Office accommodation for legal aid SA stellenbosch local office - up to 5 years (tender 55/2026)

Legal Aid SA is an autonomous statutory body established under the Legal Aid South Africa Act, delivering legal aid in South Africa. It operates a national network of 128 offices and is accountable to the Minister of Justice and Correctional Services. The organisation has received 22 consecutive unqualified audit opinions and is a Top Employer South Africa for 15 consecutive years. Property owners are valued stakeholders; the organisation aims to expand its national footprint, especially in rural and remote areas.

Closing: 12 January 2027 at 11h00.

Briefing session (non-compulsory): 3 December 2026, 14:00 to 15:00, at Office 201, 2nd Floor, Eikestad Mall, Bird Street, Stellenbosch 7600.

Bid enquiries:

• Contact: Ms Carmen Hector
• Email: [email protected]
• Telephone: (021) 882 9221

Technical enquiries:

• Contact: Mr Shawn Flowers
• Email: [email protected]
• Telephone: (021) 882 9221

Submission address:

Legal Aid House

29 De Beer Street

Braamfontein

Johannesburg, 2001

Submission method: sealed envelope deposited in the locked tender box at Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg, 2001.

Envelope marking: tender number 55/2026, closing date 12 January 2027, time 11h00, and the company name.

Format: all tender forms must be handwritten in black ink; follow the document's numbering format; indicate compliance or non-compliance per paragraph; separate proposals for each alternative option.

Returnable documents: complete all annexures in full; provide proof of CSD registration (active supplier, tax compliant, not restricted); original valid tax clearance certificate or CSD registration; SBD 6.1 preference points claim; company information (name, contacts, address, primary contractor or joint venture status, number of personnel, turnover for last three financial years, percentage growth); detailed breakdown of total charges and total bid amount.

Disqualification risks: failure to sign or complete any required form, questionnaire or specification; submitting with the bidder's own conditions of tender; failure to renounce such conditions when called upon; late submission; failure to make property available for inspection within five days of request; failure to provide clarification, additional information or demonstration within 24 hours of request.

Evaluation system: 80/20 preferential points — price 80 points, B-BBEE status level contribution 20 points.

Evaluation stages: reference checks on provided sites; demonstration of affirmative action employment practices and B-BBEE procurement programmes; verification of tax clearance or CSD registration; property inspection (all properties must be available within five days of request, with a signed site inspection certificate by Legal Aid SA representative and landlord).

Negotiation: highest scoring bidder must participate in negotiations for further reductions in rental and refurbishment allowances within five days of request, otherwise the bid may be set aside.

Minimum qualifying score: not stated.

Legal Aid SA requires office accommodation for its Stellenbosch Local Office.

Location: within proximity to local courts, with quick and easy access for staff and clients; close to public transport interchanges (taxi ranks, train stations, bus terminals); standalone building in Stellenbosch most desirable.

Space: minimum 641 m² and maximum 661 m²; 17 parking bays; failure to meet minimum space disqualifies the bid.

Current staff: 63 employees.

Toilets: 2 toilets — female: 3 cubicles and 3 basins; male: 3 cubicles, 3 basins and 3 urinals.

Working space for all staff including management, plus public waiting area, consultation rooms and reception area.

Building: preferably ground floor or with functional lifts; secured safe lockable parking for Legal Aid SA vehicles; user-friendly for disabled persons.

Compliance: all building laws, regulations and bylaws, including health and safety.

Zoning: must be zoned for office, business or commercial purposes; title deed and zoning certificate may be required before award.

Branding: must allow display of Legal Aid SA signboard.

Infrastructure: telephone and computer network points; emergency generator as backup.

Refurbishment documents required: floorplans; commitment letter to refurbish per tenant specification with a tenant installation amount; partitioning per Legal Aid SA specification; air-conditioning (preferably split units); painting in corporate colours; floor covering in corporate colours; power skirtings with two power plugs per workstation; network and telephone points; blinds in corporate colours; space plan; UPS facility integrated into specific plug points (Legal Aid SA responsible for UPS unit).

Defects: any patent or latent defects attributable to poor workmanship must be rectified by the bidder at own cost and time; all correction costs must be expressly and separately noted on billing documentation.

Service standard: the bidder warrants the service will be of a superior standard and unlikely to cause undue difficulties.

Performance evaluation: work performed by the successful bidder will be evaluated against the criteria of skill, professionalism, competence and experience.

Pricing: detailed breakdown of costs/charges and total bid amount required.

Firm prices preferred: bidders must state whether prices and delivery periods remain firm for the contract duration.

Currency: prices quoted in South African rand.

Disbursements: no costs or disbursements refunded without prior written approval; authorised disbursements refunded at reasonable actual cost; travel refunded per Legal Aid SA travel policy; private vehicle rates per Automobile Association of South Africa; claims substantiated with receipts and kilometre logs.

Proposal and presentation expenses are the bidder's responsibility and not reimbursed.

Payment: no project activity delivered before an official order is issued; delivery within specified time after receipt of order.

CSD: proof of registration on National Treasury's Central Supplier Database, reflecting active supplier, tax compliant, and not restricted.

Tax: original valid tax clearance certificate or CSD registration.

B-BBEE: 80/20 preferential points system; SBD 6.1 preference points claim required; demonstrate affirmative action employment practices and procurement programmes promoting B-BBEE contribution.

Property: must be zoned for office, business or commercial purposes; title deed and zoning certificate may be required.

Inspection: property must be available for inspection within five days of request; site inspection certificate signed by Legal Aid SA representative and landlord.

Validity: proposal must remain valid for 150 days.

The building must comply with all building laws, regulations and bylaws, including health and safety compliance.

Legal Aid SA's objectives include embedding sustainable and agile practices to positively impact society, the economy and the environment, and maintaining an environmentally responsive supply chain management system.

Contract formation: the proposal, tender terms, conditions and specifications form a binding contract upon award; the successful bidder assumes total responsibility regardless of subcontracting agreements.

Award: Legal Aid SA may award in part or in full, to one or more concerns on a non-exclusive basis, at its sole discretion; it reserves the right not to award.

Qualified proposals: proposals qualified by the bidder's own conditions may be rejected as invalid; failure to renounce such conditions when called upon may invalidate the proposal.

Clarification: Legal Aid SA may request clarification or additional information; the bidder must supply within 24 hours or risk disqualification; demonstrations must be complied with within 24 hours.

Negotiation: highest scoring bidder must participate in negotiations for further reductions within five days of request, otherwise the bid may be set aside.

Intellectual property: copyright, patent and similar rights in works created under the proposal vest in Legal Aid SA unless otherwise agreed in writing.

Confidentiality: all information provided by Legal Aid SA is strictly private and confidential; bidders must not disclose to third parties without written consent.

Firm prices: firm tender prices and delivery periods are preferred; bidders must state whether prices remain firm.

General conditions: if tender form conditions conflict with general conditions, the general conditions apply.

Page checks: bidders must verify page numbers and completeness; no liability for missing or duplicated pages.

Evaluation criteria include: reference checks on provided sites; demonstration of affirmative action employment practices and B-BBEE procurement programmes; original valid tax clearance certificate or CSD registration; SBD 6.1 preference points claim; 80/20 preferential points system (price 80, B-BBEE 20); property inspection within five days of request with signed site inspection certificate; negotiation with highest scoring bidder for further reductions in rental and refurbishment allowances.

Legal Aid South Africa is a national public entity established under the Legal Aid South Africa Act, providing legal aid and representation to indigent and vulnerable persons at state expense.

This tender seeks office accommodation for the Stellenbosch Local Office for up to five years.

The contract may be awarded in part or in full, to one or more concerns, on a non-exclusive basis.

Closing date: 12 January 2027 at 11:00.

Briefing session (non-compulsory): 03 December 2026, 14:00–15:00, at Office 201, 2nd Floor, Eikestad Mall, Bird Street, Stellenbosch 7600.

Submission method: sealed envelope deposited in the locked tender box in the foyer of Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg, 2001.

Envelope marking: Tender Number 55/2026, Closing Date 12 January 2027, Time 11:00, and the bidder's company name.

Tender forms must be handwritten in black ink; typewritten or mechanically filled forms are not accepted.

All annexures must be completed in full using the given numbering format; attachments must be clearly marked and specific.

The proposal must remain valid for 150 days from the closing date.

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

• SBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• SBD 2 (Tax Clearance Requirements): confirms tax compliance; original valid Tax Clearance Certificate required.
• SBD 3.1 (Pricing Schedule – Firm Prices): only firm prices accepted; non-firm prices (including exchange-rate variations) will not be considered.
• SBD 4 (Bidder's Disclosure): discloses any state employment or relationships with the procuring institution; false disclosure disqualifies.
• SBD 6.1 (Preference Points Claim Form): claims B-BBEE preference points under the 80/20 system.
• Proof of authority to sign (e.g. company resolution).

Disqualification risks:

• Late submission (after 11:00 on 12 January 2027).
• Incomplete or unsigned forms.
• Bids qualified by the bidder's own conditions may be rejected as invalid.
• Failure to provide requested clarification or demonstration within 24 hours of request.
• Tenders transmitted by telegram, telex, facsimile, email or similar apparatus will not be considered.

Evaluation split: Price 80 points, Specific Goals (B-BBEE Level of Contribution) 20 points.

Preference point system: 80/20.

Bidders must provide names of reference sites for reference checks.

Bidders must demonstrate affirmative action employment practices and procurement programmes promoting empowerment of SMMEs and historically disadvantaged groups.

Proof of CSD registration (active supplier, tax compliant, not restricted) required.

Bidders must be highly skilled, professional, competent and experienced in the area bid for.

Legal Aid SA may award the contract in part or in full, to one or more concerns, on a non-exclusive basis.

Provision of office accommodation for Legal Aid SA's Stellenbosch Local Office for a period of up to five (5) years.

The accommodation must be suitable for a legal aid office serving indigent and vulnerable persons.

No detailed space, layout or service-level specifications are provided in the document.

Any defects, patent or latent, attributable to poor workmanship must be rectified by the bidder at own cost and time.

All costs relating to correction of defects must be expressly and separately noted on billing documentation.

Pricing must be on SBD 3.1 (Pricing Schedule – Firm Prices).

Only firm prices are accepted; non-firm prices (including prices subject to exchange rate variations) will not be considered.

Prices must be quoted in South African Rand, all applicable taxes included.

A detailed breakdown of total charges, implementation and support services must be supplied, including a total bid amount.

Delivery costs must be included in the bid price.

Pricing: firm prices only, quoted in South African Rand, all applicable taxes included.

A detailed breakdown of total charges, implementation and support services must be supplied, including a total bid amount.

Delivery costs must be included in the bid price.

Disbursements, travel and subsistence: only refunded with prior written approval from Legal Aid SA; authorised travel refunded per Legal Aid SA travel policy, with private vehicle rates at prevailing AA rates; claims must be substantiated with receipts and kilometre logs.

Costs incurred by the bidder for preparing the proposal and presentations are not reimbursed.

Performance security: within 30 days of contract award, the successful bidder must furnish performance security in the amount specified in the Special Conditions (amount not stated in the document).

CSD registration: proof of registration on National Treasury's Central Supplier Database, reflecting active supplier, tax compliant, and not restricted.

Tax compliance: original valid Tax Clearance Certificate must be submitted with the bid; certified copies not accepted. Consortia, joint ventures and sub-contractors must each submit a separate TCC, PIN or CSD number.

B-BBEE: B-BBEE status level verification certificate or sworn affidavit (for EMEs and QSEs) required to claim preference points.

Bids will not be considered from persons in the service of the state, companies with directors in the service of the state, or close corporations with members in the service of the state.

Bidders listed on the Register for Tender Defaulters or the List of Restricted Suppliers are automatically disqualified.

Legal Aid SA's objectives include embedding sustainable and agile practices and being environmentally responsive in its supply chain management. No specific environmental requirements for this tender are stated.

The procurement is for office accommodation for Legal Aid South Africa's Stellenbosch Local Office, for a period of up to five years. The landlord must provide premises suitable for office use, including parking, and must clearly describe the property and its erf number.

Returnable documents: the completed Request for Proposal (Annexure B, Schedule 1) must be signed by an authorised representative of the landlord. The offer must remain valid for four months from submission. No other returnable forms are specified in this document.

The lease premises must be described with full physical address (street number and building name) and a full description of the leased premises.

The property must be identified by erf number.

The lease term is up to five years, with an option for Legal Aid SA to consider longer terms (up to seven or nine years and 11 months) at its discretion.

The premises must include office space (lettable area in m²) and parking bays.

The landlord must provide details of duties and responsibilities for: internal maintenance (general and normal wear and tear), external maintenance, garden maintenance, air conditioning maintenance, lift maintenance, floor covering normal wear, municipal rates and increases, insurance and all increases, replacement of light bulbs, and fire fighting equipment and services.

Legal Aid SA will be responsible for: water and electricity consumption, sanitary services and refuse removal, domestic cleaning services, consumables supplier, internal maintenance (brake and pay rule), alarm/security system maintenance, replacement of light bulbs, and furniture, office equipment and appliances.

Basic rental (excluding VAT) is to be quoted per month.

Electricity and water charges are payable by the tenant as per municipal account.

Rental escalates annually at a rate to be specified, compounded annually, effective from each anniversary of the commencement date.

The pricing schedule must show, for each of the five years: lettable area, unit rent, total monthly rent (ex VAT), VAT (15%), and total monthly rent (inc VAT) for office, parking bays, and other charges.

A detailed breakdown of any 'other charges' must be submitted separately and supported.

Total lease agreement cost for five years must be stated.

If offering longer terms, total costs for seven years and for nine years 11 months must be provided, with detailed schedules for years 6-7 and 8-9.

Tenant installation allowance may be specified.

Landlord must provide bank account details for rental payments, including account name, number, institution, branch, branch code, account type, reference number, and VAT registration number.

The landlord must provide three contactable references with names, telephone/cell numbers, email addresses, and company names.

The landlord must provide domicilium citandi et executandi (physical and postal addresses, telephone, fax, email, cell, and alternative contact numbers).

The signatory must be duly authorised to enter into the lease on behalf of the landlord.

The lease agreement is between the landlord and Legal Aid South Africa. The landlord must specify the commencement and expiry dates. The landlord's duties include internal, external, garden, air conditioning, lift, and fire fighting equipment maintenance, municipal rates, insurance, and replacement of light bulbs. Legal Aid SA is responsible for utilities, cleaning, consumables, alarm/security maintenance, and furniture/equipment. The contract will be signed by an authorised representative of the landlord.