Lease of office accommodation for legal aid SA in thohoyandou

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.

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

Open to companies, close corporations, trusts, or individuals with valid registration/ID numbers. Must have authority to enter into lease agreements. Must provide property meeting office accommodation needs in Thohoyandou area.

The bidder must provide a fully described office property for lease.

• Specify the full physical address of the building, including street number and name.
• Provide a full description of the leased premises.
• Provide the erf number of the property.
• Specify the lease commencement and expiry dates.
• The lease includes office space (measured in M2), parking bays, and other charges.
• The tenant (Legal Aid SA) will be 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, and furniture, office equipment and appliances.

Complete the detailed pricing schedule as per the document.

• Yearly breakdowns (Years 1-5) required for:
• Office space (M2) with lettable area, unit rent, total monthly rent (ex VAT), VAT, and total monthly rent (inc VAT).
• Parking bays.
• Other charges (with separate detailed breakdown letter if any).
• Provide total monthly payable for each year.
• Provide total lease agreement costs for 5, 7, and 9 years 11 months.
• Include tenant installation allowance amount.

Pricing must be submitted in the specified schedule format.

• Provide basic monthly rental excluding VAT.
• Specify an annual escalation rate (compounded).
• Tenant pays for electricity and water as per municipal accounts.
• Submit a detailed pricing schedule for Years 1 to 5, covering:
• Office space (M2) with unit rent.
• Parking bays.
• Other charges (with a separate detailed breakdown letter if applicable).
• Calculate and provide total monthly payable amounts including VAT.
• Provide total lease agreement costs for 5 years, 7 years, and 9 years 11 months.
• A tenant installation allowance may be applicable.
• Note: Legal Aid SA reserves the right not to enter a lease longer than 5 years.

The bidder must be a registered entity or individual.

• Provide company/close corporation/trust name or full names of individual.
• Provide registration number or ID number.

Landlord (Service Provider) duties and responsibilities:

• Internal maintenance (general).
• Internal maintenance (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.
• Fire fighting equipment and services.

Contract signing:

• The person signing on behalf of the Service Provider must provide their full names and capacity.

Bidder must provide three contactable references with details.

Legal Aid South Africa tenant 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 11:00 AM.
• Optional Briefing Session: 27 July 2026, from 12:00 PM to 13:00 PM.
• Briefing Venue: Shop 2, Metropolitan Complex, Thohoyandou, 0950.
• Proposal Validity Period: 150 days from the closing date.

• For bidding procedure enquiries: Contact Mr. Innocent Hlungwani.
• For technical enquiries: Contact Mr. Thomas Madzaga.
• Telephone: (015) 962 6206.
• Email: [email protected] (for Mr. Hlungwani) and [email protected] (for Mr. Madzaga).
• 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, 2001.
• Seal your tender in an envelope clearly marked with: Tender Number 36/2026, Closing Date 12 August 2026, Time 11h00 AM, and your Company Name.
• Complete all annexures in full, using the given numbering format. Clearly mark all attachments.
• Deviations from submission requirements or the bidder's own conditions may invalidate the tender.
• The proposal must remain valid for 150 days from the closing date.
• All tender forms must be handwritten in BLACK ink; mechanical devices like typewriters are not allowed.
• Tenders transmitted by telegram, telex, fax, or email will not be considered unless specifically allowed.

Must be registered on National Treasury's Central Supplier Database (CSD) as active supplier; must be tax compliant; must not be restricted supplier; must provide valid Tax Clearance Certificate; foreign suppliers must meet tax obligations in RSA; persons in service of the state or companies with directors in state service are excluded; must submit B-BBEE status level verification certificate or sworn affidavit.

• Scope: Provision of office accommodation for the Thohoyandou Local Office for a period of up to five (5) years.
• The bidder warrants they are highly skilled, professional, competent, and experienced in providing such services.
• Deliverables and service levels will be evaluated against criteria of proven relevant experience, reliability, efficiency, and effectiveness.
• The successful bidder assumes total responsibility for the service, regardless of any subcontracting agreements.
• Legal Aid SA may request clarification or a demonstration within 24 hours; failure to comply may lead to disqualification.

• The bidder is responsible for rectifying any defects (patent or latent) due to poor workmanship at their own cost and time.
• Correction costs must be separately noted on billing documentation.

• The SBD 3.1 Pricing Schedule requires firm prices only.
• Prices must be quoted in ZAR, inclusive of all taxes.
• The bid must include delivery costs.
• The bidder must indicate if the offer complies with specifications and note any deviations.
• The offer must be valid for 150 days.

• Prices must be firm (not subject to exchange rate variations). Non-firm prices will not be considered.
• Quote all prices in South African Rand (ZAR), inclusive of all applicable taxes (VAT, PAYE, income tax, UIF, SDL).
• Include all delivery costs in your bid price for delivery to the prescribed destination.
• Clearly state whether your prices and delivery periods will remain firm for the entire contract duration.
• Authorised travel and subsistence costs will be reimbursed according to Legal Aid SA's travel policy, at rates quoted by the Automobile Association of South Africa.
• All claims for authorised disbursements must be substantiated with receipts and logs.

• Mandatory Documents: Submit a valid, original Tax Clearance Certificate. Certified copies are not accepted.
• Central Supplier Database (CSD): Provide proof of CSD registration showing you are an active, tax-compliant, and non-restricted supplier.
• B-BBEE: Submit a B-BBEE Status Level Verification Certificate or Sworn Affidavit (for EMEs & QSEs) to qualify for the 20 preference points.
• Company Information: Fully complete the bidder's company details section, including company name, contact details, address, personnel numbers, turnover for the last three years, and a valid Tax Clearance Certificate.
• Foreign Suppliers: If applicable, complete the foreign supplier questionnaire. If you have no South African tax liability, a CSD number may suffice instead of a Tax PIN.
• Disclosure: Complete the SBD 4 Bidder's Disclosure form regarding state employment and conflicts of interest.

• 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.
• It seeks to adapt its national footprint to changing environmental factors to improve access.

• General Conditions of Contract (GCC) apply and form part of the bid. Special Conditions of Contract (SCC) will prevail in case of conflict.
• Key terms include:

• Definitions for contract, delivery, force majeure, and corrupt practices.
• The supplier must maintain confidentiality of all contract documents and information.
• A performance security may be required within 30 days of award.
• The purchaser has rights to inspection, testing, and rejection of non-compliant goods/services.
• Warranty: Goods are warranted to be new, unused, and free from defects for 12 months after delivery or 18 months after shipment.
• The supplier is responsible for proper packing, insurance, and delivery as per contract terms.
• The contract may be terminated for default, insolvency, or force majeure.

• Evaluation uses the 80/20 preference point system (80 for price, 20 for B-BBEE).
• Price points are calculated relative to the lowest acceptable tender.
• Specific goals are linked to the bidder's B-BBEE Status Level of Contributor.
• The tender document includes detailed formulae for calculating price points under both 80/20 and 90/10 systems.

• Closing date and time: 12 August 2026 at 11h00.
• Optional briefing session: 27 July 2026 from 12:00PM to 13:00PM at Shop 2, Metropolitan Complex, Thohoyandou, 0950.

• An optional briefing session will be held on 27 July 2026 from 12:00PM to 13:00PM at Shop 2, Metropolitan Complex, Thohoyandou, 0950.

• Bid Enquiries: Innocent Hlungwani – Email: [email protected], Tel: (015) 962 6206.
• Technical Enquiries: Thomas Madzaga – Email: [email protected], Tel: (015) 962 6206.
• Submission Address: Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg, 2001.

• Submit by 11h00 on 12 August 2026. Late submissions will not be accepted.
• Deliver the sealed tender to the locked tender box at Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg, 2001.
• The envelope must be clearly marked with: Tender Number: No. 36/2026, Closing Date: 12 August 2026, Time: 11h00, and your Company Name.
• All annexures must be completed in full, using the given numbering format. Attachments must be clearly marked and specific.
• Failure to adhere to submission requirements, format, or marking instructions risks disqualification.
• Tenders must be handwritten in BLACK ink. Do not use typewriters or mechanical devices.
• Tenders transmitted by telegram, telex, fax, or email will not be considered unless specifically allowed.
• The proposal must remain valid for 150 days.

Bidders must be registered on National Treasury's Central Supplier Database as active, tax compliant, and not restricted suppliers. Must provide original valid tax clearance certificate or CSD proof. Must demonstrate B-BBEE compliance for 20 preferential points. Must have property available for inspection within 5 days of request. Must accept all tender conditions including handwritten submission in black ink, 150-day validity, and potential negotiation with Legal Aid SA. Newly established property businesses may provide alternative references. Joint ventures/alliances must be clearly indicated.

• Required office space: Minimum 370m², maximum 385m². Bids outside this range will be disqualified.
• Location: Must be in Thohoyandou, preferably a standalone building, close to local courts and public transport.
• Parking: Eight (8) secure, lockable parking bays for Legal Aid SA vehicles.
• Layout: Must accommodate 27 employees, with working space for all staff, management, a public waiting area, consultation rooms, and a reception area.
• Toilets: Two toilets required (female: 2 cubicles + 1 basin; male: 2 cubicles + 1 basin + 1 urinal). A disabled toilet is an advantage.
• Accessibility: Building must be user-friendly for disabled persons, preferably on the ground floor or with functional lifts.
• Compliance: Must comply with all building laws, regulations, bylaws, and health and safety standards.
• 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 display of a signboard.
• Infrastructure: Must have telephone and computer network points, and an emergency generator backup.
• Refurbishment: Bidder must submit floorplans, a commitment letter to refurbish as per tenant specification, 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.

• For refurbishment, submit: a) Floorplans, b) Commitment letter to refurbish as per tenant spec with a Tenant Installation amount, c) Partitioning per Legal Aid SA spec, d) Air-conditioning (prefer split units), e) Painting with corporate colours, f) Floor covering with corporate colours, g) Power skirtings with two plugs per workstation, h) Network and telephone points, i) Blinds with corporate colours, j) Space plan, k) UPS facility integrated into specific plug points (Legal Aid SA provides UPS unit).

• In your proposal, provide detailed company information including: Company Name, Contact Names and Numbers, Address, whether you are the primary contractor or in a joint venture, Number of personnel, Turnover for the last three financial years, Percentage growth over the last three years, and proof of a Valid Tax Clearance Certificate/CSD registration.

• Defects attributable to poor workmanship must be rectified by the bidder at their own cost and time.
• All costs for correcting defects must be separately noted on billing documentation.
• The bidder warrants that the service provided will be of a superior standard.

• Provide a detailed breakdown of all costs/charges and the total bid amount.
• Authorised travel costs will be reimbursed per Legal Aid SA's travel policy, requiring receipts and logs as evidence.

• Provide a detailed breakdown of all costs/charges and the total bid amount.
• Tender prices must be quoted in South African Rand (ZAR).
• Legal Aid SA prefers firm tender prices and delivery periods for the contract duration. Clearly state if prices are firm.
• Authorised travel and subsistence costs for the project will be reimbursed according to Legal Aid SA's travel policy, at rates quoted by the Automobile Association of South Africa.
• All claims for authorised disbursements require documentary evidence (receipts, kilometer logs).
• Costs incurred for proposal preparation and presentations will not 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 restricted.
• Mandatory: Submit an ORIGINAL valid tax clearance certificate or CSD registration proof.
• B-BBEE: Demonstrate affirmative action employment and procurement practices that promote B-BBEE contribution. The 80/20 scoring system applies (20 points for B-BBEE status level).
• Support for empowerment as specified by government (refer to form SBD 6.1 in the tender documents).

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

• Legal Aid SA has organisational objectives related to sustainable and environmentally responsive practices, including an environmentally responsive supply chain.

• Contract Duration: Provision of office accommodation for up to five (5) years.
• Validity: Your proposal must remain valid for 150 days.
• Award: Legal Aid SA may award the tender in part or in full, to one or more bidders, at its sole discretion.
• Responsibility: The successful bidder assumes total responsibility for the contract, regardless of any subcontracting agreements.
• Clarifications: Legal Aid SA may request clarification or additional information. You must respond within 24 hours or risk disqualification.
• Negotiations: Legal Aid SA will negotiate further rental reductions with the highest-scoring bidder using the 80/20 system. Failure to participate within five days of a request may result in your bid being set aside.
• Confidentiality: All information provided by Legal Aid SA is confidential and must not be disclosed to third parties without written consent.
• Intellectual Property: Copyright and other rights in works created under the contract vest in Legal Aid SA, unless otherwise agreed in writing.
• Payment: No project activity will be delivered before an official purchase order is issued. Legal Aid SA pays accounts within 30 days of invoice.
• Quality Assurance: Defects due to poor workmanship must be rectified by the bidder at their own cost and time.

• The building must be zoned for office/business/commercial use. Provide title deed and zoning certificate if required.
• Where items are specified, indicate in the provided space if your offer is 'as specified' or detail any deviations.
• All tender forms must be handwritten in BLACK ink.

• Evaluation uses the 80/20 preferential points system: Price = 80 points, B-BBEE status level of contribution = 20 points.
• Legal Aid SA will negotiate further reductions with the highest-scoring bidder using this system.
• Bidders must provide references and demonstrate affirmative action practices promoting B-BBEE.