Leased office space for ifisa – 4-Year RFP in gauteng

Compulsory briefing: 05 October 2026 at 11:00 (Johannesburg time), online via Microsoft Teams. Attendance is mandatory; only bidders whose attendance is recorded will be considered.

• Link request deadline: 12 October 2026 at 16:30 (nominate one dedicated contact person).
• Clarification deadline: written requests considered up to 12 October 2026 at 16:30.
• Closing date: 19 October 2026.
• Closing time: 23:55 (Telkom Time).

Compulsory briefing session will be held online via Microsoft Teams on 05 October 2026 at 11:00 (Johannesburg time). Bidders must use the provided link to join, and must complete their details fully to gain access. The link will only be accessible 15 minutes before the meeting. Bidders must nominate one dedicated contact person (name, email, phone) for link requests by 12 October 2026 at 16:30.

Enquiries (SCM):

• Contact: DBSA Supply Chain Management Unit
• Email: [email protected]
• Telephone: none (no telephonic questions answered)

Complaints:

• Email: [email protected]

Submission address: electronic only via OneDrive link (no physical address).

Submission method: electronic only via a OneDrive link provided by DBSA; no physical, faxed or emailed bids accepted.

• Bidders must request the submission link by emailing [email protected], quoting the RFP number, at least 3 working days before submission.
• The bid must be uploaded as two separate folders: Folder 1 for Pre-Qualifying Criteria and Functional Evaluation, and Folder 2 for the Price/Financial Proposal.
• The pricing proposal must be in a separate folder clearly marked "pricing proposal" and must not be combined with qualitative submissions.
• All documents must be submitted on the official forms (not re-typed).
• The total proposal must not exceed 300 pages.
• Bids must remain valid for 120 calendar days from the closing time; non-acceptance of validity extensions leads to exclusion.
• Late bids will not be accepted. If a bidder encounters a system issue, they must provide evidence of the attempted upload and the error received.
• Returnable documents (all must be completed, signed and included):
• Part A: Invitation to Bid (bidder details and signature)
• Part B: Terms and Conditions of Bidding
• Part C: Checklist of Compulsory Returnable Schedules and Documents
• Part D: Conditions of Tendering and Undertakings by Bidder
• Part E: Specifications/Terms of Reference and Project Brief
• Annexure A: Price Proposal Requirement
• Annexure B: SBD4 Declaration of Interest (discloses any state employment or connection)
• Annexure C: SBD6.1 and B-BBEE status level certificate
• Annexure F: Certified CIPC registration documents (for close corporations)
• Annexure G: Certified share certificates (for companies)
• Annexure H: Breakdown of fees/work between consortium members (if applicable)
• Annexure I: Supporting documents for Pre-Qualifying and Functional Evaluation Criteria
• Annexure J: General Conditions of Contract
• Annexure K: CSD Tax Compliance Status and Registration Requirements Report
• Disqualification risks: missing or unsigned returnable documents, late submission, failure to attend the compulsory briefing, or submission not in the required two-folder format.

Bidders must submit their bids electronically via a OneDrive link. The submission must be in two separate folders: Folder 1 for Pre-Qualifying Criteria and Functional Evaluation, and Folder 2 for Price/Financial Proposal. Required documents include: Part A Invitation to Bid, Part B Terms and Conditions, Part C Checklist, Part D Conditions of Tendering, Part E Specifications, Annexure A Price Proposal, Annexure B SBD4 Declaration of Interest, Annexure C SBD6.1 and B-BBEE certificate, Annexure F CIPC registration documents, Annexure G share certificates, Annexure H breakdown of fees for consortium, Annexure I supporting documents for criteria, Annexure J General Conditions of Contract, Annexure K CSD Tax Compliance Status report.

Evaluation is in three stages:

• Stage 1 – Administrative Responsiveness (Pre-Qualifying Criteria): Must submit as a two-folder tender and attend the compulsory briefing. Must provide a CSD Summary Report (registered to do business with DBSA) and a SARS Tax PIN. Clarifications must be responded to within 48 hours. Failure to meet any pre-qualifying criterion disqualifies the bid.
• Stage 2 – Functional Evaluation: Minimum threshold of 70 out of 100 points. Bidders scoring below 70 are non-responsive. Assessed on methodology and approach as per Table 4.
• Stage 3 – Price: Only bidders passing Stages 1 and 2 are evaluated on price. The preferred bidder is the one with the lowest overall price, in line with PPPFA Regulations.
• Preference points: 80/20 system (80 price, 20 B-BBEE).
• Additional evaluation steps: physical site inspection of shortlisted premises, price reasonableness and negotiation, preference points, and objective criteria & risk analysis.
• Physical site inspection: conducted for shortlisted bidders only, each inspection not exceeding 45 minutes. A bidder's authorised representative must be present for the entire inspection. The inspection verifies compliance with occupational health standards, physical space capacity, security, and the items in Table 5.

The DBSA requires leased office space to house IFISA for a period of four (4) years.

• Location: within 15 km of DBSA offices at 1258 Lever Road, Headway Hill, Midrand.
• Building grade: P-Grade, A-Grade, or if not graded, less than 10 years old or refurbished within the last 10 years.
• Minimum floor space: approximately 2000 m² (inclusive of boardrooms and non-assigned spaces).
• Ready for occupation by 30 November 2026; if occupied or under refurbishment, must be available from 01 January 2027.
• Dedicated electricity meter and water meter with clear consumption splitting.
• Backup power: minimum 5 hours backup, with a dedicated meter for the generator.
• Security: access-controlled premises, CCTV coverage, perimeter wall/fencing with electric fencing.
• ICT: high-speed fibre optic connection to business infrastructure.
• Certificate of Occupation issued by the municipality.
• Municipal rates/levies/tax payments up to date (3 months of statements).
• Valid building insurance or letter of intent.
• Proof of property ownership (Title Deed / Windeed) or mandate/lease agreement if bidding as agent.
• Zoning appropriate for office use.
• Accessible to public transport within 3 km.
• Electric Vehicle Charging Point (EVCP) location indicated; if not in place, an undertaking to install must be submitted.
• Signed Business Continuity Plan covering elements in Table 2.
• Parking: at least 77 bays (70 covered, 2 lock-up, 3 disabled, 2 bicycle/motorbike, 23 open).
• Amenities within 1 km walking distance.
• Architectural drawings/plans (max 6 sets) with explanatory notes and technical specifications must be submitted.
• Successful bidder must provide a detailed space plan drawing for IFISA sign-off and execute the tenant fit-out.

Bidders must submit architectural drawings or plans (max 6 sets) with explanatory notes and technical specifications detailing how the proposed premises meet the office requirements. The successful bidder must provide a detailed space plan drawing for IFISA sign-off and execute the tenant fit-out. The proposal must not exceed 300 pages. All communications and deliverables must be in English.

Bidders must provide at least 3 reference letters of commercial leasing services from the last 20 years (scoring: 3 or more = 15 points, 2 = 10, 1 = 5). CVs of the proposed team (minimum 2 members) who will liaise with DBSA/IFISA (e.g., Property Portfolio Manager, Property Manager, Building/Facility Manager) must be submitted. Combined team experience scoring: more than 20 years = 10 points, 15-20 years = 8, less than 15 years = 5.

The physical site inspection verifies that the premises comply with occupational health standards, physical space capacity, and security. The inspection checklist covers: fire safety (unblocked exits, illuminated signs, serviced extinguishers, smoke detectors), building accessibility (ramps, wide doorways, elevators, disabled parking), indoor environment (ventilation, HVAC, lighting, structural integrity), server rooms (cooling, fire suppression, access control), data and power connectivity (trunking, fibre entry, cabling, outlets), backup utilities (generator/UPS, emergency water), and compliance documentation (Occupation Certificate, electrical compliance, structural sign-offs).

Pricing must be submitted in a separate folder clearly marked "pricing proposal". The price proposal must not be combined with qualitative submissions. The evaluation of price is based on the lowest overall price, subject to PPPFA. Bidders must notify DBSA of any pricing errors after submission.

Pricing proposal must be submitted in a separate folder clearly marked "pricing proposal".

• No bid security or guarantee is specified in the document.
• The price evaluation is based on the lowest overall price, subject to PPPFA.
• Bidders must notify DBSA of any pricing errors after submission.

CSD registration: South African bidders must be registered on the Central Supplier Database (CSD) and provide a CSD Summary Report. If not registered, mandatory information (business registration, directorships, tax compliance) must be submitted with the bid.

• Tax compliance: South African bidders must provide a SARS Tax Compliance Status (TCS) PIN or CSD number. Each party in a consortium/JV/sub-contractor must submit separate proof.
• B-BBEE: Bidders must submit a B-BBEE certificate or sworn affidavit. EMEs (revenue ≤ R10 million) may submit a certificate from a registered independent auditor or an accredited verification agency. Non-EMEs must submit a valid B-BBEE status level verification certificate or sworn affidavit.
• CIPC: Certified copies of CIPC registration documents (Annexure F) or share certificates (Annexure G) required.
• No CIDB grading is required for this tender.

The proposed premises must meet occupational health standards as verified during the physical site inspection. Requirements include: fire safety measures (emergency exits, extinguishers, smoke detectors), building accessibility for people with disabilities, adequate ventilation and HVAC, secure storage for sensitive data, and security measures (perimeter fencing, access control, CCTV). A Business Continuity Plan signed by the bidder is required.

The contract will be a lease agreement for office space for four (4) years. The successful bidder must provide a space plan drawing for IFISA sign-off and execute the tenant fit-out. The property must be available for occupation by 30 November 2026 (or 01 January 2027 if currently occupied/under refurbishment). Bids must remain valid for 120 calendar days from closing. The DBSA may extend the validity period; non-acceptance leads to exclusion. Late bids are disqualified unless caused by DBSA or a major incident. The DBSA may cancel the RFP in line with PPPFA Regulations.

Bids must be submitted electronically via OneDrive link; no physical bids accepted. Bidders must request the link and ensure correct submission. The DBSA assumes no responsibility for technical issues. Bids must remain valid for 120 calendar days from closing time. Non-acceptance of validity extensions results in exclusion.

Eligibility criteria include: proposed office space within 15 km of DBSA offices (1258 Lever Road, Headway Hill, Midrand) and ready for occupation by 30 November 2026; building must be P-Grade, A-Grade, or less than 10 years old; minimum 2000 m²; dedicated electricity and water meters; backup power for at least 5 hours; security measures (access control, CCTV, perimeter fencing); high-speed fibre optic; Certificate of Occupation; municipal rates statements; proof of insurance; proof of property ownership or mandate; zoning compliance; proximity to public transport within 3 km; EV charging point location; signed Business Continuity Plan.

Evaluation is in three stages: Stage 1 - administrative responsiveness (pre-qualifying criteria including two-folder submission and attendance of compulsory briefing); Stage 2 - functional evaluation with minimum threshold of 70%; Stage 3 - price evaluation in line with PPPFA. The preferred bidder is the one with the lowest overall price. Additionally, the evaluation includes six steps: eligibility, functionality, physical site inspection, price, preference (80/20 system), and objective criteria & risk analysis.