Provision of office accommodation for ixopo satellite office (5-Year lease)

This is a lease agreement schedule for office accommodation. The bidder (Landlord) must complete the following details:

• Full description and physical address of the leased premises.
• Erf number of the property.
• Proposed lease commencement and expiry dates.
• Landlord's bank details for rental payments.
• Proposed annual rental escalation rate.
• Basic monthly rental (excluding VAT).
• Tenant (Legal Aid SA) will pay for electricity and water as per municipal accounts.
• A detailed pricing schedule for five years is required.

1. Must be a registered entity (company, close corporation, trust, or individual with registration/ID number) 2) Must have authority to enter into lease agreement on behalf of landlord 3) Must provide property ownership/management documentation (implied by erf number requirement) 4) Must have VAT registration number 5) Must provide three contactable references

The bidder must provide details of the office accommodation for lease.

• Provide the full physical address and description of the leased premises.
• Provide the erf number of the property.
• Specify the proposed lease commencement and expiry dates.
• Provide the landlord's bank account details for rental payments: account name, number, institution, branch name, branch code, type of account, reference number (if applicable), and VAT registration number.
• Specify the proposed annual rental escalation rate (compounded).
• State the basic monthly rental (excluding VAT).
• Note that the tenant (Legal Aid SA) will pay for electricity and water consumption as per the municipal account.

The bidder must complete a detailed pricing schedule for Years 1 and 2 as part of the lease agreement. The format requires:

• For Year 1: List office space (m²), parking bays, and other charges. Specify lettable area, unit rent, total monthly rent (ex VAT), VAT (15%), and total monthly rent (inc VAT).
• For Year 2: Similarly list office space (m²), parking bays, and other charges with the same financial breakdown.
• Note: A separate letter detailing any 'other charges' must be submitted.

The bidder must submit a detailed pricing schedule for a five-year lease.

• Pricing must be broken down annually (Years 1-5).
• For each year, provide:
• Lettable area (m²) for office space.
• Number of parking bays.
• Details and cost of any other charges.
• Unit rent per m² or per bay.
• Total monthly rent excluding VAT.
• VAT at 15%.
• Total monthly rent including VAT.
• A separate detailed breakdown letter is required for any 'other charges'.
• The total lease agreement cost for five years must be stated.
• A tenant installation allowance amount may be specified.

The lease agreement outlines the following duties and responsibilities:

Landlord (Service Provider) responsibilities:

• Internal maintenance (general).
• Internal maintenance (normal wear and 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.

Tenant (Legal Aid South Africa) responsibilities:

• Payment for water and electricity consumption.
• Payment for sanitary services and refuse removal.
• Provision of domestic cleaning services.
• Provision of consumables.
• Internal maintenance under '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, whose full names and capacity must be provided.

The Landlord must also provide their physical address, postal address, telephone, fax, email, cell, and alternative contact number for service of legal documents (domicilia).

1.1 Legal Aid South Africa (Legal Aid SA) is an autonomous statutory body established in

terms of the Legal Aid South Africa Act to deliver legal aid in South Africa.

The Board is the Accounting Authority of Legal Aid South Africa in terms of the Public

Finance Management Act (Act as amended). The Board is responsible for

providing strategic direction and leadership, ensuring good corporate governance and

ethics, managing risk and materiality limits, financial sustainability and determining

policy. Legal Aid SA is established to ensure the separation between the prosecuting

arm of government and the defence of those requiring state funded legal assistance.

In terms of the Legal Aid South Africa Act (Act ) and the Public Finance

Management Act (Act as amended), Legal Aid SA is accountable to the

Minister of Justice and Correctional Services as its Executive Authority, as well as to

Parliament. This accountability relates to overall strategy and policy matters as well as

finances. On operational matters and individual legal matters, Legal Aid SA operates

autonomously in line with approved policy. This governance framework ensures the

independence of the organisation as well as its accountability.

1.2 Legal Aid SA has evolved into a high performing organisation, which has delivered

more than 90% of its Business Plan annually and has received 22 consecutive

unqualified audit opinions. The organisation consistently delivers on its mandate of

ensuring access to justice for the indigent and vulnerable.

2. Organisational profile

2.1 Legal Aid SA is a high performing public entity that champions the rights of all persons

to access justice through the provision of independent, accessible and quality legal aid

services in criminal and civil legal matters. We service the public through a national

network of 128 offices, strategically positioned near justice points (such as courts),

ensuring we are accessible to as many people as possible.

2.2 Legal Aid SA is the biggest law firm on the African continent. It boasts a unique

pedigree of socially conscious legal professionals, who in their everyday work, defend

and protect the rights of the country’s most vulnerable groups. We pride ourselves on

our strong governance, having received 22 unqualified audit opinions from the Auditor-

General South Africa and being named a Top Employer South Africa for 16 consecutive

years as well as being an Industry Leader in the Public Sector for six successive years

and ensuring that all accounts are paid within 30 days of invoice date.

2.3 It is crucial that our network of offices cohesively presents an image of professionalism

and integrity to our clients, thereby assisting them to access justice. Property owners

are thus valued stakeholders for the organisation, and we strive to establish and

sustain fruitful relationships with each property owner we work with. A key

organisational strategy is expanding and capacitating our national footprint to increase

points of access to legal aid services, especially in rural and remote areas. Property

owners play a crucial role in ensuring that we achieve this.

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3. Vision, mission and values

3.1 Vision – A dynamic South Africa in which constitutional rights are realised to ensure a

just society for all.

3.2 Mission - To remain a leader in the provision of equal access to justice to indigent and

vulnerable persons by rendering quality legal services.

3.3 Legal Aid SA Values are listed below:

• Passion for Justice
• Ubuntu
• Integrity
• Accountability
• Service Excellence
• People and Planet Focused

4. Outcomes and objectives:

Legal Aid SA intends to achieve the two outcomes listed below:

Outcome 1: Equal access to justice for all, focusing on indigent and vulnerable

persons, thus contributing to building a just society.

Outcome 2: Respected, high performing and sustainable organisation providing

accessible, quality legal services that impact positively on society, the economy and

the environment.

The eleven related objectives in achieving the outcomes are listed below:

Objective 1: Empowered clients and communities making informed choices about their

legal matters, rights and responsibilities.

Objective 2: All indigent and vulnerable members of society have equal access to

public-funded legal services to protect and defend their rights.

Objective 3: A fair, efficient and effective justice system that ensures equal access to

justice for all.

Objective 4: Delivering on our constitutional and statutory mandate thereby ensuring

equal access to justice for all, in an independent, accountable and sustainable manner.

Objective 5: An organisation re-inventing and embedding sustainable and agile

practices in every segment to positively impact on society, the economy and the

environment.

Objective 6: Sustaining good governance, best practices and maintaining high ethical

standards and integrity, high performance and accountability.

Objective 7: Legal Aid South Africa's regulatory framework is responsive to the

changing legal, social and economic environment.

Objective 8: An effective, efficient, economic and environmentally responsive supply

chain management system supporting client services delivery and internal business

processes.

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Objective 9: An appropriately resourced national footprint that is adaptable to changing

technological and environmental factors to ensure improved access to our clients,

communities, stakeholders and employees.

Objective 10: Knowledgeable, informed, self-directed and committed employees

competently delivering the organisation’s constitutional mandate and strategies in a

sustainable manner.

Objective 11: Embracing emerging technologies including the Fourth Industrial

Revolution to optimise its impact on business and the provision of client services

through a responsive and adaptive IT environment.

5. Optional briefing session

Venue: Shop No. 3, Ixopo Bottlestore Building, Margaret Street, Ixopo, 3276

Date: 05 August 2026

Time: 12:00PM – 13:00PM

6. Closing date

The closing date for the submission of proposals is 11h00 on 25 August 2026. All

proposals should be submitted on or before the time and date specified and placed in

the Legal Aid SA tender box, which is located to Legal Aid House, 29 De Beer Street,

Braamfontein, Johannesburg, 2001.

7. Security and integrity clearance

All information documents, records and books provided by Legal Aid SA to any bidder,

in connection with the request for proposals or otherwise, are strictly private and

confidential. Any bidder will not disclose these to any third party, except with the

express consent of Legal Aid SA, which will be granted in writing prior to such

disclosure. Legal Aid SA, however, reserves the right to disclose any information

provided by any bidder to any of the employees of Legal Aid SA.

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8. Proposal/tender submission

All annexures must be completed in full, using the given numbering format. All

attachments or references to attachments must be clearly marked and be specific to

information required. Any deviations may be ignored.

NB: Companies failing to adhere to the above requirements risk being

disqualified from the evaluation process.

9. Tender documents marking

Tenders, completed as described, will be sealed in an envelope marked:

Tender Number: No. 38/2026

Closing Date: 25 August 2026, Time: 11h00

Name of Company: ________________________________________ (Bidder)

and deposited in the locked tender box in the foyer in the reception area at:

Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg. 2001.

10. Tender format

Tender Numbering Format must be adhered to. Compliance or Non-compliance with

detailed information must be indicated per paragraph as per Numbering Format. If

there are additional and/or Alternative Product options, every option/alternative

proposal to an item, must be separately bid for in the form of a separate proposal, with

a complete schedule and description. Deviations from specifications and technical

brochures must be submitted where applicable. All documents submitted in response

to this request for proposals will become the property of Legal Aid SA.

11. Validity period

The proposal must remain valid for a period of 150 days.

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12. Completeness of the solution

The bidder must complete all documents in full and submit these with the proposal.

The bidder must provide proof of registration on National Treasury’s Central

Supplier Database (CSD) which should reflect that the bidder is an active

supplier, is tax compliant and is not a restricted supplier.

13. Contractual implications:

After awarding the Tender, this proposal together with its Tender terms, Conditions and

Specifications will constitute a binding contract between Legal Aid SA and the

successful bidder. The successful bidder will assume total responsibility, regardless of

any third party or subcontracting agreements it may enter into. Legal SA has the right

not to award the tender.

14. Conditions of payment

Legal Aid SA will approve all project plans and projected project activity costs. No

project activity will be delivered to Legal Aid SA before an official order has been issued

to the supplier and delivery will be within the specified time scale after the receipt of

the official order.

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{"name":"Thuliswa Mabhengu","email":"[email protected]","phone":"(039) 688 9600","department":"Bid Enquiries"}

The proposal must be submitted in a sealed envelope marked with the tender number, closing date, and name of the company. The envelope must be deposited in the locked tender box at Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg, 2001. The proposal must remain valid for a period of 150 days. All annexures must be completed in full, using the given numbering format. Any deviations may be ignored. Failure to adhere to these requirements may result in disqualification from the evaluation process.

21. Completion of documents relating to RFP, schedule 1

Bidder 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 proof. Must submit all required annexures and documents in specified format. Bids failing minimum space requirements or refusing site inspection will be disqualified.

The office accommodation required should be in the proximity to the local court(s), allowing relatively quick and easy access to the courts by both staff members and clients. The office space required should be a minimum of 92.40m2 and a maximum of 97.40m2 with three (3) parking bays. The building should preferably be on the ground floor (or a building with functional lifts), and have secured safe lockable parking for Legal Aid SA’ vehicles.

18.4 Detailed breakdown of total charges, implementation and support services

Any defects, patent or latent, which are attributable to poor workmanship, will be rectified by the bidder at own cost and time.

The proposal must include a detailed breakdown of costs/charges and related charges, as well as a total bid amount. The bidder must provide proof of registration on National Treasury’s Central Supplier Database (CSD), which should reflect that the bidder is an active supplier, is tax compliant, and is not a restricted supplier.

Bidders must comply with the conditions of the tender, including providing an original valid tax clearance certificate or registration with the CSD, and demonstrating affirmative action employment practices. Failure to comply with these requirements may result in disqualification from the evaluation process.

The building should be user-friendly for disabled persons, and should comply with all building laws, regulations, and bylaws, including health and safety compliance.

The organisation intends to achieve the outcome of being a respected, high-performing, and sustainable organisation providing accessible, quality legal services that impact positively on society, the economy, and the environment.

The tender may be awarded, in part or in full, at the sole discretion of Legal Aid SA, to one or more concerns on a non-exclusive basis. Proposals/tenders that are qualified by a bidder’s own conditions may be rejected as being invalid.

18.3 Bidder’s company/business information/details

The bidding companies will be evaluated on the criteria listed in the tender document, including the 80/20 price scoring system.

Legal Aid South Africa (abbreviated “Legal Aid SA” is national public entity established in terms of section 2 of the Legal Aid South Africa Act (“Act”) read together with its Legal Aid Manual and Regulations.

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"closingDate": "25 August 2026",

"closingTime": "11h00 AM",

"briefingSession": {

"date": "05 August 2026",

"time": "12:00 PM",

"venue": "Shop No. 3, Ixopo Bottlestore Building, Margaret Street, Ixopo, 3276",

"isCompulsory": false

}

}

{

"name": "Ms. Thuliswa Mabhengu",

"email": null,

"phone": "039 688 9600",

"department": "Tender No.: 38/2026",

"address": "Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg, 2001"

}

{

"returnableDocuments": null,

"submissionAddress": "Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg, 2001",

"submissionDeadline": "11h00 AM on 25 August 2026",

"requiredForms": "All annexures must be completed in full, using the given numbering format.",

"disqualificationRisks": "Companies failing to adhere to the above requirements risk being disqualified from the evaluation process."

}

Must be registered on National Treasury's Central Supplier Database (CSD) as an active, tax-compliant, non-restricted supplier; must submit a valid original Tax Clearance Certificate; must comply with B-BBEE requirements (points claimed via SBD 6.1); cannot be persons in service of the state or their companies; and foreign suppliers must meet RSA tax obligations if applicable.

Note: only firm prices will be accepted. Non-firm prices (including prices subject to rates of exchange variations) will not be considered

{

"pricingFormat": "Firm prices",

"bonds": null,

"guarantees": null,

"paymentTerms": "Legal Aid SA will approve all project plans and projected project activity costs.",

"financialCapacity": null

}

{

"CSD": "The bidder must provide proof of registration on National Treasury’s Central Supplier Database (CSD)",

"tax": "The bidder must provide proof of tax compliance",

"B-BBEE": "The 80/20 system will be applicable",

"CIDB": null,

"CIPC": null,

"professionalRegistrations": null,

"localContent": null

}

No specific health and safety requirements mentioned in the tender document.

Proposals will be evaluated both in terms of price - (80 points) and Specific Goal B-BBEE Level of Contribution status (20 points).