Office accommodation for public protector SA in durban – 9-Year 11-Month tender

Issue date: 15 September 2026.

Non-compulsory briefing session: 22 September 2026, 10:00–12:00 via Microsoft Teams (Meeting ID: 317 241 049 252 446, Passcode: eP3UY9QG).

Closing date and time: 07 October 2026 at 11:00.

Bid validity period: 120 days from closing date.

Non-compulsory briefing session:

• Date: 22 September 2026
• Time: 10:00–12:00
• Platform: Microsoft Teams
• Meeting ID: 317 241 049 252 446
• Passcode: eP3UY9QG

Attendance not mandatory but recommended for clarity on requirements.

SCM enquiries:

• Contact: Cleopar Mahlangu
• Role: Bidding Procedure Enquiries
• Email: [email protected]
• Telephone: 012 366 7214

Technical enquiries:

• Contact: Tiyani Thuketane
• Role: Technical Enquiries
• Email: [email protected]
• Telephone: 012 366 7252

Submission address (bid box):

Public Protector South Africa

175 Lunnon Street

Hillcrest Office Park

Pretoria, 0083

Service delivery address:

Durban CBD (or within 5km radius), KwaZulu-Natal.

Submission method: Physical deposit in bid box at Public Protector South Africa, 175 Lunnon Street, Hillcrest Office Park, Pretoria, 0083.

Closing: 07 October 2026 at 11:00. Late bids not accepted.

Bid validity: 120 days from closing date.

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

• SBD 1: Invitation to Bid – signed offer cover page with bidder details.
• SBD 3.1: Pricing Schedule – firm prices only, all-inclusive gross rental for 9 years 11 months with annual escalations.
• SBD 4: Bidder's Disclosure – declares state employment, relationships with procuring institution, and other business interests.
• SBD 6.1: Preference Points Claim – claims specific-goal points under 80/20 system with supporting proof.
• CSD registration proof: CSD report or registration number.
• Specific-goal evidence: CIPC documents, B-BBEE certificate/sworn affidavit, ID documents, or medical certificate for disability.

Mandatory compliance documents (Phase 2):

• Property ownership proof: title deed, deed of transfer, power of attorney/mandate, deed of sale, or signed lease agreements.
• Electrical Certificate of Compliance (ECOC) or Letter of Compliance.
• Plumbing Certificate of Compliance (PCOC) or Letter of Compliance.
• Three months' latest municipal statements showing rates/levies/taxes up to date, or payment arrangement with municipality.
• Valid building insurance or letter of intent with insurer quotation.
• Occupational Health and Safety Compliance certificate.

Disqualification risks: missing or unsigned returnable forms; non-submission of mandatory documents; late submission; incomplete or misleading information; fraudulent conduct; failure to meet 80/100 in Functionality A (technical) or Functionality B (site visit).

Briefing session: Non-compulsory, 22 September 2026, 10:00–12:00 via Microsoft Teams (Meeting ID: 317 241 049 252 446, Passcode: eP3UY9QG).

Four-phase evaluation:

Phase 1 – Administrative Compliance: All returnable forms (SBD 1, 3.1, 4, 6.1) completed and signed; CSD registration; specific-goal proof submitted. Pass/fail.

Phase 2 – Mandatory Requirements: All six compliance documents submitted (property ownership, ECOC, PCOC, municipal statements, insurance, OHS certificate). Pass/fail – non-submission disqualifies.

Phase 3 – Functionality (total 200 points, split into two 100-point sub-phases):

Functionality A – Technical Evaluation (threshold 80/100 to proceed):

1. Building Structure (40): Office area 700m² (20), 27 parking bays (10), disability access (5), ablution facilities for disabilities (5).
2. Planned Maintenance (10): Detailed schedule for HVAC, fire, lifts, power, water, plumbing.
3. Unplanned Maintenance (10): Schedule with turnaround times for same services.
4. Capacity to Deliver (10): ≥4 signed reference letters (≤5 years old) for commercial leasing.
5. Team Expertise (10): CVs for Property/Building/Facility Manager – 5+ years (10), 3–4 years (5), <2 years (0).
6. IT Infrastructure (5): Fibre inside building (5), 50–100m outside (3), >100m outside (0).
7. Server Room (5): 16m², fireproof walls/ceiling, compliance certificate.
8. Building Grade (10): A-grade/new (10), B-grade/renovated (5), dilapidated (0).

Functionality B – Site Visit Due Diligence (threshold 80/100 to proceed):

Location within 5km of Durban CBD (10), building grade (10), disability access (10), electricity meter (10), water meter (5), backup power (5), backup water (5), public transport ≤1km (5), fire protection (10), HVAC (10), ≥27 parking bays (20).

Phase 4 – Price & Specific Goals (80/20): Only bidders scoring ≥80 in Functionality B evaluated. Price max 80 points, specific goals max 20 points (HDI ownership 51%+ black =10, women=5, youth=3, disability=2). Highest total points wins; tie-break on specific goals then drawing of lots.

Scope: Lease of office accommodation for PPSA provincial office in Durban CBD (or within 5km radius) for 9 years 11 months with renewal option.

Total usable area: 700m² comprising:

• Provincial Representative 14m², Secretary 8m², 2×Outreach Officers 16m², 3×Senior Investigators 36m², 8×Investigators 80m², Senior Admin Officer 10m², 2×Admin Assistants 16m², Receptionist 8m², Messenger 8m², 3×Interns 24m².
• Public waiting/reception, Duplicating/Business Centre 4m², Boardroom 40m², 2×Committee/Meeting Rooms 28m², 3×Consultation Rooms 24m², Server+Network Room 6m², Library 16m², 2×Strong Rooms 24m², 2×Storerooms 24m², Registry, Archives, First Aid/Sick Bay 10m², Kitchen 12m², Canteen 20m², Pause Area 14m², General Store 7m², Wellness Room 10m², Cleaners Room 18m², Circulation/Technical/Facilities/Ablutions per SANS 10400.

Parking: 27 onsite bays (19 secured/undercover, 4 secured lockable garage for office vehicles, 1 disabled staff, 2 visitors, 1 disabled visitor).

Building requirements: Stand-alone single-tenant or interconnected multi-storey; visible from major routes; disability access (lifts/ramps/signage); within walking distance of public transport; professional, safe, secure environment; capability for space-planning, interior design, architecture, engineering, facilities management, lease management; tenant installation/renovation proposal with designs and core installations; all alterations to meet PPSA requirements.

Project delivery: Methodology/plan with fixed deliverables and timelines demonstrating delivery within 4 months of award. Site inspection by PPSA to verify property. CVs of project team (Team Leader) required.

Bidder must submit detailed Project Methodology/Project Plan or Development Implementation Plan with fixed deliverables and timelines demonstrating ability to deliver office accommodation within 4 months of award.

Methodology must explain approach for conducting and delivering required accommodation.

PPSA will conduct site inspection to verify property descriptions, location, accessibility, main roads.

Skilled, experienced team members required; CVs of project team (Team Leader) servicing PPSA account must be included.

Capacity to Deliver: Minimum 4 duly signed and dated reference letters confirming commercial leasing service provision, with referee contact details, not older than 5 years (10 points for ≥4, 5 for 3, 1 for 1, 0 for none).

Team Expertise: CVs for Property Manager/Building Manager/Facility Manager showing years of experience – 5+ years for both roles (10), 3–4 years for one role (5), <2 years (0).

Bidder must demonstrate relevant skills and experience in well-established facilities management services, specifically provision of leasing office accommodation.

Property Developers/Owners, Facilities Management or similar companies invited.

SBD 3.1 – Firm prices only, all-inclusive gross rental (VAT inclusive) for 9 years 11 months.

Office space and parking bays:

• Rate per m² per year (Years 1–9 + 11 months).
• Monthly basic rental for full area per year.
• Rate per parking bay per year.
• Monthly basic rental for all parking bays per year.
• Monthly basic rental for full area + parking (incl. VAT) per year.
• Annual basic rental for full area + parking (incl. VAT) per year.
• Grand total office space + parking (incl. 15% VAT and escalations).

Operating costs (detailed breakdown, no generic categories):

• Services: water, electricity, backup power, backup water, sanitation, refuse removal – annual costs with escalations.
• Maintenance: internal, external, landscaping, pest control, HVAC, lifts, floor covering – annual costs with escalations.
• Rates & insurance: municipal rates, building/property insurance, SASRIA insurance – annual costs with escalations.
• Other: contract costs, stamp duty, firefighting equipment, alteration costs – annual costs with escalations.
• Monthly and annual operating costs with escalations; annual escalation rate %.
• Operating costs grand total (incl. 15% VAT and escalations).

Tenant installation: Space planning/design allowance + tenant installation allowance.

Total contract cost: Office+parking grand total + operating costs grand total + tenant installation total (all VAT inclusive).

Pricing basis: Firm prices only (no exchange-rate variations). All-inclusive gross rental (VAT inclusive) for office space and parking bays over 9 years 11 months with annual escalations.

SBD 3.1 pricing schedule requires:

• Rate per m² and monthly basic rental for full area (Years 1–9 + 11 months).
• Rate per parking bay and monthly basic rental for all bays.
• Annual basic rental for full area and parking.
• Grand total for office space and parking (incl. 15% VAT and escalations).

Operating costs (detailed breakdown required, no generic descriptions):

• Services: water, electricity, backup power, backup water, sanitation, refuse removal.
• Maintenance: internal, external, landscaping, pest control, HVAC, lifts, floor covering.
• Rates & insurance: municipal rates, building/property insurance, SASRIA insurance.
• Other: contract costs, stamp duty, firefighting equipment, alteration costs.
• Monthly and annual operating costs with escalations; annual escalation rate %.
• Operating costs grand total (incl. 15% VAT and escalations).

Tenant installation: Space planning/design allowance and tenant installation allowance.

Total contract cost: Office+parking grand total + operating costs grand total + tenant installation total (all VAT inclusive).

Payment terms: Per GCC; pricing in ZAR; VAT included; escalations for full contract period.

Mandatory registrations:

• Central Supplier Database (CSD): registered, attach CSD report or provide registration number.
• Tax compliance: SARS Tax Compliance Status (TCS) PIN via e-filing, or printed TCS certificate; each consortium/joint venture party submits separate PIN/CSD number.
• No bids from persons in service of the state, companies with directors in state service, or close corporations with members in state service.

B-BBEE / Specific Goals (80/20 system, 20 points max):

• 51%+ black ownership: 10 points (proof: CIPC, B-BBEE certificate/sworn affidavit, ID, CSD).
• 51%+ women ownership: 5 points (proof: CIPC, B-BBEE certificate/sworn affidavit, ID, CSD).
• 51%+ youth ownership: 3 points (proof: CIPC, B-BBEE certificate/sworn affidavit, ID, CSD).
• 51%+ disability ownership: 2 points (proof: doctor's letter or medical certificate).
• Below thresholds: 0 points.

Mandatory Phase 2 documents (non-submission disqualifies):

1. Property ownership proof (title deed, deed of transfer, power of attorney/mandate, deed of sale, or signed lease).
2. Electrical Certificate of Compliance (ECOC) or Letter of Compliance.
3. Plumbing Certificate of Compliance (PCOC) or Letter of Compliance.
4. Three months' municipal statements (rates/levies/taxes up to date) or payment arrangement.
5. Valid building insurance or letter of intent with insurer quotation.
6. Occupational Health and Safety Compliance certificate.

Professional requirements: CVs for Property/Building/Facility Manager with 5+ years experience for full points; reference letters (≤5 years old) for commercial leasing services.

Preference point system: 80/20 (contract value ≤R50 million). Specific goals allocation (20 points max):

• 51%+ black ownership: 10 points.
• 51%+ women ownership: 5 points.
• 51%+ youth ownership: 3 points.
• 51%+ disability ownership: 2 points.
• Below thresholds: 0 points.

Required proof for each claim:

• Black ownership: CIPC registration, B-BBEE certificate/sworn affidavit, SA ID, CSD.
• Women ownership: CIPC, B-BBEE certificate/sworn affidavit, SA ID, CSD.
• Youth ownership: CIPC, B-BBEE certificate/sworn affidavit, SA ID, CSD.
• Disability ownership: Doctor's letter confirming disability, medical certificate.

Failure to submit proof = points not claimed. Organ of state may require substantiation at any time. Fraudulent claims lead to disqualification, cost recovery, contract cancellation, restriction from state business (≤10 years), criminal prosecution.

Occupational Health and Safety Compliance certificate mandatory (Phase 2).

Disability access: Ramps to main entrance and elevators to all areas (10), ramp only no elevator (5), neither (0) – assessed in both technical evaluation and site visit.

Ablution facilities: Accessible male/female facilities for people with disabilities including wheelchair access (5 points technical, verified in site visit).

Fire protection: Extinguishers and other systems required (10), extinguishers only (5), none (0).

Backup power: Generator or solar equivalent to grid supply (5), none (0).

Backup water: Automated system supplying common areas (ablutions, kitchen) (5), none (0).

Electrical compliance: ECOC or Letter of Compliance confirming wiring, DB boards, plugs meet national safety standards (mandatory).

Plumbing compliance: PCOC or Letter of Compliance confirming geysers, pipes, fittings meet national standards (mandatory).

Building must be in safe, secure environment without security risk to staff working after hours.

Contract period: 9 years 11 months, start date confirmed upon contract negotiation; performance review applicable.

General Conditions of Contract (GCC) per National Treasury apply.

Price basis: Single bidder allocation; prices in ZAR inclusive of VAT; pricing with escalations for full contract period; SBD 3.1 completion mandatory.

PPSA rights: Not to award/cancel at any time; negotiate with preferred/reserved bidders on terms/price; award in part or full; award to multiple bidders; negotiate contracted prices against market; cancel/terminate at any stage; conduct explanatory meetings; award to non-lowest/non-highest scoring bidder; correct mistakes; amend conditions/validity/specifications/closing date before closing; request verification documents; conduct background checks/FICA verification; monitor municipal agreements and cancel if not honoured.

Bidder undertakings: Offer binding for validity period; prepare for presentation/demonstration if required; accept full responsibility for execution; bear all bid preparation costs; submitted documents become PPSA property unless stated otherwise.

Special conditions: No canvassing of PPSA employees; enquiries in writing only; consent to background checks on entity and directors.

PPSA reserves right to: not award/cancel bid at any time; negotiate with preferred/reserved bidders on terms/price without offering same to others; award in part or full; award to multiple bidders; negotiate contracted prices against market rates; cancel/terminate at any stage including after closing, presentations, evaluation, or preferred bidder notification; conduct explanatory meetings at bidder offices or client sites; award to non-lowest priced or non-highest scoring bidder; correct mistakes at any stage; amend bid conditions, validity, specifications, or extend closing date before closing (notified in writing and posted on website); request all relevant information/agreements/documents for verification; conduct background checks/FICA on bidding entity and directors; monitor municipal agreements and cancel contract if not honoured.

Bidder undertakings: Offer binding for validity period; prepare for presentation/demonstration; accept full responsibility for execution; bear all bid preparation costs; submitted documents become PPSA property unless stated otherwise.

No canvassing of PPSA employees; enquiries in writing only.

Bidder eligibility: Property Developers/Owners, Facilities Management service providers or similar companies with relevant skills and experience in leasing office accommodation.

Mandatory administrative compliance: Signed SBD 1, completed SBD 3.1, signed SBD 4, signed SBD 6.1, specific-goal proof, CSD registration.

Mandatory Phase 2 documents: Property ownership proof, ECOC, PCOC, 3-month municipal statements, building insurance/letter of intent, OHS compliance certificate.

Functionality thresholds: ≥80/100 in Technical Evaluation (Functionality A) to proceed to site visit; ≥80/100 in Site Visit (Functionality B) to proceed to price evaluation.

Specific goals evidence: CIPC, B-BBEE certificate/sworn affidavit, ID documents, medical certificate for disability.

Team: CVs for Property/Building/Facility Manager with 5+ years experience for full points.

References: ≥4 signed reference letters (≤5 years) for commercial leasing.

Methodology: Detailed project plan with 4-month delivery timeline.

Site inspection: PPSA will verify property.

Tax compliance: TCS PIN or certificate; each JV/consortium party separate.

No state-employed persons/directors/members.

Four-phase evaluation:

Phase 1 – Administrative Compliance: Returnable forms (SBD 1, 3.1, 4, 6.1) signed/completed; CSD registration; specific-goal proof. Pass/fail.

Phase 2 – Mandatory Requirements: Property ownership proof, ECOC, PCOC, municipal statements, insurance, OHS certificate. All required – non-submission disqualifies.

Phase 3 – Functionality (200 points total):

Functionality A – Technical (100 points, threshold 80): Building structure 40 (office area 20, parking 10, disability access 5, ablutions 5), planned maintenance 10, unplanned maintenance 10, capacity to deliver 10, team expertise 10, IT infrastructure 5, server room 5, building grade 10.

Functionality B – Site Visit (100 points, threshold 80): Location 10, building grade 10, disability access 10, electricity 10, water 5, backup power 5, backup water 5, public transport 5, fire protection 10, HVAC 10, parking 20.

Phase 4 – Price & Specific Goals (80/20): Only bidders ≥80 in Functionality B. Price 80 points, specific goals 20 points. Highest total wins; tie-break on specific goals then drawing of lots.