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

Tenant (Legal Aid South Africa) contact details for domicilium:

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

Submit the following returnable documents:

• Completed Request for Proposal (Annexure B, Schedule 1) with full details of the landlord (company/close corporation/trust name or individual full names, registration/ID number, and signatory capacity).
• Physical address and full description of the leased premises, including street number, building name, and Erf number.
• Proposed commencement and expiry dates for the lease.
• Banking details for rental payments (account name, number, institution, branch name, branch code, account type, reference number, VAT registration number).
• Annual escalation rate (compounded percentage).
• Basic monthly rental (excluding VAT) and breakdown of lettable areas (office space in m², parking bays, other charges in m²).
• Detailed breakdown of other charges (if applicable), submitted separately and supported.
• Total lease agreement cost for five years and tenant installation allowance (if any).
• Three contactable references (initials, surname, phone/email, company name if applicable).
• Domicilium citandi et executandi (physical and postal addresses, phone, fax, email, cell number for landlord).
• Full names and capacity of the signatory representing the service provider.

Three contactable references must be provided, including:

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

Open to any registered company, close corporation, trust, or individual with valid registration. Must be legally authorized to enter into lease agreements. VAT registration recommended. Property must meet the requirements for office accommodation. Three contactable references required from previous property leasing experience.

Scope: Provision of office accommodation for up to five years for Legal Aid South Africa’s Kroonstad Local Office.

Leased Premises Requirements:

• Full physical address (street number, building name) and description of the premises.
• Property details: Erf number.

Maintenance and Responsibilities:

• Service Provider (Landlord) duties: 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) duties: 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.

Additional Requirements:

• A detailed breakdown of other charges (if any) must be submitted separately and supported.
• Total lease agreement cost for five years must be provided.
• Tenant installation allowance (if applicable) must be specified.
• Legal Aid SA reserves the right not to enter into a lease longer than five years.

Payment Terms:

• Rental payments must be made to the landlord’s specified bank account (account name, number, institution, branch name, branch code, account type, reference number, VAT registration number).
• Basic monthly rental (excluding VAT) for office space (per m²), parking bays, and other charges (per m²).
• Annual rental escalation: Compounded annually at the specified percentage, effective from each anniversary of the commencement date.
• VAT: Applicable rate (15%) added to the monthly rental.
• Charges payable by tenant: Electricity and water (as per municipal account).
• Total lease cost for five years must be provided, including a detailed breakdown of other charges (if any).
• Tenant installation allowance (if applicable) must be specified.
• Legal Aid SA reserves the right not to enter into a lease longer than five years.

Service Provider (Landlord) Responsibilities:

• 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 (Tenant) 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.

Contract Signatory:

• Full names and capacity of the person signing on behalf of the service provider.

Legal Aid South Africa (Tenant) Domicilium:

• Postal Address: Private Bag X 76, Braamfontein, 2017.

Closing Date: 04 August 2026 at 11h00 AM. Optional Briefing Session: 21 July 2026, 14:00–15:00 PM at 99 Murray Street, Kroonstad, 9501.

Bid Enquiries: Ms. Nokhanyiso Ngaba, Email: [email protected], Tel: (056) 216 4800. Technical Enquiries: Ms. Anele Tshapa, Email: [email protected], Tel: (056) 216 4800. Submission Address: Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg, 2001.

Submit sealed tender documents in an envelope marked with: Tender Number (26/2026), Closing Date (04 August 2026), Time (11h00 AM), and Company Name. Deposit 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 tenders transmitted by telegram, telex, facsimile, or email will be considered. Proposals must remain valid for 150 days from closing date.

Provision of office accommodation for a period of up to five (5) years for the Kroonstad Local Office. The successful bidder must ensure the accommodation meets Legal Aid SA’s operational and service delivery requirements. Defects attributable to poor workmanship must be rectified by the bidder at their own cost and time. Intellectual property rights for any works created under this contract will vest in Legal Aid SA unless otherwise agreed in writing.

Any defects (patent or latent) attributable to poor workmanship must be rectified by the bidder at their own cost and time. All costs for defect correction must be explicitly noted on billing documentation. Quality assurance is a contractual obligation.

Submit a detailed pricing schedule in South African Rand (ZAR) with firm prices only. Non-firm prices or those subject to exchange rate variations will not be considered. Include all applicable taxes (VAT, PAYE, income tax, UIF, skills development levies). Prices must remain valid for 150 days from the closing date. Delivery costs must be included in the bid price. Separate pricing schedules are required if different delivery points affect pricing.

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). Submit a detailed breakdown of costs, including delivery costs to the prescribed destination. Pricing must remain valid for 150 days from the closing date. Payment terms: Legal Aid SA will approve project plans and costs; no delivery before an official order is issued. Travel and subsistence costs may be reimbursed if pre-approved, with documentary evidence (receipts, kilometer logs).

Bidders must provide proof of registration on the National Treasury’s Central Supplier Database (CSD), showing active supplier status, tax compliance, and no restrictions. Original and valid Tax Clearance Certificate (TCS) from SARS must be submitted; certified copies are not accepted. For consortia/joint ventures, each party must submit separate TCS certificates or CSD numbers. Bidders must submit a B-BBEE Status Level Verification Certificate or sworn affidavit (for EMEs/QSEs) to qualify for preference points. No bids will be considered from persons in the service of the state or entities with directors/members in state service.

Legal Aid SA embeds sustainable and environmentally responsive practices in its operations. Bidders should align with these values, particularly in supply chain management and service delivery.

The contract will be binding upon award, with the successful bidder assuming full responsibility, including for any subcontracting. Legal Aid SA reserves the right not to award the tender. Contract duration is up to five (5) years. Performance security (bank guarantee, irrevocable letter of credit, or cashier’s cheque) must be furnished within 30 days of contract award. Defects must be rectified at the bidder’s cost. Intellectual property rights vest in Legal Aid SA. Contract may be terminated for default, insolvency, or force majeure. Disputes will be settled per GCC and applicable law.

Evaluation uses the 80/20 preference point system: 80 points for price 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 is the score, Pt is the tender price, and Pmin is the lowest acceptable tender price. Bidders must submit proof of B-BBEE status to claim the 20 points for specific goals. Failure to submit required documentation forfeits preference points.

• Closing date and time: 04 August 2026 at 11h00.
• Optional briefing session: 21 July 2026 from 14:00 to 15:00 at 99 Murray Street, Kroonstad, 9501.
• Proposal validity period: 150 days.

• Bid enquiries: Nokhanyiso Ngaba, email [email protected], tel (056) 216 4800.
• Technical enquiries: Anele Tshapa, email [email protected], tel (056) 216 4800.
• Submission address: Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg, 2001.

• Submit by 11h00 on 04 August 2026.
• Deposit in the locked tender box at Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg, 2001.
• Seal tender in an envelope marked with Tender Number: No. 26/2026, Closing Date: 04 August 2026, Time: 11h00, and your company name.
• Complete all annexures in full using the given numbering format.
• Clearly mark all attachments and ensure they are specific to required information.
• Failure to adhere to format or submission requirements risks disqualification.
• Tenders must be handwritten in BLACK ink; no mechanical devices.
• Submit floorplans, a commitment letter for refurbishment, partitioning details, air-conditioning specs, painting and floor covering in corporate colours, power skirtings with two plugs per workstation, network/telephone points, blinds in corporate colours, a space plan, and UPS facility details.
• All documents submitted become the property of Legal Aid SA.

Must be registered on CSD as an active, tax-compliant supplier. Must provide proof of B-BBEE status. Must submit all required documents in handwritten black ink. Must allow site inspection within 5 days of request. Proposals not meeting minimum space (334m²) will be disqualified.

• Office accommodation required for Kroonstad Local Office for up to five years.
• Location: Proximity to local courts, with easy access for staff and clients, close to public transport (taxi ranks, train stations, bus terminals). A standalone building in Kroonstad is most desirable.
• Space: Minimum 334m², maximum 349m², with eight parking bays. Bids outside this range will not be evaluated. Accommodates 22 employees.
• Toilets: 5 toilets total (3 cubicles and 2 basins for females, 1 cubicle, 1 basin and 2 urinals for males), including 1 disabled toilet.
• Layout: Working space for all staff, management, public waiting area, consultation rooms, and reception area.
• Building: Preferably ground floor or with functional lifts; secured lockable parking for Legal Aid SA vehicles; user-friendly for disabled persons.
• Compliance: Must comply with all building laws, regulations, bylaws, and health and safety requirements.
• Zoning: Must be zoned for office, business, or commercial purposes; provide title deed and zoning certificate on or before award.
• Branding: Must allow Legal Aid SA branding and signboard display.
• Infrastructure: Telephone and computer network points; emergency generator backup.
• Refurbishment requirements: Submit floorplans, commitment letter for refurbishment per tenant specification, partitioning per Legal Aid SA spec, air-conditioning (preferably split units), painting and floor covering in corporate colours, power skirtings with two plugs per workstation, network/telephone points, blinds in corporate colours, space plan, and UPS facility integrated into specific plug points (Legal Aid SA provides UPS unit).

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

• Defects due to poor workmanship must be rectified by bidder at own cost and time.
• Correction costs must be separately noted on billing documentation.
• Service must be of superior standard, unlikely to cause undue difficulties.
• Bidders warrant they are highly skilled, professional, competent, and experienced.

• Provide a detailed breakdown of all costs/charges and total bid amount.
• No reimbursement for proposal/presentation expenses; authorised disbursements require prior approval.
• Authorised travel reimbursed per Legal Aid SA travel policy; private vehicle rates as per Automobile Association of South Africa.

• Provide a detailed breakdown of all costs/charges and total bid amount.
• Legal Aid SA approves all project plans and projected costs; no project activity delivered before official order issued.
• Delivery within specified timescale after receipt of official order.
• No reimbursement for proposal/presentation expenses; authorised disbursements require prior written approval.
• Authorised travel reimbursed per Legal Aid SA travel policy; private vehicle rates as per Automobile Association of South Africa prevailing rates.
• All authorised disbursement claims require documentary evidence (receipts, kilometre logs).
• Tender prices quoted in South African rand.

• Provide proof of registration on National Treasury’s Central Supplier Database (CSD), showing active supplier status, tax compliance, and no restrictions.
• Submit an ORIGINAL valid tax clearance certificate or CSD registration.
• Demonstrate affirmative action employment and procurement programmes promoting B-BBEE contribution.
• Support empowerment as specified in government form SBD 6.1.
• B-BBEE status level contributes 20 points under the 80/20 evaluation system.
• Maintain proposal validity for 150 days.
• All tender information is confidential; bidders must not disclose to third parties without written consent.
• Tender forms must be handwritten in BLACK ink; check page numbers for completeness.
• Clearly state whether prices and delivery periods remain firm for contract duration.

• Building must comply with all health and safety regulations and bylaws.

• Legal Aid SA aims to be an environmentally responsive organisation.
• Objectives include embedding sustainable practices and positively impacting the environment.

• Contract duration: Up to five years for office accommodation.
• Proposal validity: 150 days.
• After award, the proposal, terms, conditions, and specifications form a binding contract.
• Successful bidder assumes total responsibility, regardless of subcontracting.
• Legal Aid SA may award tender in part or full, to one or more bidders, at its sole discretion.
• Legal Aid SA may request clarification or additional information; bidders must supply within 24 hours or risk disqualification.
• Legal Aid SA may request a demonstration; bidders must comply within 24 hours.
• Further negotiations may occur with highest scoring bidder for rental/refurbishment reductions; failure to participate within five days may result in bid being set aside.
• All tender information is confidential; bidders must not disclose without written consent.
• Intellectual property rights in works created vest in Legal Aid SA unless otherwise agreed in writing.
• No reimbursement for proposal/presentation expenses; authorised disbursements require prior approval and documentation.

• Proposal must remain valid for 150 days.
• Provide proof of CSD registration showing active, tax-compliant, unrestricted status.
• Tender forms must be handwritten in BLACK ink.
• Clearly state if prices and delivery periods remain firm for contract duration.
• Indicate compliance with specifications or note deviations.

• 80/20 preferential points system: Price = 80 points, B-BBEE status level = 20 points.
• Provide references, demonstrate affirmative action programmes, submit tax clearance/CSD registration, support empowerment per SBD 6.1.
• Property must be available for inspection within five days.