Office accommodation lease – vredendal local office (legal aid south africa)

Legal Aid South Africa is an autonomous statutory body established under the Legal Aid South Africa Act, accountable to the Minister of Justice and Correctional Services and Parliament. It delivers legal aid services through a national network of 128 offices. The organisation has received 22 consecutive unqualified audit opinions and is a Top Employer for 15 consecutive years. It aims to provide equal access to justice, focusing on indigent and vulnerable persons. Property owners are valued stakeholders; the organisation seeks to expand its national footprint, especially in rural and remote areas.

Closing date: 15 September 2026, 11h00.

Non-compulsory briefing session: 01 September 2026, 12:00 PM – 13:00 PM, at 9 Dorp Street, Vredendal, 8160.

Bid enquiries: Nkemeleng Ramathe, email [email protected], tel (027) 201 1030.

Technical enquiries: Janus Roothman, email [email protected], tel (027) 201 1030.

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

Returnable documents: all annexures completed in full using the given numbering format; proof of CSD registration (active, tax compliant, not restricted); original valid tax clearance certificate or CSD registration; SBD 6.1 (Preference Points Claim) for B-BBEE points; completed company/business information details; detailed breakdown of costs and total bid amount; floorplans, commitment letter to refurbish with Tenant Installation amount, and other refurbishment documents as listed.

Submission method: sealed envelope marked with tender number, closing date and time, and company name, deposited in the locked tender box at Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg, 2001.

Format requirements: tender forms must be handwritten in black ink (no mechanical devices); follow the tender numbering format; indicate compliance or non-compliance per paragraph; deviations from specifications must be submitted; alternative options must be bid separately.

Validity: proposal must remain valid for 150 days.

Disqualification risks: failure to complete all documents in full; failure to sign/mark the tender form; submitting with bidder's own conditions; not renouncing such conditions when called upon; failure to provide requested clarification or demonstration within 24 hours; failure to make properties available for inspection within five days of request; failure to participate in negotiations within five days of request.

Evaluation split: 80/20 preferential points system — Price = 80 points, B-BBEE status level contribution = 20 points.

Evaluation criteria: proven relevant experience and success; ability to deliver reliable, efficient, effective service; reference sites (may be contacted for checks; for newly established property businesses, other references accepted); affirmative action employment practices and procurement programmes promoting B-BBEE; original valid tax clearance certificate or CSD registration; properties must be made available for inspection within five days of request (failure disqualifies); site inspection certificate to be completed and signed by Legal Aid SA representative and landlord or representative.

Negotiation: Legal Aid SA will enter into further negotiations with the highest scoring bidder for further reductions in rental and refurbishment allowances; failure to participate within five days of request may result in bid being set aside.

Office accommodation for Vredendal Local Office, for up to five years.

Location: proximity to local court(s), close to public transport interchange (taxi ranks, train stations, bus terminals); standalone building in Vredendal most desirable.

Space: minimum 254.04 m², maximum 264.04 m², with six parking bays. Only bids within these parameters will be evaluated.

Staff: currently 13 employees.

Toilets: 2 toilets — one cubicle and one basin for females; one cubicle, one basin and one urinal for males; one toilet for clients accommodating persons with disabilities.

Working space: for all staff including management, plus public waiting area, consultation rooms, reception area.

Building requirements: preferably ground floor or with functional lifts; secured safe lockable parking for Legal Aid SA vehicles; user-friendly for disabled persons; compliance with all building laws, regulations and bylaws including health and safety; zoned for office, business or commercial purposes; title deed and zoning certificate may be required before award; branding compliant and allow display of Legal Aid SA signboard; telephone and computer network points; emergency generator as backup.

Refurbishment documents to submit: floorplans; commitment letter to refurbish per tenant specification with Tenant Installation amount; partitioning per Legal Aid SA specification; air-conditioning (preferably split units); painting with corporate colours; floor covering with corporate colours; power skirtings with two power plugs per work station; network and telephone points; blinds with corporate colours; space plan; UPS facility integrated into specific plug points (Legal Aid SA responsible for UPS unit).

Bidders must provide company/business information: company name, contact names and numbers, address, primary contractor or joint venture/alliance partner status, number of personnel, turnover for last three financial years, percentage growth in last three years, valid tax clearance certificate or proof of CSD registration.

Bidders must provide names of reference sites for reference checks; for newly established property businesses, other references accepted.

Bidders warrant they are highly skilled, professional, competent and experienced in the area tendered.

Defects: any defects, patent or latent, attributable to poor workmanship, must be rectified by the bidder at own cost and time; all costs relating to correction of defects must be expressly and separately noted on billing documentation.

Detailed breakdown of costs/charges and total bid amount required.

Firm prices and delivery periods preferred; bidders must state whether prices remain firm for contract duration.

Prices quoted in South African rand.

Pricing: detailed breakdown of costs/charges and total bid amount required.

Firm prices and delivery periods preferred; bidders must state whether prices and delivery periods remain firm for contract duration.

Prices quoted in South African rand.

Payment: Legal Aid SA will approve project plans and projected costs; no project activity delivered before official order issued; delivery within specified time after receipt of order.

Disbursements: no refund of costs without prior written approval; authorised disbursements refunded at reasonable actual cost; travel refunded per Legal Aid SA travel policy; private vehicle rates per AA rates; claims substantiated with receipts and kilometre logs; bidder's own proposal and presentation costs not reimbursed.

CSD registration: proof of registration on National Treasury's Central Supplier Database, reflecting active supplier, tax compliant, not restricted.

Tax clearance: original valid tax clearance certificate or CSD registration.

B-BBEE: demonstrate affirmative action employment practices and procurement programmes promoting B-BBEE; SBD 6.1 (Preference Points Claim) to claim B-BBEE points under 80/20 system.

Company information: complete company/business details including turnover for last three financial years, percentage growth, number of personnel, primary contractor or joint venture status.

Building compliance: compliance with all building laws, regulations and bylaws including health and safety; zoning for office, business or commercial purposes; title deed and zoning certificate may be required.

Building must comply with all building laws, regulations and bylaws including health and safety compliance.

Legal Aid SA aims to be environmentally responsive; objectives include embedding sustainable and agile practices to positively impact society, economy and environment; supply chain management system should be environmentally responsive.

1. Introduction .................................................................................................................................... 3

2. Organisational profile ............................................................................................................ 3

3. Vision, mission and values ....................................................................................................... 4

4. Outcomes and objectives: ...................................................................................................... 4

5. BRIEFING SESSION .............................................................................. Error! Bookmark not defined.

6. CLOSING DATE ..................................................................................... Error! Bookmark not defined.

7. Security and integrity clearance .................................................................................... 5

8. Proposal/tender submission ................................................................................................ 6

9. Tender documents marking ................................................................................................... 6

10. Tender format ................................................................................................................................ 6

11. Validity period ................................................................................................................................ 6

12. Completeness of the solution ............................................................................................ 7

13. Contractual implications: ..................................................................................................... 7

14. Conditions of payment .............................................................................................................. 7

15. Quality assurance ....................................................................................................................... 7

16. Intellectual property rights ............................................................................................. 7

17. Disbursements, travel and subsistence ....................................................................... 8

18. Contractual details .................................................................................................................. 8

18.1 Awarding of contract: ......................................................................................................... 8

18.2 Evaluation criteria and references ........................................................................... 9

18.3 Bidder’s company/business information/details ............................................... 10

18.4 Detailed breakdown of total charges, implementation and support

Services .................................................................................................................................................... 10

19. Important conditions: ............................................................................................................. 11

20. Summary of specifications ................................................................................................... 12

21. Property management specifications and evaluation ..................................... 13

22. Completion of documents relating to RFP, schedule 1, standard bid

Documentation and conditions of contract ........................................................... 13

of 13

1. Introduction

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.

missing or duplicated. No liability will be accepted with regard to claims arising

from the fact that pages are missing or duplicated.

VI. In terms of Legal Aid SA’s procurement policies, firm tender prices and delivery

periods are preferred. Consequently bidders will clearly state whether prices and

delivery periods will remain firm for the duration of the contract or not.

of 13

Confidentiality: all information provided by Legal Aid SA is strictly private and confidential; bidders must not disclose to third parties without express written consent.

Disqualification: failure to complete all documents in full, failure to sign/mark tender form, failure to renounce own conditions when called upon, failure to provide clarification within 24 hours, failure to make properties available for inspection within five days, failure to participate in negotiations within five days.

Tender forms must be handwritten in black ink; no mechanical devices.

Firm prices and delivery periods preferred.

No electronic submissions unless specifically provided for.

Evaluation split: 80/20 preferential points system — Price = 80 points, B-BBEE status level contribution = 20 points.

Criteria: reference sites; affirmative action and B-BBEE; original valid tax clearance or CSD registration; properties available for inspection within five days; site inspection certificate signed by both parties.

Negotiation: Legal Aid SA will negotiate with highest scoring bidder for further reductions in rental and refurbishment allowances; failure to participate within five days may result in bid set aside.

Tenant: Legal Aid South Africa, Legal Aid House, 29 De Beer Street, Braamfontein, 2017; Postal Address: Private Bag X 76, Braamfontein, 2017. Landlord's domicile details (physical address, postal address, telephone, telefax, email, cell number, alternative contact number) must be provided in the form.

Returnable documents: the completed Request for Proposal (Schedule 1) form, including the lease premises details, rental schedule, and the landlord's banking details. The offer must remain valid for five months. Three contactable references must be provided.

Bidders must be the legal owner of the property or an authorized representative of the landlord, and must provide their registration number or ID. No specific pre-qualification thresholds (e.g., B-BBEE, CIDB) are stated in the document.

The lease premises must be described with full physical address and building name, and the property must be identified by erf number. The rental schedule must break down lettable area, rent per unit, total monthly rent, VAT (15%), and total monthly rent including VAT for office space, parking bays, and other charges for each of the five years. A letter detailing other charges must be submitted separately. The lease term is up to five years, with options for seven or nine years and eleven months, but Legal Aid SA reserves the right not to enter into a lease longer than five years.

The pricing schedule requires: basic rental (excluding VAT) per month, escalation rate compounded annually, charges payable by tenant (electricity and water as per municipal account), and a detailed rental schedule for Years 1-5. Total lease agreement costs must be provided for five, seven, and nine years and eleven months. A tenant installation allowance may be specified. The rental payment details (account name, number, institution, branch, type, reference, VAT registration) must be provided.

No specific compliance requirements are stated in the document. Bidders must be the legal owner or authorized representative of the property and provide their registration number or ID.

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 normal wear, municipal rates and increases, insurance and all increases, replacement of light bulbs, and 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 supplier, internal maintenance (brake & pay rule), alarm/security system maintenance, replacement of light bulbs, and furniture, office equipment and appliances.

The offer must remain valid for a period of five months.

Three contactable references must be provided, including initial and surname, telephone/cell number, email address, and company name if applicable.

Legal Aid South Africa is a national public entity established under the Legal Aid South Africa Act. It provides legal aid, advice, representation at state expense, and education on legal rights. This tender is for office accommodation for the Vredendal Local Office for up to five years.

Closing date: 15 September 2026 at 11h00. Optional briefing session: 01 September 2026, 12:00–13:00, at 9 Dorp Street, Vredendal, 8160.

Bid Enquiries: Ms. Nkemeleng Ramathe, Tel: (027) 201 1030, Email: [email protected]. Technical Enquiries: Mr. Janus Roothman, Tel: (027) 201 1030, Email: [email protected].

Returnable documents: SBD 1 (Invitation to Bid), SBD 2 (Tax Clearance Requirements), SBD 3.1 (Pricing Schedule – firm prices), SBD 4 (Bidder's Disclosure), SBD 6.1 (Preference Points Claim). All must be completed, signed, and submitted. Tender forms must be handwritten in black ink. Envelope must be marked with tender number, closing date, time, and company name, and deposited in the locked tender box at Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg. Late bids will not be accepted. Bids transmitted by telegram, telex, fax, email, or similar will not be considered. Bidders must provide proof of CSD registration showing active, tax-compliant, and not restricted status.

All annexures must be completed in full using the given numbering format. All attachments must be clearly marked and specific to the information required. Tenders must be sealed in an envelope marked with the tender number, closing date, time, and company name, and deposited in the locked tender box at Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg. Bidders must provide proof of registration on National Treasury's Central Supplier Database (CSD) reflecting active supplier status, tax compliance, and not being a restricted supplier.

Evaluation split: price (80 points) and Specific Goal B-BBEE Level of Contribution (20 points) under the 80/20 preference point system. Bidders must provide names of reference sites for reference checks, demonstrate affirmative action employment practices and procurement programmes promoting empowerment of SMMEs and historically disadvantaged groups, and provide proof of CSD registration. Bidders must not be listed on the Register for Tender Defaulters or the List of Restricted Suppliers.

Provision of office accommodation for the Vredendal Local Office for a period of up to five (5) years. The accommodation must meet the needs of Legal Aid SA, which provides legal aid and advice, legal representation at state expense, and education on legal rights. Bidders must demonstrate relevant experience and ability to deliver a reliable, efficient, and effective service.

Bidders must complete company details including company name, contacts, address, primary contractor or JV status, number of personnel, turnover for last three financial years, percentage growth, and valid tax clearance certificate.

Any defects, patent or latent, due to poor workmanship must be rectified by the bidder at own cost and time. Costs for correction must be separately noted on billing.

Bidders must provide a detailed breakdown of costs and total bid amount in South African Rand. Only firm prices accepted; bidders must state if prices and delivery periods remain firm for contract duration.

Pricing: detailed breakdown of costs/charges and total bid amount, quoted in South African Rand. Only firm prices will be accepted; non-firm prices (including those subject to exchange rate variations) will not be considered. Bidders must state whether prices and delivery periods will remain firm for the duration of the contract. No bidder will be refunded any costs or disbursements unless prior written approval is obtained; authorised disbursements are refunded at reasonable actual cost, and travel is refunded per Legal Aid SA travel policy with AA rates for private vehicles, substantiated by receipts and logs.

CSD registration: proof of registration on National Treasury's Central Supplier Database, reflecting active supplier, tax compliant, and not restricted. Tax clearance: valid Tax Clearance Certificate (original, not certified copy) or SARS PIN/CSD number; each party in a consortium/JV/subcontract must submit separate. B-BBEE: SBD 6.1 Preference Points Claim; B-BBEE verification certificate or sworn affidavit (for EMEs/QSEs) required to claim points. Bidders must not be persons in the service of the state, nor have directors/members who are. Bidders must not be listed on the Register for Tender Defaulters or the List of Restricted Suppliers.

Legal Aid SA's objectives include sustainable and environmentally responsive practices, but no specific environmental requirements for this tender are stated.

The successful bidder's proposal, terms, conditions, and specifications form a binding contract. The bidder assumes total responsibility regardless of subcontracting. Legal Aid SA may not award the tender. Intellectual property created vests in Legal Aid SA unless otherwise agreed. Proposal must remain valid for 150 days.

All information provided by Legal Aid SA is confidential; bidders must not disclose to third parties without written consent. Tender forms must be handwritten in black ink. Bidders must check page numbers. Firm prices preferred. No electronic submissions unless specified.

Proposals are evaluated on price (80 points) and Specific Goal B-BBEE Level of Contribution (20 points) under the 80/20 system. Bidders must provide reference sites, demonstrate affirmative action and empowerment practices, and provide CSD registration proof.