Architectural services for office space reconfiguration and design at roads agency limpopo (soc) ltd

Submit proposals as follows:

• Deliver one (1) original, properly bound document to the bid box at Roads Agency Limpopo, RAL Towers, 26 Rabe Street, Polokwane, 0700 OR post to Private Bag X9554, Polokwane, 0700.
• Proposals must be in sealed envelopes marked with: Bid number (RAL/2026/ARCHITECTURAL SERVICES/RFP001), closing date/time (23 June 2026 @ 11:00), and bidder’s name/address.
• Use official forms only (SBD 1, SBD 3.3, SBD 4, SBD 6.1) — do not re-type.
• Late submissions (even 1 second after 11:00) will be rejected and returned unopened. Telkom time (dial 1026) is the official reference.
• No faxed or emailed proposals accepted.
• Documents submitted on time will not be returned.
• Compulsory briefing session: 12 June 2026 at 11:00 at RAL Towers, 26 Rabe Street, Polokwane. Late arrivals (>15 mins) or non-attendance disqualifies the bid. Bring your own proposal documents.
• Clarifications: Submit written queries to [email protected] by 17 June 2026, 15:00. Replies within 2 working days. Telephonic queries not accepted.
• Disqualification risks: Non-compliance with submission format, late delivery, missing mandatory forms, or failure to attend briefing.

Mandatory: CSD registration; compulsory site inspection attendance; completed SBD1, SBD3.3, SBD4, SBD6.1; proof of authority to sign; SACAP membership certificate; for JVs, partnership agreement. Functionality evaluated on: company experience (reference letters); architect qualifications and experience; SAIA membership.

Scope: Provide architectural services for internal office space reconfiguration and design at Roads Agency Limpopo (SOC) Ltd.

Key Deliverables:

• Site Assessment:
• Conduct comprehensive site visit and assessment.
• Produce as-built drawings of existing office layout (including partitioning).
• Design and Drawings:
• Proposed reconfiguration layout report (includes structural engineer input, material specs, cost estimates).
• Office plans/elevations: partitioning, furniture positioning, floor/ceiling finishes, lighting, metalwork, woodwork, joinery, decorative details.
• Ancillary spaces: kitchen, parking, ablutions, waste.
• Mechanical/Electrical/Civil drawings: fire protection, HVAC, sanitary systems, electrical layouts (existing and proposed).
• Approvals:
• Facilitate and submit all drawings/certifications/permits for council/municipal approvals (electrical, fire, plumbing).
• Construction Planning:
• Provide construction sequencing/project planning.
• Tender Documentation:
• Comprehensive tender document, Bill of Quantities (separate for architectural, electrical, mechanical, equipment, furniture).
• Standard and project specifications (detailed, not vague).
• Tender drawings and draft construction programme.
• Supervision:
• Compile contractor’s contract documents.
• Supervise construction/installation works (ensure compliance with designs, standards, and specifications).
• Lead site inspections/meetings (kick-off, progress, troubleshooting, practical completion, hand-over).
• Review/approve periodic reports (including financials).
• Joint inspections, snag lists, quality assurance, and certify progress payments.

Additional Requirements:

• Designs must consider: space allocation by work type, efficient floor space use, team grouping by function, workflow/circulation, multi-use spaces, energy efficiency, and environmental standards.

Pricing:

• Submit a detailed cost breakdown using the Pricing Schedule (SBD 3.3).
• All prices must be fixed and firm for the contract duration (120 days from closing date).
• Include all disbursements (travel, accommodation, meals, etc.) with proof of expenses.
• Breakdown required per phase, including:
• Hourly/daily rates (excluding VAT), person-days, and cost per person/phase.
• Travel expenses (rate/km, total km, car hire, flights).
• Other expenses (accommodation, meals, per diem, telephone, reproduction costs).
• VAT @15% must be clearly separated.
• Payment terms: Invoices must be original, valid tax invoices (VAT Act compliant) with supporting documents. Payment via bank transfer (30 days after receipt) to a South African bank account.
• Contractor is responsible for income tax, VAT, and other statutory payments.

Administrative Requirements:

• CSD Registration: Proof of registration on Central Supplier Database (CSD). Register at https://secure.csd.gov.za/ if not already registered.
• Preference Points Claim Form: Completed and signed SBD 6.1 (2022 Preferential Procurement Regulations).
• Special Conditions of Contract: Completed and signed.

Mandatory Requirements:

• Compulsory Site Inspection: Signed attendance register.
• Invitation to Bid (SBD 1): Fully completed and signed.
• Pricing Schedule (SBD 3.3): Fully completed.
• Bidder’s Disclosure (SBD 4): Fully completed and signed.
• Proof of Authority to Sign: Signed letter/board resolution.
• Joint Venture/Partnership Agreements: Signed agreement (if applicable).
• SACAP Membership: Certified copy of valid membership with South African Council for the Architectural Profession (SACAP).

Additional Compliance:

• Tax Compliance: Submit SARS TCS PIN or CSD number. Each party in a consortium/JV must submit separate TCS certificates/PINs/CSD numbers.
• B-BBEE: Points may be claimed for ownership by black persons (51%+ = 5 points), women (51%+ = 6 points), youth (51%+ = 4 points), or persons with disability (51%+ = 3 points). Supporting documents (e.g., CSD report, medical certificate) required.
• Quality Standards: Compliance with SABS and NRCS standards for all materials/equipment.
• All certified copies must be <6 months old.
• Bidders employed by the state, or with directors/members in state service, are disqualified.

Closing date: 23 June 2026 at 11:00.

Compulsory briefing session: 12 June 2026 at 11:00, Roads Agency Limpopo, RAL Towers, 26 Rabe Street, Polokwane.

Clarification deadline: 17 June 2026 at 15:00.

SCM Enquiries: Dinala Matsobane, Phone: 015 284 4600, Fax: 015 291 2433, Email: [email protected].

Technical Enquiries: Lekalakala SA, Phone: 015 284 4600, Fax: 015 291 2433, Email: [email protected].

Submission Address: Roads Agency Limpopo, RAL Towers, 26 Rabe Street, Polokwane, 0700 OR Private Bag X9554, Polokwane, 0700.