Office accommodation for legal aid SA postmasburg satellite office – 5-Year lease (tender 47/2026)

Premises must be made available for occupation by 01 April 2027.

No specific contact names, emails, or phone numbers are stated in the document. Enquiries should be directed to Legal Aid SA's Supply Chain Management.

Returnable documents — all must be completed, signed and submitted with the bid by the closing date and time:

• SBD 1 (Invitation to Bid): signed as the offer cover page.
• SBD 3.1 (Pricing Schedule – firm prices): completed with firm prices.
• SBD 4 (Bidder's Declaration): declaration of interest.
• SBD 6.1 (Preference Points Claim): claims B-BBEE points under the PPPFA.
• Original or certified valid B-BBEE certificate or sworn affidavit; a JV must submit a consolidated certificate.
• CSD registration report or CSD registration number; the latest CSD reports of all parties (agent, landlord, JV partners).
• Municipal account statement and/or electricity account not older than two (2) months from the RFQ closing date.

Disqualification risks:

• Any required document omitted or unsigned.
• Failure to submit a copy of the title deed as proof of property ownership.
• An agent/entity of the landlord must provide a signed letter or relationship agreement detailing responsibilities granted by the owner, on company letterhead, signed by delegated authority, valid and dated within the last twelve (12) months from the tender closing date.
• Failure to comply with the above results in the bid not being evaluated for Phases 3, 4 and 5.

Phase 1 required documents: signed SBD 1, signed SBD 3.1, signed SBD 4, signed SBD 6.1, B-BBEE certificate or sworn affidavit (consolidated for JV), CSD registration report or number, municipal account statement not older than 2 months, CSD reports of all parties.

Bidders must submit: signed SBD 1, SBD 3.1, SBD 4, SBD 6.1, original or certified B-BBEE certificate or sworn affidavit (JV must submit consolidated certificate), CSD registration (attach CSD report or provide CSD number), municipal account statement and/or electricity account not older than two months from RFQ closing date, and latest CSD reports of all parties (agent, landlord/JV partners). A copy of the title deed as proof of ownership must be submitted. If an agent/entity is used, a signed letter or relationship agreement (valid within last 12 months) detailing responsibilities must be provided. Failure to comply with title deed or agent requirements results in disqualification from further evaluation. Bidders must also submit building compliance documents (approved building plan, occupancy certificate, zoning certificate, fire protection plan, electrical compliance certificate, pests control certificate, building maintenance plan) or letters of undertaking as specified. In Phase 4, bidders must provide the same compliance documents within 7 working days of request or risk disqualification.

Scope: provision of office accommodation for Legal Aid SA's Postmasburg Satellite Office on an operational lease for five (5) years.

Space requirements (Legal Aid SA Space Norms):

• Minimum 85.8 m², maximum 95.8 m² total office space.
• Required facilities: 2 offices, 2 cubicles, 1 consultation room, 1 storeroom, 1 kitchen, 1 server/network room, 1 custodial room, 1 toilet (1 cubicle and 1 basin for females and males), and 2 parking bays on the premises.
• Space allocation: Paralegal 1 office (9 m²), Legal Practitioner 2 offices (4 m² each), Supervisory LP 1 office (10 m²); consultation room (9 m²), reception/waiting area (9 m²), storeroom (9 m²), kitchen (4.5 m²), custodial room (3 m²), toilet (6 m²), server/network room (4 m²).

Building requirements:

• Must be habitable and free of structural defects (no rising damp or wall cracks exceeding 5mm).
• Separate water and electricity meters managed by the local municipality or Eskom; no other metering system accepted.
• Uninterrupted 2000L water supply or water backup facilities before occupation.
• Landlord must maintain the exterior and common areas for the duration of the lease.
• Landlord must undertake all refurbishments in line with CIDB requirements.
• Must comply with the Occupational Health and Safety Act, 1993, National Building Regulations, and Building Standards Act, 1977.

Additional fit-out requirements:

• Partitioning per Legal Aid SA specification.
• Air-conditioning (preferably split units).
• Painting, floor covering, and blinds in corporate colours.
• Power skirtings with two power plugs per workstation (one for computers).
• Network and telephone points (5–6 network points per desk area).
• UPS facility integrated into specific power points.
• Emergency generator as backup to electricity supply.
• Branding sign-board (1200mm x 800mm x 10mm) mounted on the outside of the building.
• Natural ventilation and natural light.
• Accessible to disabled persons (ramps and/or lifts where necessary).
• Energy-saving building is an advantage.

i. Building inspection conducted by Legal Aid SA officials and the bidder within five (5) working days upon

written/email request by Legal Aid SA. (2 points) Proof of EMAIL must be retained.

ii. A bidder must submit copies of actual building compliance documents: (28 points)

a) Approved building plan (including all alterations and elevations) or structural integrity report from a

structural engineer or letter of undertaking stating that it will be provided before the date of occupation (5

points);

b) Occupancy Certificate or letter of undertaking stating that it will be provided within 6 months from the

2.3.1. date of occupation (10 points)

c) Zoning Certificate or letter of undertaking stating that it will be provided within 6 months from the date of

occupation. (5 points)

d) Fire Protection Plan/Fire Safety Inspection report/Evacuation Plan or letter of undertaking stating that it

will be provided before the date of occupation (2 points)

e) Electrical Compliance Certificate (2 points):

f) Pests Control Certificate (valid in the last 12 months from the date of tender closure) or letter of

undertaking stating that it will be provided before the date of occupation (2 points) and

g) Building Maintenance plan (indicating an annual programme schedule of activities/areas to be maintained,

also outlining tenant and landlord responsibilities) (2 points).

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i. Aerial plan or google maps indicating the following km distances: Local Office will verify the

proposed building distances to the sub-criterion/criteria:

i. Bidder is required to submit proof of locational map indicating kilometres from the property to the

court. - NB: If the map is not submitted the Legal Aid SA's official will establish the radius during

site inspection.

a) Building must be located in the target area and must be within 2km walking distance to magistrate court;

(10 points)

b) Building be located in the target area more than 2km up to 2.25km walking distance to magistrate court;

(7.5 points)

c) Building be located in the target area more than 2.25km up to 2.5km walking distance to magistrate court;

(5 points)

d) Building be located in the target area more than 2.5km up to 3km walking distance to magistrate court;

(2.5 points)

e) Building be located in the target area and are more than 3km walking distance to magistrate court; (0

points)

ii. Bidder is required to submit proof of locational map indicating kilometres from the property to

2.3.2. the public transport. - NB: If the map is not submitted the Legal Aid SA's official will establish the

radius during site inspection.

a) Building must be located in the target area and must be within 2km walking distance from public transport

route; (10 points)

b) Building be located in the target area more than 2km up to 2.25km walking distance from public transport

route (7.5 points)

c) Building be located in the target area more than 2.25km up to 2.5km walking distance from public

transport route (5 points)

d) Building be located in the target area more than 2.5km up to 3km walking distance from public transport

route; (2.5 points)

e) Building be located in the target area and are more than 3km walking distance from public transport

route; (0 points)

iii. The poposed building entrance must be accessible to people living with disabilities. NB: Site

Pricing requirements: total costs of accommodation for proposed duration, rental rate per square metre, rate per parking bay, annual escalation rate not greater than CPI (motivation if exceeds), tenant installation amount, tenant's share of proportionate costs, tenant estimated installation cost per Legal Aid SA space norm. VAT must be included if registered.

Pricing format:

• Total cost of accommodation for the proposed duration, including:
• Rental rate per square metre for the proposed office space.
• Rate per parking bay.
• Annual escalation rate not greater than CPI (motivation required if exceeding CPI).
• Tenant installation amount offered by the bidder, included with the rental amount over the lease period.
• Tenant's share of proportionate costs, if applicable.
• Tenant estimated installation cost per Legal Aid SA space norm will be applied in price evaluation.
• Pricing must include VAT if the bidder is a registered VAT vendor or has applied to SARS for registration (proof must be attached).

Lease terms:

• Operational lease for five (5) years.
• No deposit shall be paid for the leased office accommodation.
• Legal Aid SA reserves the right to negotiate rental and refurbishment costs.
• No levies or contract drafting costs payable by Legal Aid SA.
• Legal Aid SA will not entertain any claim for costs incurred in preparation and submission of proposals.

Mandatory registrations and certificates:

• Central Supplier Database (CSD) registration – attach CSD report or provide CSD registration number; latest CSD reports of all parties (agent, landlord/JV partners) must be submitted.
• B-BBEE certificate or sworn affidavit (consolidated for JV) – required for preference points.
• Municipal account statement and/or electricity account not older than two (2) months from the RFQ closing date.
• Title deed as proof of property ownership (Phase 2).
• Agent/entity relationship agreement (if applicable) – signed, on company letterhead, valid within last 12 months.

Building compliance documents (Phase 4 – must be submitted within 7 working days of request):

• Approved building plan or commitment letter to submit within 6 months of lease commencement.
• Occupancy certificate or commitment letter to submit within 6 months of lease commencement.
• Zoning certificate.
• Fire protection/evacuation plan.
• Electrical compliance certificate.
• Pests control certificate (valid within last 12 months from tender closure) or letter of undertaking to provide before occupation.
• Building maintenance plan (before and after occupation).

On completion of tenant installation, the bidder must provide the Occupancy Certificate and Electrical Certificate of Compliance within six (6) months from date of occupation.

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leases shall be vetted by Legal Aid SA’s legal team to ensure compliance with the organization’s policies

and regulations.

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1.12. Buildingand wall mustcracksnotexceedinghave rising5mmdampwillornotvisiblebe consideredstructural defectsfor furtheror wallevaluation.cracks. Building with structural defects

1.13. Atprovisioncontractingof uninterruptedstage the bidder2000Lwillwaterbe requiredsupply ortowatersubmitback-upa confirmationfacilities beforeletter oroccupation.letter of undertaking for the

The Lessor shall ensure that the leased premises comply with the Occupational Health and Safety Act, 1993

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relating to the occupation and use of the leased premises.

2 Evaluation Criteria

The bid will be evaluated in five (5) phases as outlined below:

2.1. Phase 1: Responsiveness

i. Office space (20 points)

Office building must have the following functioning: [Local Office to test/verify the below]:

a) Existing air-conditioners or commitment letter to install at bidder's cost before occupation = 5 points;

b) electrical plugs per office = 5 points ;

c) ablution facilities as per space norm = 5 points;

d) fire escape routes/emergency exits = 5 points.

2.3.3 NB Zero point will be allocated for criteria/subcriteria not met or substantiated.

ii. Parking Space (10 points)

4.11. Two plug points per desk. Between 5 and 6 Network points. UPS facility integrated into specific power

points.

4.12. An emergency generator as a backup to electricity supply;

4.13. The building must have natural ventilation and natural light.

4.14. The building must be accesible to disabled persons and include, ramps and/or lifts where necessay.

4.15. Energy saving building will be an additional advantage.

4/6

Operational lease requirements: 5-year lease, no deposit, building must be habitable, tenant installation allowance per workspace norms, landlord to undertake refurbishments per CIDB requirements, separate water and electricity meters, landlord maintains exterior and common areas, right of first refusal if building sold, use of Legal Aid SA standard lease agreement, no claims for preparation costs, no structural defects (rising damp or wall cracks exceeding 5mm), uninterrupted 2000L water supply or backup before occupation, compliance with OHSA and other regulations.

Phase 2 disqualification criteria: submit title deed as proof of ownership; agent/entity must provide signed letter or relationship agreement with detailed responsibilities, on company letterhead, signed by delegated authority, valid within last 12 months from tender closing date.

Evaluation in five phases: Phase 1 Responsiveness (required documents), Phase 2 Disqualification (title deed, agent relationship agreement), Phase 3 Functionality (building documentation, location/accessibility, building requirements, parking, conditions/availability; minimum 70 points to proceed), Phase 4 Compliance (verification of building compliance documents within 7 working days), Phase 5 Price and B-BBEE (80/20 points system, price 80 points, B-BBEE 20 points).