Office accommodation for ermelo local office (5-Year lease)

Tenant (Legal Aid South Africa) contact details for service of legal documents:

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

Landlord (bidder) must provide their own contact details for service of legal documents, including:

• Physical Address
• Postal Address
• Telephone Number
• Telefax Number
• E-Mail Address
• Cell Number
• Alternative Contact Number.

Returnable Documents: The bidder must complete and submit Annexure B (Request for Proposal Completion of Documents).

Property owners/landlords (companies, close corporations, trusts, or individuals) with valid registration/ID numbers, authorized signatories, VAT registration (if applicable), and suitable office premises in Ermelo meeting Legal Aid SA's space and maintenance requirements. Must accept the prescribed duty allocation where landlord bears most structural and external maintenance costs.

The leased premises require the following details from the bidder:

• Full physical address with street number and building name.
• Full description of the leased premises.
• Erf number of the property.
• Commencement date and expiry date of the lease.

Bidder must provide three contactable references with:

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

Bidder must complete a detailed pricing schedule for a 5-year lease:

• Provide bank account details for rental payments.
• Specify annual escalation rate (percentage compounded annually).
• State basic rental per month (excluding VAT).
• Tenant pays electricity and water as per municipal account.

Complete tables for each year (Year 1 to Year 5) showing:

• Office space (per square meter).
• Parking bays.
• Other charges.
• Calculations must include lettable area, unit rent, total monthly rent (ex VAT), VAT at 15%, and total monthly rent (inc VAT).

Note: A separate detailed breakdown letter must be submitted for any 'other charges'.

• Provide total lease agreement cost for five years.
• State tenant installation allowance.
• Legal Aid SA reserves the right not to enter into a lease longer than 5 years.

Bidder must provide the following financial details:

• Bank account details for rental payments: Account Name, Account Number, Institution, Branch Name, Branch Code, Type of Account, Reference Number (if applicable), VAT Registration Number.
• Annual escalation rate (percentage compounded annually).
• Basic rental per month (excluding VAT).
• Tenant pays electricity and water charges as per municipal account.

Pricing schedule must be completed for a 5-year lease, showing monthly rent for:

• Office space (per square meter).
• Parking bays.
• Other charges (with detailed breakdown submitted separately if applicable).
• Calculations must include VAT at 15% and show total monthly payable.

Total lease agreement cost for five years and tenant installation allowance must be stated.

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

Bidder must specify:

• Entity name (Company/Close Corporation/Trust/Individual) with registration number or ID number.
• Name and capacity of the signatory authorized to enter into the lease on behalf of the landlord.

Service provider's duties and responsibilities include:

• Internal maintenance (general and normal wear & tear).
• External maintenance.
• Garden maintenance.
• Air conditioning maintenance.
• Lift maintenance.
• Floor covering normal wear.
• Payment of municipal rates and increases.
• Insurance and all increases.
• Replacement of light bulbs.
• Fire fighting equipment and services.

Legal Aid South Africa's duties include:

• 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.
• Furniture, office equipment and appliances.

Lease agreement parties:

• Landlord: Provide entity name (Company/Close Corporation/Trust/Individual) with registration number or ID number, and the name and capacity of the authorized signatory.
• Tenant: Legal Aid South Africa, represented by a named representative and their position.

Lease details required:

• Physical address and description of leased premises.
• Erf number.
• Commencement and expiry dates.

Service provider's duties and responsibilities:

• Internal maintenance (general and normal wear & tear).
• External maintenance.
• Garden maintenance.
• Air conditioning maintenance.
• Lift maintenance.
• Floor covering normal wear.
• Payment of 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.
• Sanitary services and refuse removal.
• Domestic cleaning services.
• Consumables supply.
• Internal maintenance under 'brake & pay rule'.
• Alarm/security system maintenance.
• Replacement of light bulbs.
• Furniture, office equipment and appliances.

Contract signing:

• The service provider must specify the full names and capacity of the person signing the contract on their behalf.

Landlord (bidder) must provide contact details for service of legal documents:

• Physical Address.
• Postal Address.
• Telephone Number.
• Telefax Number.
• E-Mail Address.
• Cell Number.
• Alternative Contact Number.

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.

• Closing date and time: 12 August 2026 at 11h00.
• Optional briefing session: 23 July 2026 from 14:00 to 15:00 at 14 Joubert Street, Ermelo, 2350.
• Proposal validity period: 150 days from the closing date.

• For bidding procedure enquiries: Mr. Tumelo Ramphele, Tel: (017) 819 7291, Email: [email protected]
• For technical enquiries: Mr. Mphile Ndzondo, Tel: (017) 819 7291, Email: [email protected]
• Submission address: Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg, 2001.

• Submit your tender by 11h00 on 12 August 2026. Late submissions will not be considered.
• Deposit the sealed tender envelope in the locked tender box located in the foyer of Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg.
• The envelope must be clearly marked with: Tender Number: 30/2026, Closing Date: 12 August 2026, Time: 11h00 AM, and your company name.
• All annexures must be completed in full, using the given numbering format. Attachments must be clearly marked.
• Failure to adhere to these requirements may result in disqualification.
• All tender forms must be handwritten in BLACK ink. Do not use mechanical devices like typewriters.
• Tenders must be submitted on the official forms provided (not retyped).
• The proposal must remain valid for 150 days.

Bidder must be registered on National Treasury's Central Supplier Database (CSD) as active, tax compliant, and not restricted. Must have valid tax clearance certificate. Must comply with B-BBEE requirements for preference points. Cannot be a person in service of the state, or company with directors/members in service of the state. Must demonstrate relevant experience in office accommodation provision. Must accept General Conditions of Contract and Special Conditions. Foreign suppliers must answer residency questions in SBD 1.

• The tender is for the provision of office accommodation for the Ermelo Local Office for a period of up to five (5) years.
• The scope involves delivering a reliable, efficient, and effective service. Proven relevant experience and success are important considerations.
• Bidders warrant they are highly skilled, professional, competent, and experienced in the area of their bid.
• Any defects attributable to poor workmanship must be rectified by the bidder at their own cost.
• Intellectual property rights for works created will vest in Legal Aid SA unless otherwise agreed in writing.
• Authorised travel and subsistence costs will be reimbursed according to Legal Aid SA's travel policy, with claims requiring documentary evidence.

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

• Use the SBD 3.1 Pricing Schedule form.
• Only firm prices are accepted. Non-firm prices will not be considered.
• Prices must be in ZAR and include all applicable taxes.
• All delivery costs must be included in the bid price.
• Indicate compliance with specifications or note deviations.

• Prices must be quoted in South African Rand (ZAR) and include all applicable taxes (VAT, PAYE, income tax, UIF, SDL).
• Only firm prices will be accepted. Non-firm prices, including those subject to exchange rate variations, will not be considered.
• All delivery costs must be included in the bid price.
• Bidders must clearly state whether prices and delivery periods will remain firm for the duration of the contract.
• Use the SBD 3.1 Pricing Schedule form.
• Authorised disbursements for travel will be refunded at reasonable actual cost, substantiated by receipts and logs.

• Provide a valid, original Tax Clearance Certificate. Certified copies are not accepted.
• Submit proof of registration on the National Treasury Central Supplier Database (CSD), reflecting active, tax-compliant status and no restrictions.
• Submit a B-BBEE Status Level Verification Certificate or Sworn Affidavit to claim preference points.
• Foreign suppliers must complete a questionnaire; if not liable for RSA taxation, a CSD number may suffice.
• Complete the SBD 4 Bidder's Disclosure form regarding state employment and conflicts of interest.
• Persons listed on the Register for Tender Defaulters or List of Restricted Suppliers will be disqualified.

• Legal Aid SA aims to embed sustainable and agile practices to positively impact society, the economy, and the environment.
• Objectives include maintaining an environmentally responsive supply chain and adapting to technological and environmental factors.

• The General Conditions of Contract (GCC) form part of the bid and cannot be amended.
• Special Conditions of Contract (SCC) will supplement the GCC; in case of conflict, GCC prevails.
• The successful bidder may be required to provide a performance security within 30 days of award.
• The supplier indemnifies Legal Aid SA against third-party patent, trademark, or design infringement claims.
• Goods must conform to standards mentioned in the bidding documents.
• Confidentiality: Supplier must not disclose contract details without prior written consent.
• Warranty: Goods are warranted to be new, unused, and free from defects for 12 months (or as per SCC).
• Force Majeure clauses cover events beyond the supplier's control.
• The purchaser may inspect the supplier's records and have them audited.

• The 80/20 preference point system applies: 80 points for price, 20 points for Specific Goals (B-BBEE).
• Points for price are calculated using a formula based on the lowest acceptable tender.
• Bidders must submit documentation to substantiate B-BBEE claims (Verification Certificate or Sworn Affidavit).
• Failure to submit proof for specific goals means no points will be claimed.
• The organ of state reserves the right to verify any claims.

• Closing Date and Time: 12 August 2026 at 11h00.
• Optional Briefing Session:

• Date: 23 July 2026.
• Time: 14:00 to 15:00.
• Venue: 14 Joubert Street, Ermelo, 2350.

• An optional briefing session will be held on 23 July 2026 from 14:00 to 15:00 at 14 Joubert Street, Ermelo, 2350.

• Bid Enquiries: Tumelo Ramphele

• Email: [email protected]
• Tel: (017) 819 7291

• Technical Enquiries: Mphile Ndzondo

• Email: [email protected]
• Tel: (017) 819 7291

• Submit your tender in a sealed envelope clearly marked with:

• Tender Number: No. 30/2026
• Closing Date: 12 August 2026, Time: 11h00
• Your Company Name.

• Deposit the envelope in the locked tender box located in the foyer/reception area 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 and specific to the required information. Deviations may be ignored and could lead to disqualification.
• If offering alternative options, each must be submitted as a separate, complete proposal.
• Tender forms must be handwritten in BLACK ink (no mechanical devices).
• Do not qualify your tender with your own conditions; failure to renounce these if requested may invalidate your bid.
• Electronic submissions (email, fax, etc.) are not accepted unless specifically provided for.
• Ensure all pages are present and not duplicated.

• Refer to Annexure B for completion of documents relating to RFP Schedule 1.

Bidder must be registered on National Treasury's Central Supplier Database (CSD) as active, tax compliant, and not restricted. Must demonstrate relevant property management experience, affirmative action employment practices, and B-BBEE compliance. Property must comply with all building laws, health/safety regulations, be zoned for office/business/commercial use, be disabled-friendly, and allow Legal Aid SA branding. Newly established property businesses may provide alternative references.

• Required Office Accommodation:

• Location: Ermelo, preferably a standalone building close to local courts and public transport.
• Space: Minimum 322m², maximum 337m². Bids outside this range will be disqualified.
• Parking: Six (6) secure, lockable bays.
• Layout: Must accommodate 20 staff, with public waiting area, consultation rooms, reception, and management space.
• Toilets: Two toilets each for females (2 cubicles, 2 basins) and males (2 cubicles, 2 basins, 2 urinals). A disabled toilet is an advantage.
• Accessibility: Preferably ground floor or with functional lifts; must be user-friendly for disabled persons.
• Compliance: Must comply with all building laws, regulations, and health & safety requirements.
• Zoning: Must be zoned for office/business/commercial use. Title deed and zoning certificate may be required before award.
• Branding: Must allow display of Legal Aid SA signboard and be branding compliant.
• Infrastructure: Telephone/computer network points and emergency generator backup required.

• Refurbishment Requirements (submit with bid):

• Floorplans.
• Commitment letter to refurbish as per tenant specification, including a Tenant Installation amount.
• Partitioning, air-conditioning (preferably split units), painting, floor covering, power skirtings (two plugs per workstation), network/telephone points, blinds – all in corporate colours.
• Space plan.
• UPS facility integrated into specific plug points (Legal Aid SA provides the UPS unit).

• Provide company/business details: name, contacts, address, whether primary contractor or joint venture.
• Provide number of personnel, turnover for last three years, percentage growth, and valid tax clearance/CSD proof.

• Any defects (patent or latent) due to poor workmanship must be rectified by the bidder at own cost and time, with costs separately noted on invoices.
• Intellectual property rights in works created under the contract vest in Legal Aid SA unless otherwise agreed in writing.
• Authorised disbursements (travel/subsistence) will be reimbursed at reasonable actual cost as determined by Legal Aid SA, supported by receipts/logs.
• Other proposal/presentation expenses are your responsibility.

• Provide a detailed breakdown of all costs/charges and a total bid amount.
• Authorised travel costs reimbursed at AA rates for private vehicles, with receipts/logs required.

• Provide a detailed breakdown of all costs/charges and a total bid amount.
• Prices must be quoted in South African Rand.
• Firm tender prices and delivery periods are preferred; you must clearly state if these remain firm for the contract duration.
• Authorised travel and subsistence costs will be reimbursed according to Legal Aid SA's travel policy, at prevailing AA rates for private vehicle use, and must be substantiated with receipts/logs.
• Other proposal/presentation expenses are your responsibility and will not be reimbursed.

• Mandatory: Proof of registration on the National Treasury Central Supplier Database (CSD), showing you are an active supplier, tax compliant, and not restricted.
• Mandatory: An ORIGINAL valid tax clearance certificate or CSD registration proof.
• Mandatory: Demonstrate affirmative action employment and procurement programmes promoting B-BBEE contribution.
• B-BBEE status level of contribution is scored (20 points in the 80/20 evaluation).
• You must provide reference sites for verification (other references accepted for new property businesses).

• The building must comply with all building laws, regulations, and bylaws, including health and safety requirements.

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

• Proposal validity period: 150 days.
• The awarded proposal, with its terms and specifications, becomes a binding contract. The successful bidder assumes total responsibility.
• Legal Aid SA may award the tender in part or in full, to one or more bidders, at its sole discretion.
• Legal Aid SA may request clarification or additional information; you must respond within 24 hours or risk disqualification.
• All information provided by Legal Aid SA is confidential and must not be disclosed without written consent.
• Intellectual property rights in works created under the contract vest in Legal Aid SA unless otherwise agreed in writing.
• No costs will be reimbursed without prior written approval from Legal Aid SA.
• Check page numbers; no liability for missing/duplicated pages.

• Failure to sign/accept conditions or complete forms/specifications may invalidate your tender.
• Submit in the format and numbering sequence of the tender document; do not qualify with your own conditions.
• If tender form conditions conflict with general conditions in your bid, the general conditions apply.
• Tender forms must be handwritten in BLACK ink (no typewriters).
• Indicate per paragraph whether items offered are 'as specified' or detail deviations.
• No electronic submissions (telegram, telex, fax, email) unless specifically provided for.

• Mandatory: Proof of CSD registration showing active, tax-compliant, non-restricted supplier status.

• Evaluation uses the 80/20 preferential points system: Price (80 points) and B-BBEE status level (20 points).
• Quality assurance: Defects due to poor workmanship must be rectified by the bidder at own cost, with costs separately noted on invoices.