Office space for lease – SITA kimberley (5-Year operating lease)

Briefing session

• Non-compulsory and held virtually.

Submission format

• Bid pricing must be completed on the Excel pricing schedule provided and uploaded with the bid; pricing submitted in any other format will not be considered.
• Every item of substantiating evidence must carry a unique reference (binder/folio, chapter, section, page) pointing to its location in the bid response; evidence that cannot be located may be treated as non-compliant.
• Current state (as-is) Certificates of Compliance must accompany the bid; they will not be accepted after closing or at award. Certificates for future upgrades are submitted only on completion of the works.
• Bidders whose property is under construction or renovation must submit approved building plans covering all trades.

Returnable documents

• Invitation to Bid: sign at par 4.5 to claim preference points.
• Declaration of acceptance of the Special Conditions of Contract (Section 4.3.2): accepting ALL conditions is mandatory; failure to accept all results in disqualification.
• Declaration of acceptance of the costing and pricing conditions: mark ACCEPT ALL or DO NOT ACCEPT ALL; leaving it unmarked is treated as DO NOT ACCEPT ALL and disqualifies the bid.
• Annex A substantiating evidence for technical mandatory, technical functionality, proof of concept and preference points.
• Approved building plans (or a signed confirmation letter for state-owned companies and government departments) showing at least 500 m² and 11 parking bays.
• Building grading certification, or a letter from SAPOA or another approved property authority.
• Building ownership proof: title deed, managing agent/proxy appointment, or the owner's approval to sublet.
• Electrical certificate of compliance, plumbing certificate of compliance and certificate of occupancy.
• B-BBEE certificate (SANAS-accredited agency or the dtic) or a CIPC-format sworn affidavit for EMEs and QSEs; South African ID; medical certificate where disability points are claimed.

Disqualification risks

• Not accepting ALL Special Conditions of Contract.
• Leaving the pricing acceptance declaration unmarked.
• Failing the 60% minimum thresholds at Stage 3 or Stage 4.
• Attaching counter conditions or amending bid conditions.
• Submitting pricing in a format other than the provided Excel schedule.

Six sequential stages; a bid must pass each stage to reach the next.

Stage 1 — Mandatory Administrative Responsiveness

• CSD registration: only bidders registered on National Treasury's Central Supplier Database (Instruction Note 4A of 2016/17) will be considered for award.
• Briefing: a non-compulsory virtual briefing session will be held.
• One directorship holding multiple property companies may respond through only one company, except state-owned companies and government departments; a company with multiple buildings may submit a main offer plus alternatives, each evaluated on its own merit and clearly marked.

Stage 2 — Technical Mandatory Requirements (pass/fail)

• All mandatory requirements must be met with substantiating evidence; any unmet requirement is recorded as NOT COMPLY.

Stage 3 — Technical Functionality

• Minimum qualifying score: 60%.
• Weightings: suitability of the office space offered 35%; building requirements 30%; location of the property 35%.
• Scoring per requirement: 0 = no information; 3 = minimum requirements met; 5 = all requirements met.

Stage 4 — Proof of Concept (Site Inspection)

• Conducted at the bidder's site; the bidder presents and demonstrates the building.
• Minimum qualifying score: 60% cumulative; failure results in disqualification.
• Weightings: location of the property 35%; suitability of the office space 35%; building requirements 30%.

Stage 5 — Special Conditions of Contract verification

• The bidder must accept all Special Conditions of Contract.

Stage 6 — Price and Preference Points (80/20)

• Applicable to requirements valued up to R50 000 000 (all taxes included).
• Price: 80 points. Preference points for specific goals: 20 points. Total: 100 points.
• Preference points must be claimed by signing the relevant section of the Invitation to Bid; without the required proof, points are treated as not claimed.
• Preference commitments are legally binding for the contract term; the bidder must sustain or improve its B-BBEE level, submit a preference status report within 30 days of each quarterly anniversary (30 days of the yearly anniversary under the Special Conditions), and keep auditable records. Non-compliance may attract a penalty of 1% of SITA's prior-year annual spend.

Scope

• Corporate office space of approximately 500 m² in Kimberley, Northern Cape, leased for five years.
• 11 parking bays required, including one disabled bay; covered parking is the main requirement and the bays must be in the same building as the office space.
• If 11 covered bays are not available at bidding, the bidder must install them before occupation; SITA will withhold parking payment until installation complies.
• Space above 500 m² is accepted at the bidder's cost.
• The space must be readily available for occupation, in a single building, on one floor next to each other.

Building grading

• Minimum grading B, maximum A, per SAPOA definitions (Grade A: not older than 15 years or majorly renovated, modern finishes, air-conditioning, adequate covered parking; Grade B: older refurbished buildings close to modern standards with air-conditioning and covered parking).

Location

• Within a 10 km radius of the Kimberley Post Office (Corner Stead & Knight Streets, Market Plain, Kimberley, Northern Cape).
• Public transport accessibility required.
• Office near other office parks/buildings.
• Accessibility to public amenities (cafeteria or shops) where no catering facilities exist.

Accessibility

• Disabled access is a strict condition: wheelchair users must reach all areas, at least one entrance must have permanent ramps, and at least one toilet facility must be wheelchair accessible and equipped.
• In multi-storey buildings each floor must be served by one or more lifts; lifts must carry at least 8 persons or 1000 kg, accommodate a wheelchair, and serve basements.
• At least one covered disabled parking bay, located and sized per the National Building Regulations, with permanent signage.

Tenant installation (TI) and beneficial occupation

• The bidder must offer a tenant installation contribution and execute the TI on SITA's behalf, covering flooring, painting, ceilings, blinds/window covers, office partitioning/reconfiguration, and electrical repairs, replacement and general building maintenance.
• A rent-free beneficial occupation period must be offered, normally one month before lease commencement, for fit-out; no rent is payable, and operation during this period requires the landlord's consent and pro-rata billing for water, electricity and consumables.

Landlord's standard offer

• Open plan office with basic carpet, suspended ceiling, standard lighting, raised floor where required for server rooms, air-conditioning and ventilation, floor cable boxes (one per 10 m²), power cables, standard entrance door, fully fitted sanitary facilities, kitchenette cupboards, fire detectors/sprinklers, tenant signage area at the entrance, and backup power.

Landlord maintenance obligations

• All HVAC systems, with ambient temperature of 22°C (variance of 5°C up or down) at all times.
• Electrical DB boards and reticulation; all lifts; entrance, roller shutter and rotating doors; landlord access control systems; plumbing; fire suppression, detection and sprinkler systems; fire extinguishers and hoses; external window glazing; common-area cleaning, hygiene, pest control and landscaping; light fittings and ballasts; structural damage; waterproofing; and servicing of the backup generator/power.

Energy, water and power

• Timer switches on ablution and kitchen facilities; adequately sized geysers connected to each basin.
• Constant water pressure of 2 Bar; separate water measurement; additional water points with inline shut-off valves for vending machines and coolers; contingency backup water tanks with diesel pumps.
• Constant, separately measured power supply; power factor correction equipment; approved electrical layout plans from the local authority; a photo of the electricity meter with meter number, or a confirmation letter or municipal utility bill; capacity to handle peak demand up to 20% above normal; standby/emergency power for at least 3 to 4 hours; electrical certificate of compliance. SITA will not fund additional power supply upgrades.
• Two dedicated power points per workstation, with a maximum of five people per 20 Amp circuit breaker in cable trays; 15 Amp socket outlets in passages and communal areas at least 15 m apart; three-phase supply in the cafeteria where applicable; lightning protection with a certificate from a registered three-phase installation electrician.

Lighting

• Interior lighting designed and installed to SABS 0114-1:2008 and certified by an electrical engineer; current lighting design layout (building plan) and valid municipal certificates required.
• Minimum lux levels: reception 300 lux, general office 300–400 lux, covered parking 200 lux; functional occupancy sensors required.
• The landlord maintains and replaces lights and lamps within 24 hours of a logged call.

Fire and safety

• A Fire Suppression Equipment Inspection Bureau report must be submitted; the landlord maintains the installations for the lease term.
• Evacuation routes and signage per the inspection report; fire extinguishers, hoses and boosters serviced annually at the bidder's cost.
• Fire control, safety and risk management must comply with the National Building Regulations and SANS 10040, with records kept on file.

Occupation and services

• The building must be fit for occupation as certified by the local authority under SANS 10400; a valid certificate of occupancy must be presented, including before occupation if the building is under construction.
• Premises must be fully air-conditioned to SANS requirements, with a mechanical certificate of compliance for the HVAC installation submitted within 30 days of award.
• Fully functional ablution facilities, including for people with disabilities, to SANS requirements.
• The building must be in a secured environment with a perimeter fence or wall and a security gate.

Service levels

• Electrical, mechanical and civil services: Platinum, 24 hours × 7 days × 52 weeks.
• Water supply: Normal, 24 hours × 7 days × 52 weeks.
• Lifts (where applicable): Normal, maximum 2 hours to respond.

Operating conditions

• Office hours are Monday to Friday, 07:30 to 16:00; after-hours cover is 16:00 to 07:30; mission-critical sites are managed 24 × 7 × 365 including public holidays.
• The bidder must provide its own tools of trade and an on-site and remote support/help desk for items it is responsible for.
• POPIA compliance is required for the contract duration, along with compliance with SITA accommodation policies.
• The supplier and its staff must sign a non-disclosure agreement before the contract starts.
• Service warranty runs for 60 months after occupation; defective items must be repaired or replaced within three days of written notice, at no cost to SITA.

Pricing format

• The total price must be VAT inclusive and quoted in South African Rand.
• Pricing must be completed on the Excel pricing schedule provided and uploaded with the bid; any other format will not be considered.
• The indicative pricing schedule covers approximately 500 m² of office space plus a minimum of 11 covered parking bays, and includes an indicative annual adjustment rate.
• Quoted prices must cover the full scope, including delivery, labour, S&T and overtime; all additional costs must be clearly specified.
• SITA may negotiate pricing and envisaged quantities with the successful bidder before award.

Annual price adjustment

• Annual escalation is applied using the average CPI headline year-on-year rate.
• The first adjustment is calculated after year one from the contract commencement date, using the previous year's CPI headline year-on-year monthly average over 12 months, and applied on the same basis annually thereafter.

Tenant installation and beneficial occupation

• The bidder must offer a tenant installation allowance; its value and the length of beneficial occupation depend on the scope of work, the monthly rental and the lease term.
• The tenant submits its requirements to the landlord, who appoints contractors and settles the account directly.
• A rent-free beneficial occupation period must be offered, normally one month before lease commencement.

Other operational costs

• Where not included in the rental, the following fixed costs must be broken down: cleaning and hygiene, security services, landscaping, pest control, lift maintenance, and building maintenance and repairs.

Acceptance

• The bidder must mark ACCEPT ALL or DO NOT ACCEPT ALL on the costing and pricing declaration; an unmarked declaration is treated as DO NOT ACCEPT ALL and disqualifies the bid.

Registration and status

• CSD registration on National Treasury's Central Supplier Database is required (Instruction Note 4A of 2016/17); only registered suppliers will be considered for award.
• CIPC registration documents are used to confirm compliance with preferential procurement requirements.

B-BBEE and preference evidence

• B-BBEE certificate from a SANAS-accredited verification agency or the dtic, or a CIPC-format sworn affidavit for EMEs and QSEs.
• South African ID copy where identity-based points are claimed.
• Medical certificate clearly indicating disability where disability points are claimed.
• Preference points must be claimed by signing the relevant section of the Invitation to Bid; missing proof means points are not claimed.
• The bidder must sustain or improve its B-BBEE level for the contract term and keep auditable records for audit or due diligence.

Property compliance

• Building grading of B to A, evidenced by valid grading certification or a SAPOA/approved property authority letter.
• Building ownership: title deed, managing agent/proxy appointment, or the owner's approval to sublet.
• Approved building plans showing at least 500 m² and 11 parking bays (or a signed confirmation letter for state-owned companies and government departments).
• Electrical certificate of compliance, plumbing certificate of compliance and certificate of occupancy; current as-is certificates must accompany the bid.
• Electrical work must be done by a Department of Labour-registered electrical contractor to SANS 10142-1, certified by an installation electrician.
• HVAC work must be done by a SAQCC-registered refrigerant gas practitioner under the Pressure Equipment Regulations, with a maintenance agreement for the contract term.
• OEM work must be performed by an OEM-certified person; professional services require accreditation, affiliation or registration certificates.
• A local authority compliance certificate under SANS 10400 is required for building accessibility, and again after future upgrades or alterations.
• Lifts require a COC from a certified engineer and a quarterly rope testing certificate under the Machinery Act.

Conduct and integrity

• Fronting is not condoned; proven fronting may invalidate the bid or contract and restrict the bidder from public sector business for up to ten years.
• Counter conditions or amendments to bid conditions may invalidate the bid.
• SITA may run a financial audit or probity check before contracting and supplier due diligence, including announced or unannounced site visits, at any time during the contract.
• POPIA compliance is required for the contract duration.