Lease of vacant office space in george (5-Year term) – bocma RFB2026/02R

Closing date and time: 20 November 2026 at 14:00.

Enquiry deadline: written queries must be received before 13 November 2026.

Lease commencement: 1 March 2027.

Contact person (bidding procedures): Thobani Khoza

Telephone: 023 346 8000

Email: [email protected]

Contact person (technical): Thuliswa Tafeni

Telephone: 023 346 8000

Email: [email protected]

Enquiries must be directed only to these two contacts, in writing (email), before 13 November 2026.

Submission address:

BOCMA Tender Box

Cnr Mountain Mill and East Lake Road

Worcester, 6850

Submission method: hand delivery only — no telegraphic, telexed, faxed or emailed submissions accepted.

Submission address: BOCMA Tender Box, Cnr Mountain Mill and East Lake Road, Worcester, 6850.

Closing time: 20 November 2026 at 14:00. Late submissions are not considered.

Submit 5 copies: one clearly marked

Evaluation stages: pre-qualification, functionality, then pricing and specific goals.

Pre-qualification (administrative and mandatory): must submit a valid tax clearance PIN and CSD report, completed SBD 1, SBD 3.3, SBD 4, SBD 6.1, an authority-to-sign resolution, and latest two years' (2023/24 and 2024/25) annual financial statements.

Mandatory compliance: occupation certificate, proof of ownership or mandate, plumbing certificate, electrical certificate (SANS 10142), fire clearance certificate, and proof of building insurance.

Functionality threshold: minimum 70% (out of 100) to proceed.

Functionality weighting (100 points total):

• Company capacity/experience in property management or leasing: 60 points. Claim full points with at least 2 years' experience plus supporting evidence (company profile, lease agreements or licences). 1 year scores 2 points; less than 1 year scores 0.
• Location and accessibility: 40 points. Score based on meeting 4 requirements: clearly marked emergency exit and assembly point (3 points), disability access with lift/ramp (2 points), parking for staff and visitors minimum 20 bays (2 points), fire protection and detection proof (3 points). Meets all 4 = 3; meets 3 = 2; meets 2 = 1; meets less than 2 = 0. Missing documentation gives zero for that section.

Pricing and specific goals: 80/20 PPPFA system (value not expected to exceed R50 million). Price = 80 points; specific goals = 20 points.

Specific goals (20 points):

• 51% or more woman-owned: 10 points.
• Owned by people with disability or youth: 5 points.
• 51% or more black-owned: 5 points.

Proof required for specific goals: CSD or CIPC certificate, identity document, and if disability claimed, a letter from a doctor. No proof means zero points for that goal, but does not disqualify.

Shortlist: top three scoring bidders may undergo physical inspection to verify the building and amenities.

The agency requires a vacant, rentable office space in George, Western Cape, for a 5-year fixed lease starting 1 March 2027, to accommodate 37 staff.

Location requirements:

• Must be easily accessible to the public and near public transport.
• Must be in a safe area; no adjacent businesses producing fumes or noise (e.g. mechanic shop, paint shop, scrap yard, beerhall).
• Within 50 km of main roads; close to public parking.

Space and layout:

• Minimum 800 square metres.
• Must include: reception area; 15 enclosed offices; 5 open-plan areas; 2 small committee rooms; 1 large boardroom (for +30 people); 1 small boardroom (for +10 people); 6 storerooms; 1 registry room; 1 printing/stationery room; 1 server room; 3 lockable garages and 3 secured covered parking bays for agency vehicles.

Building standards:

• Comply with DPW-11.1 (LS) and latest SAPOA office grading; high-quality finishes, air conditioning, good lobby, safety/security.
• Clear floor-to-ceiling height ~2.7 m in general areas.
• All closed offices must have full-height walls, solid-core doors (min 900 mm), quality 5-pin locks, two keys each.
• Requirement for quality fire extinguishers, alarm and armed response.
• Air conditioning: modern system with at least 5 years remaining life; preferably under maintenance contract; landlord responsible for its repairs and maintenance; mechanical report required.
• Electrical: each office at least one 15A socket outlet; clean power supply; separate light switches.
• Lighting: general offices 500 lumens; boardroom 500 lumens dimmable to 50 lumens with at least 4 x 58W 5ft double fittings; committee room approx. 50 m².
• Toilets per National Building Regulations: ladies 4 (incl. disabled); gents 3 (incl. 3 urinals, disabled access).
• Kitchen: small and medium kitchen with sink, hot/cold water, power points, lockable cabinets.

Parking:

• Minimum 20 freely accessible secured parking bays, plus 3 lockable garages and 3 secured covered parking for agency vehicles, and at least 2 disabled bays.

Security:

• CCTV at key entrances, exits, and parking areas.
• Lockable security gate for the IT server room.

ICT:

• Adequate trunking for network communication infrastructure; state whether ICT infrastructure exists.

Windows:

• External windows must have coverings (vertical blinds preferred) plus burglar bars; tinting/dimming of internal glass dividers at the lessor's cost.

Maintenance and services (to be included in operating cost):

• Windows, roofs, HVAC and fresh air (cleaning diffusers/filters), air conditioner servicing, electrical supply up to distribution board, fire protection equipment (alarm panel, extinguishers, hose reels), plumbing up to first fix, lift service plan, common area upkeep, stormwater drainage, parking/grounds/gardens, external window and facade washing.
• Landlord must grant permission for BOCMA to install building signage and ICT microwave link.
• Landlord may be required to conduct health, safety and environment tests.

All operational maintenance items must be serviced: security, gardening, pest control, building maintenance and repairs.

All improvements to the leased space are at the lessor's expense.

Rentable area: state the size in square metres; if larger than required, rent is based on the requested square metres.

Provide approved floor plans and layout drawings issued by the municipality.

Subletting allowed only with landlord's consent; attach proof if applicable; the bidder remains responsible for the main lease.

Submit with bid: a proposed Lease Agreement, proposed Pricing Schedule, and acceptance of the Special Conditions of Contract (Annexure A).

Bidders must demonstrate company capacity in lease management, property management, or office accommodation.

To claim full functionality points for experience (60 points), the bidder needs at least 2 years' experience in property management or leasing, supported by a company profile and supporting evidence (lease agreements or licences). 1 year of experience scores only 2 points; less than 1 year scores 0.

This is a mandatory area; missing or incomplete documentation results in zero for the relevant section.

The proposed building must meet DPW-11.1 (LS) minimum office accommodation specifications and latest SAPOA office grading.

High-quality finishes, air conditioning, good lobby, safety/security and high presentation and maintenance are required.

Floor ceiling height ~2.7 m in general areas; solid-core doors with quality locks.

Comply with National Building Regulations for toilets and fire extinguishers.

Electrical installations must comply with SANS 10142 and SABS code of practice for interior lighting.

Air conditioning system must be modern with at least 5 years remaining life; a mechanical report is required.

The three highest-scoring bidders may be subject to physical inspection to verify the building and amenities.

Complete the pricing schedule (SBD 3.3) in the provided format.

Parts: A – base rental, B – operating costs including maintenance, C – parking, each for each of 5 years.

Show monthly cost excluding VAT, VAT at 15%, and including VAT.

Provide a five-year total summary.

Rates must include VAT, but show VAT separately.

Prices must be valid for 120 days from closing.

The bidder warrants correctness; errors/omissions at bidder's risk.

All charges must be specified and priced separately; also provide details of cost-saving opportunities, discounts, and availability (e.g. 24/7 with toll-free number).

Pricing format: complete the pricing schedule (SBD 3.3) in the prescribed format.

Price structure must include three parts, for each of the 5 years:

• Part A: Rental cost (monthly, excluding VAT, VAT at 15%, including VAT).
• Part B: Operating costs including maintenance.
• Part C: Parking.

Provide a summary total for the five-year period.

Rates must be inclusive of VAT (showing VAT separately on the schedule).

Prices must remain valid for 120 days from the closing date.

The bidder warrants the correctness of prices and that they cover all obligations and disbursements; any errors or omissions are at the bidder's risk.

No bid security, bonds, guarantees, retention or payment terms are stated but the lessor must provide proof of building insurance.

The tender value is not expected to exceed R50 million, hence 80/20 PPPFA evaluation.

CSD registration: proof of registration on the Central Supplier Database, with the CSD report reflecting the bidding entity.

Tax compliance: submit a valid SARS TCS PIN (or CSD number if no PIN) to permit verification; a printed TCS certificate may also be provided.

CIPC registration: company registration documents / certificate.

Authority to sign: a company resolution authorising the signatory.

Mandatory certifications:

• Occupation Certificate (municipal) confirming the building is ready for use.
• Plumbing certificate from a certified plumber.
• Electrical certificate complying with SANS 10142, issued by a registered electrician.
• Fire clearance certificate from the municipality or accredited fire practitioner.
• Proof of building insurance, with the address of the proposed building.

If acting on behalf of the owner/landlord, provide a proof of mandate; the agency pays no commission agent fees.

Returnable forms:

• SBD 1 (Invitation to Bid) — signed as the offer cover.
• SBD 3.3 (Pricing Schedule) — priced and signed; no changes after closing.
• SBD 4 (Declaration of Interest) — discloses any connection to the state or the institution.
• SBD 6.1 (Preference Points Claim) — claims specific goals points.
• General Conditions of Contract — acknowledged.

Bidders must not be persons in the service of the state, nor companies/CCs with such directors or members.

Specific goals verification: CSD/CIPC info, identity documents, doctor's letter for disability claims.

Financial statements for the last two years (2023/24 and 2024/25) are required as a mandatory document.

Experience requirement: at least 2 years in property management or leasing for full functionality points.

The building must be in a generally safe area.

Require fire extinguishers per regulations, alarm and armed response, and CCTV at key entrances, exits, and parking.

Emergency exits must be easily accessible, clearly marked, and have an assembly point.

Disability access (lift or ramp) is required.

Maintenance must include fire protection and detection servicing (alarm panel, extinguishers, hose reels).

Landlord may be required to conduct health, safety and environment tests.

Lease term: five years fixed, starting 1 March 2027.

Prices remain valid for 120 days from closing.

Late submissions are not considered.

BOCMA disclaims liability for claims, damages or accidents arising during the contract.

BOCMA does not reimburse any bid preparation costs and may cancel or reject all bids without reasons.

Submissions become BOCMA's property and are not returned.

Bidders must not contact any BOCMA personnel except the named contacts; breach leads to disqualification.

Misrepresentation of capability or empowerment credentials leads to disqualification.

All returnable schedules (SBD 1, SBD 3.3, SBD 4, SBD 6.1, GCC) must be completed and returned.

Failure to complete supplementary information renders the bid non-responsive.

No late, e-mailed, faxed, or telexed submissions accepted.

Submit 5 copies, one marked original, plus one USB stick containing the full tender.

Registration on the lodging sheet at reception is required.

Enquiries limited to the named contacts, in writing, before 13 November 2026.

Contacting other staff may be seen as conflict of interest and lead to immediate disqualification.

Misrepresentation leads to disqualification.

Two-stage evaluation: pre-qualification, then functionality (minimum 70%), then price and specific goals.

PPPFA 2022 applies; value not exceeding R50 million, so 80/20 system.

Specific goals points (20) are allocated as described in the main evaluation.

The agency may shortlist bidders without notice; the agency is not bound to accept the lowest price.

Physical inspection may be conducted for the top three scorers.