Rental of office space for ewseta head office (1500-1700 m²) – johannesburg

Compulsory briefing session: Wednesday 07 October 2026, 10:30–11:30, at EWSETA Head Office, 22 Wellington Road, Parktown, Johannesburg.

Closing date: Friday 23 October 2026 at 11:00.

Occupation date: 01 March 2027.

Lease term: ending 31 March 2030, with option to extend.

Tender validity: 90 working days from closing date.

Enquiries (all in writing):

• Email: [email protected]
• Telephone: 011 274 4700

Submission address:

Ewseta

22 Wellington Road

Parktown, 2193

Submission method: hand delivery of one original, two copies, and an electronic copy on USB.

Address: EWSETA, 22 Wellington Road, Parktown, 2193.

Envelope 1 (Technical Proposal): marked with bidder name, contact details, company address, closing date, and titled "Technical Proposal for EWSETA". Tender No.: EWSETA/RFP/005/2026-27.

Envelope 2 (Price Proposal): marked with bidder name, contact details, company address, closing date, and clearly titled. Must contain the price proposal and valid B-BBEE certificate. Tender No.: EWSETA/RFP/005/2026-27.

Closing: Friday 23 October 2026 at 11:00. Late bids are not considered under any circumstances.

Returnable forms (all must be completed and signed):

• SBD 1 (Annexure 1): Invitation to Bid, serves as the offer cover page.
• SBD 3.3 (Annexure 2): Pricing schedule for professional services.
• SBD 4 (Annexure 3): Declaration of Interest, discloses any connection to the state or procuring institution.
• SBD 6.1 (Annexure 4): Preference Points Claim, used to claim B-BBEE points.
• Annexure 5: EWSETA General Conditions of Purchase, signed on last page and initialled on each page.
• Annexure 6: POPI Consent forms, consent to process personal information per PAIA and POPIA; both JV parties must sign.

Other required documents: CIPC registration, CSD report/number, SARS tax PIN (or tax clearance certificate), valid B-BBEE certificate or affidavit, joint venture agreement if applicable, declaration that neither company nor directors are on National Treasury restricted lists.

Disqualification risks:

• Missing any mandatory requirement (Stage 1).
• Late submission.
• Plagiarism in any part of the bid.
• Failure to respond to clarification requests within 48 hours.
• VAT-registered bidders submitting without VAT.
• Bids not on prescribed forms or with altered pricing schedule.

Evaluation in five stages:

Stage 1 – Mandatory requirements (pass/fail):

• Proof of ownership (title deed) or, for agents/brokers, proof of mandate and certified Fidelity Fund Certificate from EAAB.
• Valid Occupation Certificate and proof of Grade A (letter or registered architect's confirmation).
• Valid Health and Safety Certificate.
• Valid Compliance Certificate.
• Location within Rosebank, Illovo, Melrose Estate, Sandton, or Parktown.
• Lettable area 1500–1700 m², with GLA Measurement Certificate (SAPOA MOMFA compliant or signed declaration).
• Project Implementation Plan and signed commitment letter confirming occupation by 01 March 2027.
• Layout plans and floor plans (preferably A1).

Failure to submit any mandatory requirement results in automatic disqualification.

Stage 2 – Returnable administrative documents (see submission guidelines). Missing documents do not disqualify at this stage, but must be provided before award.

Stage 3 – Technical/Functionality (minimum 75/100 to proceed):

• Company reference letters (15 points): three letters = 15, two = 10, one = 5, none = 0. Letters must be not older than 5 years, on client letterhead, with contactable references; uncontactable references score zero.
• Property proposal (35 points): lettable space 1500–1700 m² = 10; floor plan with emergency/evacuation routes = 5; ICT infrastructure (structured cabling, fibre, server room with AC, fire detection, gas suppression) = 5; kitchens, pause rooms, smoking area, event space = 5; backup power/water (generator, solar advantage) = 5; five storerooms plus dedicated = 5.
• Accessibility to public transport (5 points): within 0.25 km = 5, 0.5 km = 3, 1 km = 2, outside 1 km = 0.
• On-site secure parking (10 points): 71 staff, 8 visitor, 3 disabled bays with access control = 10; inadequate = 5; none = 0.
• Security (15 points): 24-hour surveillance and access control = 5; armed response and perimeter security = 5; access/exit checks with licence scanner = 5.
• Maintenance plan (10 points): clearly defined with methodology = 10; partially complete = 5; none = 0.
• Disability accessibility (10 points): ramp = 2, handrails = 2, disabled ablution = 2, designated disabled parking = 2, wheelchair-accessible doors = 2.

Stage 4 – Site inspection (verification, not scored): EWSETA verifies premises exist, meet requirements, have clear exit routes, electrical COC, security, disability access, firefighting equipment, adequate parking, location, maintenance, Grade A certificate, and alignment with EWSETA values.

Stage 5 – Price and specific goals (80/20 system):

• Price: 80 points, calculated as Ps = (Pmin/Pt) × 80.
• B-BBEE status level: 20 points (Level 1 = 20, 2 = 18, 3 = 14, 4 = 12, 5 = 8, 6 = 6, 7 = 4, 8 = 2, non-compliant = 0).
• Bidders must submit valid B-BBEE certificates; non-compliant bidders score 0 for B-BBEE but are not disqualified.
• Subcontracting more than 25% to a non-qualifying enterprise loses B-BBEE points unless the subcontractor is an EME with capability.

Purpose: rental of office space for EWSETA Head Office in Johannesburg, for approximately 100 employees and external stakeholders.

Location: must be within Rosebank, Illovo, Melrose Estate, Sandton, or Parktown; within walking distance of public transport and retail centres; industrial areas excluded.

Office grade: A-Grade (SAPOA standard).

Lettable area: 1500–1700 m².

Configuration: open-plan layouts, private offices for EXCO and managers, flexible work points for hybrid work, professional reception and meeting suites.

Meeting rooms: two small consultation rooms, one boardroom (±30 seater), one small/medium boardroom (±20 seater) with AV, two six-seater break-away rooms.

Storage: minimum five storerooms (equipment, branding, SCM, ICT, HR).

Security: metal detectors at entrances, 24/7 security-controlled parking, on-site guards, biometric access control, CCTV.

Kitchens and break areas: minimum two fully functional kitchens, pause/quiet rooms including sick bay, dedicated smoking area, courtyard/terrace for events.

Toilets: separate male/female and disabled.

Parking: 71 staff, 8 visitor, 3 disabled bays, secure and well-illuminated.

Business continuity: generator or backup power, solar advantage, sufficient power sockets, water backup compulsory.

Building compliance: comply with National Building Regulations, Building Standards Act, OHS Act; Certificate of Compliance mandatory; accessible for disabled; ability to brand building.

ICT: high-speed fibre with redundancy, structured cabling, server rooms (4 for two-storey, 2 for single-storey) with AC, fire detection, gas suppression, physical security, raised floor 450–600 mm.

Tenant installation: landlord to provide tenant installation allowance at market rates and capacity to undertake installation.

Public environment: safe, clean street/foyer interface, good infrastructure, good exposure and visibility.

Maintenance plan must include methodology and service delivery model, setting out landlord's responsibility for maintenance issues (air conditioning, fire equipment, lifts, electricity, fumigation, plumbing, geyser, pest control).

Project Implementation Plan required to demonstrate ability to deliver occupation by 01 March 2027.

Tenant installation works to be undertaken by landlord, with allowance at market rates.

Bidders must be qualifying and experienced property management entities.

Reference letters required as evidence of commercial property letting services, from clients, not older than 5 years, on client letterhead, with contactable references.

Three reference letters = 15 points, two = 10, one = 5, none = 0.

Uncontactable references result in zero for that criterion.

Building must comply with National Building Regulations, Building Standards Act, and OHS Act.

Grade A building with modern infrastructure, smart lighting, HVAC, and energy efficiency.

Certificate of Compliance mandatory.

Compliance with municipal bylaws, zoning, and fire regulations.

Maintenance plan required, covering air conditioning, fire equipment, lifts, electricity, fumigation, plumbing, pest control, etc.

Site inspection verifies electrical COC, firefighting equipment, and overall maintenance.

Pricing Schedule 1 (per year): rental amount, rental rate per m², parking space, all-inclusive contribution to operating costs, other (renovations), total excluding VAT, VAT, total including VAT.

Pricing Schedule 2 (once-off costs): deposit, tenant installations, total costs for extension period, space planning, other, sub-total excluding VAT, VAT, total including VAT.

Total: sum of Schedules 1 and 2 including VAT.

Pricing must be firm; non-firm prices not accepted.

Pricing schedule must be on official letterhead, completed in full, submitted as separate document.

VAT-registered bidders must include VAT; failure to declare VAT status may lead to disqualification.

Pricing format: prescribed pricing schedule on official company letterhead, completed in full, submitted as a separate document. Failure may render pricing non-responsive.

Pricing Schedule 1 (per year): rental amount, rental rate per m², parking space, all-inclusive contribution to operating costs, other (renovations), total excluding VAT, VAT, total including VAT.

Pricing Schedule 2 (once-off costs): deposit, tenant installations, total costs for extension period, space planning, other, sub-total excluding VAT, VAT, total including VAT.

Total: sum of Schedules 1 and 2 including VAT.

VAT: bidders registered for VAT must submit bids with VAT; failure to declare VAT status or provide valid VAT number may lead to disqualification.

Payment: no upfront payments.

Contract: initial period ending 31 March 2030, with option to extend at EWSETA's discretion.

Penalties: non-performance attracts penalties including withholding of payments, contract termination, and reporting to National Treasury.

Probation period: 30 days.

CSD: bidders must be registered on the Central Supplier Database and provide CSD report/number.

Tax: valid SARS tax PIN or tax clearance certificate required; tax matters must be in order at time of award.

B-BBEE: valid B-BBEE certificate (SANAS accredited) or affidavit for EMEs/QSEs; combined certificate for joint ventures. Points claimed per status level (Level 1 = 20, 2 = 18, 3 = 14, 4 = 12, 5 = 8, 6 = 6, 7 = 4, 8 = 2, non-compliant = 0).

CIPC: company registration documents required.

Restricted suppliers: neither company nor directors may be listed on National Treasury Database of Restricted Suppliers or Register of Tender Defaulters.

Joint ventures: each member must submit tax clearance, tax PIN, and SBD 4.

Subcontracting: subcontracting more than 25% to a non-qualifying enterprise loses B-BBEE points unless the subcontractor is an EME with capability.

No persons in service of the state may bid.

Valid Health and Safety Certificate required as a mandatory requirement.

Building must comply with OHS Act.

Firefighting equipment (extinguishers, hoses, escape doors, smoke detectors, assembly area) verified during site inspection.

Clear exit routes and mechanical ventilation required.

Security measures: metal detectors, 24/7 guarding, biometric access control, CCTV.

Disabled accessibility: ramps, handrails, disabled ablutions, designated parking, wheelchair-accessible doors.

Contract managed per Treasury Regulation 16A9. Non-performance attracts penalties including withholding payments, termination, and reporting to National Treasury.

Bidders must commit to ethical conduct; fronting, collusion, or corrupt practices lead to disqualification and reporting per Treasury Instruction Note 22.

Contract concluded only when reduced to writing and signed by authorised representatives; EWSETA's CEO is the designated signatory.

30-day probation period applies.

No upfront payments.

Confidentiality undertakings apply.

Staff changes require EWSETA consultation and approval.

No amendments without CEO written confirmation.

Tax matters must be in order at award; failure leads to disqualification.

EWSETA not liable for bid preparation costs.

Late bids not considered.

EWSETA may cancel RFP or not make an appointment.

Lowest price not necessarily accepted.

No upfront payments.

Confidentiality undertakings apply.

Contract only concluded when signed by authorised representatives.

30-day probation period.

Plagiarism leads to disqualification.

Clarification requests must be answered within 48 hours.

No amendments without CEO written confirmation.

Staff changes require EWSETA approval.

Subcontracting more than 25% to non-qualifying enterprise loses B-BBEE points unless subcontractor is EME.

Fraud hotline: 0800 611 205, [email protected], SMS 30916.

Mandatory requirements (Stage 1):

• Proof of ownership (title deed) or mandate and Fidelity Fund Certificate for agents/brokers.
• Valid Occupation Certificate and proof of Grade A.
• Valid Health and Safety Certificate.
• Valid Compliance Certificate.
• Location within Rosebank, Illovo, Melrose Estate, Sandton, or Parktown.
• Lettable area 1500–1700 m² with GLA Measurement Certificate or signed declaration.
• Project Implementation Plan and signed commitment letter for occupation by 01 March 2027.
• Layout plans and floor plans (preferably A1).

Failure to submit any mandatory requirement results in automatic disqualification.

Evaluation in five stages: mandatory, administrative, functionality, site inspection, price and specific goals.

80/20 preference point system: 80 points price, 20 points B-BBEE.

Functionality minimum score: 75/100.

Functionality criteria: reference letters (15), property proposal (35), public transport accessibility (5), parking (10), security (15), maintenance (10), disability accessibility (10).

Site inspection is verification, not scored.

Price points: Ps = (Pmin/Pt) × 80.

B-BBEE points per status level (1=20, 2=18, 3=14, 4=12, 5=8, 6=6, 7=4, 8=2, non-compliant=0).

Subcontracting more than 25% to non-qualifying enterprise loses B-BBEE points unless subcontractor is EME.