Who should be contacted for queries about this tender?

{"name":"Mrs. H. Vakele","email":"Linda.Tini@eclb.co.za","phone":"043 700 0900","department":null,"address":null}

PROVISION OF OFFICE ACCOMMODATION SPACE FOR EASTERN CAPE LIQUOR BOARD HEAD OFFICE IN KUGOMPO CITY.

Provision of office accommodation space for eastern cape liquor board head office in kugompo city.

{"closingDate":"10/07/2026","closingTime":"12h00","briefingSession":"{\"date\":\"19 June 2026\",\"time\":\"11h00 am\",\"venue\":\"e: 24 June SCM Enquires\",\"is_compulsory\":false}"}

{"name":"Mrs. H. Vakele","email":"[email protected]","phone":"043 700 0900","department":null,"address":null}

Bid documents are available at R 100.00 non- refundable fee.

Name: Eastern Cape Liquor Board

Branch: KuGompo City

Bank Name: Absa

Account Type: Cheque Account No 4112667302

Branch no: 630097

as reference kindly use the Bid Number and Company name (006/2026-27/Name of Company) please provide the deposit slip as proof of payment on request for the bid documents.

Unable to extract eligibility criteria

Provision of office accommodation: head office in kugompo city

The Eastern Cape Liquor Board (ECLB) invites suitably qualified service providers to submit

proposals for provision of office accommodation for its Head Office in KuGompo City (formally known

as East London), preferably within a radius of two kilometers from public transport facilities. The

preferred location for office accommodation is Vincent or Beacon Bay. Bidders are further requested

to submit proposals for various lease duration options as detailed under Compulsory Terms and

Conditions, clause 4.8, to support operational flexibility, value for money and long-term

accommodation planning.

Eastern Cape Liquor Board is a statutory entity established in terms of Eastern Cape Liquor

Act .

The ECLB has its head office in KuGompo City and satellite offices in Mthatha, Gqeberha,

Nxuba, Komani and Maluti.

The current lease for head office space will be expiring on 30 November 2026.

3. Office accommodation requirements

No Bid Reference No Building Requirement Square Meters Closing date and

time

1 ECLB/ ECLB Office accommodation A minimum usable Closing date:

in KuGompo City preferably area of 1357,20 square 10 July 2026

within a radius of two meters and 45 parking

kilometers from public bays.

transport facilities, and

preferable in Vincent or

Beacon Bay.

2 Compulsory A virtual compulsory briefing session will be held on the 24 July 2026 at 11h00

midday on Ms Teams. The Link must be requested before 10h00 am. No one will be Briefing

accepted in the meeting after 11h15 am

Provision of office accommodation space for eastern cape liquor board head

Office in kugompo city

3.1. Specific Office Space Requirements:

Category Quantity Unit area Electricity and

desired (m2) network points

Office of the CEO

Chief Executive Officer – enclosed office 1 28,00 B

Chief Executive Private Boardroom 1 20,00 C

PA to CEO – enclosed office 1 12,00 A

Board Secretary – enclosed office 1 15,00 A

Strategic Planning Manager – enclosed 1 20,00 B

office

Legal Services Manager – enclosed office 1 20,00 B

Interns – open plan 3 19,8 A

Storage area 1 17,00 C

Total 151,80

Compliance and Enforcement Division Quantity Unit area Electricity and

desired (m2) network points

Senior Manager’s office - enclosed office 1 22,00 B

PA to Senior Manager - enclosed office 1 12,00 A

Quality Assurance Manager - enclosed office 1 20,00 B

Senior Inspector - enclosed office 1 20,00 B

Inspectors - partially enclosed open plan 4 39,6 A

GIS Technician - partially enclosed open 1 9,9 A

plan

Admin staff/interns - open plan 4 32 A

Storage area 1 17 A

Total 172,50

Licensing Division Quantity Electricity and

network points

Senior Manager - enclosed office 1 22,00 B

PA to Senior Manager - enclosed office 1 12,00 A

Process Controller - enclosed office 1 20,00 B

Admin staff/interns - open plan 13 85,80 A

Public consultation offices 2 20 A

Record room/storage area - Licensing files 2 90,00 A

archive

Total 249,80

Social Accountability Quantity Unit area Electricity and

desired (m2) network points

Senior Manager Social Acc - enclosed office 1 22,00 A

Provision of office accommodation space for eastern cape liquor board head

Office in kugompo city

Category Quantity Unit area Electricity and

desired (m2) network points

PA: Senior Manager Soc Acc - enclosed 1 A

office 12,00

Social Accountability Manager - enclosed 1 20,00 B

office

Senior Communication Officers - partially 3 29,7 A

enclosed open plan

Admin staff/interns - open plan 10 66 A

Storage area 1 30 A

Total 179,70

Corporate Services division Quantity Unit area Electricity and

desired (m2) network points

Senior Manager - enclosed office 1 22,00 B

PA to Senior Manager - enclosed office 1 12,00 A

Human Resources Manager - enclosed 1 20,00 B

office

Human Resources Practitioner - partially 1 9,90 A

enclosed open plan

Human Resources Administrator - partially 1 6,6 A

enclosed open plan

Senior SCM Officer - partially enclosed open 1 9,9 A

plan

SCM officer - partially enclosed open plan 1 6,6 A

Fleet Controller - partially enclosed open 1 6,6 A

plan

Interns - open plan 3 19,8 A

Storage area 1- SCM 1 17 A

Storage area 2 - HR 1 17 A

Total 147,40

Finance Division Quantity Unit area Electricity and

desired (m2) network points

Senior Manager - enclosed office 1 22,00 B

PA to Senior Manager - enclosed office 1 12,00 A

Financial Manager - enclosed office 1 20,00 B

Accounting Administrator - partially enclosed 1 9,9 A

open plan

Revenue Administrator - partially enclosed 1 9,9 A

open plan

Interns - open plan 3 19,80 A

Storage area 1 17 A

Provision of office accommodation space for eastern cape liquor board head

Office in kugompo city

Category Quantity Unit area Electricity and

desired (m2) network points

Total 110,60

Information Communication Technology Quantity Unit area Electricity and

desired (m2) network points

ICT Manager - enclosed office 1 20,00 B

ICT Technical staff - partially enclosed open 2 19,2 B

plan

Interns - open pIan 2 13,2 A

Secure ICT Server room 1 12,00 B

Storage area 1 17,00 A

Total 81,40

Meeting spaces

Main Board room 1 50,00 D

Additional Board rooms 2 40,00 D

Meeting room (IA/AG/breakaway space) 1 25,00 C

Total 115,00

General Areas (149 Quantity Unit area Electricity and

desired (m2) network points

Reception Area (including public/ customer 1 53,00 B

seating area)

Kitchen area x2 (two separate kitchens, 15 2 30,00 C

m2 each) with storage space

Staff area 1 18,00 C

Ablution facilities (6 separate toilets, 8 m2 6 48,00

each)

2 out of 6 should cater for people with

disabilities (males and females ensure

adherence to OHS Act requirements and

with fittings supplied by the Bidder). If shared

by multiple companies, Bidder is to provide

cleaning services.

Total 149,00

MINIMUM USABLE SPACE (exclusive of stairways and 1357,20

corridors)

Secured, paved and ECLB demarcated 45

parking bays 45 in total, divided into

20 covered and 25 uncovered including 4 for

people living with disabilities.

A - 1 red plug, 2 white plugs, 2 network points; B - 2 red plugs, 4 white plugs, 3 network points; C - 2 red plugs, 4

white plugs; D - 5 red plugs, 8 white plugs; E - 1 red plug, 3 white plugs

Provision of office accommodation space for eastern cape liquor board head

Office in kugompo city

3.2. Any bidder who provides less than the minimum usable space stated above will not be

considered.

3.3. The detailed space requirements and square meter allocations are provided as guidance on

minimum operational accommodation needs.

3.4. The final internal layout shall not necessarily be arranged according to divisions structures. The

Bidder must propose an efficient, flexible and functional office design incorporating a

combination of enclosed offices, open-plan workspaces and semi-enclosed collaborative areas.

Open-plan office areas may include enclosed or semi-enclosed pods/offices for small teams,

confidential work, focused workstations or operational requirements.

3.5. The bidders must take into consideration the utilisation of existing ECLB furniture and office

equipment when preparing their accommodation layout proposals. Visits must be arranged with

the ECLB for the on-site measuring of existing furniture.

4. Compulsory bidding terms and conditions

4.1. The premises should be in a safe and secure environment that is easily accessible to the public

transport system to ensure ease of access for our clients.

4.2. Compulsory briefing will be held on the 24 June 2026 at 11h00am on a Virtual Meeting on MS

Teams and no one will be connected after 11h15 am.

4.3. The link must be requested before 10h00 am from [email protected], or

[email protected].

4.4. Closing date: 10 July 2026 at 12h00 midday.

4.5. The offices must be ready for occupation by 15 November 2026.

4.6. The date for the site inspection / viewing of offices will be communicated with qualifying bidders.

4.7. The ECLB requires bidders to submit pricing proposals for multiple lease duration options in

order to allow the entity to evaluate the most advantageous solution based on operational

requirements, affordability, value for money, flexibility and long-term sustainability.

4.8. Bidders are therefore required to provide separate pricing proposals for each of the following

lease term options:

4.8.1. Option 1: Three (3) year lease period with an option to extend for an additional two

(2) years.

4.8.2. Option 2: Five (5) year lease period with an option to extend for an additional two (2)

years.

4.9. The ECLB reserves the right to appoint a bidder based on any one of the above lease options,

subject to affordability, operational sustainability, and budget availability.

4.10. Submission of pricing for all lease term options is compulsory. Failure to submit pricing for all

options may render the bid non-responsive.

Provision of office accommodation space for eastern cape liquor board head

Office in kugompo city

4.11. The final lease term shall be determined by the ECLB upon conclusion of the evaluation and

adjudication process and shall be formalised in the Service Level Agreement.

4.12. Bidders must provide separate detailed pricing schedules for each of the above options

showing the total bid price including all costs and VAT (no hidden costs/ unknown costs will be

accepted). Maximum escalation rate must not exceed 6.5% per annum.

4.13. The pricing schedule should further clearly indicate yearly and monthly rental rate inclusive of

all costs, value added tax and escalation. The ECLB shall be responsible for electricity and

water costs.

4.14. The ECLB reserves the right to extend the lease agreement for a period not exceeding two

years, subject to operational requirements satisfactory performance, budget availability and

mutual agreement between the parties.

4.15. The ECLB reserves the right, subject to reasonable notice and consultation, to reduce or

reconfigure portions of the leased space should operational requirements change during the

contract period. The mechanism and notice period for such reduction shall be agreed upon in

the lease agreement.

4.16. The lease agreement shall be subject to continued budget availability and affordability. In the

event of material budget constraints affecting the ECLB, the parties may, through mutual

consultation and agreement, review the scope of the leased space, occupation arrangements

and associated rental costs.

4.17. Construction and appearance of the building

4.17.1. The design, construction and appearance of the building, including internal and

external finishes shall be of a standard acceptable to the ECLB.

4.17.2. The installation shall be as per ECLB space requirements (i.e. combination of

enclosed offices and flexible open plan workspaces, including partially enclosed areas

for small teams, confidential work and operational requirements) of the floor area to

be partitioned in demountable partitioning complete with glazed panels. Aluminium

glass partition walls shall be used to divide the total floor area of the building into office

and other areas required. The walls shall have a noise reduction factor of not less

than 45 dB within a range of 100 to 1000 hertz.

4.17.3. Appropriate acoustic treatment and noise reduction measures must be implemented

within open-plan office environments to minimise operational noise disruptions.

4.17.4. The office accommodation must provide for adequate access for persons living with

disabilities etc. including but not limited to wheelchair friendly ablution facilities with

requisite bar, for office environment as well as public interface area, provision of a

safe and secure wheelchair ramp and railings, and lifts should the building have

multiple floors.

Provision of office accommodation space for eastern cape liquor board head

Office in kugompo city

4.17.5. The leased area shall be for the sole use of the ECLB and shall not form part of any

shared access and/or routes leading to areas that do not form part of the lease.

4.17.6. Separate ablution facilities must be provided for staff and visitors/public clients. Visitor

ablutions must be easily accessible from reception and public interface areas without

requiring access to secure staff office zones.

4.17.7. Adequate lifts must be available for staff to access the office work area from ground

floor of any building that has more than two (2) floors. Lifts must be suitable for and

accommodating people living with disabilities. Proof of lift maintenance contract must

be provided at site handover. Maintenance contract must be in place for the duration

of the contract.

4.17.8. The boardrooms should preferably include movable acoustic partitioning systems to

allow the space to be subdivided or expanded depending on operational

requirements.

4.17.9. Public consultation rooms must include suitable physical separation measures

between clients and staff members for safety and security purposes. Such measures

may include glazed partition screens, service counters, panic buttons or similar

protective installations while maintaining accessibility and professional interaction.

4.17.10. The accommodation must allow for the corporate image of the entity to be enhanced

and clearly visible from the street front.

4.17.11. Blinds must be fitted in all outside windows except for the toilets; made to measure

and the colour as well as material to be chosen by the ECLB. Frosted vinyl

(minimum, to door height) on internal glass panels and glass doors.

4.17.12. All offices shall be provided with lockable glass and aluminium doors, and each fitted

with a good quality lock with three keys fitting one lock only and which shall be

handed over to the ECLB Representative at time of handing over of the building.

4.17.13. Provision is to be made for at least (2) separate kitchenettes, in which “hot and cold”

water is available. Sink to be housed in an appropriate floor mounted cabinet

complete with matching wall mounted cabinet’s above.

4.17.14. A centralized electric geyser system will not be permitted. Hot water shall instead be

supplied through energy-efficient instant hot water systems, hydroboil systems or

equivalent technology.

4.17.15. Cabinet – tops to be fitted with no less than a granite post formed top. Provision is

to be made to house a microwave, floor standing fridge and a kettle.

4.17.16. Floor covering must be of an acceptable quality and material. Foyers, passages,

kitchens bathrooms to be tiled either in a ceramic or non-slip porcelain tiles. Office

to be carpeted with carpet tiles. No unfinished cement screen shall be permitted.

4.18. Mandatory documents

Provision of office accommodation space for eastern cape liquor board head

Office in kugompo city

4.18.1. Bidder must provide proof of ownership for the premises or a mandate to

confirm that you are able to lease the premises on behalf of the registered owner.

Copy of the deed document or signed mandate agreement or company resolution

must be provided.

4.18.2. The following documents must accompany the tender documentation.

FAILURE TO SUBMIT WILL INVALIDATE THE BID: a certified copy of the original

building plan approved for the subject property when first developed, however

should the building be older than 30 years a stamped letter from local municipality

will be accepted, current zoning of the property, certification on nonhazardous

building material, building grade certificate, copy of municipal/ ESKOM account for

the premises.

4.18.3. All required building compliance certificates will be issued to the lessee 20

(twenty) days before hand-over of the building if not supplied with the bid. Non-

compliance will lead to cancellation of the award. Certification must include the

following: Fire, Electrical, Roof, Institute of Plumbing SA, Certificate of Compliance

in terms of Occupational Health and Safety Act, Occupation Certificate, Borer

Beetle Clearance Certificate where applicable, as well as Air Quality Certificate,

Water Quality Test Certificate. Should it be an existing building with a lift- a Lift

report is required signed off by a professional lift service provider.

4.18.4. The bidder must provide with the bid an approved existing floor plan and a

floor plan (not to scale) sketch indicating the proposed office layout as per the

detailed workspace requirements - indicating all areas, emergency exits, plus

ablution facilities for clients and people living with disabilities as well as position of

existing or new lifts if required.

4.19. ICT Server room

4.19.1. The Bidder will be required to provide a 12m2 server room to be constructed out of

brick and mortar (230mm thick). The server room is to be fitted with two compartment

(UPVC) power skirting and CAT6 data cabling in terms of the SITA minimum

requirements for server rooms for Government/ State Owned institutions. The server

room is to be secured by means of a biometric as primary access control system and

keypad access control system as backup.

4.19.2. The server room must be properly ventilated and equipped with a minimum of 2 x 12

000 BTU independent air-conditioning units to cater for the computer equipment. The

server room be equipped with an earth bar in accordance with South African National

Standards. One unit to serve as a backup unit.

Provision of office accommodation space for eastern cape liquor board head

Office in kugompo city

4.19.3. The server room must have raised flooring to prevent damage to equipment in the

event of flooding and 1.2m wide fireproof door with a one and half hour fire rating, as

well as be equipped with access control, automated fire extinguisher and smoke

detector.

4.19.4. The server room must include appropriate acoustic insulation or soundproofing

measures to minimise operational noise impact on adjacent office areas.

4.20. Cabling, network and telephone points

4.20.1. The Bidder will be required to provide power skirting and ICT (CAT6) cabling in

accordance with the latest technical specifications (KRONE Standards) as follows: -

4.20.2. workstations, pause rooms – two (2) data points each,

4.20.3. boardrooms – five (5) data points in each.

4.20.4. seven (7) points for open plan printing stations.

4.20.5. Telephone jack and fly leads to be provided as per approved layouts, WI-FI router

data points to be provided to ensure coverage for the entire premises.

4.20.6. The building must have reliable cellular signal reception, fibre connectivity capability

and adequate WIFI coverage to support business operations and modern workplace

requirements. The Bidder must permit the installation of additional signal

enhancement solutions where required.

4.20.7. The Bidder will be required to connect and patch cables, including fibre connectivity,

into the cabinets, supplied and installed by the Bidder with 32 AMP connectors feeding

to the UPS. UPS to be resistant to surges during load shedding.

4.20.8. Fly leads to be provided as per approved layouts. The Bidder will be required to

connect and patch cables, including fibre connectivity, into the cabinets (supplied and

installed by the Bidder with 32 AMP connectors feeding to the UPS). UPS to be

resistant to surges during load shedding.

4.20.9. The Bidder shall provide and install two (2) lockable 42U cabinets/racks within the

server room, complete with cable management systems, power distribution units,

patch panels and adequate ventilation. The ICT infrastructure must support both

enclosed offices and flexible open plan space arrangements, including future

workstation reconfiguration and expansion.

4.20.10. Bidder is required to provide trunking for electrical, network and telephone cabling

in each of the offices/ workstations should be fitted by the Bidder in all areas

indicated as per table below:

A - 1 red plug, 2 white plugs, 2 CAT6 data/network points
B - 2 red plugs, 4 white plugs, 3 CAT6 data/network points
C - 2 red plugs, 4 white plugs
D - 5 red plugs, 8 white plugs

Provision of office accommodation space for eastern cape liquor board head

Office in kugompo city

E - 1 red plug, 3 white plugs

4.20.11. The above requirements apply per workstation/ office unless otherwise specified.

4.20.12. In open plan areas, electrical and data reticulation must be designed to support

flexible workstation configuration and future reconfiguration with minimal disruption.

4.20.13. All essential red power plugs shall be connected to UPS and /or generator backed

supply.

4.20.14. All network and electrical installations must be clearly labelled and documented and

provided at handover.

4.21. Ventilation and Air conditioning

4.21.1. The proposed offices must have sufficient ventilation and comply with health and

safety standards.

4.21.2. All offices, meeting rooms and occupied working areas must have access to natural

light and fresh air either through external windows, operable windows, or compliant

fresh-air mechanical ventilation systems.

4.21.3. No permanently occupied office space shall be entirely enclosed without access to

natural or mechanically circulated fresh air.

4.21.4. All habitable areas to be supplied with mechanical installations to supply fresh air.

4.21.5. All offices including open plan, reception area and filing rooms must be air-

conditioned.

4.21.6. The building must be fitted with a suitable and effective air-conditioning system,

catering for the respective work areas (floors) as zones which operate

independently.

4.21.7. The bidder must indicate the type of air-conditioning system to be fitted or is already

fitted in the building which complies with SABS standards.

4.21.8. The Bidder shall be responsible for the maintenance and repairs in respect of the

air-conditioning system during the period of lease.

4.21.9. The Bidder will conclude a contract with an independent air-conditioning contractor in

terms of which:

4.21.9.1. Complaints in respect of the reported air-conditioning problems need to be

logged and responded to within a period of (2-4) hours of being reported.

4.21.9.2. Complaints reported in respect of air-conditioning problems need to be resolved

with (24) hours after the initial report.

4.21.10. Proof of an air-conditioning maintenance contract and air quality certificate must be

provided at the time of site handover. The maintenance contract must be in place

for the duration of the contract.

4.22. Water supply

Provision of office accommodation space for eastern cape liquor board head

Office in kugompo city

4.22.1. The municipal water supply where applicable shall be metered separately for the

Eclb.

4.22.2. Water supply and drainage for the buildings must comply with South African National

Standards (SANS) for Water and Drainage for Buildings.

4.22.3. The bidder is to ensure that there is continuous water supply to the offices. An

emergency in-line water supply must be provided.

4.23. Electrical supply

4.23.1. The power supply where applicable shall be metered separately (prepaid will

be preferable) and installation is to comply with all relevant regulations and by-laws.

4.23.2. The Bidder shall provide secured space for the ECLB owned generator

(DELLENT: DE-W137, 360\220V) and connection to the main power supply such

that the generator connects automatically once load shedding or any other power

constraints occurs.

4.24. Electricity and water consumption for the leased premises shall be separately metered.

Monthly consumption statements and copies of municipal or sub-meter readings must be

provided to the ECLB together with monthly invoices for payment. Estimated or apportioned

utility billing will not be accepted unless approved in writing by the ECLB.

4.25. Lighting

4.25.1. Each separate division/area of the building shall be provided with its own centrally

located master light switch.

4.25.2. All office light fittings to be controlled by dual technology PIR motion sensors and

should be LED energy saving bulbs.

4.25.3. All lighting installations shall provide adequate illumination levels for office use,

measured at the working plane in accordance with applicable SANS standards.

4.25.4. All lamps and light fittings must comply with the latest energy saving

regulations.

4.26. Security requirements

4.26.1. The bid proposal should clearly outline and include provision of security for the

building and parking bays. The proposed building should have appropriate security

features such as perimeter fencing, physical security guard during both daytime and

nighttime, access-controlled entrance and exit to the premises, CCTV coverage of

the building exterior and parking bays. Provide full details of such security features.

4.26.2. The Bidder shall ensure that appropriate physical security controls are implemented

within the building. This shall include, but not be limited to, a switch operated stand-

alone electric lock-controlled access between the reception and office areas.

Provision of office accommodation space for eastern cape liquor board head

Office in kugompo city

4.26.3. ECLB must be given rights to improve security within the building where it is not

provided. The Bidder shall permit the ECLB to install, operate and maintain its own

alarm, intrusion detection and related security systems within the leased premises,

subject to reasonable coordination and compliance with building requirements.

4.27. The premises must provide one records storage room that complies with applicable records

management, safety and security standards.

4.28. The Bidder must ensure proper and adequate maintenance of the exterior of leased premises

together with common areas for the duration of the agreement.

4.29. Full-building maintenance services to be provided by the Bidder, i.e. painting, repairs to the

building, plugs, locks, bulbs, doors, air conditioners etc. and gardening services where

gardening is available.

4.30. Fire protection equipment to be installed to comply with South African National Standards

(SANS), which will be maintained and serviced regularly by the Bidder. Full Fire maintenance

plan must be provided.

4.31. No warehouse or Industrial type buildings shall be accepted. Previous warehouse typology

buildings reconfigured to office will not be accepted.

4.32. Floor to ceiling heights-a clear floor to ceiling height of as close possible to 2.7m throughout

shall be maintained in all general areas of building. Where a certain function inside a building

necessitates a higher floor to ceiling height, the specific areas will be identified, and height

specified as part of the accommodation particulars. Conduits, water pipes, air ducts and other

services shall not be visible underneath the ceiling in offices and public areas.

4.33. All walls and ceilings, whether painted or finished otherwise, shall be of a neutral colour to be

approved by the ECLB. Walls of kitchens, stairs, entrance halls and toilets shall be washable

and hardwearing and acceptable to the ECLB.

4.34. The successful bid must make provision for the re-use of the existing furniture of the ECLB.

Provision must be made for the on-site measuring of existing furniture and placement on the

proposed layout.

4.35. The Bidder shall appoint a dedicated contract manager or liaison person responsible for all

operational, maintenance, billing and lease-related matters for the duration of the lease

agreement.

5. Other terms and conditions of the bid

5.1. Eastern Cape Liquor Board reserves the right not to make any appointment from the submitted

bids.

5.2. ECLB does not bind itself to accept the bid with highest score.

5.3. ECLB reserves the right to cancel this bid and pursue an alternative course of action at any time

without incurring any liability towards any bidder.

Provision of office accommodation space for eastern cape liquor board head

Office in kugompo city

5.4. Bidders are advised that submission of bids give rise to no contractual obligations on the part of

the ECLB.

5.5. In addition to adherence to the specific terms and conditions of proposal provided in this

document, the bidder shall be bound by the provisions of the General Conditions of Contract

attached hereto.

5.6. Three additional copies of the formal proposal must be submitted.

5.7. All bid submissions shall become the property of the ECLB and shall not be returned.

5.8. All bidders must be registered in the National Treasury Central Supplier Database.

5.9. Tax compliance PIN CODE is required from the SARS and should be provided by the bidders.

5.10. The successful bidder will be subject to security clearance process as prescribed by National

Treasury. This process includes verification of supplier and its shareholders/ directors/

member’s status on the list of defaulters and restricted suppliers.

5.11. No services shall be rendered, or goods delivered before an official ECLB Purchase Order

form has been received.

5.12. The successful bidder will sign a Service level Agreement.

5.13. Disclaimer: Should the Service Provider not deliver according to the contract specifications

and/or Service Level Agreement (SLA) at any time during the contract period, the ECLB has

the right to cancel the contract.

5.14. It must be specifically noted that any legal costs emanating from any dispute from the

agreement between ECLB and the Service Provider are not to be included in rental costs.

5.15. The bidder must declare that there is no pending litigation against the proposed leased

property.

5.16. Tenders received after the specified time and date will not be considered and accepted.

5.17. All bids must be valid for 90 days to give enough time for evaluation process.

5.18. A consortium or joint venture (JV) and companies must submit the following documentation:

CIPC registration documents for each participating entity;

Shareholder and/or Trustee information for each member;

Certified copies of identity documents of all relevant company owners, directors, members,

shareholders, or trustees;

A formal Joint Venture Agreement;

Failure to submit the required documentation may result in the bid being deemed non-responsive

or the bidder not receiving points applicable to specific goals.

Provision of office accommodation space for eastern cape liquor board head

Office in kugompo city

N.B: Completion of the returnable forms below is mandatory and failure to do so will render

the bid offer invalid. These forms must be completed in full on the original and must be

signed.

I. SBD 1: Invitation to bid

II. SBD3.1: Pricing Schedule

III. SBD 4: Declaration of Interest

IV. SBD 6.1: Preference Points Claim form (6.1 only)

5.19. The ECLB may request written clarification or further information regarding any aspect of the

proposal submitted. Service providers must supply requested information in writing within the

stipulated timeframe after the request has been made, or their bid may be disqualified.

5.20. Service providers shall not qualify their bid with their own conditions. If a service provider does

not specifically withdraw its own conditions of the bid when called upon to do so, the bid

response will be declared invalid.

5.21. Payments of the monthly rental shall be paid on the 07th day of the month upon submission of

the invoice.

5.22. Bidders are encouraged to demonstrate meaningful participation of women, youth and persons

with disabilities either through ownership, management, employment, subcontracting or

enterprise development, and provide proof thereof.

5.23. In line with POPIA by providing a bid and/or related documentation to the Eastern Cape Liquor

Board, the bidder consents to the processing of it’s Personal Information, as defined in the

Protection of Personal Information Act and any other applicable data protection

legislation, for the purposes of the procurement purpose, including but not limited to the

evaluation, adjudication and appointment of a successful bidder/quoter. The submitted

information may also be utilised for any audit and/or legislative reporting purposes.

5.24. Where applicable, the bidder warrants that it has obtained the necessary consent to process

any personal information of its employees and/or any third parties whose personal information

is provided for the bid /quotation. In addition, the bidder consents that Eastern Cape Liquor

Board to: -

▪ verify any personal information with the National Treasury CSD website, including

verification of references.

▪ verify any other regulatory/ industry or any accredited/certification bodies.

5.25. At any stage should the bidder wish to withdraw its consent as detailed hereabove, it must do

so in writing and address such notification to the Senior Manager of Corporate Services. The

personal information collected for the purpose of this bid will be retained for the period after

the finalization of the procurement process in accordance with the ECLB’s Records

Management Policy.

Provision of office accommodation space for eastern cape liquor board head

Office in kugompo city

the proposed premises and specified reference point as proof of compliance with the required

radius.

Methodology maximum 15 points 15

between the proposed premises and specified reference point as proof of compliance with

the required radius.

Methodology maximum 15 points 15

4. Invitation to bid sbd1

5. Pricing schedule professional services sbd 3.3

6. Declaration of interest sbd 4

proof should include details of contactable references to Evaluation Criteria above.

A bidder must obtain a minimum of 70% in stage one to proceed to the next stage of

evaluation (i.e Pricing and preferential point system). Points scored by qualifying

bidders in Stage 2 will not be taken into consideration for evaluation in Stage 3.

Stage 3 preference poitnts system

% if necessary, in each of the years and to be reflected to a detailed pricing schedule. No price

adjustments will be allowed after the award of the contract.

N.B: Completion of the returnable forms below is mandatory and failure to do so will render

the bid offer invalid. These forms must be completed in full on the original and must be

signed.

I. SBD 1: Invitation to bid

II. SBD3.1: Pricing Schedule

III. SBD 4: Declaration of Interest

IV. SBD 6.1: Preference Points Claim form (6.1 only)

5.19. The ECLB may request written clarification or further information regarding any aspect of the

proposal submitted. Service providers must supply requested information in writing within the

stipulated timeframe after the request has been made, or their bid may be disqualified.

5.20. Service providers shall not qualify their bid with their own conditions. If a service provider does

not specifically withdraw its own conditions of the bid when called upon to do so, the bid

response will be declared invalid.

5.21. Payments of the monthly rental shall be paid on the 07th day of the month upon submission of

the invoice.

5.22. Bidders are encouraged to demonstrate meaningful participation of women, youth and persons

with disabilities either through ownership, management, employment, subcontracting or

enterprise development, and provide proof thereof.

5.23. In line with POPIA by providing a bid and/or related documentation to the Eastern Cape Liquor

Board, the bidder consents to the processing of it’s Personal Information, as defined in the

should include details of contactable references to Evaluation Criteria above.

A bidder must obtain a minimum of 70 points in stage one in order to proceed to the next

stage of evaluation (i.e Pricing and preferential point system). Points scored by qualifying

bidders in Stage 1 will not be taken into consideration for evaluation at Stage 2.

Stage 2: Price and Preference point system

Enterprise located in the Eastern Cape Province or Enterprise Address (Municipal

located in the area where goods are required Rates Statement or

2 Lease Agreement)

Minimum functionality/qualifying score: 70

Tax compliance PIN CODE is required from the SARS and should be provided by the bidders

CSD report, Shareholders, Directors, Trustees, Partnerships i

CSD report

Central Supplier Database

Joint Venture Agreement

proof of ownership for the premises or a mandate to

A copy of CSD report, Shareholders, Directors, Trustees, Partnerships i.e Joint Venture or

required include Identity documents, Share Certificates, Medical Certificate and Proof of

Address (i.e Utility Bill or Lease) as proof of Specific Goals. When the above documentation

% if necessary, in each of the years and to be reflected to a detailed pricing schedule. No price

B-BBEE Details: ROVISION OF OFFICE ACCOMMODATION SPACE FOR EASTERN CAPE LIQUOR BOARD HEAD

Office in kugompo city

▪ 51% or more Youth ownership 2

▪ 50%- 10% Youth ownership 0

▪ Less than 10% Youth ownership

Disability Certified cop of

▪ 51% or more Disability ownership 2 disability certificate

▪ 50%- 10% Disability ownership 1

▪ Less than 10% Disability ownership (Provide proof 0

disability)

Locality Proof of business

Enterprise located in the Eastern Cape Province or Enterprise Address (Municipal

located in the area where goods are required Rates Statement or

2 Lease Agreement)

SMME/ EME Valid BBBEE

SMME constitutes turnover less than 50 million per annum. EME Certificate / Affidavit

an enterprise that has an enterprise that has a turnover of no more 2 /CSD report

than 10 million per Annum.

Total 20

Bidders are required to submit the following documents to claim points for specific goals:

A copy of the CSD report. Detailed information on shareholders, directors, trustees, and partners. In

the case of joint ventures or consortiums, all parties must submit relevant information regarding

company ownership.

Supporting documents, including certified copies of identity documents, share certificates, CIPC

certificate, medical certificates (where applicable), and proof of address (e.g. utility bill or lease

agreement,).

Failure to provide the above documentation as proof will result in the bidder scoring zero points for

specific goals.

7. Submission of bid proposals

Bid proposals should be submitted in sealed envelopes and marked “ ECLB BID NO. 006/2026/27

Provision of office accommodation space for eastern cape liquor board

HEAD OFFICE IN KUGOMPO CITY”, to the Chief Executive Officer should be deposited in the

tender box of the Eastern Cape Liquor Board situated in t

16. Payment

17. Prices

18. Increase/decrease of Quantities

19. Contract amendments

20. Assignment

21. Subcontracts

22. Delays in the provider’s performance

23. Penalties

24. Termination for defaults

25. Dumping and countervailing duties

26. Force Majeure

27. Termination for insolvency

28. Settlement of disputes

29. Limitation of liability

30. Governing language

31. Applicable law

32. Notices

33. Taxes and duties

34. Transfer of Contract

35. Amendments of Contract

36. National Industrial Participation Programme (NIPP)

37. Prohibition of restrictive Practices

Provision of office accommodation space for eastern cape liquor board head

Office in kugompo city

Provision of office accommodation space for eastern cape liquor board head

Office in kugompo city

General conditions of contract

1. Definitions

The following terms shall be interpreted as indicated:

1.1 “Closing time” means the date and hour specified in the bidding documents for the receipt

of bids.

1.2 “Chief Executive Officer” means the CEO of ECLB or her/his duly authorized

representative.

1.3 “Contract” means the written agreement entered into between the purchaser and the

provider, as recorded in the contract form signed by the parties, including all attachments

and appendices thereto and all documents incorporated by reference therein.

1.4 “Contract price” means the price payable by the provider under the contract for the full and

proper performance of his contractual obligations.

1.5 “Corrupt practice” means the offering, giving, receiving, or soliciting of anything of value to

influence the action of a public official in the procurement process or in contract execution.

1.6 “Countervailing duties” are imposed in cases where an enterprise abroad is subsidized by

its government and encouraged to market its products internationally.

1.7 “Country of origin” means the place where the goods were mined, grown or produced or

from which the services are supplied. Goods are produced when, through manufacturing,

processing or substantial and major assembly of components, a commercially recognized

new product results that are substantially different in basic characteristics or in purpose or

utility from its components.

1.8 “Day” means calendar day.

1.9 “Delivery” means delivery in compliance of the conditions of the contract or order.

1.10 “Delivery ex stock” means immediate delivery directly from stock actually on hand.

1.11 “Delivery into consignees store or to his site” means delivered and unloaded in the

specified store or depot or on the specified site in compliance with the conditions of the

contract or order, the provider bearing all risks and charges involved until the supplies are so

delivered and a valid receipt is obtained.

1.12 “Dumping” occurs when a private enterprise abroad markets its goods on own initiative in

the RSA at lower prices than that of the country of origin and which have the potential to harm

the local industries in the RSA.

1.13 “ECLB” means Eastern Cape Liquor Board

1.14 “Force majeure” means an event beyond the control of the provider and not involving the

provider’s fault or negligence and not foreseeable. Such events may include, but is not

restricted to, acts of the purchaser in its sovereign capacity, wars or revolutions, fires, floods,

epidemics, quarantine restrictions and freight embargoes.

1.15 “Fraudulent practice” means a misrepresentation of facts in order to influence a

procurement process or the execution of a contract to the detriment of any bidder and

includes collusive practice among bidders (prior to or after bid submission) designed to

Provision of office accommodation space for eastern cape liquor board head

Office in kugompo city

establish bid prices at artificial non-competitive levels and to deprive the bidder of the benefits

of free and open competition.

1.16 “GCC” means the General Conditions of Contract.

1.17 “Goods” means all of the equipment, machinery, and/or other materials that the provider is

required to supply to the purchaser under the contract.

1.18 “Imported content” means that portion of the bidding price represented by the cost of

components, parts or materials which have been or are still to be imported (whether by the

provider or his subcontractors) and which costs are inclusive of the costs abroad, plus freight

and other direct importation costs such as land costs, dock dues, import duty, sales duty or

other similar tax or duty at the South African place of entry as well as transportation and

handling charges to the factory in the Republic where the supplies covered by the bid will be

manufactured.

1.19 “Letter of acceptance” means the written communication by ECLB to the contractor

recording the acceptance by ECLB of the contractor’s tender subject to the further terms and

conditions to be itemized in the contract.

1.20 “Local content” means that portion of the bidding price which is not included in the imported

content provided that local manufacture does take place.

1.21 “Manufacture” means the production of products in a factory using labour, materials,

components and machinery and includes other related value-adding activities.

1.22 “Order” means an official written order issued for the supply of goods or works or the

rendering of a service.

1.23 “Project site,” where applicable, means the place indicated in bidding documents.

1.24 “Purchaser” means the organization purchasing the goods.

1.25 “Republic” means the Republic of South Africa.

1.26 “SCC” means the Special Conditions of Contract.

1.27 “Services” means that functional services ancillary to the supply of the goods, such as

transportation and any other incidental services, such as installation, commissioning,

provision of technical assistance, training, catering, gardening, security, maintenance and

other such obligations of the provider covered under the contract.

1.28 “Signature date “ means the date of the letter of acceptance.

1.29 “Tender” means an offer to supply goods/services to ECLB at a price.

1.30 “Tenderer” means any person or body corporate offering to supply goods/services to

Eclb.

1.31 “Written” or “in writing” means hand-written in ink or any form of electronic or mechanical

writing.

2. Application

Provision of office accommodation space for eastern cape liquor board head

Office in kugompo city

or electronic equipment involved in the fulfilment of this contract and shall indemnify the ECLB

against all risks or claims which may arise.

5.1. Eastern Cape Liquor Board reserves the right not to make any appointment from the submitted

bids.

5.2. ECLB does not bind itself to accept the bid with highest score.

5.3. ECLB reserves the right to cancel this bid and pursue an alternative course of action at any time

without incurring any liability towards any bidder.

member’s status on the list of defaulters and restricted suppliers.

5.11. No services shall be rendered, or goods delivered before an official ECLB Purchase Order

form has been received.

5.12. The successful bidder will sign a Service level Agreement.

5.13. Disclaimer: Should the Service Provider not deliver according to the contract specifications

and/or Service Level Agreement (SLA) at any time during the contract period, the ECLB has

the right to cancel the contract.

5.14. It must be specifically noted that any legal costs emanating from any dispute from the

agreement between ECLB and the Service Provider are not to be included in rental costs.

5.15. The bidder must declare that there is no pending litigation against the proposed leased

property.

5.16. Tenders received after the specified time and date will not be considered and accepted.

5.17. All bids must be valid for 90 days to give enough time for evaluation process.

5.18. A consortium or joint venture (JV) and companies must submit the following documentation:

CIPC registration documents for each participating entity;

Shareholder and/or Trustee information for each member;

Certified copies of identity documents of all relevant company owners, directors, members,

shareholders, or trustees;

A formal Joint Venture Agreement;