Lease of managed office space for tikzn regional office in pretoria (36-Month term)

• Compulsory Briefing Session: 29 June 2026 at 11:00 (mandatory attendance; join via link in the advert).
• Closing Date: 09 July 2026 at 12:00.

• General & Technical/Procurement Enquiries: Ms. Lindeka Ngubane / Mr. Matthew Canham.
• Phone: 031 368 9600 (Ms. Ngubane) / 031 368 9665 (Mr. Canham).
• Email: [email protected].
• Submission Address: Trade & Investment House, 1 Arundel Close, Kingsmead Office Park, Stalwart Simelane Street, Durban.

Submit a sealed envelope containing your proposal to the tender box at: Trade & Investment House, 1 Arundel Close, Kingsmead Office Park, Stalwart Simelane Street, Durban by no later than 09 July 2026 at 12:00. Late submissions, or those sent via email, fax, telex, or post, will not be accepted. Ensure all compulsory bid forms (SBD1 Parts A & B, SBD4, SBD6.1, SBD7, SBD8, SBD9) are included, fully completed, and signed. Proposals must be initialed on each page and submitted in the official format without retyping. Attendance at the compulsory briefing session on 29 June 2026 at 11:00 is mandatory for participation. Bids must be placed in the designated tender box; no other submission methods or locations will be considered.

Evaluation follows a multi-phase process: Phase 1 (Supply Chain Administrative Compliance) requires complete submission of all compulsory bid forms (SBD1, SBD4, SBD6.1, etc.). Phase 2 (Mandatory Requirements) checks for SAPOA certification, building compliance certificates (electrical, occupancy, water, fire safety, emergency equipment), and valid public liability insurance. Failure in either phase disqualifies the bid. Phase 3 (Functionality) evaluates technical approach (30%), location proximity (20%), work programme (30%), and relevant experience (20%). Bidders scoring <70% are disqualified. Phase 4 (Price and Specific Goals) awards 80 points for price (inclusive of VAT) and 20 points for B-BBEE goals: 100% black ownership (8 points), 51%+ women ownership (6 points), South African-owned enterprises (6 points). The 80/20 system applies for bids up to R50,000,000. Disqualification risks include false information, collusion, or non-compliance with mandatory requirements.

Scope: Lease of managed office space for 36 months (extendable by 2 years) in Pretoria, preferably in Groenkloof, Waterkloof, Brooklyn, or adjacent areas. Minimum requirements: 120m² total space, including 3 private air-conditioned offices (each ≥12m²), a boardroom (seating 15, with video conferencing), reception area, kitchen, and ablution facilities (shared or dedicated, must be stipulated). All spaces must have high-speed 5G internet, sufficient plug points (2 per office, 5 in boardroom), and ventilation. Additional requirements: 24-hour access control, 6+ secure parking bays (open or undercover), CCTV surveillance, on-site security, generator/backup power, sanitizer stations, and cleaning services. The premises must be ground-floor, disability-accessible, and close to major highways/embassies. Branding/signage rights for TIKZN must be provided at the entrance and reception. Proposals must include a virtual tour link, layout plans, and supporting images. TIKZN reserves the right to inspect premises physically.

Proposals must include a comprehensive methodology outlining:

• A method statement for managing offices, service provisioning, facility maintenance, and aftercare during the lease.
• A risk assessment and health and safety plan.
• Line-item costing for all requirements, including office space, security, cleaning, CCTV, visitor management, maintenance, parking, and branding/signage.
• Additional foreseeable costs during the lease period.
• A virtual tour link of the premises, including layout plans and supporting images. TIKZN reserves the right to conduct physical inspections.
• Escalation or fixation of lease costs over the 36-month period.
• A list of items not included in the proposal.

The service provider must demonstrate:

• Proven experience in leasing and managing office spaces of similar scale and nature.
• Operational capacity, qualified personnel, and technical expertise to deliver services efficiently.
• A track record of organizations currently or previously leasing space from the provider, including client names, contract durations, and service scopes.
• Compliance with OHS and building regulations.
• Submission of a company profile, office layout plans, photographs, and GPS coordinates for location verification.

• Complete the official pricing schedule (Section H) without altering its structure.
• Prices must include all applicable taxes (15% VAT).
• Provide a 3-year breakdown (Year 1, Year 2, Year 3) for all costs, including office space, utilities, security, cleaning, and maintenance.
• Additional costs must be listed separately in the Additional Cost Schedule (B) and excluded from the grand total.
• TIKZN may conduct due diligence on pricing reasonability and negotiate rates with shortlisted bidders.

Pricing must be inclusive of all taxes (15% VAT). Submit a completed pricing schedule (Section H) with line-item costs for: office space, security, cleaning, CCTV, visitor management, maintenance, parking, and branding/signage. Provide a 3-year cost breakdown (Year 1, Year 2, Year 3) and indicate any escalations or fixed costs. Additional costs must be listed separately and excluded from the grand total. TIKZN reserves the right to negotiate fees with shortlisted bidders. Pricing must align with the 80/20 preference point system for bids up to R50,000,000.

Mandatory: SAPOA certification, electrical compliance certificate, occupancy certificate, water compliance certificate, annual emergency equipment service certificate, fire safety certificate, and valid public liability insurance. Tax Compliance: Submit a Tax Compliance Status (TCS) PIN or CSD registration number (apply via SARS e-filing at www.sars.gov.za or provide a printed TCS certificate). B-BBEE: Submit CSD registration report, CIPC registration, and B-BBEE Certificate/Affidavit for preference points. All bidders must register on the Central Supplier Database (CSD) at www.csd.gov.za. Complete and submit all compulsory bid forms: SBD1 (Parts A & B), SBD4, SBD6.1, SBD7, SBD8, SBD9. No bids will be considered from state employees, directors/shareholders in state service, or entities listed in the Register for Tender Defaulters/Restricted Suppliers.

• The service provider must submit a risk assessment and health and safety plan for the office space.
• Compliance with all applicable occupational health and safety (OHS) legislation, regulations, and standards is mandatory.
• The premises must include: sanitizer stations at the entrance, boardroom, and ablution facilities; 24-hour CCTV surveillance; and on-site security.
• Emergency equipment must be serviced annually, with a valid certificate provided.
• The work programme must address health and safety considerations, including monitoring mechanisms.

• Contract Duration: 36 months from signing, with a possible 2-year extension subject to performance and Accounting Officer approval. A one-month set-up period may be provided at no additional cost.
• Termination: TIKZN may terminate the contract for non-performance or breach of obligations. The contractor has no claim beyond reimbursement of actual, reasonable costs incurred.
• Service Level Agreement (SLA): A written SLA will be signed to define rights, duties, and the relationship between TIKZN and the service provider. No rights are conferred until the SLA is signed.
• Fee Negotiation: TIKZN reserves the right to negotiate fees and disbursements with the preferred provider.
• Intellectual Property: All works created under the contract vest in TIKZN unless otherwise agreed in writing.
• Confidentiality: All bid information and proposals become TIKZN’s property and are confidential. Unauthorized disclosure may result in disqualification or legal action.
• Ethics: Collusion, fraud, or attempts to influence the evaluation process will lead to disqualification and potential criminal prosecution.
• Force Majeure: Events beyond the supplier’s control (e.g., natural disasters, wars) may excuse non-performance.