Provision of provincial office space for NDA in kimberley (60-month lease)

Non-compulsory briefing session: 17 September 2026, 10h00–11h30 via Microsoft Teams.

Closing date for queries: 29 September 2026 at 17h00.

Bid closing date and time: 01 October 2026 at 12h00.

Occupation date: January 2027.

Contract period: 60 months.

SCM / Commercial queries: Ms Nomvula Moloi, 011 018 5562, [email protected]; also [email protected] (weekdays 08h30–17h00).

Technical queries: Ms Khanyi Mngomezulu, 079 126 9278, [email protected].

Submission address: NDA Head Office, 26 Wellington Road, Parktown, Johannesburg, 2193 (tender box at main entrance).

Submission method: Physical delivery to NDA Head Office tender box at 26 Wellington Road, Parktown, Johannesburg, 2193. Tender box accessible 08h30–17h00 on weekdays. Courier recommended for bidders outside Gauteng; NDA accepts no responsibility for postal services.

Closing: 01 October 2026 at 12h00. Late bids returned unopened.

Two-envelope system required:

• Commercial Envelope: price quotation (SBD 3.1 with total bid price and detailed Excel breakdown) plus all SCM Administrative Requirements (section 13).
• Technical & Mandatory Envelope: all documents listed in sections 5 and 14.

Both sealed envelopes placed inside an outer sealed envelope clearly marked with bid reference CS01/02/26, description, closing date/time, and bidder name/address.

Packaging: Documents must be thermally/perfect bound. Submit 1 original, 1 copy, and a labelled flash drive.

Envelope must state the province (Northern Cape/Kimberley).

Queries close 29 September 2026 at 17h00.

Non-compulsory briefing: 17 September 2026, 10h00–11h30 via Microsoft Teams (link provided).

Disqualification risks: missing or unsigned returnable forms; late submission; generic confirmation letters; missing total bid price on SBD 3.1; arithmetic errors; unsigned proposals; pencil submissions.

Four-phase evaluation:

Phase 1 – SCM Administrative Compliance (section 13): CSD registration, valid tax clearance/TCS pin/CSD report, CIPC registration, signed resolution authorising signatory, completed SBD 1, SBD 3.1 (with total bid price and Excel breakdown), SBD 4, SBD 6.1. Joint ventures/consortiums: signed agreement, consolidated B-BBEE certificate, SBD forms for each party. Failure = immediate disqualification.

Phase 2 – Mandatory Requirements (section 14): Municipal zoning certificate (business/industrial; warehouses excluded), branding/signage allowance, tenant improvement allowance R1 500/sqm VAT inclusive, landlord-funded refurbishment, ground floor or functional lift, fibre readiness, valid OHS compliance certificate (Municipal BCO, Municipal Fire Dept, or Dept of Employment & Labour), two entry/exit points, individually controlled air-conditioning for 9 occupants, architect/regulatory letter confirming Grade A/B building, qualified architectural team confirmation, property insurance certificate, maintenance response within 48 hours, security gates at main entrance (unless not publicly accessible), window blinds per NDA corporate ID, ablution facilities for men/women/disabled on same floor (or signed commitment to construct disabled facilities at no cost), parking confirmation per Table 2.1. Each requirement must be confirmed in a signed letter addressing each item individually; generic letters disqualify.

Phase 3 – Technical/Functionality (minimum 80/100 to proceed):

Stage 1 Desktop (100 points): Company experience – 3 appointment letters in past 5 years (15 pts); Project plan – 2-month completion (55 pts: Gantt chart 20, sequence 10, dependencies 15, critical path 10) or 3-month completion (35 pts); Proposed floor layout ≥200 sqm (30 pts).

Stage 2 Site Inspection (100 points): Location within 2 km radius of public transport (15 pts: 15 for 1 km, 10 for 2 km); Security – 24/7 guard (10), cameras at entry points (10), parking (5), common areas (5), doorbell at NDA entrance (5), visitor recording (5) = 40 pts; Backup power during business hours (25 pts); Disability access – functional lift or ground floor with ramp/rail (20 pts). Minimum 80/100 required to proceed.

Phase 4 – Price & Specific Goals (80/20 PPPFA): Price 80 pts (lowest acceptable = 80, pro-rata for higher); Specific Goals 20 pts – Black ownership 10 pts, Northern Cape/Kimberley locality 4 pts (certified proof of address required), Black African women ownership 2 pts, Black African youth ownership 4 pts. Points verified via CSD report. Highest total points awarded; NDA reserves right not to appoint.

Office space: 200 sqm gross floor area minimum, centrally located in Kimberley within 2 km radius of public roads/transport.

Exclusion zones: Not near schools, colleges, student residences, night clubs, taverns, pubs/bottle stores (signed written confirmation required).

Accessibility: Ground floor with ramp/rail or existing functional lift (signed confirmation).

Parking: 6 covered bays + 1 disability bay + 2 visitor bays at no cost (signed confirmation with layout).

Partitioning: Must allow partitioning per NDA needs (signed confirmation).

Security: 24/7 physical guard, cameras at all entry points/parking/common areas, doorbell at NDA main entrance, visitor recording at security entrance (signed confirmation).

Power backup: During working hours supporting server, lights, plugs, lift; solar, diesel or other (signed confirmation).

Electrical certificate of compliance (to be submitted before occupation).

Water backup: JoJo tank or equivalent (landlord responsibility).

Zoning: Municipal certificate confirming business/industrial use (warehouses excluded).

Branding: Internal/external signage, parking bay labelling, tenant listing allowed.

Tenant improvement allowance: R1 500/sqm VAT inclusive, landlord-funded refurbishment covering flooring, ceilings, partitioning, ablutions, paint, electrical, plumbing, blinds, signage.

Fibre readiness required.

OHS compliance certificate from Municipal BCO, Municipal Fire Dept, or Dept of Employment & Labour.

Two entry/exit points.

Individually controlled air-conditioning for 9 occupants.

Architect/regulatory letter confirming Grade A or B building.

Qualified architectural team available for partitioning engagement.

Property insurance certificate.

Maintenance (including fire extinguishers) landlord responsibility, 48-hour response.

Security gates at main entrance unless not publicly accessible.

Window blinds on all windows, colour per NDA corporate ID.

Ablutions: Men, women, disabled on same floor; if disabled facilities absent, signed commitment to construct before occupation at no cost.

Parking confirmation per Table 2.1 (6 covered + 1 disability + 2 visitor).

All confirmations must be in signed letters addressing each requirement individually.

Company experience: Landlord must have experience in office space management. Must submit three appointment letters received in the past 5 years for provision of office accommodation. Letters must be on client letterhead, signed by client, with contact details. Each compliant letter scores 5 points (maximum 15). Non-compliant letters score zero. Qualified architectural team must be available to engage with NDA at partitioning stage (confirmation required).

Quality assurance through phased evaluation: Phase 1 administrative compliance, Phase 2 mandatory requirements verification, Phase 3 technical/functionality with desktop and physical site inspection, Phase 4 price and specific goals. Bid Evaluation Committee (BEC) evaluates proposals, conducts physical inspections of shortlisted properties to verify submitted information, and recommends to Bid Adjudication Committee (BAC) for final adjudication. Minimum qualifying scores: 80/100 in desktop evaluation to proceed to site inspection; 80/100 in site inspection to proceed to pricing phase. All requirements not identified during site inspection score zero. Project plan must include detailed Gantt chart with timelines, sequence, dependencies, critical path, and milestone dates. Floor layout must clearly show proposed office space ≥200 sqm. Architect/regulatory body must confirm Grade A/B building. Qualified architectural team must be available for partitioning engagement. Maintenance response within 48 hours. OHS compliance certificate from authorised body required.

Pricing schedule: SBD 3.1 (Firm Prices) must be fully completed with total bid price and submitted with detailed cost breakdown in Excel. All prices inclusive of VAT. Bidders must indicate if prices fixed and firm for contract duration; if not, proposed escalations must be indicated. No arithmetic errors; NDA will not rectify. Discrepancy between itemised breakdown and SBD 3.1 total resolved in favour of SBD 3.1. Failure to provide total bid price on SBD 3.1 = non-responsive bid. Prices typed in black ink or pen; pencil not accepted. Two-envelope system: Commercial Envelope contains SBD 3.1 with price and SCM administrative documents; Technical Envelope contains technical/mandatory documents. Tenant improvement allowance: R1 500/sqm VAT inclusive, landlord-funded. Payment terms: 30 days from invoice submission/approval to [email protected]. Bid validity: 150 days from closing. Specific goals points (80/20): Black ownership 10, Northern Cape locality 4 (certified proof of address), Black African women ownership 2, Black African youth ownership 4. Points verified via CSD report.

Pricing: Detailed cost breakdown for all applicable costs (initial setup, monthly, other) inclusive of VAT. Prices must be firm for contract duration or proposed escalations indicated. No arithmetic errors; NDA will not rectify. SBD 3.1 must show total bid price; discrepancy between itemised breakdown and SBD 3.1 total resolved in favour of SBD 3.1. Firm prices only (SBD 3.1 note).

Tenant improvement allowance: R1 500/sqm VAT inclusive, landlord-funded; no NDA financial contribution.

Payment terms: Invoices paid 30 days from submission and approval; send to [email protected].

Bid validity: 150 days from closing date.

No bonds, guarantees, or insurance amounts specified beyond property insurance certificate requirement.

CSD registration mandatory (National Treasury Circular/Instruction).

Tax compliance: Valid SARS Tax Clearance Certificate or TCS PIN or CSD report; each JV/consortium party must submit separately.

Company registration: CIPC or formal registration documents.

Signatory authority: Signed letter/resolution authorising signatory.

Returnable forms (all completed, signed, submitted): SBD 1 (Invitation to Bid), SBD 3.1 (Pricing Schedule – firm prices with Excel breakdown), SBD 4 (Declaration of Interest), SBD 6.1 (Preference Points Claim – specific goals must be claimed or zero points allocated).

Joint ventures/consortiums/trusts: Signed agreement, consolidated B-BBEE certificate (if unincorporated), SBD forms for each entity.

Municipal zoning certificate (business/industrial).

OHS compliance certificate (Municipal BCO, Municipal Fire Dept, or Dept of Employment & Labour).

Property insurance certificate.

Architect/regulatory letter confirming Grade A/B building.

Certified proof of address (municipal rates/stamped councillor letter) to claim locality points.

Signed confirmation letters for each mandatory requirement (section 14) – individual confirmations, not generic.

B-BBEE: 80/20 preference system; specific goals points for black ownership (10), Northern Cape locality (4), black African women ownership (2), black African youth ownership (4). Points verified via CSD report. JV/consortium must submit consolidated B-BBEE scorecard if unincorporated.

OHS compliance certificate required for proposed building, approved by one of: Municipal Building Control Officer (BCO), Municipal Fire Department under National Building Regulations and Building Standards Act, or Department of Employment & Labour. Building must have two entry/exit points. Security: 24/7 physical guard, cameras at all entry points, parking, and common areas, doorbell at NDA main entrance, visitor recording at security entrance. Fire extinguishers maintained by landlord with 48-hour response to logged calls. Ablution facilities for men, women, and people with disabilities on same floor; if disabled facilities absent, signed commitment to construct before occupation at no cost to NDA. Backup power during working hours to support server, lights, plugs, and lift. Electrical certificate of compliance required before occupation. Water backup (JoJo tank or equivalent) provided by landlord. Window blinds on all windows per NDA corporate ID. Security gates at main entrance unless not publicly accessible.

Contract period: 60 months from January 2027. Binding contract signed after scope and terms agreed; NDA legal drafts base contract. Tenant improvement allowance R1 500/sqm VAT inclusive funded by landlord covering flooring, ceilings, partitioning, ablutions, paint, electrical, plumbing, blinds, signage. Landlord responsible for building maintenance including fire extinguishers; 48-hour response to logged calls. Landlord provides water backup (JoJo tank) and electrical compliance certificate before occupation. NDA payment terms: 30 days from invoice submission/approval to [email protected]. Bid validity 150 days from closing. NDA reserves right to: accept part of tender; conduct site inspections/evaluations; correct mistakes; cancel/terminate process at any stage; award to multiple bidders by size/geography. Price negotiation possible if highest scorer not market-related; may negotiate with second/third highest. General Conditions of Contract (GCC) apply with standard definitions (closing time, contract, contract price, corrupt practice, countervailing duties, country of origin, day, delivery, force majeure, fraudulent practice, GCC, goods, imported content, local content, manufacture, order, project site, purchaser, Republic, SCC, services). Special conditions include tenant improvement, OHS, security, accessibility, branding, insurance, and maintenance obligations as detailed in mandatory requirements.

Evaluation occurs in four phases. Phase 1: SCM administrative compliance (CSD registration, tax clearance/TCS pin/CSD report, CIPC, signatory resolution, SBD 1, SBD 3.1 with total price and Excel breakdown, SBD 4, SBD 6.1; JV/consortium: signed agreement, consolidated B-BBEE, SBD forms per entity). Failure = disqualification. Phase 2: Mandatory requirements (zoning certificate, branding allowance, TI allowance R1 500/sqm VAT inclusive, landlord-funded refurbishment, ground floor/lift, fibre readiness, OHS certificate, two entry/exit points, air-conditioning for 9, Grade A/B architect letter, architectural team confirmation, property insurance, 48-hour maintenance response, security gates, NDA blinds, ablutions including disabled, parking confirmation). Each confirmed via individual signed letters; generic letters disqualify. Phase 3: Technical/functionality (minimum 80/100 each stage). Stage 1 Desktop (100 pts): Company experience – 3 appointment letters past 5 years (15); Project plan – 2-month (55: Gantt 20, sequence 10, dependencies 15, critical path 10) or 3-month (35); Floor layout ≥200 sqm (30). Stage 2 Site Inspection (100 pts): Location 2 km radius (15: 15 for 1 km, 10 for 2 km); Security – guard 10, entry cameras 10, parking cameras 5, common area cameras 5, doorbell 5, visitor recording 5 = 40; Backup power 25; Disability access 20. Minimum 80/100 to proceed. Phase 4: Price & Specific Goals (80/20 PPPFA). Price 80 pts (lowest acceptable = 80, pro-rata). Specific Goals 20 pts: Black ownership 10, Northern Cape locality 4 (certified proof of address), Black African women ownership 2, Black African youth ownership 4. Verified via CSD. Highest total points wins; NDA may not appoint.