Lease of office accommodation for the commission for gender equality, limpopo (polokwane) – 36 months

Bidding procedure enquiries:

• Contact: Shadrack Mafutsa
• Telephone: 011 403 7182
• Email: [email protected]

Technical enquiries:

• Contact: Mr Tshepang Mokgokong
• Email: [email protected]

Submission address:

2 Kotze Street, Women's Jail, East Wing, Constitution Hill, Bramfontein 2017

Submission method: sealed envelope deposited in the tender box at the Tender Submission Office, 2 Kotze Street, Women's Jail, East Wing, Constitution Hill, Bramfontein 2017. The envelope must clearly show the tender number and description. Original plus two copies must be submitted. The Tender Offer and the offer part of the Contract Form must be signed and the tender price inserted for the bid to be valid. Bids must be submitted on the official forms, not re-typed. Do not dismember the tender document; attach all other documents to Annexure 6. Late tenders will not be accepted under any circumstances.

Returnable documents (all must be completed and signed):

• SBD 3.1 (Pricing Schedule – Firm Prices): only firm prices accepted; non-firm prices will not be considered.
• SBD 4 (Declaration of Interest): discloses any connection between the bidder and state employees.
• SBD 8 (Declaration of Bidder's Past Supply Chain Management Practices): declares past SCM practices.
• SBD 9 (Certificate of Independent Bid Determination): certifies no collusion or price disclosure.
• CSD registration report.
• Technical proposal.
• Approved municipal plan of the offices/facility.
• Sketch or draft plan showing proposed amendments to meet CGE requirements.
• Letter of commitment to adhere to CGE requirements and timelines.
• Letter of funding support from an accredited financial institution/fund manager confirming total value of support.
• Certified copy of the title deed (if owner is directly bidding).
• Property prospectus with schematic drawings, GPS location, physical address, and Stand/ERF number.
• Letter of undertaking/commitment to comply with all listed certificates (OHS, electrical, fire, universal access).
• Letter of undertaking/commitment for building support services (water, electricity, refuse removal).
• Municipal clearance confirming services are fully paid prior to occupation.
• For security services: confirmation letter from the security company and valid PSIRA certificate.
• For cleaning services: registration with the relevant Bargaining Council and a letter of good standing from the Department of Labour.
• CVs and qualifications for each proposed facility management position (if insourcing).
• If outsourcing facility management: company profile, confirmation letter, and at least two reference letters.
• Detailed maintenance plan, project methodology/implementation plan, and maps showing public transport routes.

Disqualification risks:

• Tender not sealed, not on official forms, or not completed in non-erasable ink.
• Tender Offer or Contract Form not signed, or bidder name not stated or indecipherable.
• Failure to submit both a technical proposal and a separate sealed financial offer (two-envelope system).
• Failure to achieve the minimum functionality score of 65 points.
• Bidder listed on the National Treasury's Register for Tender Defaulters or List of Restricted Suppliers.
• Failure to complete any compulsory portion of the tender document.

Evaluation is conducted in three stages.

Stage One – Mandatory Requirements (pass/fail):

• Property ownership: bidder must be the owner of the property, or provide a signed deed of sale agreement. Certified copy of title deed required.
• Property size: minimum 250 m² Gross Leasable Area for office space, and minimum 9 under-cover parking/basement bays on the same premises (excluding carport and off-site parking).
• Property condition: must comply with OHS, electrical, fire and evacuation exit plan, and universal access for people with disabilities. Certification required prior to occupation and signing of SLA.
• Location: within 6 km radius of Polokwane CBD and public transport facilities.
• Building support services: water, electricity, and refuse removal must be available with back-up facilities for business continuity. Municipal clearance required.
• Administrative compliance: technical proposal, signed SBDs (3.1, 4, 8, 9), CSD registration report, one proposal, approved municipal plan, sketch/draft plan, letter of commitment, and letter of funding support.

Stage Two – Functionality (minimum qualifying score: 65 out of 100 points):

• Location of property (20 points): proximity to Polokwane CBD (0.6–1.0 km = 10 pts, 1.1–1.5 km = 8 pts, 1.6–2.0 km = 6 pts, beyond 6 km = 0 pts); GPS coordinates and map (5 pts); public transport accessibility with route details (5 pts).
• Property size (20 points): 250 m² with 9 under-cover parking bays = 20 pts; 230–240 m² = 10 pts; less than 230 m² = 0 pts.
• Management of outsourced services (15 points): security services (8 pts) – confirmation letter and valid PSIRA certificate; cleaning services (7 pts) – Bargaining Council registration and Department of Labour letter of good standing.
• Maintenance plan (10 points): routine/preventative and reactive maintenance plan (5 pts); landlord responsibilities and liabilities (5 pts).
• Facility management team (10 points): insourcing option – Facility Manager (min 5 years), Administrative Assistant (min 3 years), Maintenance Officer (min 3 years), Client Liaison (min 2 years); or outsourcing option – company profile, confirmation letter, and two reference letters.
• Project methodology/development implementation plan (20 points): facility management approach, delivery timelines, crisis management/business continuity, and professional team with CVs.
• Site inspection (5 points): property boundaries and security (2 pts), physical access including disability accommodation (1 pt), office grading A or B (1 pt), pedestrian walkways (1 pt).

Stage Three – Price and Equity (80/20 preference points system):

• Price: 80 points.
• Specific goals: 20 points, allocated as follows: 100% black women owned = 7 pts; 100% owned by black persons with disabilities = 5 pts; 100% black youth owned = 5 pts; 100% black owned = 3 pts; none specified = 0 pts.

Bidders scoring more than 65 points in functionality proceed to price and preference evaluation.

The Commission for Gender Equality (CGE) requires leased office accommodation in Polokwane CBD, Limpopo, for a period of 36 months (3 years) with an option to renew upon mutual agreement.

Property requirements:

• Location: within 6 km radius of Polokwane CBD, preferably near the High Court area, with access to public transport (buses, taxis).
• Size: minimum 250 m² Gross Leasable Area for office space.
• Parking: minimum 9 under-cover parking/basement bays on the same premises, excluding carport and off-site parking.
• Universal access: must accommodate people with disabilities, internally and externally, in compliance with relevant Acts.
• Ablution facilities: must be frequently maintained, cleaned, and disability friendly.
• Building support services: water, electricity, and refuse removal must be available with back-up facilities for business continuity.
• The property must meet all relevant legislative requirements (OHS, electrical, fire and evacuation exit plan).

Services to be provided by the landlord:

• Building maintenance (planned and unplanned), including air conditioning, fire equipment, lifts, electricity, fumigation, plumbing, day-to-day building maintenance, exterior cleaning, hygiene and garden services.
• Security services (via PSIRA-registered security company).
• Cleaning of external areas (CGE is responsible for cleaning inside its offices).

Bidder must submit:

• A detailed maintenance plan for all planned and unplanned maintenance.
• A Facility Management Team with roles and responsibilities for day-to-day management.
• A project methodology/development implementation plan with fixed deliverables and timelines.
• A proposal enabling CGE to make improvements or alterations (branding).
• Details of how outsourced services will be provided, including legislative frameworks (sectoral wage determination for cleaning, PSIRA for security).

Pricing format:

• All pricing must be quoted in South African Rand (ZAR) including VAT.
• Prices must remain valid for 120 days from the closing date.
• Only firm prices will be accepted; non-firm prices (including those subject to exchange rate variations) will not be considered.
• The bidder must complete the pricing schedule (SBD 3.1) for all items.
• The pricing schedule includes: 12 months office space rental, 12 months parking, tenant installation costs, other costs, subtotal, VAT (15%), and grand total VAT inclusive.
• Annual rental escalation rate must be stated for office space and parking.
• A summary of total cost for 36 months (Year 1, Year 2, Year 3) must be provided, including annual office space rental, annual parking rental, total annual rental excluding VAT, other costs, VAT, and total annual rental including VAT.
• Grand total for 36 months including VAT must be stated.
• Prices are subject to adjustment in accordance with Annexure 4. Failure to complete Annexure 4 may result in the tender being declared non-responsive, or prices deemed subject to zero-rated adjustment.
• Any claim for contract price adjustment must be submitted in writing prior to the effective date. The CGE may request auditor's certificates; failure to submit within 30 days abandons the claim.

Payment terms:

• The CGE undertakes to pay valid invoices in full within 30 days from the statement date for work done to its satisfaction upon presentation of a substantiated claim.
• The CGE shall not pay for unproductive or duplicated time due to staff changes, inefficiencies, or rework.

Bid security, guarantees, and insurance: Not applicable (as stated in Special Conditions of Contract).

Mandatory compliance requirements:

• CSD registration: bidders must be registered on the Central Supplier Database (CSD) and submit a CSD registration report. No award will be made to a bidder not registered on the CSD.
• Property ownership: bidder must be the owner of the property or provide a signed deed of sale agreement. Certified copy of the title deed required.
• Property size: minimum 250 m² GLA and 9 under-cover parking bays.
• Property condition: must comply with OHS, electrical, fire and evacuation exit plan, and universal access for people with disabilities. Certification required prior to occupation and signing of SLA.
• Location: within 6 km radius of Polokwane CBD and public transport.
• Building support services: water, electricity, and refuse removal with municipal clearance.
• B-BBEE: preference points awarded for specific goals under the 80/20 system. Bidders must complete the relevant B-BBEE declaration/affidavit to claim points.
• Tax compliance: valid tax compliance status required (implied by CSD registration).
• No bidder listed on the National Treasury's Register for Tender Defaulters or List of Restricted Suppliers.
• All statutory declarations and authorisations in the annexures must be completed, failing which the tender may be declared non-responsive.
• The bidder must not disclose any information or specification to third parties without written consent from the CGE.

No specific environmental impact, waste management, or sustainability requirements are stated in the tender document. The only related content is the requirement for refuse removal services as a building support service.