General maintenance services – as-and-when, 3-Year term – legal aid SA offices in gauteng (RFP 43/2026) – closing 10 sep 2026 11:00, compulsory briefing 19 aug 2026, CIDB 4gb+ required

The tender is for general maintenance services on an as-and-when basis at various Legal Aid SA offices in Gauteng, for a three-year period. The pricing schedule includes sections for general maintenance mark-ups, labour rates, and travelling/subsistence, plus a separate schedule for professional services discounts.

Returnable documents:

• Completed Price Schedule (Annexure C) — only the Green sections must be completed in full; incomplete pricing may render the bid non-responsive.
• The Price Schedule must be signed by a duly authorised representative and submitted with all other required bid documents.
• Bidders must verify all calculations; blank pricing fields may be treated as nil values.
• Bidders must familiarise themselves with the scope of work and seek clarification before the closing date if needed.
• Quotations must remain valid for 180 days.

Disqualification risks:

• Failure to complete the Green sections of the Price Schedule.
• Omission of required unit rates, lump sums, or totals.
• Altering or overwriting formulas embedded in the pricing schedule.
• Submitting an unsigned Price Schedule.

No explicit scoring split or minimum thresholds are stated in the provided document. Evaluation will be based on the completed pricing schedule, with totals used for comparative purposes only. Bidders must quote in ZAR (excluding VAT) and provide rates for all required items. Legal Aid SA may verify transport distances quoted and request supporting information.

Scope of work — general maintenance services on an as-and-when basis at various Legal Aid SA offices in Gauteng, for a three-year period.

Pricing schedule sections:

• Section 1: General maintenance — percentage mark-up on cost of repair works, quoted across eight price ranges (R0–R10,000 up to R150,001 and above), plus a lump sum for issuing Certificates of Compliance (COC) for completed works.
• Section 2: Labour rates — normal hourly rates and call-out hourly rates for Plumber, Carpenter, Artisan, Electrician, Health & Safety Officer, and General Labourer.
• Section 3: Travelling and subsistence — kilometre rates for seven travel radius bands (from 10-minute to 2-hour radius), with approximate distances from the bidder's premises to Legal Aid House.

Professional services (separate schedule):

• Fixed percentage discounts offered against applicable professional fee guidelines for disciplines including Architect, Quantity Surveyor, Civil/Structural/Electrical/Mechanical/Fire Engineer, Construction Project Manager, Principal Agent, Health and Safety Agent, Town Planner, and other specialist consultants.
• Discounts remain fixed for the entire contract period and are not subject to escalation.

Pricing format:

• All rates and prices in South African Rand (ZAR), inclusive of all costs except VAT.
• Prices fixed for Year 1; annual escalation percentages for Years 2 and 3 must be stated in the designated fields.
• Transport rates must be quoted for three radii only (Braamfontein, Krugerdorp, Benoni); quoted distances must reasonably correspond to actual travel distances.
• The contract is rate-based; work is issued on an as-and-when basis with no guaranteed minimum quantity, spend, or income.
• Estimated totals in the schedule are for evaluation only and do not constitute a contract value or guarantee of expenditure.
• Legal Aid SA incurs no liability for differences between estimated and actual expenditure.
• Professional fees: discounts offered are fixed for the contract period; fees per assignment are calculated by applying the discount to the applicable guideline fee in force at the time.

No specific compliance requirements are stated in the provided document. Bidders must be able to provide the required maintenance and professional services and comply with the pricing schedule instructions.

Appointment of a qualified contractor for multi-disciplinary building maintenance (reactive, planned, minor capital works) at Legal Aid SA offices in Gauteng, on an as-and-when basis for three years.

• Sites: National Office (Braamfontein, ~7 600 m², 9 floors, ~206 occupants), Benoni Local Office (~2 064 m², 3 floors, ~51 occupants), Krugersdorp Local Office (~1 380 m², 4 floors, ~45 occupants).
• Scope includes planned, day-to-day, emergency and reactive maintenance, repairs, alterations, refurbishments and minor construction.
• Trade categories: general building, tiling, painting, carpentry, flooring, drywalling, ceilings, doors/windows, roofing/waterproofing, steelworks, external works, carports, concrete, plumbing, pumps, alterations, specialised works, professional services.
• Electrical services effective from 01 November 2027 unless otherwise stated.

Compulsory clarification meeting: 19 August 2026, 10:00–12:00, at Legal Aid SA Head Office, 29 De Beer Street, Braamfontein, Johannesburg. Attendance is compulsory; a certificate of attendance must be attached to the bid.

• Closing: 10 September 2026 at 11:00.
• Bid validity: 180 days from closing.

Compulsory clarification meeting: 19 August 2026, 10:00–12:00, at Legal Aid SA Head Office, 29 De Beer Street, Braamfontein, Johannesburg.

• Attendance certificate must be attached to the bid; failure to attend disqualifies.

Supply chain enquiries: Buhle Sesiko, +27 11 877 2000, [email protected].

• Submission address: Main Reception, Legal Aid SA House, 29 De Beer Street, Braamfontein, Johannesburg, 2017.

Submission channel: bids must be placed in the bid box at the Main Reception of Legal Aid SA House, 29 De Beer Street, Braamfontein, Johannesburg, 2017, by 11:00 on 10 September 2026.

• Both soft copy (USB) and hard copy required; hard copy prevails on discrepancy.
• No bids by telegram, telex, email, facsimile or similar medium.
• Late bids are not considered; amended bids must be in an envelope marked "Amendment to bid" and in the box before closing.
• Bids must follow the prescribed response format and include all annexures.
• Returnable forms: SBD 1, SBD 3.1, SBD 4 and SBD 6.1 fully completed and signed; proof of CSD registration; certificate of attendance of the compulsory briefing; Annexure B Tables (a) and (b); Annexure C price schedule.
• Disqualification: any missing or unsigned returnable, non-compliant pricing, or failure to meet Phase 1 mandatory requirements.

Annexure B: Response Format for Section 5 - Bidder's Experience and the proposed Team. Tender No, Name of Bidder, Authorized signatory. [Note to the Bidder: The bidder must complete the information set out below in response to the requirements stated in Section 6 of this bid document. If the bidder requires more space than is provided below it must prepare a document in substantially the same format setting out all the information referred to below and return it with this Returnable Schedule 5.] The bidder must provide the following information: Table (a) Details of the bidder's current and relevant experience in the provision of building maintenance of office buildings, which is of a similar nature to that of Legal Aid SA's requirement as stated in this tender document. (Please refer to Section 5 of this RFP document, which requires a minimum of three (3) corporate client references), this must be accompanied by a reference letter from the Companies listed in the table below. For ongoing projects, kindly indicate as such. (Reference listed here MUST be for the building maintenance of office buildings. These projects must have been undertaken by the bidder in the past or current as a main contractor – NO REFERENCES FROM OTHER CONTRACTORS WILL BE ACCEPTED. NB: Bidder must write as clear as possible (information must be READABLE) or typed in this table below: Table (a) Bidders experience- Section 5.2: Client Details, Name of Project, Scope of Work, Contract Value Incl. Vat, Start Date, Completion Date. Client: Contact Person: Email: Tel No: (repeated for multiple clients). Table (b) Details of the key personnel of the bidders' proposed project team: Section 5.2. Tenderer shall provide details of key personnel (To support submitted CVs of key personnel): Name, Position, Role / Duties in this Project, Relevant Project Experience (Project description, Client, Project period, Number of years). Positions: Site Manager/Agent, Qualified Artisan Carpenter, Qualified Electrician, Qualified Artisan Bricklayer, Qualified Artisan Plumber, Qualified Artisan Welder, Qualified Artisan Bricklayer, Semi-Skilled Labour /Artisan Assistant, General Labour/handyman.

Three-phase evaluation:

• Phase 1 (Elimination): mandatory admin compliance — CIDB grading 4GB or higher (JV: consolidated 4GB or higher, lead partner 5GB or not lower than one level below), valid COIDA Letter of Good Standing, signed JV agreement if applicable, public liability insurance of R5 million, and proof of compulsory briefing attendance. Failure disqualifies.
• Phase 2 (Technical/Functionality): scored out of 100 — Bidder's Experience 50%, Qualifications and Skills of Proposed Project Team 50%. Minimum qualifying score 70%.
• Phase 3 (Price and Preference): 80 points price, 20 points HDI preference.
• HDI preference points: 51%+ black ownership = 10; 51%+ women = 5; 51%+ youth = 3; 51%+ disability = 2; less than 51% of any = 0.
• Experience scoring: five references = 50, four = 40, three = 30, two = 20, one = 10, zero = 0. References must be for general maintenance term contracts on office buildings in the last seven years, as main contractor, with appointment and completion letters on client letterhead.
• Team scoring: Site Manager/Agent with 10+ years and SAQA-recognised qualification = 15; Carpenter with 5+ years and NQF 4 trade test = 5; Plumber with 5+ years, NQF 4 and PIRB registration = 7.5; Bricklayer with 5+ years and NQF 4 = 5; Electrician with 5+ years, NQF 4 and wireman's licence = 7.5; OHS Officer with 3+ years and SACPCMP registration = 10. CVs without qualifications score zero.
• Years of experience counted to the closing date; due diligence (reference checks, site visits, financial standing) before final appointment.

Contract term: three years, as-and-when basis, at Legal Aid SA offices in Gauteng.

• Sites: National Office (Legal Aid House, 29 De Beer Street, Braamfontein) approx. 7 600 m², nine floors, ~206 occupants; Benoni Local Office (18 Howard Street, Benoni) approx. 2 064 m², three floors, ~51 occupants; Krugersdorp Local Office (51 Burger Street, Krugersdorp) approx. 1 380 m², four floors, ~45 occupants.
• Scope: planned, day-to-day, emergency and reactive maintenance, plus minor capital works. Includes supply and installation of materials, compliance with by-laws and standards, and work per consultant's instructions.
• Trade categories: general building works (brickwork, plastering, concrete, masonry); tiling; painting and surface finishes; carpentry and joinery; flooring (vinyl, laminate, carpet, epoxy, screeds); drywalling and partitioning; ceilings; doors and windows (incl. fire-rated); roofing and waterproofing; steelworks and metal fabrication; external works (road markings, paving, boundary walls, signage, landscaping); carports and shade ports; concrete works; plumbing and drainage; pumps; alterations and renovations; specialised works (structural strengthening, specialist coatings/flooring); professional services (architect, structural/civil/electrical engineer, quantity surveyor — all registered with ECSA, SACAP, SACQSP).
• Electrical services (installations, repairs, lighting, gate motors, electric fencing, fault finding) only effective from 01 November 2027 unless otherwise stated.
• Alterations, renovations and specialised works may be sourced separately if above Legal Aid SA's minor works threshold.
• Materials, equipment and furniture must be A-class finish and align with Legal Aid SA corporate identity.
• Service delivery: work requests issued by Legal Aid SA representative; contractor quotes per approved Schedule of Rates; works commence only after written approval; emergency works may be authorised verbally but confirmed in writing or by purchase order.
• Response times: emergency within 2 hours; urgent repairs within 24 hours; routine within 72 hours; minor works as agreed.

Service delivery model:

• Work requests issued by Legal Aid SA representative.
• Contractor submits quotation based on approved Schedule of Rates.
• Works commence only after written approval.
• Emergency works may be authorised verbally but must be confirmed in writing or by official purchase order.

Bidder experience: minimum seven years' experience in general maintenance term contracts for office buildings, with five contactable references (appointment and completion letters on client letterhead, detailing project value, scope, signed/dated, contact details). References must be for the bidding entity only — no sub-contractor or once-off project references.

• Key personnel requirements:
• Site Manager/Agent: 10+ years' experience, SAQA-recognised qualification in project/construction management or built environment (certified copy).
• Carpenter: 5+ years, NQF Level 4 or higher, trade test certificate.
• Plumber: 5+ years, NQF Level 4 or higher, trade test certificate, PIRB registration.
• Bricklayer: 5+ years, NQF Level 4 or higher, trade test certificate.
• Electrician: 5+ years, NQF Level 4 or higher, trade test certificate, wireman's licence.
• OHS Officer: 3+ years' construction health and safety experience, SACPCMP registration.
• CVs must show qualifications and registrations; certified copies required. CVs without qualifications score zero.
• Professional services (architect, engineers, quantity surveyor) must be registered with ECSA, SACAP, SACQSP; proof of registration and good standing submitted before deployment.

All materials, equipment and furniture must be A-class finish and align with Legal Aid SA corporate identity.

• Work must comply with relevant by-laws, regulations and standards, and follow consultant's written instructions, drawings and specifications.
• Install materials per manufacturer's instructions.
• Quality procedures must be applied to all installations.
• Work may include decommissioning, commissioning, pre-testing, testing, pre-inspection and inspections.

Annexure C price schedule must be submitted as published.

• Only firm rates accepted; non-firm rates (including exchange-rate-linked) are disqualified.
• Prices must be VAT inclusive in ZAR; all additional costs included in total bid price.
• Payments linked to approved deliverables, within 30 days of invoice.
• Rates must align with National Treasury Cost Containment Instruction (3 of 2017/18).

Prices must be VAT inclusive, in South African Rand.

• Only firm rates accepted; non-firm rates or rates subject to exchange rate variation are disqualified.
• Bids must be priced strictly per the Annexure C rates schedule; any deviation is non-responsive.
• All additional costs must be included in the total bid price.
• Payments linked to approved deliverables, made within 30 days of invoice.
• Rates must align with National Treasury Instruction on Cost Containment Measures (Instruction 3 of 2017/18).
• Contractor's all-risk and public liability insurance of R5 million required upon appointment.

CIDB registration: valid grading 4GB or higher (JV: consolidated 4GB or higher; lead partner 5GB or not lower than one level below). Proof of registration or application required; status verified 21 working days after closing.

• COIDA Letter of Good Standing for the bidder and all sub-contractors.
• Joint Venture: signed JV agreement required.
• Public liability insurance of R5 million.
• Compulsory briefing attendance certificate.
• CSD registration (https://secure.csd.gov.za).
• SBD 1 (Invitation to Bid), SBD 3.1 (Pricing Schedule), SBD 4 (Declaration of Interest), SBD 6.1 (Preference Points Claim) — complete and sign.
• OHS Act and COIDA compliance, including a Site Health and Safety File upon appointment.
• Professionals must be registered with ECSA, SACAP, SACQSP (or other relevant bodies) and remain in good standing.

Successful bidder must comply with the Occupational Health and Safety Act and Regulations, and the Compensation for Occupational Injuries and Diseases Act.

• A Site Health and Safety File with all relevant documentation is required upon appointment and maintained throughout the contract.
• Contractor's all-risk and public liability insurance of R5 million required before any work on site.
• OHS Officer on the proposed team must have 3+ years' experience and SACPCMP registration (scored in functionality).

Contract term: three years, as-and-when basis.

• SLA: national office operates 24/7/365; normal office hours 07:30–16:00.
• Response times: emergency within 2 hours; urgent within 24 hours; routine within 72 hours; minor works as agreed.
• Penalties: late emergency response — 10% deducted per hour lapsed; late completion — 10% deducted per week lapsed; poor workmanship — rectification at contractor's cost; non-performance — possible termination.
• Legal Aid SA may award to one or more service providers, in whole or partially.
• If an interim contract exists for a specific service, commencement for that service is deferred until expiry/termination; no compensation for deferred commencement.
• National Treasury General Conditions of Contract apply.
• Bid validity 180 days; Legal Aid SA may request extension in writing.
• Due diligence before final appointment: statutory compliance, certifications, past performance, financial standing, reference checks, resource confirmation.
• Legal Aid SA reserves the right not to appoint and will not pay bid preparation costs.

Construction teams must be CIDB-registered contractor and skilled tradesmen.

• Specialist installers must be certified technicians.
• Professionals must be registered with ECSA, SACAP, SACQSP.
• Compliance with building regulations, health and safety legislation, and local authority approvals.
• All materials, equipment and furniture A-class finish, aligned with Legal Aid SA corporate identity.
• Phase 1 mandatory: CIDB 4GB or higher, COIDA Letter of Good Standing, JV agreement (if applicable), R5 million public liability insurance, compulsory briefing attendance certificate.

Three-phase evaluation as described in evaluationCriteria. Phase 2 functionality: Bidder's Experience 50%, Team Qualifications 50%, minimum 70% to proceed. Phase 3: Price 80, HDI 20.

• Experience scoring: 5 refs = 50, 4 = 40, 3 = 30, 2 = 20, 1 = 10, 0 = 0.
• Team scoring: Site Manager 15, Plumber 7.5, Electrician 7.5, Carpenter 5, Bricklayer 5, OHS Officer 10.
• Bidders scoring below 70% functionality are disqualified.