Bid for the provision of suitable office space and parking bays for independent development trust (idt) mpumalanga regional office based in nelspruit for a period of 36 months with an option to extend for further 24 months.

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20.1. The information contained in this document are of a confidential nature and

should only be used for bidding for this tender.

20.2. In addition to the information contained herein, the appointed Bidder will be

required to sign special conditions of contract with the IDT.

20.3. Bids submitted must be in line with detailed specification. Failure to bid

accordingly will result in the disqualification of bids.

20.4. Bidders are requested to bid for the complete tender and not part thereof,

incomplete bids will be disqualified.

20.5. The IDT reserves the right to award the bid to one service provider

20.6. Bidders are required to quote per item and show a complete price breakdown

where necessary, failure to do so may disqualify the bid.

20.7. All prices quoted must be fully inclusive of all costs and Value Added Tax.

No additional costs other than agreed amounts will be paid by IDT.

20.8. Bidders might be subject to security assessment at the discretion of IDT.

21. General

• No alterations in correctional fluid are allowed.
• All certified documents must be certified not older than 3 months.
• All bids must be signed in ink by the duly authorized representative of the bidding

entity.

• The IDT is not obliged to accept the highest point scoring bid.
• The successful company will sign the following for full appointment: - Original

Contract between IDT and the service provider; and No-Disclosure

Agreement.

22. Lease Agreement

Successful bidder will be required to enter into a valid lease agreement for 36 months.

• Bidders are required to submit one (1) originals copies of their bid including SBD

(1, 4& 6.1).

23. Delivery address

The Tender shall be submitted as original, failure to comply will result in

disqualification of the tender. The tender document must be divided as follows:

a) Returnable documents.

b) Proposal.

c) Financial / pricing information

Bid documents to be placed in the IDT tender box located in the reception area

of our (Regional office at 20 Corner Paul Kruger and Samora Machel, ABSA

SQUARE BUILDING NELSPRUIT, MPUMALANGA Province. It should be placed

on or before the closing date.

NO late bids will be considered or accepted

24. Closing date

This Tender closes on 14 August 2026 at 12h00.

25. Contact person

Further enquiries can be directed in writing to Ms. L. Mkhabela Email:

[email protected]

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26. IDT’s RESERVATION OF RIGHTS

• IDT reserves the right to conduct further procurement assessment or negotiation

processes.

• IDT reserves the right to subject tenderers and their facilities to assessment as

part of the evaluation process or as a condition to contract award.

• IDT reserves the right not to evaluate and/or consider any tender that does not

comply strictly with the requirements as set out in this tender and/or which does

not meet one or more of the pre-requisites.

• IDT further reserves the right to make a decision on contract award based solely

on the information received in response to this tender.

• IDT reserves the right to cancel or withdraw this tender.

Standard conditions of tender

1 general

Actions 1. The Independent Development Trust, Independent

Development Trust's Representative and each tenderer

submitting a tender shall act as stated in these Conditions of

Tender and in a manner which is fair, equitable, transparent,

competitive and cost effective.

The Conditions of Tender and the Tender Data shall not form

part of any contract arising from this invitation to tender.

Communication 2. Each communication between the Independent Development

Trust and a tenderer shall be to or from Independent

Development Trust's Representative only, and in a form that

can be read, copied and recorded. Communication shall be

in the English language. The Independent Development Trust

takes no responsibility for non-receipt of communications

from or by a tenderer.

Independent 3. The Independent Development Trust may accept or reject any

Development variation, deviation, tender, or alternative tender, and may

Trust's rights to cancel the tender process and reject all tenders at any time

accept or reject prior to the formation of a contract. The Independent

any tender Development Trust or Independent Development Trust's

Representative will not accept or incur any liability to a

tenderer for such cancellation and rejection, but will give

reasons for the action. The Independent Development Trust

reserves the right to accept the whole of any part of any

tender.

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4. After the cancellation of the tender process or the rejection of all

tenders the Independent Development Trust may abandon

the proposed work and services, have it performed in any

other manner, or re-issue a similar invitation to tender at any

time.

2 tenderer’s obligations

The tenderer shall comply with the following obligations when

submitting a tender and shall:

Eligibility 1 Submit a tender only if the tenderer complies with the criteria

stated in the Evaluation Criteria.

Cost of 2 Accept that the Independent Development Trust will not

tendering compensate the tenderer for any costs incurred in the preparation

and submission of a tender.

Check 3 Check the tender documents on receipt, including pages within

documents them, and notify the Independent Development Trust's

Representative of any discrepancy or omissions.

Copyright of 4 Use and copy the documents provided by the Independent

documents Development Trust only for the purpose of preparing and

submitting a tender in response to this invitation.

Standardised 5 Obtain, as necessary for submitting a tender, copies of the latest

specification s revision of standardised specifications and other publications,

and other which are not attached but which are incorporated into the tender

publications documents by reference.

Site visit and 6 Attend a site visit and/or clarification briefing meeting at which

/ or clarification tenderers may familiarise themselves with the proposed work,

meeting services or supply, location, etc. Details of the meeting are stated

in the Tender Advert.

Seek 7 Request clarification of the tender documents, if necessary, by

clarification notifying Independent Development Trust's Representative

earlier than the closing time for clarification of queries.

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Pricing the 8 Include in the rates, prices, and the tendered total of the prices

tender (if any) all duties, taxes (except VAT), and other levies payable

by the successful tenderer. Such duties, taxes and levies are

those applicable 14 days prior to the deadline for tender

submission.

9 Show Value Added Tax (VAT) payable by Independent

Development Trust separately as an addition to the tendered total

of the prices.

10 Provide rates and prices that are fixed for the duration of the

contract and not subject to adjustment except as provided for in

the conditions of contract.

11 State the rates and Prices in South African Rand unless

instructed otherwise as an additional condition in the Tender

Data. The selected conditions of contract may provide for part

payment in other currencies.

Alterations to 12 Not make any alterations or additions to the tender documents,

documents except to comply with instructions issued by the Independent

Development Trust's Representative or if necessary to correct

errors made by the tenderer. All such alterations shall be

initialled by all signatories to the tender. Corrections may not be

made using correction fluid, correction tape or the like.

Submitting a 13 Submit a tender for providing the whole of the works, services or

tender supply identified in the Terms of Reference unless stated

otherwise as an additional condition.

14 Submit the tender as an original plus and provide an English

translation for documentation submitted in a language other than

English. Tenders may not be written in pencil but must be

completed in ink.

15 Sign the original and all copies of the tender where indicated.

Independent Development Trust will hold the signatory duly

authorised and liable on behalf of the tenderer.

16 Accept that Independent Development Trust will not assume any

responsibility for the misplacement or premature opening of the

tender if the outer package is not sealed and marked as stated.

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Note:

Where tenders are sent via courier, Independent Development

Trust takes no responsibility for tenders delivered to any other

site than the tender office.

Independent Development Trust employees are not permitted to

deposit a tender into the Independent Development Trust tender

box on behalf of a tenderer.

Closing time 17 Ensure that Independent Development Trust has received the

tender at the address and in the tender box.

18 Accept that, if Independent Development Trust extends the

deadline for tender submission for any reason, the requirements

of these Conditions of Tender apply equally to the extended

deadline.

Tender 19 Hold the tender(s) valid for acceptance by Independent

validity Development Trust at any time within the validity period after the

deadline for tender submission.

20 Extend the validity period for a specified additional period if

Independent Development Trust requests the tenderer to extend

it. A tenderer agreeing to the request will not be required or

permitted to modify a tender, except to the extent Independent

Development Trust may allow for the effects of inflation over the

additional period.

Clarification of 21 Provide clarification of a tender in response to a request to do so

tender from Independent Development Trust's Representative during

after the evaluation of tenders. This may include providing a

submission breakdown of rates or Prices. No change in the total of the Prices

or substance of the tender is sought, offered, or permitted except

as required by Independent Development Trust's Representative

to confirm the correction of arithmetical errors discovered in the

evaluation of tenders. The total of the Prices stated by the

tenderer as corrected by Independent Development Trust's

Representative with the

concurrence of the tenderer, shall be binding upon the tenderer

Submit bonds, 22 If instructed by Independent Development Trust's

policies etc. Representative (before the formation of a contract), submit for

Independent Development Trust's acceptance, the bonds,

guarantees, policies and certificates of insurance required to be

provided by the successful tenderer in terms of the conditions of

contract.

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23 Undertake to check the final draft of the contract provided by

Independent Development Trust's Representative, and sign the

contract all within the time required by these Conditions of

Tender.

The Independent Development Trust to sign and issue the

contract.

Fulfil BEE 24 Comply with Independent Development Trust’s requirements

requirements regarding B-BBEE, Youth-owned, Disabled-owned and Black

Women-owned Suppliers.

3 independent development trust's undertakings

Independent Development Trust, and Independent Development

Trust's Representative, shall:

Respond to 1 Respond to a request for clarification received earlier than the

clarification closing time for clarification of queries. The response is notified

to all tenderers.

Issue Addenda 2 If necessary, issue to each tenderer from time to time during the

period from the date of the Invitation until the closing time for

clarification of queries, Addenda that may amend, amplify, or add

to the tender documents. If a tenderer applies for an extension

to the deadline for tender submission, in order to take Addenda

into account in preparing a tender, Independent Development

Trust may grant such an extension and Independent

Development Trust's

Representative shall notify to all tenderers of the extension.

Return late 3 Tenders will be deemed late if they are not in the designated

tenders tender box at the date and time stipulated as the deadline for

tender submission.

Tender opening 4 Open the tenders in the presence of the tenderers’ representatives

who choose to attend at the time and place stated in the Tender

Data.

Non-disclosure 5 Not disclose to tenderers, or to any other person not officially

concerned with such processes, information relating to the

evaluation and comparison of tenders and recommendations for

the award of a contract.

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Disqualification 7 Instantly disqualify a tenderer (and his tender) if it is established

that the tenderer offered an inducement, gift or bribe to any

person with a view to influencing the placing of a contract arising

from this invitation to tender. Such tenderer may be restricted

from doing business with the IDT and/or the State.

Test for 8 Determine before detailed evaluation, whether each tender

responsiveness properly received

• meets the requirements of these Conditions of Tender,
• has been properly signed, and
• Is responsive to the requirements of the tender documents.

9 Judge a responsive tender as one which conforms to all the

terms, conditions, and specifications of the tender documents

without material deviation or qualification.

A material deviation or qualification is one which, in Independent

Development Trust's opinion would:

• detrimentally affect the scope, quality, or performance of the

works, services or supply identified in the Contract Data,

• change Independent Development Trust's or the tenderer's

risks and responsibilities under the contract, or

• affect the competitive position of other tenderers presenting

responsive tenders, if it were to be rectified.

Non-responsive 10 Reject a non-responsive tender.

tenders

Arithmetical 11 Check responsive tenders for arithmetical errors, correcting them

errors as follows:

• Where there is a discrepancy between the amounts in figures

and in words, the amount in words shall govern.

• Where there is an obviously gross misplacement of the

decimal point in the rate, the line item total as quoted shall

govern, and the rate will be corrected.

• Where there is an error in the total of the Prices, either as a

result of other corrections required by this checking process

or in the tenderer's addition of prices, the total of the Prices, if

any, will be corrected.

12 Reject a tender if the tenderer does not accept the corrected total

of the Prices (if any).

Grounds for 6 Consider rejecting a tender if there is any effort by a tenderer to

rejection influence the processing of tenders or contract award.

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The bid will be evaluated on the following three phases:

20.1. Phase 1: Responsive criteria

All bids will be evaluated on the responsive criteria to determine compliance with

the following mandatory documents:

• Certified copy of deed registration ownership/Power of Attorney/ Subletting

agreement (refer to item 6 above).

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• Letter of authority by the Legal Entity, authorizing a person dedicated to sign

documents on behalf of the bidder, with the exception of sole proprietors.

• All bidders must be registered with CSD (MAAA number)
• Fully completed SBD1; SBD 4 and SBD 6.1
• Property prospectus to be attached which must highlight the following:

➢ GPS Location

➢ Physical Address

➢ Minimum of 428 sqm for office space

➢ Minimum of 15 parking bays

➢ Minimum of 5 customer bays

➢ and disabled parking

• Third Party liability insurance and SASRIA insurance for the building

structure

• Proof of Compliance with the occupational health and safety Act (OHSA)
• Valid Third-Party liability insurance and SASRIA insurance for the building

structure

• Latest Occupancy Certificate (applicable if the building is new)
• Zoning certificate obtainable from Municipality
• Valid Certificate of Compliance: Electrical and Mechanical
• Proof of compliance with:

➢ Fire requirements

➢ Universal access in relation to accommodate people with disability;

internally and externally in compliance with relevant Acts.

• The bid document must be completed by hand using the black permanent

ink.

20.2 Phase 2: Functionality Criteria

The functionality criteria will be evaluated as follows:

• Experience of the service provider in the letting industry.

Detailed breakdown of quality points

Details total item

Max max

Points points

Criteria 1: approach

1.1 Property letting and management experience (client reference 20

Letter)

a. The letter must be in the letter head of the Client and signed by authorised person.

b. The reference letter(s) must indicate start and end date of the previous or current lease.

c. The reference letter must indicate client physical address, landline and email of the client

for verification purpose

d. The Client reference must be for office or corporate lease contract in order to be considered.

Client reference letter(s) which does not meet any of the above-mentioned requirements

will not be considered and no points will be allocated. Bidder to complete the compliance

checklist.

Experience point allocation

1.1.1 Five (5) valid signed Client Reference letters 20

1.1.2 Four (4) valid signed Client Reference letters 15

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1.1.3 Three (3) valid signed Client Reference letters 10

1.1.4 Two (2) valid signed Client Reference letters 00

Criteria 2: approach

2.1 Office location 20

2.1.1 0km to 1km from Mbombela Civic Centre (municipal office) 20

2.1.2 1km to 5km from Mbombela Civic Centre (municipal office) 15

2.1.3 5km to 10km from Mbombela Civic Centre (municipal office) 10

2.1.4 10km to15km from Mbombela Civic Centre (municipal office) 05

2.1.5 15km to 20km from Mbombela Civic Centre (municipal office) 03

2.1.6 20km and above from Mbombela Civic Centre (municipal office) or non-submission of 00

source document

a. Bidder must submit proof of physical address for the proposed building.

b. The central CBD point is Mbombela Civic Centre (municipal office).

c. The proposed building must comply with a set minimum specification in order to be

allocated office location point.

Criteria 3: approach

2.3. Facility management team 20

In order to ensure optimal functioning of the proposed office facility that will enable the IDT to

perform its daily functions, the bidder is expected to provide support in a form of facility

management team.

Management team is expected to ensure that the following minimum functions linked to

proposed positions are performed.

• Where resources are contracted externally, the bidder is to submit a formal

outsourcing agreement.

2.3.1. Facility manager (overall responsible for strategic and operational 10

functions of the facility)

• CV with 1-10 years of experience and should be correctly employed by the bidder or

contracted by the bidder through outsourced services.

• Relevant certified copies of qualifications and ID of proposed facility manager.

2.3.2. Administrative assistant (responsible for accounts and general administration of the 5

contract and other related functions in facility management)

• CV with 1-6 or more years of experience and should be correctly employed by the bidder

or contracted by the bidder through outsourced services.

• Relevant certified copies of qualifications and ID of proposed Administrative assistant.

2.3.3. Maintenance officer (responsible for handyman services and general maintenance of the 5

facility)

• CV with 1-6 or more years of experience and should be correctly employed by the bidder

or contracted by the bidder through outsourced services.

• Relevant certified copies of qualifications and ID of proposed Maintenance officer

Criteria 4: approach

2.4. Project methodology/development implemention plan 20

The bidder is required to provide detailed project implementation plan including timelines from

date of appointment to the date IDT take occupancy of offices and management of the office

space.

2.4.1 Project implementation timelines (Day to day process during moving to the new offices) 10

Include the following aspects:

• Delivery timelines
• Processes and
• Work flows during transitional phase

2.4.2 How the offices/facility will be managed 4

2.4.3 How the service provider will deal with crisis management ensuring IDT Business 4

Continuity

2.4.4 Resources i.e. Detailed list of Professional team 2

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Criteria 5: approach

2.5 Safety & security plan 20

The bidder must submit safety and security plan covering the following key safety and security

key features.

2.5.1. CCTV 05

2.5.2. External alarm monitoring 05

2.5.3. Smoke detection 05

2.5.4. Evacuation 05

Total evaluation points score for quality 100

Tenderers with a score of less than 70% will be rejected as non-responsive. Bidders must score

Minimum points in each criteria

Phase 2b: Site inspection Criteria

Bidders who score 70 and above on functionality criteria (Phase 2) will be considered for site

inspection.

The site inspection will be evaluated as follows:

The Independent Development Trust (IDT) is a Schedule 2 Public Entity governed by its

Deed of Trust, the Public Finance Management Act (Act No. ), as amended by

Act of No. (PFMA) and other relevant legislative frameworks. The IDT is

mandated to support government in development programmes implementation across

the three spheres of government. Its primary focus is on social infrastructure programme

delivery management, i.e. schools, hospitals, courts, etc.

Legislative Framework

All bidders must comply with applicable South African legislation, including but not limited

to:

Occupational Health and Safety Act

Public Finance Management Act

Construction Regulations 2014 (where applicable)

National Building Regulations and SANS 10400

Applicable municipal by-laws and fire safety regulations

2. Context

The IDT is a Schedule 2 State owned entity which manages the implementation and

delivery of critically social infrastructure programmes on behalf of government. The IDT

is committed to ensuring the implementation of the Codes of Good Practice. The IDT

reports to the Minister of Public Works and Infrastructure who is a Shareholder

representative and its Executive Authority. The IDT’s national office is located in Pretoria

and has regional offices in all of the country’s nine provinces

The purpose of this bid is to find suitable Office space for the IDT MPUMALANGA

Regional Office based in NELSPRUIT.

4. Building specification:

4.1 Office location

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The bid shall include costing for both common areas specification requirement and

lettable space requirement and parking bays as listed below: -

• IDT requires office space for its Mpumalanga Regional Office based in

Nelspruit.

• The office accommodation should be within a 10km radius from the

Mbombela Civic Centre (municipal office).

4.2. Premises Accessibility

The premises must be within the vicinity of Public Transport amenities.

4.3 Office Space Requirements

• The proposed office accommodation shall provide universal access and

comply with accessibility requirements of SANS 10400 and all South African

Legislation.

• The office space needs to be at least 428 square metres of lettable space as

measured by the SAPOA method of measuring and calculating spaces, with

at least 15 covered parking bay for staff and at least 5 visitors parking spaces

• The Office must be well secured with access control, to accommodate a minimum

number of 30 staff members.

• The offices must provide suitable toilet seats which are lockable for both males

and females and 1 separate ablution facility to make a provision for disabled

persons as per part P and Part S of SANS 10400: (2 seats and 2 urinals for

males. 2 seats for females)

• Fully functioning energy efficient Air conditioning system must be provided in all

tendered space.

• Offices should have sufficient ventilation by means of HVAC and natural air in

line with labour legislations.

• The offices must have an uninterrupted power supply (to power the server room,

network system and telephone lines).

• Landlord must be willing to allow IDT branding to be mounted on the outside of

the building

• The building offered must be habitable for office use and the bidder must be open

for negotiation with IDT for Tenant Installation Allowance.

• It must be close to public transport system, within a corporate zoned area with

adequate parking away from the CBD, industrial and retail outlets.

• The building must be compliant and in good working condition creating a

conducive working environment.

• The building must have suitable facilities such as lights, air-conditioning and a

serviced lift (where applicable) if not on the ground floor.

• The building should have external 24-hour security for the office building and

parking areas.

• Grade B building or higher in terms of SAPOA office grading definitions.

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• Regulated /controlled vehicular and pedestrian entrance and exit (with guard

house where applicable)

• Both parties will sign a 36-month Lease Agreement with an option of 24 months

extension.

• Termination Clause of one (1) month notice must be included.
• If the bidder proposes to refurbish the exiting building, the bidder should submit

the following documents:

a) Floorplans of the building or space being offered.

b) Commitment letter to refurbish the building as per the tenant specification with

a Tenant Installation amount.

c) Partitioning as per IDT’s specification

d) Air-conditioning (preferably split units)

e) Adequate floor covering and painting - with corporate colours

f) Power skirtings - with two power plugs per workstation

g) Network and telephone points

h) Blinds - with corporate colours

i) Space plan

j) UPS facility integrated into specific plug points

4.4 Price schedules including VAT detailing: -

The price inclusive of VAT for the duration of contract must be inclusive of:

• 36 Monthly rental fees for the office space and parking bays must

be separated from the monthly utility fee. The total rental amount

for the 36 months must be carried to form of offer section which will

be used for price and specific goal evaluation.

• Separate pricing monthly rental fee for further 24 months in case

IDT decide to extend the lease contract for further 24 months. The

additional 24 months’ total amount MUST NOT be included in the

form of offer section.

• The applicable annual escalation rate must be indicated for each

year.

• All building maintenance related costs, including all fixed

equipment.

• IDT reserves the right to extend the initial 36 months’ contract period

by further 24 months.

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Rental Deposit / Security

Rental Deposit and Security Requirements

Bidders are hereby informed that, in line with public sector procurement

frameworks and leasing practices applicable to government institutions, the

inclusion of a rental deposit is not a standard requirement for this tender.

In this regard:

The Independent Development Trust (IDT), as a public entity, operates within

the procurement framework prescribed by the National Treasury and the

Department of Public Works and Infrastructure (DPWI), including the Public

Finance Management Act, 1999 (Act No. ) and applicable Supply

Chain Management (SCM) prescripts.

In terms of these frameworks, all material commercial terms must be clearly

defined at the tender stage to ensure a procurement system that is fair,

equitable, transparent, competitive, and cost-effective.

Accordingly:

No rental deposit shall be payable under this tender unless explicitly stated

otherwise in the bid documentation.

Bidders are required to price and submit their proposals on the basis that no

deposit will be claimed or payable by IDT.

Any proposal submitted with conditions relating to a rental deposit, not provided

for in this tender, may be deemed non-responsive.

Notwithstanding the above, the IDT reserves the right to incorporate

appropriate risk mitigation measures within the lease agreement, including but

not limited to:

Clearly defined payment terms aligned to government payment processes;

Interest on overdue payments, where applicable;

Maintenance, damages, and reinstatement obligations; and

Dispute resolution and escalation mechanisms.

Bidders are further advised that no material changes to the commercial terms,

including the introduction of a rental deposit, will be permitted post-award, as

this may constitute a deviation from the approved Terms of Reference and may

not be compliant with applicable procurement prescripts.

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Bidders must provide physical address of the office space tendered for inspection

purposes before the evaluation process is finalized.

5. Access to leased property

The proposed leased property must be made available and to be in good condition and

clean at least 21 days before occupation.

6. Proof of ownership

The bidder must be the owner of the property and proof of ownership of the proposed

properties must be submitted together with the bid documents. In case where the agent

has been appointed to manage the property and to submit the bid, the power of

attorney or any acceptable written proof of appointment as an agent must be provided

with the bid together with the proof of ownership with the proposed property.

7. Pending litigations

All bidders must provide details of all pending litigations (especially interdicts) relating to

the proposed property and land if any.

8. Partitioning of the offices:

Partitioning of the offices in line with the requirement of the IDT will be the responsibility

of the landlord as per the requirement provided for by the IDT. The partition should be

completed before the IDT takes occupation.

Post-Award / Pre-Occupation Requirements

The successful bidder will be required, prior to occupation, to submit the following:

OHS Compliance File

A comprehensive OHS file, which should include:

• Emergency evacuation plans
• Proof of maintenance of safety systems
• Fire compliance certification

Compliance Electrical Certificate of the Property

Valid Electrical Compliance Certificate must be submitted together with the Bid

Document

9. Occupation date

The building should be completed and ready for occupation by 01 October 2026

Specific office space requirements:

a) Require a minimum of 428 sqm for Administration Offices a total of between 428 sqm is

required.

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Category Quantity Sqm Total sqm

RGM’s office 1 18 m2 18 m2

Program Manager 3 12m2 36 m2

Admin and Finance Manager 1 12 m2 12 m2

(Afm)

Supply Chain Specialist 1 12 m2 12 m2

Total 78 m2

Project Management 220m2

Open plan workstations 3 Programme 7m2 is the minimal

(Shared Spaces) Implementation allowable space

Managers (PIM per open plan desk.

Techs) Add 20% Additional

space extra over for

70 m2 allowance of

2 Programme circulation space.

Implementation Add additional 10%

Administrators

for structural area,

(PIAs)

and occidental

furniture 1 Project

(10 m2 each) Accountant

1 Performance

Manager

2 x Programme 7m2 is the minimal 40 m2

Implementation allowable space

Managers - per open plan desk.

Social Add 20% Additional

space extra over for

2 x EPWP allowance of

Social circulation space.

Facilitators

Add additional 10%

for structural area,

and occidental

furniture

(10 m2 each)

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4 x EPWP Data 7m2 is the minimal 40 m2

Capturers allowable space

per open plan desk.

Add 20% Additional

space extra over for

allowance of

circulation space.

Add additional 10%

for structural area,

and occidental

furniture

(10 m2 each)

1 x Project 7m2 is the minimal

Financial allowable space

Controllers per open plan desk.

10 m2 Add 20% Additional

space extra over for

allowance of

circulation space.

Add additional 10%

for structural area,

and occidental

furniture

(10 m2 each)

6 Graduate 7m2 is the minimal 60m2

Trainee allowable space

per open plan desk.

Add 20% Additional

space

extra over for

allowance of

circulation space.

Add additional 10%

for structural area,

and occidental

furniture

(10 m2 each)

Filing cabinet space 10m2 10m2

Boardroom 30- Seater 1 60 m2 60 m2

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Cleaner’s change room 1 6 m2 6 m2

Server Room (air- 1 6 m2 6 m2

conditioned)

Disabled toilet. 1 4 m2 4 m2

Usually Unisex for

disabled.

Staff Female Toilets as Building regs will 12 m2 12 m2

per require 2 WC, and 2

WHB’s

SANS 10400-part P

Staff Male toilets as per Building regs 10 m2 10 m2

will require 2

SANS 10400-part P

WC,

2 UR, and 2

WHB’s

Reception area 1 12 m2 12 m2

Fully Fitted Kitchenette 1 12 m2 12 m2

Storeroom 1 1 8 m2 8 m2

TOTAL 428m2

Total = 428 sqm

This m2 and other requirements as indicated above are approximate sizes, if the office

space that will be offered is different in layout and size, it must be indicated as such on

the proposal.

b) Require at least 15 Parking Bays for staff motor vehicles and clients.

Category Quantity Sqm Total sqm

9. Conditions:

• Office Location: The office premises should be situated in NELSPRUIT (within

the zoned corporate office park, away from retail shops, Industrial and Central

Business District (CBD) with accessible public transport system.

• The lease agreement will be for a period of 3 years, planned to be effective from

01st October 2026 or as and from when the agreement is concluded. The IDT

reserves the right to extend the contract for further 24 months and bidders will

be required to provide monthly rental for year 4 and 5 in case IDT decide to

exercise right to extend.

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The service provider will be required to:

• Enter into a lease agreement with the IDT.
• Demonstrate and sustain quick response in terms of compliant with regards

structural related issues such as the conditions of the building, roof leakages,

structural defects and any building maintenance required etc.

• Have the ability to provide secure and covered parking bays
• It is the Service Provider’s responsibility to provide monthly rental and utility

bill invoice by the 25th day of each month to be paid end of the month.

• The service provider must be available for an annual review of its services in

term of structural challenges etc.

10. Bid validity

The bidder is required to confirm that it will hold its proposal valid for 90 days from the

closing of the tender, during which time it will maintain without changing their proposed

rates and prices.

11. Tarrifs/ discount adjustments

The successful bidder must indicate annual escalations adjustments in the bid

document if any. Industry range requires between 6% to 8% increase annually. NB.

The increase will only apply from the second year of the lease agreement.

12. Transaction / service fees

The successful bidder must submit a detailed breakdown of service fees per month.

(rental, utility bills, parking, sewerage, refuse removal, rates and taxes). An indication

of Value Added Tax (VAT) must be explicitly clear on the fees. The costing structure

must be clearly indicated.

13. Required information (mandatory documents)

Mandatory documents submitted

Yes NO

Property ownership

Bidder must be the owner of the property. Certified copy of

deed registration ownership/Power of Attorney/ Subletting

agreement (refer to item 6 above)

Letter of authority by the Legal Entity, authorizing a person

dedicated to sign documents on behalf of the bidder, with

the exception of sole proprietors

All bidders must be registered with CSD (to supply the

MAAA number)

Fully completed and signed SBD1; SBD 4 and SBD 6.1

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Property size / site of the premises

Minimum of 428 sqm for office space

Minimum of 15 parking bays

Minimum of 5 customer parking bays

Minimum of 1 disabled parking bays

Property prospectus to be attached which must

highlight the following:

a) GPS Location

b) Physical Address

Condition / requirements of the property

The premises must meet all relevant legislative

requirements. Bidders must provide certification of

compliance in relation to the following:

a) Electrical

b) Mechanical

c) Fire requirements

d) Universal access, it must accommodate people with

disability; internally and externally in compliance with

relevant Acts.

e) Proof of Compliance with the Occupational Health and

Safety Act (OHSA)

NB: IDT have a right to verify all COC

NB: All the above will be required prior occupation

and signing of the Lease.

The bidder must undertake to maintain compliance for the

full lease period.

Valid Third-Party liability insurance and SASRIA insurance

for the building structure

Occupancy Certificate (applicable if the building is new) A

valid Occupation Certificate issued by the relevant local

authority confirming that the building is approved for use as

office accommodation.

Zoning certificate obtainable from Municipality

The bid document must be completed by hand using the

black permanent ink.

Building support service

The following services must be available on occupation

with back-up facilities for business continuity:

• Water
• Electricity
• Sanitation
• Refuse Removal services

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NB: All relevant documentation from the relevant

municipality confirming that all services are fully paid prior

occupation (municipal clearance).

Compliance requirement:

The bidder is required to submit a letter of

undertaking/commitment to comply with all the listed

requirements on submission of the bid.

Non-mandatory documents submitted

Yes NO

CIPC Certificate (proof of company ownership)

Tax Clearance Certificate with SARS pin

Pictures of the office building in colour include parking,

basement if any, the inside of the building

14. Shortlisted bidders may be required to:

14.1. Make a presentation to the IDT when required to do so;

14.2. Demonstrate professionalism in letting management, as well as flexibility

in accommodating the IDT’s specific needs

14.3. Demonstrate and confirm the ability to deal with emergency situations

within 24 hours in terms of serious structural defects such as roof

leakages, roof tile replacement, blocked toilet, burst water pipes, burst

geysers etc.;

14.4. Prompt response to all maintenance related issues;

14.5. Access control and external 24/7 security guarding services with reputable

and experience security company.

15. Responsibilities of the service provider

The shortlisted bidder must arrange relevant site inspection of the property; however

the IDT reserves the right to conduct such visits in the absence of the successful

bidder; this will be noted and collated to a formal snag list and kept for record purposes.

16. Required knowledge, skill and expertise

16.1. The service provider must have proficient knowledge and experience in the

following areas: -

16.1.1 Knowledge and understanding of corporate office space and contemporary

space planning methodologies;

16.1.2 Understanding of National Building regulations.

17. Procurement approach

17.1 The required services shall be procured through a Bidding Process, as per

the IDT SCM policy and procedures.

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17.2. Bids submitted by means of e-mail, facsimile, electronic or similar means

shall not be considered. Only bids submitted in hard copies will be

accepted.

17.2 Bidders who meet the requirements for submission of mandatory

documents may be invited to make presentations to the Bid Evaluation

Committee (BEC).

18. Cost estimate

In accordance with the National Treasury Implementation Guide: Preferential

Procurement Regulations, the estimated contract value for the provision of office

accommodation under this tender is R 4 285 300.00 (VAT inclusive) for the

contract period of 36 months, with an option to extend for a further 24 months,

subject to organisational requirements and approval.

19. Evaluation process

19.1. Bid/Tender will be evaluated in accordance with the IDT’s Supply Chain

Management Policy, which conforms to the provisions of the Preferential

Procurement Policy Framework Act and its Regulations.

19.2. The tender evaluation criteria, in line with the IDT Supply Chain Management

Policy, will be as follows:

• Phase1: Mandatory requirement;
• Phase 2: Functionality Bidder to score a total of 70 functionality points out of

100;

• Phase 2a: Site Inspection
• Phase 3: 80/20 Price and Preference Point system will be used where 80

points is for price and 20 points is for Specific Goals as cited above. A bidder

that scores less than 70% of total functionality points will not be further

evaluated.

19.3. Preference points for Specific Goals as stipulated as per SBD 6.1.

19.4. For purposes of comparison and in order to ensure a meaningful evaluation, bidders

are requested to furnish detailed information to substantiate their bid.

16.1. The service provider must have proficient knowledge and experience in the

following areas: -

16.1.1 Knowledge and understanding of corporate office space and contemporary

space planning methodologies;

16.1.2 Understanding of National Building regulations.

• Experience of the service provider in the letting industry.

The shortlisted bidder must arrange relevant site inspection of the property; however

the IDT reserves the right to conduct such visits in the absence of the successful

bidder; this will be noted and collated to a formal snag list and kept for record purposes.

• Phase1: Mandatory requirement;
• Phase 2: Functionality Bidder to score a total of 70 functionality points out of

100;

• Phase 2a: Site Inspection
• Phase 3: 80/20 Price and Preference Point system will be used where 80

points is for price and 20 points is for Specific Goals as cited above. A bidder

that scores less than 70% of total functionality points will not be further

evaluated.

19.3. Preference points for Specific Goals as stipulated as per SBD 6.1.

19.4. For purposes of comparison and in order to ensure a meaningful evaluation, bidders

are requested to furnish detailed information to substantiate their bid.

20. Evaluation criteria

Phase 2b: Site inspection Criteria

Bidders who score 70 and above on functionality criteria (Phase 2) will be considered for site

inspection.

• 36 Monthly rental fees for the office space and parking bays must

be separated from the monthly utility fee. The total rental amount

for the 36 months must be carried to form of offer section which will

be used for price and specific goal evaluation.

• Separate pricing monthly rental fee for further 24 months in case

IDT decide to extend the lease contract for further 24 months. The

additional 24 months’ total amount MUST NOT be included in the

form of offer section.

• The applicable annual escalation rate must be indicated for each

year.

• All building maintenance related costs, including all fixed

equipment.

• IDT reserves the right to extend the initial 36 months’ contract period

by further 24 months.

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The Independent Development Trust (IDT), as a public entity, operates within

the procurement framework prescribed by the National Treasury and the

Department of Public Works and Infrastructure (DPWI), including the Public

Finance Management Act, 1999 (Act No. ) and applicable Supply

Chain Management (SCM) prescripts.

The bidder is required to confirm that it will hold its proposal valid for 90 days from the

closing of the tender, during which time it will maintain without changing their proposed

rates and prices.

(rental, utility bills, parking, sewerage, refuse removal, rates and taxes). An indication

of Value Added Tax (VAT) must be explicitly clear on the fees. The costing structure

must be clearly indicated.

13. Required information (mandatory documents)

Specific goals 100 100

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Sbd 3.1 Pricing

Schedule – firm prices (purchases)

Note: price adjustments will be allowed at the periods and times specified in the bidding documents.

Name of bidder: .......................................................................................................... Bid NO: IDTMPU2026/OFFICELEASE/ADM01-REV

CLOSING TIME: 14 August 2026@12:00

Pricing schedule for the 36 months duration

01 October 2026 - 30 September 2027

01 October 2027 – 30 September 2028

01 October 2028 – 30 September 2029

Total bid amount for 36 months to be carried to form of offer section

Pricing schedule for optional additional 24 months

disqualification of the tender. The tender document must be divided as follows:

a) Returnable documents.

b) Proposal.

c) Financial / pricing information

Copyright of 4 Use and copy the documents provided by the Independent

documents Development Trust only for the purpose of preparing and

submitting a tender in response to this invitation.

Standardised 5 Obtain, as necessary for submitting a tender, copies of the latest

specification s revision of standardised specifications and other publications,

and other which are not attached but which are incorporated into the tender

publications documents by reference.

Site visit and 6 Attend a site visit and/or clarification briefing meeting at which

/ or clarification tenderers may familiarise themselves with the proposed work,

meeting services or supply, location, etc. Details of the meeting are stated

in the Tender Advert.

Seek 7 Request clarification of the tender documents, if necessary, by

clarification notifying Independent Development Trust's Representative

earlier than the closing time for clarification of queries.

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Pricing the 8 Include in the rates, prices, and the tendered total of the prices

tender (if any) all duties, taxes (except VAT), and other levies payable

by the successful tenderer. Such duties, taxes and levies are

those applicable 14 days prior to the deadline for tender

submission.

9 Show Value Added Tax (VAT) payable by Independent

additional period.

Clarification of 21 Provide clarification of a tender in response to a request to do so

tender from Independent Development Trust's Representative during

after the evaluation of tenders. This may include providing a

submission breakdown of rates or Prices. No change in the total of the Prices

or substance of the tender is sought, offered, or permitted except

as required by Independent Development Trust's Representative

to confirm the correction of arithmetical errors discovered in the

evaluation of tenders. The total of the Prices stated by the

tenderer as corrected by Independent Development Trust's

No Site Inspection Checklist Points Check YES NO N/A 1 Safety & General Condition 20

The building accommodates persons living with disabilities. 2

Does the building have facilities and amenities (Kitchen, Restrooms, Parking and accessibility)

Building does not have rising damp or visible structural defects or wall cracks exceeding 5mm.

Is there proper light/illumination? 1

Lighting at conducive for office environment 1

Energy saving building 1

Does the building have safety and security measures ( Fire safety equipment and security in place) controlled 2 access system, secured office park)

Is electrical wiring properly installed? 2

Is the server room 2 hours fire rated? 2

Server Room AC to maintain 18-20°C 2

All external doors should be fitted with security graded strike locks and door closers 2 Functional Requirements 20

Is the office space clean, tidy, and well-maintained? 2

Are workspaces adequate, comfortable, and well- equipped for the intended use?

Are there suitable storage and filing systems in place? 3

Are restrooms clean, well-maintained, toilets flush properly, and equipped with necessary amenities (e.g., 2 Basins, Toilet Paper Holder, etc?)

Are phone lines, internet access, and other communication systems functioning correctly? is there 3 power skirting of 58

Are utilities (e.g. electricity, water, etc.) functioning correctly and safely?

is there a backup generator? 3

Are there regular maintenance schedules in place for fire equipment and mechanical fixtures e.g. aircons 2 infrastructure? 3 Compliance & Legal Requirements 20

Does the office space comply with local building codes, safety regulations, and accessibility standards?

Are fire extinguishers, alarms, and other fire safety equipment in good working order and compliant with 5 regulations?

Is there an occupancy certificate for the building to ensure compliance with facilities regulations? 4 Accessibility & Inclusivity 05

Is signage clear, legible, and accessible to all users? 3

Is the emergency signage visible? 2 5 Functional Checks 15

Can the blinds be opened, closed, and tilted without any resistance or sticking?

Are the blinds effectively controlling the amount of natural light entering the room?

Are the cords intact, not frayed, and functioning correctly? 1

Blinds are not broken or chipped slats, no signs wear and tear on blinds?

There are no cracks, chips, missing parts, or signs of wear and tear on the door itself, including the door frame.

Points Allocation: 80 points

B-BBEE Details: of a contract), submit for

Independent Development Trust's acceptance, the bonds,

guarantees, policies and certificates of insurance required to be

provided by the successful tenderer in terms of the conditions of

contract.

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23 Undertake to check the final draft of the contract provided by

Independent Development Trust's Representative, and sign the

contract all within the time required by these Conditions of

Tender.

The Independent Development Trust to sign and issue the

contract.

Fulfil BEE 24 Comply with Independent Development Trust’s requirements

requirements regarding B-BBEE, Youth-owned, Disabled-owned and Black

Women-owned Suppliers.

3 independent development trust's undertakings

Independent Development Trust, and Independent Development

Trust's Representative, shall:

Respond to 1 Respond to a request for clarification received earlier than the

clarification closing time for clarification of queries. The response is notified

to all tenderers.

Issue Addenda 2 If necessary, issue to each tenderer from time to time during the

period from the date of the Invitation until the closing time for

clarification of queries, Addenda that may amend, amplify, or add

to the tender documents. If a tenderer applies for an extension

to the deadline for tender submission, in order to take Addenda

into account in preparing a tender, Independent Development

Trust may grant such an extension and Independent

Development Trust's

Representative shall notify to all tenderers of the extension.

Return late 3 Tenders will be deemed late if they are not in the designated

tenders tender box at the date and time stipulated as the deadline for

tender submission.

Tender opening 4 Open the tenders in the presence of the tenderers’ representatives

who choose

redrafted. Photocopies of the original bid documentation may be used, but an

original signature must appear on such photocopies.

will be published on IDT website.

• Emergency evacuation plans
• Proof of maintenance of safety systems
• Fire compliance certification

requirements. Bidders must provide certification of

compliance in relation to the following:

a) Electrical

b) Mechanical

c) Fire requirements

d) Universal access, it must accommodate people with

disability; internally and externally in compliance with

relevant Acts.

e) Proof of Compliance with the Occupational Health and

Safety Act (OHSA)

NB: IDT have a right to verify all COC

NB: All the above will be required prior occupation

and signing of the Lease.

14.1. Make a presentation to the IDT when required to do so;

14.2. Demonstrate professionalism in letting management, as well as flexibility

in accommodating the IDT’s specific needs

14.3. Demonstrate and confirm the ability to deal with emergency situations

within 24 hours in terms of serious structural defects such as roof

leakages, roof tile replacement, blocked toilet, burst water pipes, burst

geysers etc.;

14.4. Prompt response to all maintenance related issues;

14.5. Access control and external 24/7 security guarding services with reputable

and experience security company.

2.4.4 Resources i.e. Detailed list of Professional team 2

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Criteria 5: approach

2.5 Safety & security plan 20

1 Safety & General Condition 20

The building accommodates persons living with disabilities. 2

• Does the building have facilities and amenities (Kitchen,

Restrooms, Parking and accessibility)

• Building does not have rising damp or visible structural

defects or wall cracks exceeding 5mm.

• Is there proper light/illumination? 1
• Lighting at conducive for office environment 1
• Energy saving building 1
• Does the building have safety and security measures (

Fire safety equipment and security in place) controlled 2

access system, secured office park)

• Is electrical wiring properly installed? 2
• Is the server room 2 hours fire rated? 2
• Server Room AC to maintain 18-20°C 2
• All external doors should be fitted with security graded

strike locks and door closers

2 Functional Requirements 20

• Is the office space clean, tidy, and well-maintained? 2
• Are workspaces adequate, comfortable, and well-

equipped for the intended use?

• Are there suitable storage and filing systems in place? 3
• Are restrooms clean, well-maintained, toilets flush

properly, and equipped with necessary amenities (e.g., 2

Basins, Toilet Paper Holder, etc?)

• Are phone lines, internet access, and other

communication systems functioning correctly? is there 3

power skirting

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• Are utilities (e.g. electricity, water, etc.) functioning

correctly and safely?

• is there a backup generator? 3
• Are there regular maintenance schedules in place for fire

equipment and mechanical fixtures e.g. aircons 2

infrastructure?

3 Compliance & Legal Requirements 20

• Does the office space comply with local building codes,

safety regulations, and accessibility standards?

• Are fire extinguishers, alarms, and other fire safety

equipment in good working order and compliant with 5

regulations?

• Is there an occupancy certificate for the building to ensure

compliance with facilities regulations?

4 Accessibility & Inclusivity 05

• Is signage clear, legible, and accessible to all users? 3
• Is the emergency signage visible? 2

5 Functional Checks 15

• Can the blinds be opened, closed, and tilted without any

resistance or sticking?

• Are the blinds effectively controlling the amount of natural

light entering the room?

• Are the cords intact, not frayed, and functioning correctly? 1
• Blinds are not broken or chipped slats, no signs wear and

tear on blinds?

• There are no cracks, chips, missing parts, or signs of wear

and tear on the door itself, including the door frame.

• Ensure hinges are securely fastened and function

smoothly.

• Verify that the door closes tightly and latches properly 2
• Inspect for any damage, looseness, or difficulty in

operation

• Confirm that the doors and locks meet all applicable

building codes and safety regulations.

6 Floor Condition 10

• No signs of wear and tear or damage? 2
• No tripping hazards like cracks or uneven surfaces? 2
• No Signs of water intrusion or moisture damage 2
• The flooring is compliant with regulations of occupational

health and safety.

7 Roof Condition 10

• No leaks and water stains 3
• No identified signs of moisture damage 3
• No visible cracks, sagging, or movement in

the roof structure

Total 100

To qualify for the next evaluation phase, the bidder must achieve a score of 70% or above.

Non-disclosure 5 Not disclose to tenderers, or to any other person not officially

concerned with such processes, information relating to the

evaluation and comparison of tenders and recommendations for

the award of a contract.

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Disqualification 7 Instantly disqualify a tenderer (and his tender) if it is established

that the tenderer offered an inducement, gift or bribe to any

person with a view to influencing the placing of a contract arising

from this invitation to tender. Such tenderer may be restricted

from doing business with the IDT and/or the State.

Test for 8 Determine before detailed evaluation, whether each tender

responsiveness properly received

• meets the requirements of these Conditions of Tender,
• has been properly signed, and
• Is responsive to the requirements of the tender documents.

• The office space needs to be at least 428 square metres of lettable space as

measured by the SAPOA method of measuring and calculating spaces, with

at least 15 covered parking bay for staff and at least 5 visitors parking spaces

• The Office must be well secured with access control, to accommodate a minimum

number of 30 staff members.

• The offices must provide suitable toilet seats which are lockable for both males

and females and 1 separate ablution facility to make a provision for disabled

persons as per part P and Part S of SANS 10400: (2 seats and 2 urinals for

males. 2 seats for females)

• Fully functioning energy efficient Air conditioning system must be provided in all

tendered space.

• Offices should have sufficient ventilation by means of HVAC and natural air in

line with labour legislations.

• The offices must have an uninterrupted power supply (to power the server room,

network system and telephone lines).

• Landlord must be willing to allow IDT branding to be mounted on the outside of

the building

• The building offered must be habitable for office use and the bidder must be open

for negotiation with IDT for Tenant Installation Allowance.

• It must be close to public transport system, within a corporate zoned area with

adequate parking away from the CBD, industrial and retail outlets.

• The building must be compliant and in good working condition creating a

conducive working environment.

• The building must have suitable facilities such as lights, air-conditioning and a

serviced lift (where applicable) if not on the ground floor.

• The building should have external 24-hour security for the office building and

parking areas.

• Grade B building or higher in terms of SAPOA office grading definitions.

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• Regulated /controlled vehicular and pedestrian entrance and exit (with guard

house where applicable)

• Both parties will sign a 36-month Lease Agreement with an option of 24 months

extension.

• Termination Clause of one (1) month notice must be included.
• If the bidder proposes to refurbish the exiting building, the bidder should submit

the following documents:

a) Floorplans of the building or space being offered.

b) Commitment letter to refurbish the building as per the tenant specification with

a Tenant Installation amount.

c) Partitioning as per IDT’s specification

d) Air-conditioning (preferably split units)

e) Adequate floor covering and painting - with corporate colours

f) Power skirtings - with two power plugs per workstation

g) Network and telephone points

h) Blinds - with corporate colours

i) Space plan

j) UPS facility integrated into specific plug points

4.4 Price schedules including VAT detailing: -

the following mandatory documents:

• Certified copy of deed registration ownership/Power of Attorney/ Subletting

agreement (refer to item 6 above).

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• Letter of authority by the Legal Entity, authorizing a person dedicated to sign

documents on behalf of the bidder, with the exception of sole proprietors.

• All bidders must be registered with CSD (MAAA number)
• Fully completed SBD1; SBD 4 and SBD 6.1
• Property prospectus to be attached which must highlight the following:

➢ GPS Location

➢ Physical Address

➢ Minimum of 428 sqm for office space

➢ Minimum of 15 parking bays

➢ Minimum of 5 customer bays

➢ and disabled parking

• Third Party liability insurance and SASRIA insurance for the building

structure

• Proof of Compliance with the occupational health and safety Act (OHSA)
• Valid Third-Party liability insurance and SASRIA insurance for the building

structure

• Latest Occupancy Certificate (applicable if the building is new)
• Zoning certificate obtainable from Municipality
• Valid Certificate of Compliance: Electrical and Mechanical
• Proof of compliance with:

➢ Fire requirements

➢ Universal access in relation to accommodate people with disability;

internally and externally in compliance with relevant Acts.

• The bid document must be completed by hand using the black permanent

ink.

20.2 Phase 2: Functionality Criteria

01 October 2029 – 30 September 2030

01 October 2030 – 30 September 2031

Name of the Bidder ................................................. Signature of Bidder: .....................................

▪ Please fill in the amounts including VAT clearly and legibly.

▪ Only firm prices will be accepted.

▪ The above Transaction fees will be used for purposes of evaluation and contracting.

▪ Volumes shown above are only estimates based on a 36 months with an option to extend for further 24 months’ period.

▪ No minimum or maximum volumes or values of work/ transactions are guaranteed during the contract period.

▪ Bid Validity - The offer must be valid for 90 days from the closing date of the bid.

▪ Offer to be valid for 90 days from the closing date of bid

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19.4. Preference point system

guarantees, policies and certificates of insurance required to be

provided by the successful tenderer in terms of the conditions of

contract.

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