Lease of grade b office space (450-550 sqm) in north durban for railway safety regulator (5-Year term)

Advert date: 19 June 2026. Compulsory online briefing session: Register by 22 June 2026 at 16:30 via [email protected]; invitation sent 23 June 2026; session held 24 June 2026 at 10:00. Clarification deadline: 06 July 2026 at 16:00. Closing date and time: 10 July 2026 at 12:00 PM. Validity period: 90 business days from closing date.

SCM contact: Goitseone Kgwadibana, Tel: 010 495 5391, Email: [email protected]. Technical contact: Mathiba Nyama, Tel: 010 495 5391, Email: [email protected]. Submission address: Railway Safety Regulator Head Office, Waterfall Point Office Park, Building 4, Cnr Woodmead Drive and Waterfall Drive, Waterfall City, Midrand, 1685. Enquiries: [email protected].

Submit proposals to Railway Safety Regulator Head Office, Waterfall Point Office Park, Building 4, Cnr Woodmead Drive and Waterfall Drive, Waterfall City, Midrand, 1685. Tender box available 08h00–16h30 on weekdays (excluding public holidays). Deadline: 10 July 2026 at 12:00 PM. No late submissions accepted. Submit one (01) original and one (01) scanned copy (PDF) on a Flash Drive. Envelopes must contain only this RFP’s documents. Responses opened after deadline. Only shortlisted bidders notified. Validity period: 90 business days from closing date; may be extended at same terms if evaluation is delayed. Confidentiality: RSR will not disclose bid details to other participants.

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Scope: Lease office accommodation (450–550 sqm) in North Durban Central, KwaZulu-Natal for 5 years (60 months) from 01 September 2026. Building must meet minimum Grade B (SAPOA) standard, certified by a registered architect. Multiple mandates for same space prohibited. Lease includes office fit-out, network cables, LAN points, and electrical points (normal and safe/red plugs). Structural requirements: 4 enclosed offices, 1x16-seater open plan, 1 reception, 2 boardrooms (20-seater and 4-seater), 1 data centre, 1 security control room, 5 storerooms, kitchen/canteen (20-seater), sick bay, 30 parking bays (access-controlled), disability-friendly ablutions/lifts/ramps. Fit-out requirements: Dry wall/glass installations, Cat 6 LAN points, red/safe plugs, HVAC, access control, CCTV, fire/smoke detectors, extinguishers, motion sensors, ceilings. Functional requirements: Property must comply with OHSA, building regulations, and have smoker’s area, emergency assembly point, RSR signage, alternative power supply (minimum lighting), and cleaning services (shared areas, materials included). Maintenance: Exterior facade, HVAC, and yard/parking/garden upkeep required. Security: Internal access control system, landlord-managed security at main entrance. Space utilisation norms: 5–10 sqm/staff (workstation: 10 sqm, common areas: 10 sqm). Beneficial occupation allowed during fit-out (not included in 60-month lease).

Bidder must demonstrate capacity via: Reference letters (signed, <5 years old, on referee’s letterhead with contact details). Letters must include: bidder’s role, contract duration, outcomes, and contactable references. Points awarded: 4+ letters=20, 3=15, 2=10, 1=5, 0=0. Professional team required for fit-out to ensure compliance with regulations and RSR specifications.

Building must meet Grade B (SAPOA) minimum standard, certified by a registered architect. Fit-out must conform to South African statutory regulations and RSR specifications (sections 2.4.2–2.4.3). Professional team required for internal fit-out to ensure compliance. Maintenance: Exterior facade, HVAC (manufacturer’s specs), and building envelope must be kept in good condition. Cleaning services must meet operational standards (detergents, materials, sanitary bins, etc. included).

Submit detailed financial proposal with itemised costs for all deliverables. Include 60-month rental schedule (monthly and yearly breakdowns). Pricing must be fixed, VAT-inclusive, and specify any escalations or incidental costs (percentage and actual amounts). Separate pricing schedule from technical proposal. RSR not bound by undisclosed costs. Only fixed prices accepted. Payment terms and bonds/guarantees not specified.

Mandatory documents: Fully completed SBD forms (SBD 1, SBD 4, SBD 6.1), CSD registration, valid tax compliance status report (with PIN), valid B-BBEE certificate or sworn affidavit (consolidated for JV/consortium), valid CIPC registration, reference letters (signed, <5 years old, on letterhead with contact details), proof of building ownership/mandate (title deeds, lease agreements, or power of attorney), valid building insurance, zoning certificate, fibre optic installation proof, alternative power supply proof, OHS compliance certificate. Additional for specific goals: ID copies of owners, medical certificates (disability), SASSA/NCPPDSA registration (where applicable). Joint ventures/consortia: Submit signed agreements with roles/responsibilities and lead partner authority. Subcontracting requires RSR approval. Fronting prohibited; non-compliance may lead to disqualification or 10-year public sector restriction. No bids from state employees or entities with state-employed directors/members.

Property must comply with Occupational Health and Safety Act (OHSA) and building regulations. Requirements: Smoker’s area, disability-friendly entrances/exits, lifts, fire escapes, parking, and ablutions. Emergency assembly point must be clearly demarcated. Fire safety: Detection/suppression systems, evacuation plan, signage, and extinguishers. HVAC must be fully operational (heating/cooling). Alternative power supply must maintain at least lighting. Security: Internal access control, CCTV, and landlord-managed security at main entrance (costs included in operational costs).

Successful bidder must sign a Service Level Agreement (SLA) with RSR. Contract duration: 5 years (60 months). Validity period: 90 business days from closing date; may be extended at same terms if evaluation is incomplete. Subcontracting requires RSR approval. Joint ventures/consortia must submit signed agreements with defined roles, responsibilities, and lead partner authority. RSR reserves rights to cancel/modify RFP, reject proposals, waive irregularities, or request best/final offers. Collusive bidding or restrictive practices prohibited under Competition Act; may result in bid invalidation, contract termination, or referral to Competition Commission. Fronting condemned; proven cases may invalidate bids/contracts and restrict public sector business for up to 10 years.

Bidders may be requested to extend tender validity period at same terms if evaluation is delayed. Successful bidder’s validity remains until contract conclusion. No disclosure of bid details to other participants. Late bids rejected. Prohibited: Communication with RSR officials between closing date and award. Collusive bidding or restrictive practices may result in disqualification.