delivery requirements. All deviations from specifications must be documented and submitted with the proposal. The successful bidder assumes total responsibility for the service, including subcontracting arrangements.

Defects attributable to poor workmanship must be rectified by the bidder at their own cost and time. All correction costs must be separately noted on billing documentation. Goods/services must conform to specified standards. Inspections may be conducted during production or execution; non-compliance may result in rejection and cost liability for the supplier.

Submit a detailed pricing schedule using SBD 3.1. Only firm prices in ZAR are accepted; non-firm prices or those subject to exchange rate variations will be disqualified. Prices must include all applicable taxes (VAT, PAYE, income tax, UIF, skills development levies). If delivery points affect pricing, submit separate schedules for each. Offers must remain valid for 150 days from the closing date. Clearly state whether prices are firm for the contract duration.

Only firm prices in South African Rand (ZAR) will be accepted. Prices must include all applicable taxes (VAT, PAYE, income tax, UIF, skills development levies). Pricing must be valid for 150 days from the closing date. Submit a detailed breakdown of costs using SBD 3.1 (Pricing Schedule). Delivery costs must be included in the bid price. Payment will be made per Legal Aid SA’s approved project plans and activity costs. No payment will be made without an official order.

Mandatory: Original and valid Tax Clearance Certificate (TCS) from SARS must be submitted with the bid. Certified copies are not accepted. Bidders must be registered on the National Treasury’s Central Supplier Database (CSD) as active, tax-compliant, and not restricted. For consortia/joint ventures, each party must submit separate TCS certificates, CSD numbers, or PINs. B-BBEE Status Level Verification Certificate or Sworn Affidavit (for EMEs & QSEs) must be submitted to qualify for preference points. No bids will be considered from state employees or entities with directors/members in state service.

Legal Aid SA embeds sustainable and environmentally responsive practices in its operations. Bidders should align with Objective 5 (sustainable practices) and Objective 8 (environmentally responsive supply chain management) to positively impact society, the economy, and the environment.

The successful bidder’s proposal, along with tender terms and conditions, will form a binding contract. Legal Aid SA reserves the right not to award the tender. The contract duration is up to five (5) years. The bidder assumes full responsibility, including for subcontractors. Legal Aid SA may request clarifications or demonstrations within 24 hours; failure to comply may disqualify the bidder. Contracts are subject to the Preferential Procurement Policy Framework Act, 2000, and the General Conditions of Contract (GCC). Special Conditions of Contract (SCC) prevail over GCC in case of conflict. Performance security may be required within 30 days of award.

Evaluation uses the 80/20 preference point system: 80 points for price (lowest acceptable tender) and 20 points for B-BBEE Level of Contribution. Points for price are calculated using the formula: Ps = 80(1 - (Pt - Pmin)/Pmin), where Ps = points scored, Pt = tender price, Pmin = lowest acceptable tender price. B-BBEE points are awarded based on the bidder’s B-BBEE status level (refer to SBD 6.1). Bidders must provide reference sites, demonstrate affirmative action practices, and submit CSD and tax compliance proof.

• Bid Enquiries: Ntsatsi Motaung. Email: [email protected]. Tel: (051) 447 9915.
• Technical Enquiries: Cuma Siyo. Email: [email protected]. Tel: (051) 447 9915.
• Submission Address: Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg, 2001.

• Submit your proposal by 11h00 on 04 August 2026.
• Deliver to the locked tender box in the foyer at Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg, 2001.
• Seal your tender in an envelope clearly marked with Tender Number 24/2026, the closing date and time, and your company name.
• All annexures must be completed in full, using the given numbering format. Attachments must be clearly marked and specific.
• Your proposal must remain valid for 150 days.
• Failure to adhere to these requirements, including submitting in the correct format, may result in disqualification.
• No costs incurred during the proposal process will be reimbursed, unless prior written approval is obtained for authorised disbursements.

• Refer to Annexure B for documents relating to the RFP completion.

Bidders must: (1) Be registered on National Treasury's Central Supplier Database (CSD) as an active, tax-compliant supplier not restricted, (2) Not be a restricted supplier, (3) Have valid tax clearance certificate or CSD proof, (4) Apply affirmative action employment practices promoting B-BBEE contribution, (5) Meet minimum space requirement of 801m² (failure results in disqualification), (6) Have properties available for inspection within 5 days of request, (7) Submit proposals in proper numbering format with no qualifications from bidder's own conditions, (8) Handwrite tender forms in BLACK ink (no mechanical devices), (9) Supply requested clarification within 24 hours or face disqualification, (10) Comply with demonstration requests within 24 hours

• Required office accommodation for the Bloemfontein Local Office for up to five years.
• Location must be near local courts and public transport facilities. A standalone building in Bloemfontein is preferred.
• Office space: Minimum 801 m², maximum 816 m², with 16 parking bays. Bids outside this range will be disqualified.
• The building should preferably be on the ground floor or have functional lifts, with secure lockable parking.
• Must be user-friendly for disabled persons and comply with all building laws, regulations, and health and safety requirements.
• Must be zoned for office, business, or commercial purposes. Title deed and zoning certificate may be required.
• Must allow for Legal Aid SA branding and signboard display.
• Requires telephone/computer network points and an emergency generator backup.
• Refurbishment requirements include submission of floorplans, a commitment letter for tenant installation, partitioning, air-conditioning, painting, floor covering, power skirtings, network/telephone points, blinds, a space plan, and UPS facility integration.

• Bidders must provide company details including name, contact numbers, address, primary contractor/joint venture status, number of personnel, turnover for the last three years, percentage growth, and valid tax clearance/CSD registration.

• Provide a detailed breakdown of all costs/charges and a total bid amount.
• All authorised disbursements (travel and subsistence) will be refunded at reasonable actual cost, supported by documentary evidence like receipts.
• Private vehicle use will be reimbursed at Automobile Association of South Africa prevailing rates.
• No other proposal or presentation costs will be reimbursed.

• Provide proof of registration on the National Treasury Central Supplier Database (CSD), showing you are an active, tax-compliant, and non-restricted supplier.
• Provide an ORIGINAL valid tax clearance certificate or CSD registration.
• Demonstrate affirmative action employment practices and procurement programmes promoting B-BBEE contribution.
• B-BBEE status level of contribution is scored as part of the 80/20 evaluation system.

• Legal Aid SA's objectives include embedding sustainable and agile practices and maintaining an environmentally responsive supply chain.

• Failure to sign/accept conditions, complete forms, or submit in the required format may invalidate the tender.
• Tender forms must be handwritten in black ink, not typed.
• Check for missing or duplicated pages; no liability is accepted.
• State whether prices and delivery periods remain firm for the contract duration.
• Indicate if items offered are 'as specified' or detail deviations.
• Prices must be quoted in South African Rand.
• Electronic submissions (telegram, telex, fax, email) are not accepted unless specified.

• Provide proof of CSD registration showing you are an active, tax-compliant, non-restricted supplier.

• The bidder must provide three contactable references, listing for each: initial and surname, telephone/cell number, email address, and company name if applicable.

• The tender is for the provision of office accommodation in Bloemfontein for up to five years.
• The bidder must provide a full description of the leased premises, including the physical address with street number and building name.
• The property is defined by its Erf number.
• The bidder must specify the lease commencement and expiry dates.
• The bidder must provide their bank account details for rental payments, including account name, number, institution, branch name and code, account type, reference number, and VAT registration number.
• The bidder must propose an annual escalation rate for the rent.
• The bidder must state the basic monthly rental excluding VAT.
• The tenant (Legal Aid SA) will pay for electricity and water as per the municipal account.
• The bidder must complete a detailed pricing schedule for Years 1 to 5, covering office space (M2), parking bays, and any other charges, showing lettable area, unit rent, monthly totals excluding VAT, VAT at 15%, and total monthly rent including VAT.

• The bidder must provide their bank account details for rental payments: account name, number, institution, branch name, branch code, account type, reference number, and VAT registration number.
• The bidder must propose an annual escalation rate for the rent, compounded annually.
• The bidder must state the basic monthly rental amount excluding VAT.
• The tenant (Legal Aid SA) will be responsible for electricity and water charges as per the municipal account.
• The bidder must complete a detailed pricing schedule for Years 1 to 5, showing for each year: office space (M2), parking bays, and other charges, with lettable area, unit rent, monthly total excluding VAT, VAT at 15%, and total monthly rent including VAT.
• A detailed breakdown letter for any 'other charges' must be submitted separately.
• The bidder must provide total lease costs for 5, 7, and 9 years 11 months, and any tenant installation allowance.
• Legal Aid SA reserves the right not to enter a lease longer than 5 years.

• The bidder must provide their bank account details for receiving rental payments: account name, number, institution, branch name, branch code, account type, reference number, and VAT registration number.
• The bidder must propose an annual escalation rate for the rent, compounded annually.
• The bidder must state the basic monthly rental amount excluding VAT.
• The tenant (Legal Aid SA) will be responsible for electricity and water charges as per the municipal account.
• The bidder must complete a detailed pricing schedule for a five-year lease, showing monthly rent for office space, parking bays, and other charges for each year, including VAT calculations.
• A detailed breakdown letter for any 'other charges' must be submitted separately.
• The bidder must provide total lease costs for 5, 7, and 9 years 11 months, and any tenant installation allowance.
• Legal Aid SA reserves the right not to enter a lease longer than 5 years.

• The bidder must provide three contactable references with initials, surname, telephone/cell number, email address, and company name if applicable.
• The bidder must specify the duties and responsibilities of the service provider (landlord), which include: internal maintenance (general and normal wear & tear), external maintenance, garden maintenance, air conditioning maintenance, lift maintenance, floor covering maintenance for normal wear, municipal rates and increases, insurance and increases, replacement of light bulbs, and fire fighting equipment and services.
• The bidder must specify the duties and responsibilities of Legal Aid South Africa (tenant), which include: water and electricity consumption, sanitary services and refuse removal, domestic cleaning services, consumables supply, internal maintenance under a 'brake & pay' rule, alarm/security system maintenance, replacement of light bulbs, and furniture, office equipment and appliances.
• The bidder must state who will sign the contract on behalf of the service provider and in what capacity, providing full names.

• The bidder must specify the lease commencement and expiry dates.
• The bidder must provide their domicilia (contact details for legal service): physical address, postal address, telephone number, telefax number, email address, cell number, and alternative contact number.
• Legal Aid SA's address for service is: Legal Aid House, 29 De Beer Street, Braamfontein, 2017. Postal: Private Bag X 76, Braamfontein, 2017.
• The bidder must detail the service provider's (landlord's) duties and responsibilities, covering: internal maintenance (general and normal wear & tear), external maintenance, garden maintenance, air conditioning maintenance, lift maintenance, floor covering maintenance for normal wear, municipal rates and increases, insurance and increases, replacement of light bulbs, and fire fighting equipment and services.
• The bidder must detail Legal Aid SA's (tenant's) duties and responsibilities, covering: water and electricity consumption, sanitary services and refuse removal, domestic cleaning services, consumables supply, internal maintenance under a 'brake & pay' rule, alarm/security system maintenance, replacement of light bulbs, and furniture, office equipment and appliances.
• The bidder must state who will sign the contract on behalf of the service provider and in what capacity, providing full names.