Provision of office accommodation in port shepstone for up to 5 years

• Outcome 1: Equal access to justice for all, focusing on indigent and vulnerable persons.
• Outcome 2: A respected, high-performing, sustainable organisation delivering quality legal services with positive societal, economic, and environmental impact.

• Closing date and time: 25 August 2026 at 11h00.
• Optional briefing session: 05 August 2026 from 14:00 to 15:00 at 2nd Floor MB Centre, 49 Aiken Street, Port Shepstone, 4240.

• Bid enquiries: Ms. Thuliswa Mabhengu.
• Technical enquiries: Mr. Roger Jasson.
• Telephone: (039) 682 5908.
• Email: [email protected] (bid enquiries), [email protected] (technical enquiries).
• Submission address: Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg.

• Submit proposals by 11h00 on 25 August 2026.
• Deposit sealed bids in the tender box at Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg.
• Envelope must be marked with Tender Number 28/2026, closing date/time, and company name.
• Complete all annexures fully using the given numbering format; deviations may be ignored.
• Proposals must remain valid for 150 days.
• Companies failing to adhere to requirements risk disqualification.
• All submitted documents become the property of Legal Aid SA.

• Complete all annexures fully using given numbering format.
• Clearly mark attachments specific to required information.
• Deviations may be ignored.

Bidders must be registered on National Treasury's Central Supplier Database as active suppliers, be tax compliant, not be restricted suppliers, provide valid Tax Clearance Certificate, not be persons in service of the state or companies with directors in state service, and must submit all required documentation completely and correctly to avoid disqualification.

• Provision of office accommodation for Port Shepstone Local Office for up to five years.
• The service must align with Legal Aid SA's vision, mission, and values: Passion for Justice, Ubuntu, Integrity, Accountability, Service Excellence, People and Planet Focused.
• Objectives include ensuring equal access to justice, sustainable operations, and responsive service delivery.
• Bidders must warrant they are highly skilled, professional, competent, and experienced in the area bid for.
• Legal Aid SA may request clarification or additional information within 24 hours; failure to comply may lead to disqualification.

• Any defects due to poor workmanship must be rectified by the bidder at own cost and time.
• Correction costs must be separately noted on billing documentation.

• Only firm prices accepted; non-firm prices (including exchange rate variations) not considered.

• Only firm prices will be accepted; non-firm prices (including those subject to exchange rate variations) will not be considered.
• Prices must be quoted in South African Rand and include all applicable taxes (VAT, PAYE, income tax, UIF, skills development levies).
• All delivery costs must be included in the bid price.
• Authorised disbursements (travel and subsistence) will be refunded per Legal Aid SA travel policy, substantiated by receipts/logs.
• No costs incurred for proposal preparation or presentations will be reimbursed.

• Bidders must provide proof of registration on the National Treasury Central Supplier Database (CSD) showing active, tax-compliant, and non-restricted status.
• Submit a valid Tax Clearance Certificate (original) or SARS PIN; failure results in bid invalidation.
• B-BBEE Status Level Verification Certificate or sworn affidavit (for EMEs & QSEs) must be submitted to qualify for preference points.
• Bidders must complete company details including name, contact numbers, address, personnel count, turnover, growth, and tax clearance status.
• The bid is subject to the Preferential Procurement Policy Framework Act, 2000 and Regulations, 2022.

• The 80/20 system applies: 80 points for price, 20 points for Specific Goal B-BBEE Level of Contribution status.
• Refer to SBD 6.1 for B-BBEE requirements and points allocation.

• Legal Aid SA objectives include embedding sustainable and agile practices to positively impact society, the economy, and the environment.
• Focus on environmentally responsive supply chain management and adapting to technological and environmental factors.

• GCC forms part of all bid documents and may not be amended.
• SCC supplements GCC; in conflict, GCC prevails.

• Upon award, the proposal and its terms become a binding contract.
• Successful bidder assumes total responsibility, regardless of subcontracts.
• Legal Aid SA reserves the right not to award the tender.

• Bidders must provide proof of CSD registration showing active, tax-compliant, non-restricted status.

• Provide names of reference sites for verification.
• Demonstrate affirmative action employment practices and procurement programmes empowering SMMEs and historically disadvantaged groups.

The lease premises require a full physical address and description. The property is identified by an erf number. Lease commencement and expiry dates are to be specified.

Tenant (Legal Aid South Africa) address for legal notices: Legal Aid House, 29 De Beer Street, Braamfontein, 2017. Postal Address: Private Bag X 76, Braamfontein, 2017.

Returnable Documents: The bidder must complete and submit Annexure B (Request for Proposal Completion of Documents). This includes providing landlord details, property information, rental schedules, and maintenance responsibilities.

Eligible applicants must be: (1) A registered Company, Close Corporation, Trust, or Individual with valid registration/ID number; (2) Duly authorized to enter into a lease agreement on behalf of the landlord; (3) VAT registered (VAT Registration Number required); (4) Owners or authorized representatives of suitable office accommodation in Port Shepstone; (5) Able to provide three contactable references; (6) Capable of fulfilling specified maintenance and service provider duties including internal/external maintenance, garden maintenance, air conditioning, lift maintenance, insurance coverage, municipal rates, and fire fighting equipment services. The property must be suitable for use as a Legal Aid SA local office with appropriate office space and parking facilities.

The lease premises require a full physical address and description of the leased property. The property is identified by an erf number. The lease commencement and expiry dates are to be specified. The tenant (Legal Aid SA) will pay for electricity and water consumption as per municipal accounts.

Landlord must provide bank account details for rental payments. Annual escalation rate applies. Basic rental excludes VAT. Tenant pays electricity and water as per municipal accounts. Bidder must submit a detailed 5-year pricing schedule for office space, parking bays, and other charges per year. A separate letter detailing 'other charges' is required. Total lease agreement cost and tenant installation allowance must be stated.

The landlord must provide bank account details for rental payments, including account name, number, institution, branch, and VAT registration number. The basic rental excludes VAT. An annual escalation rate applies. The bidder must submit a detailed pricing schedule for a 5-year period, broken down by office space, parking bays, and other charges per year. A separate letter detailing 'other charges' is required. The total lease agreement cost and a tenant installation allowance must be stated.

The service provider (landlord) is responsible for: internal maintenance (general and wear & tear), external maintenance, garden maintenance, air conditioning maintenance, lift maintenance, floor covering wear, municipal rates and increases, insurance and increases, replacement of light bulbs, and fire fighting equipment and services. Legal Aid SA is responsible for: water and electricity consumption, sanitary services and refuse removal, domestic cleaning services, consumables supply, internal maintenance under 'brake & pay rule', alarm/security system maintenance, replacement of light bulbs, and furniture, office equipment and appliances. The contract signatory for the service provider must be named with their capacity.

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

{

"closingDate": "25 August 2026",

"closingTime": "11h00",

"briefingSession": {

"date": "05 August 2026",

"time": "14:00PM – 15:00PM",

"venue": "2nd Floor MB Centre, 49 Aiken Street, Port Shepstone, 4240"

}

}

{

"name": "Thuliswa Mabhengu",

"email": "[email protected]",

"phone": "(039) 682 5908",

"department": "Bid Enquiries"

}

{

"submissionAddress": "Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg, 2001",

"submissionDeadline": "25 August 2026, 11h00",

"requiredDocuments": [

"Completed tender documents",

"Proof of registration on National Treasury's Central Supplier Database (CSD)"

],

"submissionGuidance": "Tenders must 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."

}

The closing date for the submission of proposals is 11h00 on 25 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.

Must be registered on National Treasury's Central Supplier Database (CSD) as active, tax compliant, and not restricted; must provide original tax clearance or CSD proof; must submit B-BBEE documentation (SBD 6.1); property must be available for inspection within 5 days of request; proposals must be handwritten in black ink; must provide company details, references, and financial turnover data.

{

"officeSpaceRequirements": {

"minimumSpace": "316m2",

"maximumSpace": "326m2",

"parkingBays": 6

},

"buildingRequirements": [

"Ground floor or building with functional lifts",

"Secured safe lockable parking for Legal Aid SA' vehicles",

"User-friendly for disabled persons"

],

"complianceRequirements": [

"Compliance with all building laws, regulations and bylaws",

"Health and safety compliance"

]

}

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.

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.

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

{

"paymentTerms": "Legal Aid SA will approve all project plans and projected project activity costs",

"paymentGuidance": "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."

}

{

"taxClearance": "Valid tax clearance certificate or registration with the CSD",

"bbbeeRequirements": "Support for empowerment as specified by government (refer to form SBD 6.1)",

"registrationRequirements": "Registration on National Treasury's Central Supplier Database (CSD)"

}

The building should be user-friendly for disabled persons.

The organisation's regulatory framework is responsive to the changing legal, social and economic environment.

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 bidder must provide a detailed breakdown of costs / charges and related charges as well as a total bid amount

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