Lease of office accommodation for the commission for gender equality, kimberley, northern cape (36 months)

Closing date: 19 November 2026

Closing time: 11:00

No compulsory briefing or site visit is scheduled before submission; a site inspection is part of evaluation after bids are received

Bidding procedure enquiries:

• Contact: Shadrack Mafutsa
• Telephone: 011 403 7182
• Email: [email protected]

Technical enquiries:

• Contact: Mr Solly Ngoveni
• Email: [email protected]
• Telephone (office): 053 832 0477
• Mobile: 066 480 3954

Submission address:

2 Kotze Street

Women's Jail, East Wing

Constitution Hill

Braamfontein 2017

Service location: Kimberley CBD, Northern Cape Province

Submission method: sealed envelope deposited in the official tender box

Tender box location: 2 Kotze Street, Women's Jail, East Wing, Constitution Hill, Braamfontein 2017

Envelope must clearly show tender number CGE/T/10/2026/27 and description

Copies: original plus two copies (original and 2 copies) in one envelope

Do not dismember, omit pages, change wording, or insert documents into the tender document; attach all extra documents to Annexure 6

Use only the official CGE tender form; retyped versions will not be accepted

Complete and sign the Tender Offer and the offer part of the Contract Form, and insert prices, or the bid will be invalid on closing

Complete in non-erasable ink

Closing: 19 November 2026 at 11:00

Late bids are rejected under all circumstances

Returnable forms (all must be completed and signed):

• SBD 3.1 (Pricing Schedule – Firm Prices): itemised pricing for office space, parking, tenant installation and other costs
• SBD 4 (Declaration of Interest): discloses any director/shareholder employed by the state or connected to the institution
• SBD 8 (Declaration of Bidder's Past SCM Practices): declares any prior improper SCM conduct
• SBD 9 (Certificate of Independent Bid Determination): certifies no collusion and independent pricing
• Contract Form (SBD 7.2 – Rendering of Services): signed as the contract offer
• CSD registration report (from the Central Supplier Database)
• Technical proposal
• Property prospectus with schematic drawings, GPS location, physical address, stand/ERF number
• Sketch or draft plan showing proposed internal layout and amendments
• Letter of commitment to adhere to CGE requirements and timelines
• Letter of funding support from an accredited financial institution/fund manager confirming total value
• Letter of undertaking to comply with OHS, electrical, fire, and universal access certificates before occupation
• Municipal clearance confirming services (water, electricity, refuse) are fully paid
• Title deed (certified copy) if owner bids directly, or signed deed of sale agreement
• Covering letter signed by an authorised representative

Documents to be attached to Annexure 6; do not place between pages

No samples are required unless the specification says so

Evaluation system: two-stage functionality evaluation followed by 80/20 preference points (PPPFA 2022)

Stage One – Mandatory requirements (pass/fail):

• Complete and signed SBD 3.1, SBD 4, SBD 8, SBD 9
• CSD registration report
• One proposal only
• Proposed building must not be a heritage site
• Approved municipal plan of the offices/facility
• Sketch or draft plan indicating internal floor layout and how CGE requirements will be met
• Letter of commitment to adhere to CGE requirements and timelines
• Letter of funding support confirming total value
• Property ownership: bidder must own the leased property (certified title deed) or provide signed deed of sale for property being sold to the bidder
• Property size: minimum 250 m² Gross Leasable Area and at least 9 on-site carport/basement parking bays
• Property must comply with OHS, electrical, fire and evacuation, universal access (disability access) – certificate of compliance prior to occupation
• Location: within 3 km radius of Kimberley CBD and near public transport (taxis, buses)
• Building support services: water, electricity, refuse removal with back-up facilities and municipal clearance (services fully paid)

Failure to meet any mandatory requirement disqualifies the bid

Stage Two – Functionality (out of 100):

Minimum qualifying score: 65 points (65%)

• Location (20 points): proximity to Kimberley CBD – 0-1 km=10, 1.1-2 km=5, 2.1-3 km=2, beyond 3 km=0; GPS/map submission: coordinates and clear map=5, coordinates only=3, map only=2, none=0; public transport accessibility: route maps and descriptions=5, route info without map=2, none=0
• Property size (20 points): 250 m² with 9 carport/basement bays=20; 220-249 m² with 9 bays=10; less than 219 m² with 9 open parking=0
• Management of outsourced services (15 points): security (max 8) – confirmation letter from PSIRA-registered company plus valid PSIRA certificate=8, either alone=4, none=0; or security fence with alarm and armed response=8, fence without armed response=4, none=0. Cleaning (max 7) – bargaining council registration plus Department of Labour letter of good standing=7, only one of these=3, none=0
• Maintenance plan (10 points): routine/preventative and reactive maintenance plan (max 5) – comprehensive with timelines, response times, escalations=5, basic=3, none=0; landlord responsibilities and liabilities (max 5) – comprehensive=5, vague=3, none=0
• Facility management team (10 points): insourcing – facility manager with 5+ years=5 (less than 5 years=3), maintenance officer with 5+ years=5 (less=3); or outsourcing – company profile=5, confirmation letter=3, two reference letters=2, none=0
• Project methodology/development implementation plan (15 points): facility management approach – comprehensive including crisis response=5, basic=3, incomplete=1, none=0; delivery timelines/processes/workflows – comprehensive charts=5, general=3, incomplete=1; professional team/resources – facility manager and maintenance officer=5, limited=3, vague=1
• Site inspection (10 points): property boundaries and security=4, physical access including disability accommodation=4, cleanliness and hygiene=2

Stage Three – Price and preference points (after passing functionality):

• Price: 80 points
• Specific goals (20 points): 100% black women owned=7; 100% owned by black persons with disabilities=5; 100% black youth owned=5; 100% black owned=3; none specified=0

Bidders failing to reach 65 functionality are non-responsive and excluded from price and preference evaluation

Procuring entity: Commission for Gender Equality (CGE), Northern Cape office in Kimberley

Requirement: lease (not purchase) of office accommodation for the CGE Kimberley office

Eligible bidders: property developers, investors, or facilities management service providers who own the property

Contract period: 3 years, with option to renew on mutual agreement

Location: within a 3 km radius of Kimberley CBD, close to public transport

Property requirements:

• Minimum 250 m² Gross Leasable Area for office space
• At least 9 carport or basement parking bays on the same premises (off-site parking not counted)
• Universal access for people with disabilities, internally and externally
• Ablution facilities within the office exclusive to CGE staff, disability friendly
• Must have water, electricity, refuse removal, with back-up facilities for business continuity
• Building must comply with OHS, electrical, fire and evacuation requirements
• Proposed building must not be a heritage site
• Property must have an approved municipal plan

Turnkey services (landlord responsibility):

• Building maintenance (internal and external, planned and reactive)
• Security services (via PSIRA-registered company or own security fence with armed response)
• Cleaning of external areas only; CGE cleans its own internal office space

Facility management:

• Facility manager with minimum 5 years' experience in facility management, or outsourced facilities management company with company profile, confirmation letter, and at least two reference letters
• Administrative assistant with minimum 3 years' experience (if insourcing)
• Maintenance officer with minimum 3 years' experience (insourcing) or 5+ years for 5 points
• Client liaison/help desk with minimum 2 years' experience

Maintenance plan required:

• Routine/preventative maintenance and reactive maintenance schedules with timelines, qualified personnel, accountability, third-party service agreements, emergency contacts
• Specify landlord responsibilities: air conditioning, fire equipment, lifts, electricity, fumigation, plumbing, day-to-day building maintenance, exterior cleaning, hygiene, garden services

Methodology and implementation plan required:

• Detailed project plan with fixed deliverables and timelines
• How facility will be managed, delivery timelines, processes, workflows
• Crisis management and business continuity plan
• Detailed list of professional team

Site inspection by CGE after bid submission to verify property boundaries, security, physical access (disability accommodation: ramps, working lifts, walkways), and cleanliness

Bidder must allow CGE to make branding improvements or alterations to the property

All outsourced services must be detailed in proposal

Bidders must submit a detailed Project Methodology/Development Implementation Plan covering: how the facility will be managed, delivery timelines, processes and workflows, crisis management and business continuity, and a detailed list of the professional team. The plan is scored out of 15 points based on quality: comprehensive strategic and operational plan (5), basic operational outline (3), incomplete (1). The site inspection (10 points) verifies the actual property against the proposal.

Bidders must demonstrate proven skills, expertise and experience in providing commercial office facilities and facility management services. For insourcing: facility manager minimum 5 years' experience, administrative assistant minimum 3 years, maintenance officer minimum 3 years, client liaison minimum 2 years. CVs or qualification evidence must be provided. For outsourcing: company profile with registration details, letter confirming willingness to provide facility management, and at least two reference letters for similar work (stating company name, contract period, value, and contact details).

Quality is assessed through the maintenance plan (routine and reactive, with timelines and accountability), the facility management team's experience (facility manager and maintenance officer), and the project methodology plan. Site inspection verifies property boundaries, security, physical access, and cleanliness. No specific ISO or other quality certifications are required.

Pricing is on SBD 3.1 with firm prices only, including VAT, valid for 120 days. Items: 12 months office space rental, 12 months parking, tenant installation costs, other costs, with sub-total and 15% VAT. Provide annual escalation rates for office space and parking, and a 3-year summary (Years 1-3) with grand total for 36 months inclusive of VAT. The contract price may be adjusted per Annexure 4; complete Annexure 4 or the bid may be non-responsive. No bid security or performance guarantee required. Payment within 30 days of statement date for valid invoices.

Pricing format: firm prices only (SBD 3.1); non-firm prices, including those subject to exchange rate variations, are rejected

Currency: South African Rand (ZAR) including 15% VAT

Price validity: 120 days from closing date

Complete prices for all items on the price schedule

Pricing items: office space rental (12 months), parking (12 months), tenant installation costs, other costs, VAT; annual escalation rates for office space and parking; summary of year 1-3 annual costs, grand total for 36 months inclusive of VAT

Contract price subject to adjustment per Annexure 4; failure to complete Annexure 4 may render bid non-responsive or prices deemed zero-rated adjustment

If prices are subject to exchange rate variations, complete the relevant section of Annexure 4 or no adjustment will be granted

Any price increase claim must be in writing before the effective date; claims without per-item amounts are invalid; CGE may request auditor's certificates within 30 days or claim is abandoned

Maintenance fees must be included in the tender pricing

Payment terms: CGE pays valid invoices in full within 30 days from statement date; no payment for unproductive or duplicated time due to staff changes, inefficiencies, or rework

No bid security, performance guarantee, or insurance required (marked not applicable)

No penalties clause

CGE reserves right to award each section separately

CSD registration: mandatory for award; no award to a bidder not registered; keep CSD information updated

Tax: VAT registration number required

B-BBEE: points awarded for specific goals under 80/20 system; no specific B-BBEE level or certificate thresholds stated

Local content: none stated

Property ownership: bidder must be owner of the leased property; certified title deed or signed deed of sale

Municipal approval: approved plan of the offices/facility

Property compliance: OHS, electrical, fire and evacuation, universal access certificates, municipal clearance for services

PSIRA: security company must be registered with PSIRA

Cleaning service provider: must be registered with relevant bargaining council and comply with sectoral wage determination; Department of Labour letter of good standing

Heritage: proposed building must not be a heritage site

No person listed on National Treasury's Register for Tender Defaulters or List of Restricted Suppliers may bid

No collusive practices; independent bid determination

All statutory declarations and authorisations in annexures must be completed

The property must comply with OHS requirements, electrical requirements, and fire safety requirements including evacuation exit plan. Universal access for people with disabilities is required. Certificates of compliance are required prior to occupation. Security must include either a PSIRA-registered company or a security fence with armed response.

Contract term: 3 years with option to renew by mutual agreement. The tender offer must remain valid for 120 days. Withdrawal of tender without consent result in liability for CGE's additional costs. The contract is subject to CGE's SCM Policy and Abuse Policy. Contract awarded conditional on successful negotiations and signing of written contract. No transfer, assignment, or sub-contracting without CGE's written permission. CGE may cancel contract for material breach of standards/specifications. Price adjustment subject to Annexure 4. Disputes are referred to mediation by an independent person appointed by the Accounting Officer; mediator's ruling final only if agreed in writing.

Evaluation follows a three-stage process: Stage 1 mandatory compliance (pass/fail), Stage 2 functionality (out of 100, minimum 65), Stage 3 price and specific goals (80/20 PPPFA 2022). Functionality parameters include location (20), property size (20), management of outsourced services (15), maintenance plan (10), facility management team (10), project methodology (15), and site inspection (10).