Lease of office space for mdda in gauteng (5-Year contract)

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Copies to be submitted Five (5)

Mandatory Requirements

1. Mandatory Functional Criteria

All bid responses that do not meet the Mandatory Functional Requirements will be

disqualified and will not be considered for further evaluation on the Non-Mandatory

Functional Requirements:

1. a) The building must either be Grade A or B.

b) The office space is a maximum of +-1300 sqm.

c) The office building is in a secured area with security measures on the premises.

Bidders are to submit documents substantiating the security measures (Security, boom,

a gate, electrical fencing etc.)

d) Building is in one of the following areas: Parktown, Rosebank, Sandton, Randburg,

Auckland Park

e) Certificate of Occupancy.

f) Fire Compliance Certificate

g) Electrical Compliance Certificate

2. Technical Criteria

With regards to the Other Functional Requirements, the following criteria and the

associated weightings will be applicable:

Element weight

Office: 10 points

• 15km radius from the current building- (10 points)
• Greater than 15km radius from the current – (0 points)

Reception area: 10 points

• A layout to fit the reception area for 6 or more people- (10 points)
• No reception- (0 points)

Dedicated kitchen areas: 10 points

• A layout to fit the kitchen area/s- (10 points)
• No kitchen area/s- (0 points)

Floorspace: 10 points

• Readily available Heating Ventilation and Air- conditioning (HVAC)

system- (10 points)

• No heating ventilation and air conditioning system- (0 points)

Proof of building grade: 10 points

• Grade A - (10 points)
• Grade B – (5 points)

Disability access: 10 points

• Disability access to and within the building- (10 points)
• No access to and within the building for people living with disabilities- (0

points)

Public Transport: 10 points

• Within 1km of public transport – (10 points)
• Greater than 1km radius for public transport – (0 points)

Parking availability: 10 points

• 40 or more secured parking bays – (10 points)
• Less than 40 secure parking bays – (0 points)

Amenities: 10 points

• Within 1km walking distance – (10 points)
• Greater than 1km radius from the premises – (0 points)

Building Support Services: 10 points

• Availability of full primary and backup power solution, with seamless

transition to cater for occupant capacity and all electrical peripherals – (10

points)

• No backup power support – (0 points)

Total 100

points

Note: Minimum technical threshold of 80 points is required to move onto the next

phase of evaluation.

The next phase of evaluation will be the site visit and the same criteria will be

used for evaluation.

Minimum technical threshold of 80 points is required to move onto the next phase

of evaluation.

Phase: PRICE AND SPECIFIC GOALS

Only bids that achieved the minimum qualifying score/percentage for functionality will be

considered further in terms of the 80/20 preference point system.

The formula to be utilised in calculating points scored for the preference point system will

be included in the tender document.

Step 1 will be the calculation of points for price where the lowest bid will score 80 points

for price, while bids with higher prices will score lower points for price on a pro-rata basis.

The following formula will be utilised to calculate the points for price in respect of proposal

with a Rand value below R50 000 000 (all applicable taxes included) :

Pt−Pmin

Ps= 80(1− )

Pmin

Where:

Ps = Points scored for comparative price of proposal or offer under consideration;

Pt = Comparative price of proposal or offer under consideration; and

Pmin = Comparative price of lowest acceptable proposal or offer.

Step 2 will be the calculation of points for the Specific goals contribution where 20 points

will be awarded to a Bidder as per table below:

Specific goal Achievement level Total points Total points allocated

allocated (90/10 system)

(80/20

system)

Black ownership 100% black ownership 10 5

Less than 100% but 8 4

equal to or greater than

75% black ownership

Specific goal Achievement level Total points Total points allocated

allocated (90/10 system)

(80/20

system)

Less than 75% but equal 6 3

to or greater than 50%

black ownership

Less than 50% but equal 4 2

to or greater than 25%

black ownership

Less than 25% black 2 0

ownership but greater

than 0%

No black ownership 0 0

Black women ownership 50% or more black 6 3

women ownership

Youth ownership 20% or more youth 2 1

ownership

People with disability 20% or more people with 1 1

ownership disability ownership

Township/Rural area Township/Rural based 1 0

ownership business

Note: Failure to provide certification or affidavit substantiating the attainment of any of the

Specific goals criteria will result in the Bidder being awarded zero (0) points for the

Specific goal.

The points scored for the price (step 1) will be added to the points scored for the Speficic

goals (step 2) to obtain the tenderer's total points scored out of 100.

Areas of evaluation points

Price 80

Specific Goals 20

Total 100

Bidders are required to complete SBD 6.1 in full.

Costing

Bidders must submit a detailed and signed Pricing Schedule.

All pricing shown must EXCLUDE VAT, with the VAT components being as shown

separately on all cost/priced items/services.

All pricing assumptions, excluded costs, and estimated costs must be clearly

documented.

The Media Development and Diversity Agency will not entertain any price adjustments

for it assumes that the pricing document as supplied is complete and covers all costs

associated with these services.

Terms of contract

After the tender is awarded, the successful tenderer will be required to enter into a

service level agreement (SLA) with the Media Development and Diversity Agency. The

SLA will form the contractual basis for the delivery of the service as well as how

performance will be measured and will include the General Conditions of Contract.

General mandatory conditions

Responses must be concise outlining a detailed cost structure. All tenderers responding

to this request for Proposals must provide the following statutory compliance

documentation in order to be considered:

➢ Proof of registration to the Central Supplier Database (CSD)

➢ All Supplier information and declaration of Interest forms must be properly

completed, signed, and stamped by a Commissioner of Oaths

➢ Any false declaration of information will result in the exclusion of the proposal from

consideration

➢ Bidders to submit a tax compliance status (TCS) pin issued by SARS along with a

valid tax clearance certificate

➢ A BEE certificate from a SANAS accredited rating agency or Affidavit

substantiating the bidder’s B-BBEE rating

➢ Certified copy of Identity Documents of Shareholders/Directors

Submission requirements

Any service provider requiring clarification on any matter whatsoever, including questions

relating to the specifications required of the service provider to perform this project or the

tender and evaluation process must do so via e-mail and address such request to

[email protected], telephone number 011 643 1100.

• All the official forms (SBD) must be completed and signed in all respects by the bidder.

Failure to comply shall invalidate a bid.

• Bidders are kindly requested to submit ONE (1) original and four (4) copies of the

technical proposal. One (1) original financial proposal.

• Bidders are further requested to separate financial proposal from their technical

proposal.

NB: Failure to comply with any of the submission requirements will disqualify the

bid.

Proposals may be deposited in or couriered to the tender box at the reception area of

Media Development and Diversity Agency Head Office, 26 Canary Road, Auckland Park,

2nd Floor SABC GSM Building, Auckland Park, 2006, Johannesburg on or before 06

August 2026, 11:00am.

Appointment of a service provider to provide office space to

Mdda for a period of five (5) years

MDDA/02/2026

Invitation to tender MDDA/02/2026

Title of this RFP Appointment of a service

valid tax clearance certificate

tax compliance status (TCS) pin issued by SARS along with a

Central Supplier Database (CSD)

Bidders are required to complete SBD 6.1 in full.

Bidders must submit a detailed and signed Pricing Schedule.

➢ Proof of registration to the Central Supplier Database (CSD)

➢ All Supplier information and declaration of Interest forms must be properly

➢ Bidders to submit a tax compliance status (TCS) pin issued by SARS along with a

valid tax clearance certif

Points Allocation: 80 points

B-BBEE Details: ing statutory compliance

documentation in order to be considered:

➢ Proof of registration to the Central Supplier Database (CSD)

➢ All Supplier information and declaration of Interest forms must be properly

completed, signed, and stamped by a Commissioner of Oaths

➢ Any false declaration of information will result in the exclusion of the proposal from

consideration

➢ Bidders to submit a tax compliance status (TCS) pin issued by SARS along with a

valid tax clearance certificate

➢ A BEE certificate from a SANAS accredited rating agency or Affidavit

substantiating the bidder’s B-BBEE rating

➢ Certified copy of Identity Documents of Shareholders/Directors

Submission requirements

Any service provider requiring clarification on any matter whatsoever, including questions

relating to the specifications required of the service provider to perform this project or the

tender and evaluation process must do so via e-mail and address such request to

[email protected], telephone number 011 643 1100.

• All the official forms (SBD) must be completed and signed in all respects by the bidder.

Failure to comply shall invalidate a bid.

• Bidders are kindly requested to submit ONE (1) original and four (4) copies of the

technical proposal. One (1) original financial proposal.

• Bidders are further requested to separate financial proposal from their technical

proposal.

NB: Failure to comply with any of the submission requirements will disqualify the

bid.

Proposals may be deposited in or couriered to the tender box at the reception area of

Media Development and Diversity Agency Head Office, 26 Canary Road, Auckland Park,

2nd Floor SABC GSM Building, Auckland Park, 2006, Johannesburg on or before 06

August 2026, 11:00am.

• Metal detectors at entrances for enhancing physical security.

• 24/7 security-controlled parking for vehicle safety.

• On-site security guards for staff and visitor safety.

• Grade A/B building: Modern infrastructure, smart lighting, HVAC, and

energy efficiency.

• Safe and functional elevator: If elevators are present, they must be regularly

maintained, accessible to persons with disabilities, and safe for daily use.

• Disability-friendly building: The building must include ramps, wide

doorways, accessible entrances, and signage for ease of mobility.

• Tenant Installation Allowance (TIA): Landlord should provide funds for

custom fittings.

• Certificate of Compliance: Mandatory to ensure legal and operational

readiness of the premises.

• Compliance with all relevant building codes and safety regulations,

including fire safety

• Private offices for confidentiality.

• Dedicated reception area for MDDA

• Enclosed open-plan space, soundproofed and ventilated for team

collaboration while ensuring noise control.

• 1,300 m2 required: Sufficient floor space for employees and interns, aligned

to Grade A/B standards for quality and efficiency.

Tender Validity Period 120 business days from the closing date

RFP Closing Time & Date 06 August 2026 at 11:00am

Bidders must comply with tax obligations. Submit a SARS-issued Tax Compliance Status (TCS) PIN or a printed TCS certificate with the bid. Apply for a TCS PIN via e-filing at www.sars.gov.za. For consortia/joint ventures, each party must submit a separate TCS certificate, PIN, or CSD number. If no TCS PIN is available but the bidder is registered on the Central Supplier Database (CSD), provide the CSD number. Bids from state employees, companies with state-employed directors, or close corporations with state-employed members will not be considered. Submit a B-BBEE Status Level Verification Certificate or sworn affidavit (for EMEs & QSEs) to qualify for preference points. Foreign suppliers must complete the foreign supplier questionnaire if applicable. Proof of authority (e.g., company resolution) must be submitted with the bid.

Closing time: 11:00 on the specified closing date. Offer validity: 120 days from the closing date.

Submit the following returnable documents as part of your bid:

• Completed pricing schedule (SBD 3.3) with all applicable taxes included (VAT, PAYE, income tax, UIF, skills development levies).
• Ceiling price for the total estimated time, including all phases and expenses.
• Breakdown of persons involved in the project, with hourly and daily rates.
• Phase-by-phase cost breakdown, including man-days per phase.
• Travel expenses (rate/km, total km, airfare class, etc.) with proof of actual costs.
• Other expenses (e.g., accommodation, telephone, reproduction) with certified invoices and proof of payment.
• Confirmation if rates are firm for the contract period or details of adjustment basis (e.g., CPI).
• Offer validity period: 120 days from the closing date.
• Period required for project commencement after bid acceptance.
• Estimated man-days for project completion.

Scope: Provision of office space to MDDA for a period of five (5) years.

Pricing and deliverables:

• Bid price must be in South African Rand (RSA currency), inclusive of all applicable taxes.
• Use the accompanying information to formulate proposals.
• Specify a ceiling price covering the total estimated time for all phases, including all expenses.
• Provide a detailed breakdown of personnel involved, including their hourly and daily rates. Certified invoices must be rendered for these rates.
• Outline project phases, cost per phase, and man-days required for each phase.
• Travel expenses must be specified (e.g., rate per km, total km, class of air travel). Only actual costs are recoverable, and proof must accompany certified invoices.
• Other expenses (e.g., accommodation, telephone, reproduction costs) must be detailed. Certified invoices will be checked for correctness, and proof of expenses must be provided.

Pricing schedule (SBD 3.3) requirements:

• Bid price in RSA currency, inclusive of all applicable taxes (VAT, PAYE, income tax, UIF, skills development levies).
• Ceiling price for the total estimated time, including all phases and expenses.
• Personnel breakdown: Names, positions, hourly rates, and daily rates. Certified invoices must be rendered for these rates.
• Phase-by-phase breakdown: Cost per phase and man-days to be spent.
• Travel expenses: Specify rate/km, total km, class of air travel, etc. Only actual costs are recoverable, and proof must accompany certified invoices.
• Other expenses: Accommodation (e.g., three-star hotel, bed and breakfast), telephone, reproduction costs. Provide rate, quantity, and amount. Certified invoices will be checked for correctness, and proof must accompany invoices.
• Total cost for travel and other expenses must be provided.
• Offer validity: 120 days from the closing date.
• Period required for project commencement after bid acceptance.
• Estimated man-days for project completion.
• Confirm if rates are firm for the full contract period. If not, provide details of the adjustment basis (e.g., Consumer Price Index).

Pricing schedule requirements:

• All prices must be quoted in RSA currency, inclusive of VAT, PAYE, income tax, UIF, and skills development levies.
• Submit a ceiling price for the total project duration, covering all phases and expenses.
• Break down costs per phase, including man-days and associated expenses.
• Travel expenses: Specify rate/km, total km, airfare class, etc. Only actual costs are recoverable, and proof must accompany invoices.
• Other expenses (e.g., accommodation, telephone, reproduction): Provide rate, quantity, and amount. Certified invoices must be submitted with proof of payment.
• Indicate if rates are firm for the full contract period. If not, provide details of the adjustment basis (e.g., Consumer Price Index).
• Offer must remain valid for 120 days from the closing date.
• Specify the period required to commence the project after bid acceptance and the estimated man-days for completion.

Price must include all applicable taxes and exclude unconditional discounts. The rand value is the total estimated contract value at bid invitation, inclusive of taxes.

Pricing must include all applicable taxes and exclude unconditional discounts. The rand value of the contract is the total estimated value at the time of bid invitation, inclusive of taxes.

Compliance with the Preferential Procurement Policy Framework Act, 2000, and Preferential Procurement Regulations, 2022, is mandatory.

• B-BBEE and Specific Goals:

• Proof of black ownership, black women ownership, youth ownership, disability ownership, and township/rural-based status must be submitted to claim preference points.

• Points are awarded only if supported by valid documentation.

• Company Registration:

• Tenderers must provide their company/firm name, registration number, and legal entity type (e.g., Partnership, Close Corporation, (Pty) Ltd, etc.).

• Certification:

• A signed declaration certifying the accuracy of claimed points and compliance with tender conditions is required.

Preference points for specific goals are awarded as follows (90/10 system vs. 80/20 system):

• Black Ownership: 100% (10/5), ≥75% (8/4), ≥50% (6/3), ≥25% (4/2), >0% (2/0), 0% (0/0).
• Black Women Ownership: ≥50% (6/3).
• Youth Ownership: ≥20% (2/1).
• People with Disability Ownership: ≥20% (1/1).
• Township/Rural-Based Business: (1/0).

Contractual terms require the tenderer to:

• Certify the accuracy of all information and preference points claimed.
• Provide documentary proof of claims if requested by the organ of state, either before or after adjudication.
• Acknowledge that fraudulent claims or non-fulfillment of contract conditions may result in:
• Disqualification from the tender process.
• Recovery of costs, losses, or damages by the organ of state.
• Contract cancellation and damages claimed.
• Restriction from doing business with any organ of state for up to 10 years (after due process).
• Criminal prosecution.

If the applicable preference point system (80/20 or 90/10) is unclear, the organ of state will use:

• For income-generating contracts: The highest acceptable tender to determine the system.
• For other tenders: The lowest acceptable tender to determine the system.

Points for specific goals must be indicated for both systems in such cases.