Lease of managed office space for tikzn regional office in pretoria (36 months)

Trade & Investment KwaZulu-Natal (TIKZN) seeks to lease managed office space in Pretoria for its Regional Office for 36 months, with an option to extend for 2 years based on performance. The service provider must deliver a fully equipped, secure, and accessible office environment meeting TIKZN’s operational needs. The premises must align with investment promotion best practices, including proximity to embassies and government institutions, to facilitate TIKZN’s mandate of promoting KwaZulu-Natal as an investment destination and supporting local trade.

• Compulsory Briefing Session: 29 June 2026 at 11:00 (mandatory attendance).
• Closing Date: 09 July 2026 at 12:00.

• Ms. Lindeka Ngubane / Mr. Matthew Canham (General & Technical/Procurement Enquiries).
• Phone: 031 368 9600 / 031 368 9665.
• Email: [email protected].
• Submission Address: Trade & Investment House, 1 Arundel Close, Kingsmead Office Park, Stalwart Simelane Street, Durban.

Submit a sealed envelope containing your proposal to the tender box at: Trade & Investment House, 1 Arundel Close, Kingsmead Office Park, Stalwart Simelane Street, Durban by no later than 09 July 2026 at 12:00. Late submissions, or those sent via email, fax, or post, will not be accepted. Ensure all compulsory bid forms (SBD1, SBD4, SBD6.1, etc.) are included and fully completed. Proposals must be signed and initialed on each page. Attendance at the compulsory briefing session on 29 June 2026 at 11:00 is mandatory for participation.

Scope: Lease of managed office space for 36 months (extendable by 2 years) in Pretoria (preferably Groenkloof, Waterkloof, or Brooklyn). Requirements: Minimum 120m² total space, including 3 private air-conditioned offices (each ≥12m²), a boardroom (seating 15, with video conferencing), reception area, kitchen, and ablution facilities (shared or dedicated, must be stipulated). All spaces must have high-speed 5G internet, sufficient plug points, and ventilation. Additional requirements: 24-hour access control, 6+ secure parking bays, CCTV surveillance, on-site security, generator/backup power, sanitizer stations, and cleaning services. The premises must be ground-floor, disability-accessible, and close to major highways/embassies. Branding/signage rights for TIKZN must be provided at the entrance and reception.

Proposals must include a comprehensive methodology outlining:

• A method statement for managing offices, service provisioning, facility maintenance, and aftercare during the lease.
• A risk assessment and health and safety plan.
• Line-item costing for all requirements, including office space, security, cleaning, CCTV, visitor management, maintenance, parking, and branding/signage.
• Additional foreseeable costs during the lease period.
• A virtual tour link of the premises, including layout plans and supporting images. TIKZN reserves the right to conduct physical inspections.
• Escalation or fixation of lease costs over the 36-month period.
• A list of items not included in the proposal.

The service provider must demonstrate:

• Proven experience in leasing and managing office spaces of similar scale and nature.
• Operational capacity, qualified personnel, and technical expertise to deliver services efficiently.
• A track record of organizations currently or previously leasing space from the provider, including client names, contract durations, and service scopes.
• Compliance with OHS and building regulations.
• Submission of a company profile, office layout plans, photographs, and GPS coordinates for location verification.

• Complete the official pricing schedule (Section H) without altering its structure.
• Prices must include all applicable taxes (15% VAT).
• Provide a 3-year breakdown (Year 1, Year 2, Year 3) for all costs, including office space, utilities, security, cleaning, and maintenance.
• Additional costs must be listed separately in the Additional Cost Schedule (B) and excluded from the grand total.
• TIKZN may conduct due diligence on pricing reasonability and negotiate rates with shortlisted bidders.

• Pricing must be inclusive of all taxes (including 15% VAT).
• Submit a completed pricing schedule (Section H) with line-item costs for: office space, security, cleaning, CCTV, visitor management, maintenance, parking, and branding/signage.
• Provide a 3-year cost breakdown (Year 1, Year 2, Year 3) and indicate any escalations.
• Additional costs must be listed separately and not included in the grand total.
• TIKZN reserves the right to negotiate fees with shortlisted bidders.

• Mandatory: SAPOA certification, electrical compliance certificate, occupancy certificate, water compliance certificate, annual emergency equipment service certificate, fire safety certificate, and valid public liability insurance.
• Tax Compliance: Submit a Tax Compliance Status (TCS) PIN or CSD registration number. Apply via SARS e-filing (www.sars.gov.za) or provide a printed TCS certificate.
• B-BBEE: Submit CSD registration report, CIPC registration, and B-BBEE Certificate/Affidavit for preference points.
• All bidders must register on the Central Supplier Database (CSD) at www.csd.gov.za.
• Complete and submit all compulsory bid forms: SBD1 (Parts A & B), SBD4, SBD6.1, SBD7, and others as listed.

• The service provider must submit a risk assessment and health and safety plan for the office space.
• Compliance with all applicable occupational health and safety (OHS) legislation, regulations, and standards is mandatory.
• The premises must include: sanitizer stations at the entrance, boardroom, and ablution facilities; 24-hour CCTV surveillance; and on-site security.
• Emergency equipment must be serviced annually, with a valid certificate provided.
• The work programme must address health and safety considerations, including monitoring mechanisms.

• Contract Duration: 36 months from signing, with a possible 2-year extension subject to performance and Accounting Officer approval.
• Termination: TIKZN may terminate the contract for non-performance or breach of obligations. The contractor has no claim beyond reimbursement of actual, reasonable costs incurred.
• Service Level Agreement (SLA): A written SLA will be signed to define rights, duties, and the relationship between TIKZN and the service provider. No rights are conferred until the SLA is signed.
• Fee Negotiation: TIKZN reserves the right to negotiate fees and disbursements with the preferred provider.
• Intellectual Property: All works created under the contract vest in TIKZN unless otherwise agreed in writing.
• Confidentiality: All bid information and proposals become TIKZN’s property and are confidential. Unauthorized disclosure may result in disqualification or legal action.
• Ethics: Collusion, fraud, or attempts to influence the evaluation process will lead to disqualification and potential criminal prosecution.
• Force Majeure: Events beyond the supplier’s control (e.g., natural disasters, wars) may excuse non-performance.