Office accommodation for kwa-mhlanga satellite office (5-Year lease)

Tenant (Legal Aid South Africa):

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

Landlord (Service Provider):

• Provide physical address, postal address, telephone number, telefax number, email address, cell number, and alternative contact number.

Returnable Documents:

• Provide a detailed breakdown of other charges, if any, as a separate letter.
• Submit three contactable references with full names, telephone/cell numbers, email addresses, and company names.
• Complete the lease premises description, property erf number, commencement and expiry dates.
• Provide the landlord's full contact details (physical address, postal address, telephone, fax, email, cell, alternative contact).
• Specify who signs the contract on behalf of the service provider and their capacity.
• Provide the service provider's duties and responsibilities as listed.
• Provide Legal Aid South Africa's duties and responsibilities as listed.
• Complete the rental payment details including account name, number, institution, branch, account type, reference, and VAT registration number.
• Specify the escalation rate, basic rental, and charges for electricity and water.
• Complete the pricing schedule for years 1-5 with lettable area, unit rent, totals, and VAT.

Must be a registered entity (company, close corporation, trust, or individual with registration/ID number) authorized to act as landlord. Must provide property details including erf number and physical address. Must have capacity to enter into lease agreement.

Lease Premises:

• Provide the physical address with full street number and building name.
• Provide a full description of the leased premises.

Property Details:

• Provide the erf number.

Lease Period:

• Specify the commencement date.
• Specify the expiry date.

Rental Payment Details:

• Provide account name, account number, institution, branch name, branch code, type of account, reference number (if applicable), and VAT registration number.

Escalation and Charges:

• Specify the annual compounded escalation rate.
• Specify the basic rental per month (excluding VAT).
• Electricity and water charges are payable as per municipal account.

Pricing Schedule:

• Complete the pricing table for years 1-5, including office space (M²), parking bays, and other charges, with unit rent, totals, and VAT.

References:

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

Rental Payment:

• Provide the landlord's bank account details: account name, number, institution, branch name, branch code, account type, reference number, and VAT registration number.

Escalation and Basic Rental:

• Specify the annual compounded escalation rate.
• Specify the basic rental per month (excluding VAT).

Charges:

• Electricity and water charges are payable as per municipal account.

Pricing Schedule:

• Complete the detailed pricing table for years 1-5, showing lettable area, unit rent, monthly totals (ex VAT and inc VAT).
• Submit a separate letter detailing any other charges.

Total Lease Costs:

• Provide total lease agreement costs for 5 years, 7 years, and 9 years 11 months.
• Tenant installation allowance amount to be specified.
• Note: Legal Aid SA reserves the right not to enter into a lease longer than 5 years.

Contract Signatory:

• Specify the full name of the person signing on behalf of the service provider.
• Specify their capacity.

Service Provider's Duties and Responsibilities:

• Internal maintenance (general).
• Internal maintenance (normal wear and 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's Duties and Responsibilities:

• Water and electricity consumption.
• Sanitary services and refuse removal.
• Domestic cleaning services.
• Consumables supplier.
• Internal maintenance: brake & pay rule.
• Alarm/security system maintenance.
• Replacement of light bulbs.
• Furniture, office equipment and appliances.

• Legal Aid South Africa is an autonomous statutory body providing legal aid.
• It operates a national network of 128 offices.
• The organisation seeks office accommodation for its Kwa-Mhlanga Satellite Office for up to five years.

• Closing date and time: 12 August 2026 at 11h00.
• Optional briefing session: 24 July 2026 from 12:00 PM to 13:00 PM via Microsoft Teams (link: https://acesse.one/14el45e).
• Proposal validity period: 150 days.

• Bid enquiries: Nomthandazo Zulu, Email: [email protected], Tel: (013) 656 5290.
• Technical enquiries: Evans Mabitsela, Email: [email protected], Tel: (013) 656 5290.
• Submission address: Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg, 2001.

• Submit your proposal by 11h00 on 12 August 2026.
• Deliver to the tender box at Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg, 2001.
• Seal your tender in an envelope clearly marked with Tender Number 32/2026, the closing date and time, and your company name.
• Complete all annexures in full, using the given numbering format.
• Clearly mark all attachments and ensure they are specific to the required information.
• Failure to adhere to these requirements may lead to disqualification.
• All tender forms must be handwritten in BLACK ink; do not use typewriters or mechanical devices.
• Do not submit via telegram, telex, facsimile, or email unless specifically allowed.

Must be registered on National Treasury’s Central Supplier Database (CSD) as an active, tax-compliant, non-restricted supplier. Must provide original valid tax clearance certificate or CSD registration. Must demonstrate affirmative action employment practices and B-BBEE contribution. Must complete all tender documents fully, adhere to specified numbering format, and submit in sealed envelope with tender number and company name. Failure to meet minimum space requirements (102m²) results in disqualification.

• Office accommodation required for the Kwa-Mhlanga Satellite Office for up to five years.
• Location: Must be in proximity to local courts, with easy access for staff and clients, and close to public transport (taxi ranks, train stations, bus terminals). A standalone building in Kwa-Mhlanga is most desirable.
• Space: Minimum 102m², maximum 117m², with two parking bays. Bids outside this range will be disqualified.
• Layout: Must include working space for 7 staff, management, public waiting area, consultation rooms, and reception area.
• Toilets: Two toilets required (one unisex cubicle with basin and one urinal for staff; a unisex disabled-friendly toilet is an added advantage).
• 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: Must be zoned for office, business, or commercial purposes; title deed and zoning certificate may be required before award.
• Branding: Must allow display of Legal Aid SA signboard and be branding compliant.
• Infrastructure: Must have telephone and computer network points and an emergency generator as backup.
• Refurbishment requirements: 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 and floor covering in corporate colours, power skirtings with two plugs per workstation, network and telephone points, blinds in corporate colours, a space plan, and a UPS facility integrated into specific plug points (Legal Aid SA provides the UPS unit).

• Quality assurance: Any defects attributable to poor workmanship must be rectified by the bidder at own cost and time; correction costs must be separately noted on billing.
• Intellectual property: Copyright, patent rights, and similar rights in works created under the contract vest in Legal Aid SA unless otherwise agreed in writing.
• Disbursements: No costs will be refunded without prior written approval from Legal Aid SA.
• Authorised travel and subsistence reimbursed per Legal Aid SA policy; private vehicle use at Automobile Association rates.
• All claims require documentary evidence (receipts, logs).
• Proposal preparation costs are borne by the bidder.

• Bidders must supply a detailed breakdown of costs/charges and a total bid amount.
• Travel and subsistence reimbursements require receipts and logs.

• Prices must be quoted in South African Rand.
• Bidders must clearly state whether prices and delivery periods will remain firm for the duration of the contract.
• Legal Aid SA will approve all project plans and projected costs; no project activity will be delivered before an official order is issued.
• Payment terms: All accounts are paid within 30 days of invoice date.
• Authorised disbursements, travel, and subsistence will be reimbursed at reasonable actual cost as determined by Legal Aid SA, in accordance with its travel policy. Private vehicle use reimbursed at Automobile Association of South Africa prevailing rates.
• All claims for authorised disbursements must be substantiated with receipts and logs.
• Costs incurred for proposal preparation and presentations will not be reimbursed.

• Must provide proof of registration on the National Treasury Central Supplier Database (CSD), showing you are an active supplier, tax compliant, and not restricted.
• Must provide an ORIGINAL valid tax clearance certificate or CSD registration.
• Must demonstrate affirmative action employment practices and procurement programmes that promote B-BBEE contribution.
• Must support 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 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.

• Proposal validity: 150 days.
• After award, the proposal and its terms constitute a binding contract.
• The successful bidder assumes total responsibility, regardless of subcontracting.
• Legal Aid SA may award the tender in part or in full, to one or more bidders on a non-exclusive basis.
• Legal Aid SA may request clarification or additional information; bidders must respond within 24 hours or risk disqualification.
• Tenders qualified by the bidder's own conditions may be rejected.
• Bidders must check page numbers; no liability for missing or duplicated pages.
• Firm tender prices and delivery periods are preferred.

• Evaluation uses the 80/20 preferential points system: Price = 80 points, B-BBEE status level of contribution = 20 points.
• Quality assurance: Defects due to poor workmanship must be rectified by the bidder at own cost.

• Legal Aid SA is a national public entity providing legal aid and advice, representation, and education on legal rights.
• The tender is for the provision of office accommodation for the Kwa-Mhlanga Satellite Office for up to five years.
• The organisation's vision is a South Africa where constitutional rights are realised for a just society.
• Its mission is to provide equal access to quality legal services for indigent and vulnerable persons.
• Core values include Passion for Justice, Ubuntu, Integrity, Accountability, Service Excellence, and being People and Planet Focused.
• Key outcomes are equal access to justice for all and being a respected, high-performing sustainable organisation.
• Objectives focus on client empowerment, access to justice, a fair justice system, good governance, sustainable practices, effective supply chain, national footprint, employee commitment, and technology adoption.

• Closing Date and Time: 12 August 2026 at 11:00 AM.
• Optional Briefing Session: 24 July 2026 from 12:00 PM to 13:00 PM via Microsoft Teams at Https://acesse.one/14el45e.

• Bid Enquiries: Ms. Nomthandazo Zulu.
• Technical Enquiries: Mr. Evans Mabitsela.
• Telephone: (013) 656 5290.
• Email: [email protected] (for bidding enquiries) and [email protected] (for technical enquiries).
• Submission Address: Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg, 2001 (tender box in foyer).

• Submit your proposal by 11:00 AM on 12 August 2026.
• Deposit the sealed tender 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: 32/2026, 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.
• Deviations from submission requirements may lead to disqualification.
• The proposal must remain valid for 150 days.
• All documents submitted become the property of Legal Aid SA.
• Failure to sign the tender form or complete attached forms may invalidate the tender.
• Tenders must be submitted in the format and numbering sequence of the tender document.
• Tender forms must be handwritten in BLACK ink; mechanical devices (e.g., typewriters) are not allowed.
• No tenders transmitted by telegram, telex, facsimile, or email will be considered.

Registered on National Treasury Central Supplier Database (CSD) as active, tax compliant, not restricted. Valid Tax Clearance Certificate. B-BBEE status level verification (for preference points). Not in service of the state (directors/members). Foreign suppliers must meet tax compliance requirements. Must disclose state employment connections.

• Scope: Provision of office accommodation for the Kwa-Mhlanga Satellite Office for a period of up to five (5) years.
• The bidder must complete all documents in full and submit them with the proposal.
• The bidder warrants they are highly skilled, professional, competent, and experienced in the service area.
• Service performance will be evaluated against criteria of proven relevant experience and ability to deliver reliable, efficient, and effective service.
• The bidder must provide a detailed breakdown of total charges, implementation, and support services.
• Where items are specified in detail, bidders must indicate if items offered are to specification or note deviations.
• Tender prices must be quoted in South African Rand (ZAR), inclusive of all applicable taxes.
• Delivery periods and prices should preferably remain firm for the contract duration; bidders must clearly state if they are firm or not.
• All delivery costs must be included in the bid price.

• Quality Assurance: Any defects attributable to poor workmanship must be rectified by the bidder at own cost and time.
• Correction costs must be expressly noted on billing documentation.

• Pricing Schedule (SBD 3.1) requires firm prices only; non-firm prices will not be considered.
• The offer must be valid for 150 days from the closing date.
• Bid price must be in ZAR, inclusive of all applicable taxes (VAT, PAYE, income tax, UIF, skills development levies).
• All delivery costs must be included in the bid price.
• Bidders must indicate if delivery is firm or not, delivery basis, and period required for delivery.
• If not to specification, deviations must be indicated.

• Pricing must be firm; non-firm prices (including those subject to exchange rate variations) will not be considered.
• The bid price must be quoted in South African Rand (ZAR) and must include all applicable taxes (VAT, PAYE, income tax, UIF contributions, skills development levies).
• All delivery costs must be included in the bid price for delivery to the prescribed destination.
• Bidders must clearly state if prices and delivery periods will remain firm for the duration of the contract.
• Authorised disbursements (travel and subsistence) will be refunded at reasonable actual cost, substantiated by receipts and logs.
• Travel costs will be refunded in accordance with Legal Aid SA travel policy; private vehicle rates are based on Automobile Association of South Africa prevailing rates.
• No costs incurred for proposal preparation or presentations will be reimbursed.

• Mandatory: Provide proof of registration on the National Treasury Central Supplier Database (CSD). The CSD record must show you as an active supplier, tax compliant, and not a restricted supplier.
• Mandatory: Submit a valid original Tax Clearance Certificate (TCC) with your bid. Certified copies are not accepted. The TCC is valid for one year from date of approval.
• For consortia/joint ventures/sub-contractors: each party must submit a separate TCS certificate/PIN/CSD number.
• B-BBEE: Submit a B-BBEE Status Level Verification Certificate or Sworn Affidavit (for EMEs & QSEs) to qualify for preference points.
• Preference points: 20 points are allocated for Specific Goal B-BBEE Level of Contribution status as per SBD 6.1.
• Bidders must demonstrate affirmative action employment practices and procurement programmes empowering SMMEs and historically disadvantaged groups.
• Foreign suppliers must complete the questionnaire in SBD 1; if not liable for any RSA taxation, a TCS PIN is not required.
• Persons in the service of the state, or companies/directors/close corporation members in the service of the state, are not eligible to bid.
• Complete the Bidder’s Disclosure (SBD4) declaring any state employment, relationships with procuring institution staff, or interests in other bidding enterprises.

• Legal Aid SA objectives include embedding sustainable and agile practices to positively impact society, the economy, and the environment.
• It aims for an environmentally responsive supply chain management system.
• The organisation seeks to adapt to changing environmental factors to ensure improved access.

• The proposal, together with tender terms, conditions, and specifications, will form a binding contract upon award.
• The successful bidder assumes total responsibility, regardless of subcontracting agreements.
• Legal Aid SA has the right not to award the tender.
• Payment: Legal Aid SA approves project plans and costs. No project activity delivered before an official order is issued.
• Quality Assurance: Defects due to poor workmanship must be rectified by the bidder at own cost and time.
• Intellectual Property Rights: Copyright, patent rights in works created vest in Legal Aid SA unless otherwise agreed in writing.
• Disbursements/Travel: No reimbursement unless prior written approval obtained. Authorised travel refunded per Legal Aid SA travel policy.
• Contract may be awarded in part or full, at Legal Aid SA's sole discretion, on a non-exclusive basis.
• Legal Aid SA may request clarification or additional information within 24 hours; failure to comply may lead to disqualification.
• General Conditions of Contract (GCC) apply, covering definitions, standards, inspection, performance security, warranty, payment, amendments, termination, force majeure, and dispute settlement.
• Special Conditions of Contract (SCC) supplement GCC; in conflict, GCC prevails.
• The supplier must provide performance security within 30 days of award (bank guarantee, irrevocable letter of credit, or cashier's cheque).
• Warranty: Goods supplied are new, unused, with no defects for 12 months after delivery or 18 months after shipment, whichever is earlier.
• The purchaser may inspect records and have them audited.

• Evaluation uses an 80/20 preference point system: 80 points for price, 20 points for Specific Goal B-BBEE Level of Contribution.
• Price points calculated as: Ps = 80(1 - (Pt - Pmin)/Pmin).
• Specific goals points are awarded per B-BBEE Status Level as per Table 1 in SBD 6.1.
• Bidders must provide reference sites, demonstrate affirmative action practices, and show CSD registration.
• Failure to submit proof for specific goals means no points are claimed.
• Legal Aid SA may request substantiation of preference claims.