Appointment of a service provider to provide office space for the health and welfare sector education and training authority (hwseta) western cape provincial office

Closing date and time: not fully stated in the document (the closing date appears truncated as '31 March 20'). Compulsory briefing session: 8 September 2026 at 10h00 AM via MS Office Teams. Lease period: 01 March 2027 to 31 March 2030.

A compulsory briefing session will be held via MS Office Teams on 8 September 2026 at 10h00 AM. Location: HWSETA Offices.

Bidding procedure enquiries: Nolwazi Luthuli, telephone (011) 607 6944, email [email protected]. Technical enquiries: Shalendra Ballasur, telephone (011) 607 6900, email [email protected]. Submission address: Tijgerpark Office Park, Building 5, Ground Floor Office No.005, Willie Van Schoor Avenue, Bellville, Cape Town, 7530.

Submit bids in a sealed envelope marked with the bid number and closing date/time, deposited in the bid box at Tijgerpark Office Park, Building 5, Ground Floor Office No.005, Willie Van Schoor Avenue, Bellville, Cape Town, 7530. Bids must be on official forms, not re-typed, and delivered by the stipulated time; late bids are not accepted. Required returnable forms: Part 1 SBD 1 (Invitation to Bid), Part 3 SBD 4 (Declaration of Interest), Part 4 SBD 6.1 (Preference Points Claim), Part 8 General Conditions of Contract (initialled each page), and Annexure A Pricing Schedule. Also submit SARS Tax Compliance PIN, CSD report with MAAA number, title deed (or Power of Attorney if agent), and evaluation criteria evidence. Failure to submit any mandatory document leads to disqualification.

The bid document comprises: Part 1: HWSETA Invitation to Bid SBD 1 (completed and signed); Part 2: SARS Tax Compliance Status PIN; Part 3: Declaration of Interest SBD4 (completed and signed); Part 4: Preference Points Claim Form SBD6.1 (completed and signed); Part 5: Pricing schedule (detailed); Part 6: Proof of CSD registration (detailed CSD report with MAAA number); Part 7: Required evaluation criteria submission documents; Part 8: General Conditions of Contract (fully initialled on each page); Part 9: Mandatory requirements (Annexure A pricing schedule, title deed, Power of Attorney if agent). Bidders must submit an original plus six copies (seven documents total), all pages clearly numbered, in a sealed envelope marked with bid number and closing date/time.

Four-phase evaluation: Phase 1 Administrative/Mandatory (Parts 1–4, 6, 8, and mandatory requirements) – must comply to proceed. Phase 2 Technical/Functional – must score at least 80 out of 100 to qualify. Phase 3 Site Evaluation/Inspection – must score at least 80 out of 100 to qualify. Phase 4 Price and HWSETA Specific Goals – 80/20 preference point system (price max 80 points, specific goals max 20 points). Price points calculated using formula Ps = 80(1 - Pt/Pmin). Specific goals: Black woman ownership 51%-100% (3 points), People with disability ownership 20% or more (4 points), Black youth ownership 30%-100% (5 points), QSE/EME (5 points), Black ownership 51%-100% (3 points). Tie-break: highest specific goals points, then drawing of lots. HWSETA may award to a non-highest scorer on justifiable grounds.

Provide office space for HWSETA Western Cape Provincial Office. Location: business environment within 0–15 km radius of Willie van Schoor Avenue, Bellville, Cape Town. Lease period: 01 March 2027 to 31 March 2030, with beneficial occupation before start for renovations. Office space size: between 464 m² and 510 m² GLA, single space not split across floors or buildings. Existing complete built structure required. Toilet facilities: separate male (min 2), female (min 2), disability friendly (min 1). Functional elevator connected to backup power. Tenants in building must be disclosed and their business nature evaluated for security risk. Parking: 10 covered staff bays, 1 open visitor bay, 1 disability friendly open bay (total 12). Alternate energy supply for electricity outages. Lessor maintenance obligations: alternate energy system, health and safety equipment, HVAC (installation, maintenance, repair), elevators and escalators. Tenant installation allowance: one month's gross rent per year of lease term. Landlord to hire professional team for internal fit-out, costs deducted from allowance, including layout designs, core drilling, HVAC supply/installation, municipal approvals, compliance with statutory regulations, turnkey solution. Documents required: title deed, Power of Attorney if agent, Certificate of Occupancy.

Technical and functional requirements for the office space: lease period from 01 March 2027 to 31 March 2030 with beneficial occupation before start for renovations; location within 0-15km radius of Willie van Schoor Avenue, Bellville; office space size between 464m2 and 510m2 GLA, single space not split across floors or buildings; existing complete built structure; toilet facilities: separate male (min 2), female (min 2), disability friendly (min 1); functional elevator connected to backup power; tenants in building must be disclosed and their business nature evaluated for security risk; parking: 10 covered staff bays, 1 open visitor bay, 1 disability friendly open bay (total 12); alternate energy supply for electricity outages; lessor maintenance obligations for alternate energy system, health and safety equipment, HVAC (installation, maintenance, repair), elevators and escalators; tenant installation allowance equal to one month's gross rent per year of lease term; landlord to hire professional team for internal fit-out, costs deducted from allowance, including layout designs, core drilling, HVAC supply/installation, municipal approvals, compliance with statutory regulations, turnkey solution; documents required: title deed, Power of Attorney if agent, Certificate of Occupancy; pricing schedule must be fully completed.

Company profile must include: B-BBEE certificate, company registration, corporate profile, SBD4 form, references, CIPRO certificate of ownership, and registration on the National Treasury Central Supplier Database (CSD).

HWSETA reserves the right to carry out site inspections, product evaluations or explanatory meetings to verify the nature and quality of the services offered, whether before or after adjudication. HWSETA may conduct supplier due diligence prior to final award or during the contract period, including site visits and requests for additional information such as the Occupancy Certificate. Bidders must achieve 80 points out of 100 in Phase 2 (Technical/Functional) and Phase 3 (Site Evaluation/Inspection) to qualify for Phase 4.

Pricing schedule (Annexure A) must be completed in full and submitted. VAT must be included and shown separately; all bid prices inclusive of 15% VAT where applicable. The pricing schedule must include the total bid price for the stated scope of work. Additional information may be attached to the pricing schedule. Failure to complete the template leads to disqualification.

Pricing schedule (Annexure A) must be completed in full and submitted. VAT must be included and shown separately; all bid prices inclusive of 15% VAT where applicable. Pricing schedule must include total bid price for the stated scope of work. HWSETA reserves the right to negotiate rates. Payment: within 30 days of valid invoice, no additional amounts beyond contract fee.

Valid SARS Tax Compliance Status PIN required; for consortia/JV, each party must submit a separate TCS certificate/PIN/CSD number. Registration on National Treasury Central Supplier Database (CSD) with detailed CSD report and MAAA number. B-BBEE certificate (documented proof) must be included in company profile; for consortia/JV, consolidated B-BBEE certificate required. Bids from persons in the service of the state, or companies with directors in the service of the state, will not be considered. Mandatory documents: Annexure A pricing schedule, title deed (or Power of Attorney if agent), Certificate of Occupancy. Required forms: SBD 1, SBD 4, SBD 6.1, General Conditions of Contract.

B-BBEE certificate (documented proof) must be included in the company profile. For consortia or joint ventures, a consolidated B-BBEE certificate must be submitted. Points for specific goals are claimed based on ownership and supported by sworn affidavit (EME/QSE) or B-BBEE certificate from SANAS accredited agency, or certified disability certificate for disability claims.

The bidder shall maintain and service all building health and safety equipment and systems. This includes, but is not limited to: fire extinguishers, fire hoses, fire alarm systems, fire sprinkler systems, smoke detector systems, and access control systems.

General Conditions of Contract must be accepted and signed. Any award is conditional upon the bidder accepting the GCC terms and submitting the GCC duly signed. Confidentiality: bidders must hold bid information in strict confidence and are bound by a confidentiality agreement. Intellectual property: all customised/developed documentation and IP arising from the contract vest in HWSETA, which may cede to the Department of Higher Education and Training. Payments: HWSETA will pay the fee as set out in the final contract; no additional amounts; invoices must comply with VAT Act; payment within 30 days of valid invoice. Non-compliance with delivery terms: service provider must give immediate written notice if unable to deliver; HWSETA may cancel for non-performance or misrepresentation. Warranties: service provider warrants it can conclude the agreement and has necessary skill and capacity. No waiver of rights by indulgence. No amendments valid unless in writing and signed. Counter conditions will invalidate bids. HWSETA may negotiate with prospective service provider and is not obliged to accept lowest offer. Contract concluded only when reduced to writing and signed by CEO.

HWSETA reserves the right to: award to a bidder that did not score the highest total points only in accordance with section 2(1)(f) of the PPPFA; negotiate with preferred bidder(s) regarding terms and conditions including price without offering the same opportunity to other bidders; accept part of a tender; carry out site inspections, product evaluations or explanatory meetings to verify nature and quality of services; correct mistakes at any stage; cancel and/or terminate the tender process at any stage; award to multiple bidders based on size or geographic considerations; award to the second highest point scorer if the highest fails to deliver. HWSETA may conduct supplier due diligence prior to final award or during the contract period, including site visits and requests for additional information such as the Occupancy Certificate.

Mandatory requirements: Annexure A pricing schedule must be completed in full; a copy of the title deed to prove ownership of the property must be submitted; if the bidder is an agent, a formal Power of Attorney or Letter of Authority signed by the property owner must be submitted. Failure to submit any mandatory document leads to disqualification. Bidders must be registered on the National Treasury Central Supplier Database (CSD) and provide a detailed CSD report with MAAA number. Valid SARS Tax Compliance Status PIN required; for consortia/JV, each party must submit a separate TCS certificate/PIN/CSD number. Bids from persons in the service of the state, or companies with directors in the service of the state, will not be considered.

Bids will be evaluated in four phases: Phase 1: Administrative and Mandatory Requirements (Part A) – bidders must comply with administrative requirements as per Parts 1–4, Part 6 and Part 8 read with 3.1 of the condition of contract as well as mandatory requirements per paragraph 15.1, Part 9. Phase 2: Technical and Functional Requirements – bidders must achieve 80 points out of 100 to qualify for Phase 3. Phase 3: Site Evaluation/Inspection – bidders must achieve 80 points out of 100 to qualify for Phase 4. Phase 4: Price and HWSETA Specific Goals – evaluated using the 80/20 or 90/10 preference point system. The 80/20 preference points system will be applied in accordance with the Preferential Procurement Regulations 2022. Price points (max 80) calculated using the formula Ps = 80(1 - Pt/Pmin). Specific goals (max 20 points) include: Black woman ownership 51%-100% (3 points), People with disability ownership 20% or more (4 points), Black youth ownership 30%-100% (5 points), QSE/EME (5 points), Black ownership 51%-100% (3 points). Bidders must achieve a minimum threshold of 80% for functionality to be evaluated further. In case of equal scores, the bidder with highest specific goals points wins; if still equal, award by drawing of lots.