Office accommodation lease for legal aid SA mokopane satellite office (up to 5 years)

• 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.

Property owners/landlords (companies, close corporations, trusts, or individuals) with valid registration/ID numbers who can provide suitable office accommodation in Mokopane, Limpopo. Must be authorized to enter into lease agreement. Must comply with all maintenance and service responsibilities outlined in section 2.11. Must provide valid VAT registration and banking details. Must submit three verifiable references.

• The lease premises require a full physical address and description.
• The property is identified by an Erf number.
• The lease has a commencement date and expiry date.
• The tenant (Legal Aid SA) will pay rent to the landlord's specified bank account.
• Rental escalates annually at a compounded percentage rate.
• Basic monthly rental excludes VAT.
• Tenant pays for electricity and water as per municipal accounts.
• A detailed pricing schedule for Years 1-5 must be completed, covering:

• Office space (M²).
• Parking bays.
• Other charges.

• Total monthly payable includes VAT.

• Provide detailed pricing for a five-year lease.
• Breakdown required for each year (Year 1 to Year 5) covering:

• Office space (lettable area in M²).
• Parking bays.
• Other charges.

• Specify unit rent per item, total monthly rent excluding VAT, VAT at 15%, and total monthly rent including VAT.
• Submit a separate, detailed letter of breakdown for any 'other charges'.
• Indicate total lease agreement costs for 5 years, 7 years, and 9 years 11 months.
• State the tenant installation allowance amount.

• Payment must be made to the landlord's bank account (details to be provided).
• Annual rental escalation at a compounded percentage rate.
• Basic monthly rental is exclusive of VAT.
• Tenant is responsible for electricity and water charges as per municipal accounts.
• A detailed pricing schedule for a five-year lease must be submitted, broken down by:

• Year 1 to Year 5.
• Office space, parking bays, and other charges.
• Monthly totals including VAT.

• A separate, detailed breakdown letter is required for any 'other charges'.
• Total lease costs are required for 5, 7, and 9 years 11 months.
• A tenant installation allowance amount may be specified.

• The service provider (landlord) is responsible for:

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

• Legal Aid South Africa (tenant) 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.
• Furniture, office equipment and appliances.

• The contract must be signed by an authorized representative of the service provider, with full names and capacity stated.

• The service provider (landlord) duties include:

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

• Legal Aid South Africa (tenant) duties include:

• Water and electricity consumption costs.
• Sanitary services and refuse removal.
• Domestic cleaning services.
• Supply of consumables.
• Internal maintenance under the 'Brake & Pay Rule'.
• Alarm/security system maintenance.
• Replacement of light bulbs.
• Provision and maintenance of furniture, office equipment and appliances.

• The contract must be signed by an authorized representative of the service provider, with their full names and capacity provided.

• Legal Aid South Africa's address for service of legal documents:

• 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 11:00 AM.
• Optional Briefing Session: 24 July 2026 from 14:00 to 15:00.
• Briefing Venue: Rayveen Complex, 58 Rabe Street, Mokopane, 0626.
• Bid Validity Period: 150 days from the closing date.

• Bid Enquiries Contact Person: Mr. Fhulufhelo Mukhadakhomu.
• Technical Enquiries Contact Person: Mr. Thabo Ledwaba.
• Telephone: (015) 291 2429.
• Email for Bid Enquiries: [email protected].
• Email for Technical Enquiries: [email protected].
• Submission Address: Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg, 2001.

• Submit your bid by 11:00 AM on 12 August 2026.
• Deposit the sealed bid in the tender box located in the foyer of Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg.
• The sealed envelope must be marked with: Tender Number: 33/2026, Closing Date: 12 August 2026, Time: 11h00 AM, and your Company Name.
• Complete all annexures in full, adhering strictly to the given numbering format. Clearly mark all attachments.
• 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.
• Tenders must be handwritten in black ink on the official forms (not re-typed).
• No tenders transmitted by telegram, telex, fax, or email will be considered.

Bidder must be registered on National Treasury's Central Supplier Database (CSD) as active, tax compliant, and not restricted. Must submit a valid Tax Clearance Certificate. B-BBEE status level verification required for preference points. Foreign suppliers must comply with tax obligations in South Africa if applicable. No persons in service of the state may bid.

• The tender is for the provision of office accommodation for the Mokopane Satellite Office for a period of up to five (5) years.
• The scope involves delivering a complete solution for office accommodation.
• Bidders must demonstrate proven relevant experience, reliability, efficiency, and effectiveness in service delivery.
• The successful bidder warrants that the service will be of a superior standard.
• Legal Aid SA may award the tender in part or in full, to one or more bidders on a non-exclusive basis.
• Bidders may be required to provide clarification or a demonstration within 24 hours of a request.

• Any defects attributable 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 in ZAR are accepted.
• The bid price must include all applicable taxes and delivery costs.
• Indicate compliance with specifications, delivery period, and whether the price is firm for the contract duration.

• Prices must be quoted in South African Rand (ZAR) and include all applicable taxes (VAT, PAYE, income tax, UIF, skills levies).
• Only firm prices will be accepted; prices subject to exchange rate variations are not allowed.
• The pricing schedule (SBD 3.1) must be completed, indicating if the offer complies with specifications and detailing any deviations.
• All delivery costs must be included in the bid price.
• Bidders must state whether prices and delivery periods will remain firm for the contract duration.
• Authorised travel and subsistence costs will be reimbursed according to Legal Aid SA's travel policy, with private vehicle rates based on Automobile Association quotes. Claims require receipts and logs.

• Mandatory registration on the National Treasury Central Supplier Database (CSD). The CSD profile must show the bidder as an active supplier, tax compliant, and not restricted.
• A valid original Tax Clearance Certificate (TCC) must be submitted with the bid. Certified copies are not accepted.
• Bidders must submit their SARS Tax Compliance Status (TCS) PIN or CSD number.
• For consortia/joint ventures, each party must submit a separate TCC/TCS PIN/CSD number.
• A B-BBEE Status Level Verification Certificate or Sworn Affidavit (for EMEs & QSEs) must be submitted to claim preference points.
• Bidders must complete the SBD 4 Bidder's Disclosure form regarding state employment and conflicts of interest.
• Persons in the service of the state, or companies with such directors/members, are not eligible to bid.

• 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 awarded proposal, together with its terms and specifications, will form a binding contract.
• The successful bidder assumes total responsibility, even with subcontractors.
• Legal Aid SA has the right not to award the tender.
• Payment is subject to approved project plans and official orders. No project activity may be delivered before an order is issued.
• The bidder must rectify any defects due to poor workmanship at their own cost.
• Intellectual property rights in works created under the contract vest in Legal Aid SA unless otherwise agreed in writing.
• Disbursements and travel costs are only reimbursed with prior written approval and must be substantiated with receipts.
• General Conditions of Contract (GCC) apply and form part of the bid. Special Conditions will prevail in case of conflict.
• The supplier may be required to provide performance security within 30 days of award.
• Standard warranties and inspection rights apply as per the GCC.

• The 80/20 preference point system applies.
• Price: 80 points.
• Specific Goals (B-BBEE): 20 points.
• Points for Specific Goals are awarded based on the bidder's B-BBEE Status Level of Contributor.
• Refer to SBD 6.1 for the points table and declaration requirements.

• Closing date and time: 12 August 2026 at 11h00.
• Optional briefing session: 24 July 2026 from 14:00 to 15:00 at Rayveen Complex, 58 Rabe Street, Mokopane, 0626.

• Bid Enquiries: Fhulufhelo Mukhadakhomu – Email: [email protected], Tel: (015) 291 2429.
• Technical Enquiries: Thabo Ledwaba – Email: [email protected], Tel: (015) 291 2429.
• Submission address: Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg, 2001.

• Submit your tender in a sealed envelope marked with Tender Number 33/2026, Closing Date 12 August 2026 at 11h00, and your Company Name.
• Deposit the envelope in the locked tender box 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.
• Any deviations from requirements may be ignored and risk disqualification.
• Tenders must follow the prescribed format and numbering sequence. Do not qualify your bid with your own conditions.
• All tender forms must be handwritten in BLACK ink (no mechanical devices).
• Tenders transmitted by telegram, telex, facsimile, or email will not be considered unless specifically allowed.
• Ensure all pages are present and correctly numbered.

• Complete company/business details: name, contacts, address, primary contractor status, personnel number, turnover for last three years, growth percentage, valid tax clearance/CSD proof.
• Detailed breakdown of total charges and bid amount.
• Refurbishment documents: floorplans, commitment letter, partitioning specs, air-conditioning details, painting/flooring colours, power skirtings, network/telephone points, blinds, space plan, UPS facility integration.
• Complete all documents relating to RFP Schedule 1.

Registered on National Treasury's Central Supplier Database (CSD) as active, tax compliant, and not restricted; provide original valid tax clearance certificate; comply with B-BBEE requirements; space must meet minimum 106.8m² (bids below disqualified); property must be available for inspection within 5 days of request; submit all required annexures fully completed.

• Office accommodation required for Mokopane Satellite Office for up to five years.
• Location: Proximity to local courts and public transport (taxi ranks, train stations, bus terminals). A standalone building in Mokopane is preferred.
• Space: Minimum 106.8 m², maximum 122 m², with two parking bays. Bids outside this range will be disqualified.
• Building should preferably be on ground floor or have functional lifts, with secure lockable parking for Legal Aid SA vehicles.
• Must be user-friendly for disabled persons.
• Must comply with all building laws, regulations, bylaws, and health and safety requirements.
• Must be zoned for office, business, or commercial purposes; title deed and zoning certificate may be required.
• Must allow Legal Aid SA branding and signboard display.
• Requires telephone and computer network points, emergency generator backup.
• Refurbishment requirements include submission of floorplans, commitment letter for tenant installation, partitioning, air-conditioning (preferably split units), painting and flooring in corporate colours, power skirtings with two plugs per workstation, network/telephone points, blinds in corporate colours, space plan, and UPS facility integration.

• 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.
• Authorised disbursements reimbursed at reasonable actual cost with documentary evidence.
• No reimbursement for proposal preparation costs.

• Provide a detailed breakdown of all costs, charges, and total bid amount.
• Authorised travel reimbursed per Legal Aid SA policy, with private vehicle rates based on AA rates.

• Provide a detailed breakdown of all costs, charges, and a total bid amount.
• Tender prices must be quoted in South African Rand.
• Bidders must state whether prices and delivery periods remain firm for the contract duration.
• Authorised disbursements (travel and subsistence) will be reimbursed at reasonable actual cost, substantiated by receipts and logs.
• Rates for private vehicle use will be based on Automobile Association of South Africa prevailing rates.
• No costs incurred for proposal preparation or presentations will be reimbursed.

• Provide proof of registration on National Treasury’s Central Supplier Database (CSD), showing you are an active supplier, tax compliant, and not restricted.
• Submit an ORIGINAL valid tax clearance certificate or CSD registration.
• Demonstrate affirmative action employment practices and procurement programmes promoting B-BBEE.
• 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.
• Provide title deed and zoning certificate for the building if required.

• Legal Aid SA aims to be environmentally responsive, with objectives including sustainable practices and reducing environmental impact.

• Proposal validity period: 150 days.
• After award, the proposal and its terms constitute a binding contract.
• Successful bidder assumes total responsibility, regardless of subcontracting.
• Legal Aid SA reserves the right not to award the tender.
• All information provided is confidential; bidders must not disclose it without written consent.
• Intellectual property rights in works created vest in Legal Aid SA unless otherwise agreed in writing.
• No reimbursement for proposal preparation costs.
• Legal Aid SA may request clarification or demonstration within 24 hours; failure to comply may lead to disqualification.
• Negotiations for rental reductions will be held with the highest-scoring bidder under the 80/20 system.

• Tenders must be submitted in prescribed format; deviations may lead to disqualification.
• Do not qualify your bid with your own conditions.
• Tender forms must be handwritten in BLACK ink.
• Ensure all pages are present and correctly numbered.
• Prices must be quoted in South African Rand.
• No electronic submissions unless specifically allowed.

• Provide proof of CSD registration showing active, tax-compliant, non-restricted status.
• Provide title deed and zoning certificate for the building if required.

• Evaluation uses an 80/20 system: Price (80 points) and B-BBEE status (20 points).
• Quality assurance: Defects due to poor workmanship must be rectified by the bidder at own cost.