Office accommodation for upington local office – 5-Year lease

Legal Aid South Africa is a national public entity established under the Legal Aid South Africa Act, mandated to render legal aid and advice, provide legal representation at state expense, and educate the public on legal rights. This tender seeks office accommodation for the Upington Local Office for up to five years.

Closing date: 15 September 2026, 11h00 AM.

Optional briefing session: 04 September 2026, 12:00 PM – 13:00 PM, at 46 Schroder Street, Upington (next to SASSA) 8800. Attendance is optional.

Bid enquiries: Mr. Edienn Swarts, Tel: (054) 337 9200, Email: [email protected].

Technical enquiries: Ms. Annemi Duursema Joubert, Tel: (054) 337 9200, Email: [email protected].

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

Submission channel: sealed envelope marked with the tender number, closing date and time, and bidder name, deposited in the locked tender box in the foyer of Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg. Late bids are not accepted.

Format: tender forms must be handwritten in black ink, not typed or mechanically filled. All annexures must be completed in full using the given numbering format; compliance or non-compliance must be indicated per paragraph. Alternative proposals must be bid separately with a complete schedule. Deviations from specifications must be submitted where applicable.

Returnable forms (all must be completed, signed and submitted):

• SBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• SBD 2 (Tax Clearance Requirements): tax compliance status, with original Tax Clearance Certificate or SARS PIN.
• SBD 3.1 (Pricing Schedule – Firm Prices): firm prices only, valid for 150 days.
• SBD 4 (Bidder's Declaration): discloses any state employment or connections to the procuring institution; false disclosure disqualifies.
• SBD 6.1 (Preference Points Claim Form): claims B-BBEE points under the 80/20 system.
• Proof of CSD registration (active, tax compliant, not restricted).
• Proof of authority to sign (e.g. company resolution).

Disqualification risks: any returnable form unsigned or omitted; late submission; failure to adhere to the numbering format; tenders qualified by the bidder's own conditions unless renounced when called upon; failure to provide requested clarification or demonstration within 24 hours.

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 and to substantiate claims.

Bidders must demonstrate affirmative action employment practices and procurement programmes that promote empowerment of SMMEs and historically disadvantaged groups.

Bidders must provide proof of CSD registration (active, tax compliant, not restricted).

Proven relevant experience, success, and ability to deliver a reliable, efficient and effective service are important considerations. The bidder warrants it is highly skilled, professional, competent and experienced in the area bid.

Legal Aid SA may request clarification or additional information; the bidder must supply it within 24 hours or risk disqualification. A demonstration may also be required within 24 hours.

Scope: provision of office accommodation for a period of up to five (5) years for the Upington Local Office of Legal Aid South Africa.

No detailed technical specifications (e.g. floor area, layout, services) are stated in the document.

Bidders must provide company details: company name, contact names and numbers, company address, whether primary contractor or joint venture/alliance partner, number of personnel, turnover in the last three financial years, percentage growth in the last three years, and valid Tax Clearance Certificate.

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.

Bidders must supply a detailed breakdown of costs/charges and a total bid amount. The offer must be valid for 150 days from the closing date. All applicable taxes must be included in the bid price. Only firm prices are accepted.

Pricing format: firm prices only; non-firm prices (including those subject to exchange rate variations) will not be considered. Prices must be quoted in South African Rand and include all applicable taxes (VAT, PAYE, income tax, UIF, skills development levies).

Bidders must supply a detailed breakdown of costs/charges and related charges as well as a total bid amount.

Offer validity: 150 days from the closing date of the bid.

Delivery costs must be included in the bid price for delivery at the prescribed destination.

Payment: Legal Aid SA will approve all project plans and projected project activity costs; no activity will be delivered before an official order is issued. Authorised disbursements (travel and subsistence) are refunded at reasonable actual cost, substantiated by receipts and kilometre logs; private vehicle rates follow the Automobile Association of South Africa prevailing rates. Bidder's own proposal and presentation expenses are not reimbursed.

CSD registration: proof of registration on National Treasury's Central Supplier Database, reflecting active supplier status, tax compliance, and not being a restricted supplier.

Tax compliance: valid Tax Clearance Certificate (original, not certified copy) or SARS Tax Compliance Status PIN; for consortia/joint ventures/sub-contractors, each party must submit a separate certificate or PIN.

B-BBEE: B-BBEE status level verification certificate or sworn affidavit (for EMEs and QSEs) must be submitted to qualify for preference points.

No bids from persons in the service of the state, or companies/close corporations with directors/members in the service of the state.

Returnable forms: SBD 1, SBD 2, SBD 3.1, SBD 4, SBD 6.1 (each as described in submission guidelines).

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

The successful proposal, together with its terms, conditions and specifications, forms a binding contract. The successful bidder assumes total responsibility regardless of subcontracting agreements. Legal Aid SA may award in part or in full, on a non-exclusive basis, and has the right not to award. Copyright and similar rights in works created under the contract vest in Legal Aid SA unless otherwise agreed in writing. Bidders are not reimbursed for proposal costs; authorised disbursements are refunded at reasonable actual cost, with travel per Legal Aid SA travel policy.

Tender forms must be handwritten in black ink, not typed or mechanically filled. Bidders must check page numbers for missing or duplicated pages. Firm tender prices and delivery periods are preferred. Prices must be quoted in South African Rand. No tenders transmitted by telegram, telex, facsimile, e-mail or similar apparatus will be considered unless specifically provided for.

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. The proposal must remain valid for 150 days. Bidders must complete all documents in full and submit them with the proposal.

Evaluation is based on price (80 points) and Specific Goal B-BBEE Level of Contribution (20 points) under the 80/20 system. Bidders must provide reference sites for checks, demonstrate affirmative action employment practices and empowerment of SMMEs and historically disadvantaged groups, and provide proof of CSD registration.

The document is a Request for Proposal Schedule 1 for a lease agreement between the Landlord (bidder) and Legal Aid South Africa as Tenant. It covers the leased premises, rental payment details, escalation, and a five-year rental schedule.

Tenant: Legal Aid South Africa, Legal Aid House, 29 De Beer Street, Braamfontein, 2017; Postal: Private Bag X 76, Braamfontein, 2017. Bidders must provide three contactable references with name, telephone/cell, email, and company name if applicable.

Returnable documents: completed Request for Proposal Schedule 1, including full details of the signatory authorized to bind the Landlord. The offer must remain valid for five months.

The offer must be valid for a period of five months. The document includes a request for proposal schedule to be completed, including details of the signatory authorized to enter into the lease agreement on behalf of the Landlord.

No evaluation criteria are stated in the document.

Lease premises: full physical address and description of the leased premises, erf number, commencement and expiry dates. The tenant pays electricity and water as per municipal account. The landlord is responsible for internal maintenance (general and normal wear and 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 SA is responsible for water and electricity consumption, sanitary services and refuse removal, domestic cleaning services, consumables supplier, internal maintenance (brake and pay rule), alarm/security system maintenance, replacement of light bulbs, and furniture, office equipment and appliances.

Pricing must be submitted in the lease schedule: basic rental (excluding VAT) per month, escalation rate compounded annually, and charges payable by tenant (electricity and water as per municipal account). Provide a five-year rental breakdown with lettable unit area, rent per unit, total monthly rent (ex VAT), VAT at 15%, and total monthly rent (inc VAT) for office, parking bays, and other charges. Also provide total lease agreement cost for five years, seven years, and nine years 11 months, with detailed schedules for periods 6-9 compiled similarly. Tenant installation allowance must be stated. Legal Aid SA reserves the right not to enter into a lease longer than 5 years.

No specific compliance requirements are stated in the document.

The lease identifies the Landlord and Tenant, describes the leased premises, erf number, commencement and expiry dates, rental payment details (account name, number, institution, branch, type, reference, VAT registration), escalation rate, basic rental, charges payable by tenant, and the rental escalation mechanism effective from each anniversary of the commencement date. The landlord's duties include internal maintenance (general and normal wear and 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 SA's duties include water and electricity consumption, sanitary services and refuse removal, domestic cleaning services, consumables supplier, internal maintenance (brake and pay rule), alarm/security system maintenance, replacement of light bulbs, and furniture, office equipment and appliances.

Legal Aid SA 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 South Africa for 15 consecutive years. Property owners are valued stakeholders; the organisation aims to expand its national footprint, especially in rural and remote areas.

Closing date: 15 September 2026, 11h00.

Briefing session (non-compulsory): 04 September 2026, 12:00 PM – 13:00 PM, at 46 Schroder Street, Upington (next to SASSA) 8800.

Bid enquiries: Edienn Swarts, [email protected], Tel: (054) 337 9200.

Technical enquiries: Annemi Duursema Joubert, [email protected], Tel: (054) 337 9200.

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

Submission channel: sealed envelope marked with tender number 48/2026, closing date 15 September 2026, time 11h00, and bidder name, deposited in the locked tender box at Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg, 2001.

Format: All annexures must be completed in full using the given numbering format; compliance or non-compliance must be indicated per paragraph. All tender forms must be handwritten in black ink. Tenders must follow the format and numbering sequence of the tender document and should not be qualified by the bidder's own conditions. Any deviations from specifications must be indicated. Alternative proposals must be submitted as separate proposals with complete schedules.

Returnable documents: All documents must be completed and submitted with the proposal. Proof of CSD registration (active, tax compliant, not restricted) is required. Refer to Annexure B for completion of documents relating to the RFP, Schedule 1, standard bid documentation and conditions of contract.

Disqualification risks: Failure to sign or complete any tender form, questionnaire or specification may invalidate the tender. Failure to comply with the format and numbering requirements, or to renounce the bidder's own conditions when called upon, may invalidate the tender. Tenders transmitted by telegram, telex, facsimile, e-mail or similar apparatus will not be considered unless specifically provided for.

All annexures must be completed in full using the given numbering format. Attachments must be clearly marked and specific. Tenders must be sealed in an envelope marked with tender number, closing date, time, and bidder name, and deposited in the locked tender box at Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg. The bidder must provide proof of CSD registration (active, tax compliant, not restricted). Refer to Annexure B for completion of documents relating to the RFP, Schedule 1, standard bid documentation and conditions of contract.

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

Evaluation stages: Bidders are evaluated on criteria listed in the tender document, including reference checks, affirmative action employment practices, and B-BBEE contribution. Provide names of reference sites for contact; other references accepted for newly established property businesses. Provide an original valid tax clearance certificate or CSD registration. All properties must be made available for inspection within five days of request; failure results in disqualification. A site inspection certificate must be completed and signed by Legal Aid SA representative and the landlord or representative.

Awarding: Legal Aid SA may award in part or in full, on a non-exclusive basis, at its sole discretion. Proposals qualified by bidder's own conditions may be rejected as invalid. Legal Aid SA may request clarification or additional information; bidders must respond within 24 hours or risk disqualification. Legal Aid SA will enter into negotiations with the highest scoring bidder for further reductions in rental and refurbishment allowances; failure to participate within five days results in the bid being set aside.

Scope: Provision of office accommodation for Legal Aid SA's Upington Local Office for up to five years.

Location: Proximity to local courts, quick and easy access for staff and clients, close to public transport interchange (taxi ranks, train stations, bus terminals). A standalone building in Upington is most desirable.

Space requirements: Minimum 372m², maximum 382m², with six parking bays. Only bids within these parameters will be considered. Office currently has 21 employees. Toilet facilities: 2 toilets (2 cubicles and 2 basins for females; 1 cubicle, 1 basin and 1 urinal for males). Working space for all staff including management, plus public waiting area, consultation rooms and reception area.

Building requirements: Preferably ground floor or building 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 complete company/business information details: company name, contact names and numbers, address, whether primary contractor or joint venture/alliance partner, number of personnel, turnover in the last three financial years, percentage growth in the last three years, and valid tax clearance certificate or proof of CSD registration.

Pricing format: Provide a detailed breakdown of costs/charges and related charges, plus a total bid amount. Prices quoted in South African rand. Firm tender prices and delivery periods are preferred; bidders must state whether prices and delivery periods remain firm for the duration of the contract.

Payment conditions: Legal Aid SA will approve all project plans and projected project activity costs. No project activity will be delivered before an official order is issued. Delivery within specified time scale after receipt of official order.

Disbursements: No costs or disbursements refunded unless prior written approval obtained. Authorised disbursements refunded at reasonable and actual cost determined by Legal Aid SA. Travel refunded per Legal Aid SA travel policy; private vehicle rates per Automobile Association of South Africa. Claims must be substantiated with receipts and kilometre logs. Bidder's own proposal and presentation expenses are not reimbursed.

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

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

B-BBEE: Support for empowerment as specified by government; submit SBD 6.1 (Preference Points Claim) under the 80/20 system. Demonstrate affirmative action employment practices and procurement programmes promoting B-BBEE contribution.

Other: All properties must be made available for inspection within five days of request. Site inspection certificate to be completed and signed by Legal Aid SA representative and landlord or representative.

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

Legal Aid SA's objectives include being environmentally responsive and sustainable, with a focus on positively impacting society, the economy and the environment. The organisation aims to embed sustainable and agile practices in every segment.

Contract formation: The proposal, together with tender terms, conditions and specifications, will constitute a binding contract between Legal Aid SA and the successful bidder. The successful bidder assumes total responsibility regardless of third-party or subcontracting agreements. Legal Aid SA has the right not to award the tender.

Payment: Legal Aid SA approves all project plans and projected activity costs. No project activity delivered before an official order is issued; delivery within specified time scale after receipt of official order.

Intellectual property: Copyright, patent rights and similar rights in works created under the proposal vest in Legal Aid SA unless otherwise agreed in writing.

Disbursements: No costs or disbursements refunded without prior written approval. Authorised disbursements refunded at reasonable and actual cost. Travel refunded per Legal Aid SA travel policy; private vehicle rates per AA of South Africa. Claims substantiated with receipts and kilometre logs. Bidder's own proposal and presentation expenses not reimbursed.

Important conditions: Failure to sign/mark the tender form and acknowledge and accept conditions in writing, or to complete attached forms, questionnaires and specifications, may invalidate the tender. Tenders should be submitted in the format and numbering sequence similar to the tender document and should preferably not be qualified by the bidder's own conditions. Tender forms must be handwritten in black ink. Bidders must check page numbers and ensure none are missing or duplicated. Firm tender prices and delivery periods are preferred; bidders must state whether prices and delivery periods remain firm. Where items are specified in detail, bidders must indicate whether items offered are to specification, using 'as specified' where strictly to specification, and indicating deviations otherwise. Tender prices quoted in South African rand. No tenders transmitted by telegram, telex, facsimile, e-mail or similar apparatus will be considered unless specifically provided for.

Evaluation split: 80/20 preferential points system — Price = 80 points, B-BBEE status level = 20 points. Bidders must provide reference sites for contact, demonstrate affirmative action employment practices and B-BBEE contribution, and provide an original valid tax clearance certificate or CSD registration. Properties must be available for inspection within five days of request; failure results in disqualification. A site inspection certificate must be signed by Legal Aid SA representative and landlord or representative.