Leasing of office space accommodation for the ombud council

• Bid Closing Date: 05 August 2026 at 11h00.
• Closing Date for Questions: 21 July 2026.
• Bid Validity Period: 90 days from closing date, expiring 03 November 2026.
• Key Process Dates (subject to change by the Council):

• Advertisement Date: 13 July 2026.
• Compliance Evaluation: 07 August 2026.
• Functional (Desktop) Evaluation: 11 August 2026.
• On-site Inspection: 24-28 August 2026.
• Preference Point System Evaluation: 28 August 2026.
• Bid Adjudication Committee: 04 September 2026.
• Bid Award by Accounting Authority: 11 September 2026.
• Notification of Outcome to Bidders: 14 September 2026.

• For bid enquiries and questions (by 21 July 2026):

• Contact Person: Thato Maleka, Procurement Officer.
• Email: [email protected]
• Telephone: +27 (0)87 804 1741

• No requests for information shall be made to any other person or place.
• The Ombud Council's physical address: Ground Floor, Building 4, Maxwell Office Park, Magwa Cres, Midrand, 2090.
• General telephone: +27 87 804 1741. Website: www.ombudcouncil.org.za.

• Submit bid documents via email to [email protected].
• The email subject must state: Bid No OC202627-T001 and Bid Name 'Leasing of office space accommodation for the Ombud Council'.
• The closing date and time is 05 August 2026 at 11h00 (South African Standard Time). Late submissions will not be accepted.
• Bidders must initial each page of the bid document on the bottom right-hand corner.
• A pricing schedule in the format of Annexure B must be submitted on a separate sheet from the technical proposal and together with the SBD3.1 form.
• Bids must be without any qualifications.
• The Council reserves the right to disqualify bids for incomplete information, fraudulent submissions, or non-compliance with mandatory requirements.

Eligible bidders must: 1) Be validly registered on National Treasury's Central Supplier Database (CSD), 2) Comply with all mandatory requirements in Annexure A, 3) Submit complete Annexures B and C, 4) Provide premises in the specified geographic areas (Waterfall, Woodmead, Sunninghill, Sandton, Bryanston, Fourways, Midrand or immediate surrounds), 5) Meet all building specifications and regulatory compliance (SANS 10400, OHS Act, fire regulations, municipal by-laws), 6) Not be disqualified per clause 18.1 (incomplete info, fraudulent info, non-compliance, FICA failures), 7) Have capability to provide fully furnished/serviced office space with tenant installation, 8) Accept Ombud Council's rights per clause 12 (including right not to accept lowest bid).

• Scope: Provision of rented, fully furnished and serviced P-Grade or A-Grade office space of 150-250 m² for five years, commencing between 01 October and 01 December 2026.
• Location: Must be in Northern Johannesburg region (Waterfall, Woodmead, Sunninghill, Sandton, Bryanston, Fourways, Midrand or surrounding suburbs).
• Access & Compliance: Premises must be easily accessible to public transport, clients, and suppliers; be in a secure area; have functional lifts if multi-storey; and comply with accessibility laws for persons with disabilities (SANS 10400-S).
• Spatial Requirements: Must accommodate approximately 20 m² for Chief Ombud, 48 m² for three organisational heads, 60 m² open plan for staff, and 77 m² for support workspace (boardrooms, kitchen, storage, pause area).
• Key Features Required:

• Dedicated or cordoned section for exclusive Ombud Council use.
• Manned reception during office hours.
• Minimum 8 reserved covered staff parking bays and 12 visitor bays.
• Fully functional ablution facilities for 15 employees, catering to all genders and people with disabilities.
• Four furnished private offices and open-plan area for ten employees with specified furniture.
• A 16-seat boardroom with wall-mounted TV/digital display and preferably a separate 6-seat meeting room.
• Kitchen with microwave, fridge, hot/cold water, and storage.
• Full air-conditioning (HVAC).
• Comprehensive security: 24-hour on-site personnel, access control, intruder alarms, electric perimeter fencing.
• Fire protection compliant with SANS 10400 Part T.
• High-speed fibre internet (50-100 Mbps download/20-100 Mbps upload) with Wi-Fi and IT support included.
• Cleaning services minimum twice weekly, cost included in rent.
• Backup diesel generator and UPS for uninterrupted power.
• All maintenance of exterior and building systems (windows, roof, HVAC, plumbing, lifts, generator, etc.) included in rental rates.

• Tenant Installation: Where needed, bidder must provide tenant installation allowance, designs, project plan, and space planner/project manager. Full fit-out and furnishing must be completed prior to lease commencement.
• Added Value Benefits (advantageous): Separate meeting room, Green Star certification, outdoor amenities, pause area, excellent natural lighting.

• Bidders must demonstrate capabilities and experience in providing furnished, serviced commercial office lease accommodation.
• Company profile and track record are evaluated (10 points), with higher scores for five or more years of relevant experience.

• A functional (desktop) evaluation requires a minimum score of 80/100 points to proceed.
• Site inspections will verify submitted information; inconsistencies may adjust scores or lead to disqualification.
• Supplier performance will be managed through an SLA.

• Submit an all-inclusive pricing schedule in Annexure B format, in ZAR.
• Include all costs: rent, operational charges, maintenance, insurance, municipal rates, cleaning, Wi-Fi.
• Specify annual escalation and all rate variations.
• Tenant installation costs must be within the bid amount; optional items priced separately.

• Pricing must be all-inclusive, in South African Rands, using the format in Annexure B.
• The pricing schedule must be submitted separately from the technical proposal, together with the SBD3.1 form.
• Rental rates must include:

• Municipal rates and taxes plus annual increases.
• Sanitation and refuse removal rates.
• All building insurance (excluding Ombud Council contents).
• All future maintenance of the building and exterior (windows, roofs, HVAC, plumbing, electrical reticulation, gardens, waste, stormwater, fire equipment, lifts, parking, generator, water backup).
• Cleaning services.
• Wi-Fi and connectivity with IT support.

• The annual escalation basis for rental and operating charges must be stipulated in Annexure B and be market-related.
• All variations to rates and a complete list of allowances must be specified.
• Tenant installation and furnishing costs (including VAT) must be contained within the total bid amount. Optional additional items must be priced separately.
• A minimum four-week beneficial occupation period prior to lease start must be provided at no cost to the Council.

• Mandatory Registration: Bidders must be validly registered on the Central Supplier Database (CSD). No award to unregistered suppliers.
• B-BBEE: Points are awarded under the 80/20 preference point system for specific goals. Proof (BBBEE certificates, sworn affidavits, CIPC documents) must be submitted.
• Legal & Building Compliance: The successful bidder must provide documentary evidence, including:

• Up-to-date municipal rates and taxes payment proof.
• Lift maintenance contract (if multi-storey building).
• Fire equipment service records.
• Air conditioner service maintenance certificate.
• Glazing conformance certificate (where applicable).
• Proof of building insurance.
• PSIRA certificate for Grade C security guarding.

• The building must comply with:

• Occupational Health and Safety Act and SABS 0142.
• National Building Regulations (SANS 10400).
• All relevant municipal by-laws, fire regulations, and SANS standards for electrical, lighting, drainage, accessibility, and lightning protection.

• The bidder must sign the Ombud Council anti-fraud statement.
• General compliance with the Preferential Procurement Policy Framework Act, Broad-Based Black Economic Empowerment Act, General Conditions of Contract, and any Special Conditions of Contract.

• The building must comply with the Occupational Health and Safety Act and all relevant SANS standards.
• Requirements include safe access, functional lifts, emergency exits, adequate lighting on escape routes, compliant electrical installations, fire protection, and security measures.
• Ablution facilities must cater for people with disabilities.
• HVAC must meet OHS Act and SANS 10400 requirements.

• Cleaning services (minimum twice weekly) must maintain a hygienic premises; cost included in rent.
• Rental includes maintenance of exterior building elements (windows, roofs, HVAC, plumbing, gardens, waste, stormwater).
• Green Building Certification (Green Star) is an advantageous added value benefit.

• The successful bidder must sign an anti-fraud statement.
• Must provide documentary evidence of building compliance (rates payments, lift maintenance, fire equipment records, AC service certificate, glazing certificate, building insurance, PSIRA Grade C security certificate).
• The contract includes a Service Level Agreement (SLA) for performance management.
• The Council may cancel the contract for unsatisfactory performance, corrupt acts, fraud, anti-competitive behaviour, or unauthorized disclosure of bid information.
• The bid validity period is 90 days from closing.

• The 80/20 preference point system applies.
• Points are awarded for price (80 points max) and specific goals (20 points max).
• Specific goals include QSE/EME status, black ownership, and women ownership.
• Proof must be submitted to claim points; failure results in zero points.