Lease of 94m² office space with 7 parking bays in warden cbd, phumelela local municipality

Bidding Procedure Enquiries: Mr. M. Kolobe, Phone: 051 492 3886 / 1750, Email: [email protected]. Technical Enquiries: Mr. Marius Sauls, Phone: 051 410 7543, Email: [email protected]. Submission Address: Ground Floor (Main Entrance Foyer), OR Tambo House (Old Lebohang Building), Cnr. St Andrews Street and Markgraaff Street, Bloemfontein, 9301. Fraud/Phishing Reporting: South African Police Service (08600 10111) or National Anti-Corruption Hotline (0800 701 701, [email protected]).

Submit bids by 06 July 2026 at 11:00 to the bid box at Ground Floor (Main Entrance Foyer), OR Tambo House (Old Lebohang Building), Cnr. St Andrews Street and Markgraaff Street, Bloemfontein, 9301. Late, emailed, faxed, telephonic, or telegraphic bids will not be accepted. Bids must be: originally signed (no digital signatures or photocopies of signed documents), completed in black pen (no digital completion), properly indexed, and neatly bound. All returnable documents must be fully completed, signed, and submitted. Required returnable documents: Annexure A (Record of Addenda), Annexure B (Proposed Amendments and Qualifications), Annual Financial Statements Declaration, Resolution of Board of Directors, Resolution for Consortia/Joint Ventures (if applicable), Special Resolution for Consortia/Joint Ventures (if applicable), SBD 1 (Invitation to Bid), SBD 4 (Bidder’s Disclosure), SBD 6.1 (Preference Points Claim Form), and Bid Offer. Mandatory attendance at the MS Teams Clarification Meeting on 22 June 2026 at 11:30 AM (Meeting ID: 358 262 457 150 833, Passcode: KL33jq3E). Bid documents can be collected from the e-tender portal (www.etenders.gov.za) or in person at SCM Offices, Room 101B, First Floor, OR Tambo House, Bloemfontein (non-refundable R342.00 cash deposit required for physical collection, payable at Room 102). Disqualification risks: incomplete submissions, fraudulent or inaccurate information, tax non-compliance, alterations to tender documents, failure to attend the clarification meeting, or submission of digitally completed documents.

Evaluation uses a 3-stage process: Stage 1 (Mandatory Compliance): Pass/fail based on submission of valid CSD registration (not older than 3 months), tax compliance (SARS PIN or CSD MAAA number), certified CIPC registration documents, COIDA Letter of Good Standing, SBD 1 and SBD 4 (duly completed and signed), annual financial statements declaration with supporting income statement and balance sheet, zoning certificate for office use, SAPOA Grade C certificate (valid, <12 months old), and recorded attendance at the mandatory MS Teams Clarification Meeting. Stage 2 (Functionality): Minimum 79/105 points required to advance. Criteria: Space Requirements (0-35 points, based on inclusion of Needs Analysis items in layout plans), Parking Requirements (0-30 points, based on number and accessibility of parking bays), Maintenance Plan (0-35 points, based on execution of planned maintenance and deferral rates), Accessibility (0-5 points, based on compliance with disability requirements). Stage 3 (Price and Preference): 80/20 system. Price: 80 points (lowest acceptable price scores 80, calculated as Ps = 80(1 - (Pt - Pmin)/Pmin)). Preference: 20 points for specific goals: Free State-Based Companies (8 points), 100% Black Ownership (6 points), 51%-100% Black Women Ownership (4 points), 51%-100% Disability Ownership (2 points). Proof of claims (e.g., CIPC documents, CSD reports, medical certificates) required. Failure to submit proof will result in zero points for preference claims.

Lease of 94m² office accommodation with 7 parking bays onsite (including 1 disabled bay) or in close proximity to the building, located within Warden CBD, Phumelela Local Municipality, Free State. Requirements: Minimum SAPOA Grade C building at submission (upgrade to Grade B required before occupation). Property must be zoned for office use per Phumelela Local Municipality land use scheme. Must provide: SAPOA area certificate (proof of 94m²), preliminary sample layout plan (indicating internal floor areas, building envelope, and isolation of Department’s space if shared), and proof of zoning compliance. Parking must be secured, easily accessible, and include 1 disabled bay. Accessibility for people with disabilities must be included in the layout. Municipal services clearance certificate (or proof of no arrears >90 days) required. Energy Performance Certificate (SANS 10400-XA) required for buildings >1000m² upon occupation. Department will occupy the space only after property transfer into the bidder’s name.

Bidder’s methodology will be evaluated in Stage 2 (Functionality) for approach and robustness. Scoring rubric: Poor (1-5 points): Misunderstands scope, unlikely to satisfy objectives. Average (2-10 points): Partial misunderstanding, misses critical aspects. Good (3-15 points): Generic, not tailored to project. Very Good (4-20 points): Tailored, flexible, addresses critical characteristics. Excellent (5-25 points): Innovative, efficient, state-of-the-art, improves outcomes. Methodology must align with space planning, maintenance, and accessibility requirements.

Bidders must demonstrate capacity via: Valid CIPC registration, CSD registration, and tax compliance. Financial capability proven through audited AFS, bank statements, or funding institution confirmation. Property must meet SAPOA Grade C (upgrade to B required) and zoning requirements. Layout plans must be provided by a SACAP-registered architect. Maintenance plans for the building (past 3 years or future 3 years for new buildings) must be submitted. Proof of funding for upgrades (if applicable) required. All documents must be certified where necessary.

Submit audited Annual Financial Statements (AFS) for the preceding financial year (e.g., ended 28 February 2026) with income statement and balance sheet. Provide proof of financial capability via: Bank statement OR confirmation letter from a registered funding institution. For consortia/joint ventures, each party must submit separate financial documents. Bid validity period: 120 calendar days. Pricing evaluated under the 80/20 Preference Point System (80 points for price, 20 for preference goals). Price scoring formula: Ps = 80(1 - (Pt - Pmin)/Pmin), where Ps = points for price, Pt = tender price, Pmin = lowest acceptable price. Fee Structure must be completed in full to avoid disqualification.

Mandatory: Valid CSD registration (not older than 3 months) for all parties (including consortia/joint ventures). CSD registration required within 15 days of award for joint ventures/partnerships. Valid tax compliance (SARS PIN or CSD MAAA number). Certified CIPC registration documents. COIDA Letter of Good Standing from Department of Employment and Labour. SBD 1 and SBD 4 (duly completed and signed). Annual Financial Statements Declaration with supporting income statement and balance sheet. Zoning certificate for office use. SAPOA Grade C certificate (valid, <12 months old). Attendance at mandatory MS Teams Clarification Meeting (recorded in register). All documents must be originally signed (no digital signatures) and completed in black pen. Non-mandatory (for evaluation): SAPOA Grade B certificate (required before occupation). Area certificate from SACAP-registered architect (due within 6 months post-appointment). Energy Performance Certificate (SANS 10400-XA) for buildings >1000m² (due upon occupation). Municipal services clearance certificate or proof of no arrears. SBD 6.1 (Preference Points Claim Form). Annexure A (Record of Addenda) and Annexure B (Proposed Amendments and Qualifications).

Contract terms include: Joint and several liability for consortia/joint ventures. 30-day written notice required for termination of consortium/joint venture agreements (liability remains post-termination). No ceding of rights or assignment of obligations without prior written consent from all parties and the Department. Domicilium citandi et executandi must be provided for all parties. Contract duration aligned with lease terms, with Department occupation contingent on property transfer and SAPOA Grade B certification. Bid validity period: 120 calendar days from closing date.

Evaluation uses a 3-stage process: Stage 1 (Mandatory Compliance): Pass/fail based on submission of valid CSD registration, tax compliance, CIPC documents, COIDA Letter of Good Standing, SBD 1/4, financial statements, zoning certificate, SAPOA Grade C certificate, and clarification meeting attendance. Stage 2 (Functionality): Minimum 79/105 points required. Criteria: Space Requirements (0-35 points), Parking Requirements (0-30 points), Maintenance Plan (0-35 points), Accessibility (0-5 points). Stage 3 (Price and Preference): 80/20 system. Price: 80 points (lowest price scores 80). Preference: 20 points for specific goals (Free State-Based: 8, 100% Black Ownership: 6, 51%-100% Black Women Ownership: 4, 51%-100% Disability Ownership: 2). Proof of claims (e.g., CIPC, CSD, medical certificates) required.