12-Month rental of grade b office space for raf gqeberha client service centre

RFQ issued date: 13 October 2026

Closing date and time: 16 October 2026 at 11:00

RFQ validity period: 30 days from closing date

Expected service commencement: 01 November 2026 for 12 months

Compulsory briefing session/site visit: Not applicable

Enquiries

• Contact: Mihlali Mputa
• Email: [email protected]
• Telephone: 043 707 4710

Submission

• Method: email
• Submission email: [email protected]

Service delivery address: Gqeberha

Submission method: email to [email protected]

Closing date and time: 16 October 2026 at 11:00

Returnable forms (must be completed, signed and submitted):

• SBD 4 (Declaration of Interest): discloses whether any director or shareholder is employed by the state or connected to anyone at the department.
• SBD 6.1 (Preference Points Claim under PPR 2022): claims B-BBEE points under the 80/20 preference point system.
• Annexure A (Security Measures): details security provisions for the building.

Mandatory documents due by closing date and time:

• Floor plan at a readable scale.
• Confirmation that the building will be available from 01 November 2026.
• Confirmation that the office space is in the Central Business District of Gqeberha and not in a shopping mall.
• If agent/broker: signed proof of mandate; if owner/landlord: title deed or registered bond.
• Confirmation that exterior and shop front signage and branding will be allowed.
• Confirmation of ablution facilities including at least one facility for the physically disabled on every floor to be leased.

Disqualification risks:

• Any returnable form left unsigned or omitted.
• Failure to tick 'Comply' or 'Not Comply' on mandatory confirmation items.
• Quotation received after closing time.
• Non-VAT registered supplier charging VAT.
• Collusive behaviour: submitting more than one proposal through companies with common directors/shareholders, or responding with more than one entity.
• Suppliers not registered on CSD.
• Tax matters not in order with SARS.
• Offering gifts, hospitality or branded marketing material to RAF officials.

Evaluation process in three phases:

Phase 1: Mandatory Requirements – bidders must comply with all listed mandatory items (floor plan, availability confirmation, CBD location confirmation, mandate/title deed, signage confirmation, ablution confirmation). Non-compliance leads to disqualification.

Phase 2: Site Inspection – all bidders passing Phase 1 subject to site visit. Building evaluated against criteria: ground floor preferred (lifts required if other floors), CBD location, large floor plates, minimal columns, double door entrance, access control, disability access, 18 secure parking bays (3 disabled), existing building Grade B, interior finishes good, natural light, no defects/leaks/pests, ablutions including disabled, fully air-conditioned and ventilated, own distribution board, fire detection/prevention, double tier cable trays.

Phase 3: Price and Specific Goals – evaluated on 80/20 preference point system: Price 80 points, Specific Goals 20 points. Total 100 points. Specific goals verified through CSD. Disability claims require valid medical certificate from registered medical practitioner.

Scope: Provide office space for rental for RAF Gqeberha Client Service Centre for 12 months from 01 November 2026.

Space requirements:

• SAPOA Grade B office space, 300 m² gross lettable area (office space), plus 30 m² storage space with load-bearing capacity.
• 18 secure on-site parking bays, 3 for persons with disabilities.
• Preferably ground floor; if multi-floor, lifts and consecutive floors required.
• Location: Gqeberha Central Business District, near public transport nodes, easily accessible.
• Building: existing complete structure, Grade B (older building 10-30 years, refurbished to near modern standards), free of defects (water leaks, pest infestations).
• Disability access: handrails, wheelchair ramps, ablutions per floor, at least one disabled toilet per floor.
• Building systems: fully air-conditioned and ventilated per SAPOA Grade B minimum; backup water supply preferred; full backup power (generator and UPS) or space for RAF to install generator; own electrical distribution board with up-to-date Electrical Certificate of Compliance; lighting per SANS 10400; fire detection and prevention per SANS 10400 Part T; double tier cable trays in ceiling voids.
• Internal layout: suitable for open plan and enclosed offices, reception area, meeting rooms, storeroom, ablutions per floor, disability facilities, pause area, kitchen with hot/cold water, wash-up, appliances (fridge, microwave, kettle), cupboard storage.

Safety and security:

• Safety equipment serviced (firefighting) per legislative requirements.
• Preferably multiple entrances/exits for staff, clients, goods.
• Controlled access for staff and visitors; adequate security measures (burglar proofing, alarm, guarding, electric fences, biometrics).
• Emergency evacuation measures per SANS 10400.

Landlord responsibilities:

• Draft office layout submission drawings, submit for City Council approval and Certificate of Occupancy, provide RAF digital copy.
• Lease includes air-conditioning maintenance.
• Maintain lift if fitted.
• Maintain backup water and power for lease duration.
• Wash exterior windows bi-annually.
• Maintain gardens and campus clean.
• Maintain Grade B level for lease duration.
• Provide and service fire hose reels, extinguishers, fire detection systems.
• General building maintenance including plumbing and electrical.

Exclusions from rental/operational cost:

• Tenant installation per RAF space standards and corporate identity at RAF cost.
• Tenant installation allowance to be provided.
• Beneficial occupation period for tenant installation.
• Levies, taxes, rates for landlord account.

Special permissions:

• Approval for exterior and shop front signage and branding.
• Right of first refusal for additional space/lease renewal.
• Agent mandates must be presented.

Parking:

• Minimum 18 secure on-site bays (3 disabled).
• Right of first refusal for additional parking during lease.

Pricing format: Cost breakdown in two parts.

Part A: Rental of office space (300 m²) and storage (30 m²) – rate per square meter, price per month, total for 12 months.

Part B: Parking (18 bays) – price per month for 12 months.

All prices VAT inclusive (if VAT registered) in South African Rand (ZAR). Non-VAT registered suppliers charging VAT will be disqualified.

Variable costs (monthly): refuse/sewerage, water, electricity.

Ad-hoc service: diesel for generator – indicate percentage mark-up.

Rental rate must be in line with existing market rates.

No price changes accepted after award letter/purchase order issued.

Lease period: 12 months.

Mandatory compliance:

• CSD registration: RAF only conducts business with CSD-registered suppliers.
• Tax compliance: Suppliers must have tax matters declared in order by SARS.
• B-BBEE: Preference points claimed for specific goals verified through CSD. 80/20 preference point system applies.
• Disability claims: Valid medical certificate issued by a registered medical practitioner required; RAF reserves right to verify.
• Standard bidding documents: SBD 4 (Declaration of Interest), SBD 6.1 (Preference Points Claim), Annexure A (Security Measures) must be completed and signed.
• All annexures to the RFQ must be completed and signed.
• No collusive bidding: cannot submit multiple proposals through entities with common directors/shareholders.