Lease of office space for legal aid SA giyani satellite office (up to 5 years)

• Closing date and time: 12 August 2026 at 11h00.
• Optional briefing session: 23 July 2026, 15:00–16:00 at Ground Floor, Old Mutual Building, Giyani Main Road, Giyani, 0826.
• Proposal validity period: 150 days.

• Bid Enquiries: Marie Crewe, Email: [email protected], Tel: (015) 307 3129.
• Technical Enquiries: Shirley Mathonsi, Email: [email protected], Tel: (015) 307 3129.
• Submission address: Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg, 2001.

• Submit by 11h00 on 12 August 2026.
• Deposit sealed tender in the locked tender box at Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg, 2001.
• Envelope must be marked with Tender Number: No. 31/2026, Closing Date: 12 August 2026, Time: 11h00, and your company name.
• Complete all annexures fully using the given numbering format. Clearly mark all attachments.
• Failure to adhere to format, numbering, or marking requirements risks disqualification.
• Tender forms must be handwritten in BLACK ink, not typed.
• No submissions by telegram, telex, fax, or email unless specifically provided for.
• 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 demonstrate relevant experience in property management/leasing. Must apply affirmative action employment practices and procurement programmes promoting B-BBEE. Must provide original valid tax clearance certificate or CSD registration proof. Newly established property businesses may provide alternative references. All properties offered must be available for inspection within 5 days of request.

• Required office accommodation for Giyani Satellite Office.
• Location: Must be in proximity to local courts and close to public transport (taxi ranks, train stations, bus terminals). A standalone building in Giyani is most desirable.
• Space: Minimum 92.4m², maximum 107m². Bids outside this range will be disqualified.
• Parking: Three (3) parking bays required.
• Building: Preferably ground floor or with functional lifts. Must have secured, lockable parking for Legal Aid SA vehicles.
• Accessibility: Must be user-friendly for disabled persons.
• Compliance: Must comply with all building laws, regulations, bylaws, and health and safety requirements.
• Zoning: Building must be zoned for office, business, or commercial purposes. Title deed and zoning certificate may be required before award.
• Branding: Must allow for Legal Aid SA branding and signboard display.
• Infrastructure: Requires telephone and computer network points and an emergency generator as backup.
• Refurbishment: Bidder must submit floorplans, a commitment letter to refurbish per tenant specification with a Tenant Installation amount, and details for partitioning, air-conditioning (preferably split units), painting, floor covering, power skirtings (two plugs per workstation), network/telephone points, blinds, a space plan, and UPS facility integration.
• Current office has 5 employees. Toilet facilities: 2 toilets (1 cubicle and basin for females; 1 cubicle, basin, and urinal for males). Requires working space for all staff, plus public waiting area, consultation rooms, and reception area.

• Defects attributable to poor workmanship must be rectified by the bidder at own cost, with costs separately noted on billing.
• Intellectual property rights in works created vest in Legal Aid SA unless otherwise agreed in writing.
• Authorised disbursements refunded at reasonable actual cost determined by Legal Aid SA.
• Travel reimbursed per Legal Aid SA policy; private vehicle rates as per Automobile Association.
• All claims require documentary evidence (receipts, logs).
• Proposal/presentation expenses are the bidder's responsibility.
• Bidders warrant they are skilled, professional, competent, and experienced.
• Legal Aid SA may request clarification or demonstration within 24 hours; failure may lead to disqualification.
• Further negotiations with highest scorer for rental/refurbishment reductions; failure to participate within 5 days may lead to bid being set aside.
• Important conditions include: handwritten forms in black ink, no mechanical devices; compliance with numbering and format; no qualified tenders; prices in ZAR; no submissions by telegram/telex/fax/email unless specified.

• Bidders must provide a detailed breakdown of total charges, implementation, and support services.
• Authorised travel costs reimbursed per Legal Aid SA policy, with rates as per Automobile Association.
• All claims require documentary evidence.

• Prices must be quoted in South African Rand (ZAR).
• Firm tender prices and delivery periods are preferred; bidders must clearly state if these remain firm for the contract duration.
• Legal Aid SA will approve all project plans and projected costs.
• No project activity will be delivered before an official order is issued.
• Delivery must be within the specified timescale after order receipt.
• Authorised travel and subsistence costs will be reimbursed per Legal Aid SA travel policy, with private vehicle rates as per the Automobile Association of South Africa.
• All claims for authorised disbursements require documentary evidence (receipts, logs of kilometers).
• Bidder expenses for proposal preparation and presentations are not reimbursable.

• Mandatory: Proof of registration on National Treasury’s Central Supplier Database (CSD). The CSD record must show the bidder as an active supplier, tax compliant, and not a restricted supplier.
• Mandatory: Provide an ORIGINAL valid tax clearance certificate or CSD registration.
• Mandatory: Demonstrate affirmative action employment practices and procurement programmes that promote contribution to B-BBEE.
• Mandatory: Support for empowerment as specified by government (refer to form SBD 6.1).
• B-BBEE status level of contribution is scored as part of the 80/20 evaluation (20 points).

• Legal Aid SA aims to be an environmentally responsive organisation.
• Objectives include embedding sustainable practices and having an environmentally responsive supply chain.

• The successful proposal becomes a binding contract.
• The successful bidder assumes total responsibility, regardless of subcontracting.
• Legal Aid SA has the right not to award the tender.
• Tender must remain valid for 150 days.
• Bidders must check page numbers; no liability for missing/duplicated pages.
• Firm tender prices and delivery periods are preferred; bidders must state if these remain firm.

• 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.

• Landlord contact details (physical address, postal address, telephone, telefax, email, cell, alternative contact) must be provided in the 'Domicilia Citandi et Executandi' section.
• Tenant (Legal Aid South Africa) contact: Legal Aid House, 29 De Beer Street, Braamfontein, 2017. Postal: Private Bag X 76, Braamfontein, 2017.

• The bidder must submit a detailed breakdown of any 'other charges' separately, supported by a letter.
• Provide three contactable references with initials, surname, telephone/cell number, email address, and company name if applicable.
• Ensure all required sections of Annexure B (Schedule 1) are fully completed, including landlord details, property information, and financial schedules.

• Provide three contactable references, each with initials and surname, telephone/cell number, email address, and company name if applicable.

Open to companies, close corporations, trusts, or individuals who are property owners/landlords of suitable office space in Giyani. Must provide registration/ID number and demonstrate authority to enter into a lease. Must have a valid VAT registration number.

• The leased premises require a full physical address (street number, building name) and description.
• Property details: Erf number must be specified.
• Lease commencement and expiry dates must be stated.
• The scope includes office space (M2), parking bays, and other charges, with annual escalation.

• Provide landlord bank account details for rental payments.
• Specify annual escalation rate (compounded).
• State basic monthly rental excluding VAT.
• Tenant pays electricity and water as per municipal account.
• Complete detailed pricing tables for Years 1-5, showing for each year: office space (M2), parking bays, and other charges, with lettable area, unit rent, monthly totals (ex VAT and inc VAT).
• Submit a separate letter with detailed breakdown for any 'other charges'.
• Calculate total lease agreement costs for 5 years, 7 years, and 9 years 11 months.
• Provide tenant installation allowance amount.
• Note: Legal Aid SA reserves the right not to enter into a lease longer than 5 years.

• Provide landlord bank account details: account name, number, institution, branch name, branch code, account type, reference number (if applicable), and VAT registration number.
• Specify annual escalation rate (compounded).
• State basic monthly rental excluding VAT.
• Tenant pays electricity and water as per municipal account.
• Submit detailed pricing schedule for Years 1-5 covering office space (M2), parking bays, and other charges, showing lettable area, unit rent, monthly totals (ex VAT and inc VAT).
• Note: A separate letter detailing breakdown of 'other charges' must be submitted.
• Total lease costs for 5, 7, and 9 years 11 months must be calculated.
• Tenant installation allowance amount to be provided.
• Legal Aid SA reserves the right not to enter a lease longer than 5 years.

• The bidder (landlord) must provide company/close corporation/trust/individual name together with registration number or ID number.
• The signatory acting on behalf of the landlord must be duly authorized and their capacity specified.

• Landlord'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), municipal rates and increases, insurance and increases, replacement of light bulbs, and fire fighting equipment/services.
• Legal Aid SA's duties and responsibilities include: 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, and furniture, office equipment and appliances.
• The contract signatory for the service provider must provide full names and capacity.

• Landlord must provide contact details: physical address, postal address, telephone number, telefax number, email address, cell number, and alternative contact number.
• Tenant (Legal Aid South Africa) contact: Legal Aid House, 29 De Beer Street, Braamfontein, 2017. Postal: Private Bag X 76, Braamfontein, 2017.

• Closing Date and Time: 12 August 2026 at 11:00 AM.
• Optional Briefing Session: 23 July 2026 from 15:00 to 16:00.
• Briefing Venue: Ground Floor, Old Mutual Building, Giyani Main Road, Giyani, 0826.

• Bid Enquiries (Procedure): Ms. Marie Crewe. Email: [email protected]
• Technical Enquiries: Ms. Shirley Mathonsi. Email: [email protected]
• Telephone: (015) 307 3129
• Submission Address: Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg, 2001.

• Submit your tender by 11:00 AM on 12 August 2026. Late submissions will not be considered.
• Deposit your bid in the locked tender box located in the foyer of Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg.
• Seal your tender in an envelope clearly marked with Tender Number 31/2026, Closing Date 12 August 2026, Time 11h00 AM, and your Company Name.
• Complete all annexures in full, adhering to the given numbering format. Clearly mark all attachments.
• Tenders must be handwritten in BLACK ink on the official forms provided (not re-typed).
• Failure to comply with submission requirements may lead to disqualification.
• The proposal must remain valid for 150 days.
• No tenders transmitted by telegram, telex, facsimile, or email will be considered.

Bidders must be registered on the National Treasury Central Supplier Database (CSD) as active, tax-compliant, and not restricted. Must have a valid Tax Clearance Certificate. Must comply with B-BBEE requirements and submit verification. Cannot be persons in service of the state or companies with state-employed directors. Foreign suppliers must meet specific tax compliance criteria.

• The tender is for the provision of office accommodation for the Giyani Satellite Office for a period of up to five (5) years.
• The successful bidder warrants they are highly skilled, professional, competent, and experienced in the area.
• Service delivery must be of a superior standard and unlikely to cause undue difficulties.
• Legal Aid SA may request clarification or a demonstration; bidders must respond within 24 hours.
• The tender may be awarded in part or in full, at Legal Aid SA's sole discretion, on a non-exclusive basis.

• Any defects attributable to poor workmanship must be rectified by the bidder at their own cost and time.

• Use SBD 3.1 Pricing Schedule for firm prices.
• Include all applicable taxes in the bid price.
• Authorised travel costs will be reimbursed per Legal Aid SA's travel policy, requiring substantiating documentation.

• Submit a detailed pricing schedule (SBD 3.1) with firm prices only. 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, SDL).
• All delivery costs must be included in the bid price.
• Bidders must clearly state whether prices and delivery periods will remain firm for the contract duration.
• Authorised travel and subsistence disbursements will be reimbursed according to Legal Aid SA's travel policy, substantiated by receipts and logs.

• Provide proof of registration on the National Treasury Central Supplier Database (CSD) showing you are an active, tax-compliant, and non-restricted supplier.
• Submit a valid original Tax Clearance Certificate (TCC). Certified copies are not accepted.
• Submit a B-BBEE Status Level Verification Certificate or Sworn Affidavit (for EMEs & QSEs) to qualify for preference points.
• Complete and submit SBD 6.1 Preference Points Claim Form.
• Bidders must disclose any relationship with persons employed by the state or Legal Aid SA (SBD 4).
• Foreign suppliers must complete the relevant questionnaire in SBD 1.

• Legal Aid SA's objectives include embedding sustainable and agile practices to positively impact society, the economy, and the environment.
• The organisation aims for an environmentally responsive supply chain management system.

• The successful bidder's proposal, together with the tender terms, becomes a binding contract.
• The bidder assumes total responsibility, regardless of subcontracting agreements.
• Legal Aid SA has the right not to award the tender.
• Payment: Legal Aid SA will approve project plans and costs. No delivery before an official order is issued.
• Quality Assurance: Defects due to poor workmanship must be rectified by the bidder at their own cost.
• Intellectual Property Rights: Copyright and similar rights in works created vest in Legal Aid SA unless otherwise agreed in writing.
• General Conditions of Contract (GCC) apply and form part of the bid documents.

• Evaluation uses the 80/20 system: 80 points for price, 20 points for Specific Goals (B-BBEE).
• Points for price are calculated using the formula provided in SBD 6.1.
• Specific Goals points are awarded based on the B-BBEE Status Level of Contributor.
• The applicable system (80/20 or 90/10) will be determined based on the lowest acceptable tender.