Leasing of managed office space for trade & investment KZN regional office – pretoria (36 months)

Compulsory briefing

• Date: 12 November 2026 at 11:00.
• Format: virtual session; the joining link is published in the advert.
• Attendance is mandatory for participation in the bid process.

Closing

• Date: 25 November 2026 at 12:00.
• Late proposals are not considered.

Other

• Offer validity: 90 days from the closing date.
• Proposals may be withdrawn by written notice on or before the closing date.

General and technical enquiries

• Contact: Ms Lindeka Ngubane
• Telephone: 031 368 9665
• Email: [email protected]

Bidding procedure enquiries

• Contact: Mr Matthew Canham
• Telephone: 031 368 9600
• Email: [email protected]

Submission address (tender box at reception)

Trade & Investment House

1 Arundel Close

Kingsmead Office Park

Stalwart Simelane Street

Durban

Delivery address

1 Arundel Close

Kingsmead Office Park

Durban, 4001

Submission method

• Sealed envelope deposited in the tender box at reception. No proposal sent by email, facsimile, telegram, telex or similar medium will be considered.
• Closing: 25 November 2026 at 12:00. Proposals not in the box by that time are late and will not be considered.
• Each bid goes in its own sealed envelope showing the bidder's name and address, the bid number 3150/2026/02 and the closing date. An envelope may not contain documents for any other bid.
• Bids found in any other box or elsewhere after closing will not be considered. Proof of posting is not proof of delivery.

Submission address

Trade & Investment House

1 Arundel Close

Kingsmead Office Park

Stalwart Simelane Street

Durban

Document rules

• Bid forms may not be retyped or redrafted; photocopies are allowed only with an original signature.
• Every page must be initialled by the bidder; any alteration must be initialled; correcting fluid is prohibited.
• Bidders should check that no pages are missing or duplicated and that the bid is complete in all respects.
• Bidding documents must not be packed with samples.

Returnable forms and documents

• SBD 1 (Invitation to Bid), Parts A and B: bidder identification and contact details, signed as the offer.
• Section D: declaration that the bidder's CSD information is correct and up to date.
• Section E: certification that all information supplied in the bid is true and correct.
• SBD 4 (Bidder's Disclosure Form): discloses state employment and any relationship with the procuring institution.
• Section H: pricing schedule.
• Section I: authority to sign the bid.
• Section K: consent to process personal information.
• SBD 6.1: preference points claim for specific goals.
• SBD 7: contract form to be completed and signed by the successful bidder.
• Failure to submit the compulsory forms may end consideration of the proposal.

Disqualification risks

• Late submission, or submission by email, fax or telegram.
• Any compulsory form omitted, unsigned or incomplete.
• Certificate of Occupancy findings rated moderate or major.
• Missing building compliance certificates or business insurance.
• Functionality score below 70%.
• Failure to attend the compulsory briefing session.
• Undisclosed business or other interests in TIKZN or its employees.

Evaluation runs through four sequential phases.

Phase 1 — Supply chain administrative compliance

• The bid must be complete in all respects and include every compulsory form listed in the submission requirements.

Phase 2 — Mandatory requirements

• Certificate of Occupancy, building compliance certificates and valid business insurance must be attached. Failure to meet any of these disqualifies the bid and it is not evaluated further.

Phase 3 — Functionality (100 points; minimum qualifying score 70%)

• Technical and operational capability: 30 points. Assessed on the number and size of offices, boardroom, meeting rooms, reception, kitchen and ablution facilities, parking bays, internet and fibre connectivity, backup power, security, access control, disability accessibility, air-conditioning, cleaning and maintenance, and proximity to transport routes, government institutions, embassies, trade offices and business districts. Company profile, office layout plans, photographs and GPS coordinates required. Unsatisfactory 0; satisfactory 15; excellent 30.
• Location: 20 points, scored on distance from Groenkloof verified by GPS coordinates and Google Maps shortest driving route. More than 30 km: 0. More than 20 km up to 30 km: 5. More than 10 km up to 20 km: 10. More than 5 km up to 10 km: 15. Within 5 km of Groenkloof, or in the Groenkloof government/diplomatic precinct and directly adjacent areas: 20. Where the stated address and the verified distance differ, the verified distance prevails.
• Work programme: 30 points. A detailed implementation plan covering activities, deliverables, milestones, task dependencies, resource allocation, timeframes, occupancy timelines, risk management, health and safety and monitoring. A poor programme scores 0; higher ratings score up to the full 30 points.
• Relevant experience and client references: 20 points. Signed reference or recommendation letters from current or previous clients, not more than five years old, showing client name and contact details, services rendered, contract duration and value, performance assessment and confirmation of satisfactory delivery. 0 letters: 0 points. 1 letter: 5. 2 letters: 10. 3 letters: 15. 4 letters: 20.

Phase 4 — Price and specific goals (100 points)

• Price: 80 points. Quotations must include all applicable taxes, including VAT.
• Specific goals: 20 points, claimed on SBD 6.1.
• 100% black ownership: 8 points. Less than 100% black ownership scores zero.
• 51% or more women ownership: 6 points. Less than 51% women ownership scores zero.
• South African owned enterprise: 6 points. Non-South African bidders score zero.
• Preference system: 80/20, because the estimated value of the bid does not exceed R50 000 000 including all applicable taxes.
• Claims not supported by the required proof are treated as not claimed.

Procurement

• Managed office space leased to Trade & Investment KwaZulu-Natal for its Pretoria regional office, for a fixed 36-month period.

Space required

• Total managed office space: minimum 120 m².
• Three private offices, each at least 12 m², air-conditioned, well ventilated with windows, two plug points each, dedicated landline connectivity (or an existing line with the option to port current business numbers) and 5G internet.
• Boardroom for up to 15 people, fully furnished and air-conditioned, with catering facilities (tea and lunch stations), video conferencing, five plug points and 5G internet.
• Reception area with at least two chairs, a coffee table and a water dispenser with glassware for visitors.
• Communal kitchen with microwave, fridge, coffee station, cutlery and crockery.
• At least two ablution facilities, each with a toilet and basin.
• Bidders must state whether the boardroom, kitchen, ablution facilities and cleaning services are shared or dedicated.

Building and services

• Access-controlled entrance and exit with 24-hour accessibility.
• Minimum six parking bays, open or undercover, for staff and visitors.
• 24-hour CCTV surveillance and an on-site security representative.
• Generator or alternative power source able to run the entire office during outages.
• Additional water supply source for uninterrupted water during shortages.
• Fibre or equivalent high-bandwidth internet, 5G.
• Sanitiser stations at the entrance, boardroom and ablution facilities, managed by the service provider.
• Cleaning services managed by the service provider.
• External branding and signage rights for visible TIKZN branding at the building entrance and reception area, including signage specifications and permitted branding dimensions.
• Ground floor preferred; premises must be easily accessible to clients including clients with disabilities and close to major highways or streets.

Location

• Preferred areas: Groenkloof, Waterkloof or Brooklyn, close to embassy offices; the nearest suitable alternative location may be considered.
• Proximity to Groenkloof is scored in the functionality evaluation.

Methodology to be submitted

• Method statement covering how the bidder will manage the offices, service provisioning, facilities management and maintenance, and aftercare during the lease.
• Risk assessment and health and safety plan for the office space.
• Line-item costing per year for each requirement, including office space provisioning, security, cleaning, 24-hour CCTV surveillance and monitoring, visitor management and after-hours access control, entrance gate services, lift services (if applicable), garden maintenance, building maintenance, air-conditioning, emergency equipment services, building compliance certification, parking bays and branding/signage rights.
• Additional costs the bidder foresees during the lease period.
• A link to a virtual tour of the premises, with layout plan and supporting photographs; TIKZN reserves the right to inspect the premises physically.
• Indication of whether lease costing is fixed or escalating over the 36 months.
• A list of items not included in the proposal against the scope of services.

• The proposal must set out costings against every requirement in the scope of services.
• A method statement is required showing how the bidder will manage the offices, service provisioning, facilities management and maintenance, and aftercare during the lease.
• A risk assessment and health and safety plan for the office space must be included.
• Line-item costing per year per requirement is required, covering office space provisioning, security, cleaning, 24-hour CCTV surveillance and monitoring, visitor management and after-hours access control, entrance gate services, lift services (if applicable), garden maintenance, building maintenance, air-conditioning, emergency equipment services, building compliance certification, parking bays and external branding/signage rights.
• Additional foreseeable costs during the lease period must be listed.
• A virtual tour link, layout plan and supporting photographs of the proposed office space must be provided; TIKZN may conduct a physical inspection.
• The bidder must indicate whether lease costing is fixed or escalating over the 36 months.
• The bidder must list any items from the scope of services that are not included in the proposal.

• The proposal must demonstrate proven experience in delivering managed office space services of a similar nature and scale, with evidence of successful implementation for comparable organisations.
• Bidders must provide details of occupancy levels in their managed office facilities and a track record of organisations that have leased or currently lease space from them, including the nature of the organisations, duration of occupancy and scope of services rendered.
• Required competencies: comprehensive knowledge and a proven track record in leased office accommodation and managed office space; adequate operational capacity, qualified personnel, technical expertise and access to the necessary resources and infrastructure; and full compliance with occupational health and safety and building compliance requirements.
• Reference letters or recommendation letters from current or previous clients must be signed and not more than five years old. They must show the client name and contact details, the services rendered, the contract duration and value where applicable, a performance and service quality assessment, and confirmation of satisfactory service delivery.
• Reference letter scoring: 0 letters 0 points; 1 letter 5 points; 2 letters 10 points; 3 letters 15 points; 4 letters 20 points.

• The pricing schedule forms an integral part of the bid and must be completed without altering its structure.
• The total consolidated price for the 36 months must be entered in the Grand Total.
• Additional cost information must be completed on a separate schedule attached as Annexure A. These amounts must not form part of the Grand Total, and any price not listed is treated as zero.
• Bidders must complete the pricing schedule as their response on what the services will cost.
• All bid prices must be inclusive of all applicable taxes, including 15% VAT.
• Line-item costing per year per requirement is required, and the bidder must indicate whether lease costing is fixed or escalating over the 36 months.
• TIKZN may conduct a due diligence review of market-related price reasonability and may negotiate rates with shortlisted bidders.
• The offer must remain valid for 90 days from the closing date.

Pricing

• Prices must be inclusive of all applicable taxes, including 15% VAT.
• The pricing schedule in Section H forms part of the bid and must be completed without changing its structure.
• The total consolidated price for the 36 months must be entered in the Grand Total.
• Additional charges go on a separate schedule attached as Annexure A and must not be included in the Grand Total; any price not listed is treated as zero.
• Line-item costing per year per requirement is required.
• Bidders must indicate whether lease costing is fixed or escalating over the 36-month period.
• TIKZN may conduct a market-related price reasonability review and may negotiate rates with shortlisted bidders.
• Offer validity: 90 days from the closing date.
• Estimated value of the bid: not exceeding R50 000 000 including all applicable taxes, which sets the 80/20 preference point system.

Registration and tax

• Registration on the Central Supplier Database (CSD) is required. Register at www.csd.gov.za or call 033 897 4223/4676/4509.
• A valid SARS Tax Compliance Status PIN must be submitted, or a CSD number where no TCS PIN is available.
• Joint ventures, consortia and subcontractors: each party submits its own TCS certificate or PIN and CSD number.
• Bidders in the service of the state, and companies or close corporations whose directors or members are in the service of the state, are excluded.
• False or outdated CSD information may lead to de-registration, cancellation of the bid or contract, and liability for damages.

Mandatory evidence (Phase 2)

• Valid Certificate of Occupancy. Only minor findings are acceptable; moderate or major findings disqualify the bid.
• Building compliance certificates: electrical, water, annual emergency equipment service, and fire safety.
• Valid business insurance, such as public liability insurance.

B-BBEE and ownership evidence for specific goals

• Black ownership claim: CSD registration report, CIPC company registration and B-BBEE certificate or affidavit.
• Women ownership claim: RSA identity documents of shareholders, CSD registration report, CIPC registration and B-BBEE certificate or affidavit.
• South African ownership claim: CSD registration report, CIPC registration and B-BBEE certificate or affidavit.
• Claims without the required proof score no points.

Compulsory bid forms

• SBD 1 (Invitation to Bid), Parts A and B: bidder identification and contact details, signed as the offer.
• Section D: declaration that CSD information is correct and up to date.
• Section E: certification that all information supplied in the bid is correct.
• SBD 4 (Bidder's Disclosure Form): discloses state employment and any relationship with the procuring institution; a false declaration disqualifies the bid.
• Section H: pricing schedule.
• Section I: authority to sign the bid.
• Section K: consent to process personal information.
• SBD 6.1: preference points claim for specific goals.
• SBD 7: contract form to be signed by the successful bidder.
• Failure to submit the compulsory forms may end consideration of the proposal.

• The proposal must include a risk assessment and a health and safety plan for the office space.
• The service provider must comply fully with all applicable occupational health and safety legislation, regulations and standards, and with building compliance requirements for office accommodation.
• A valid annual emergency equipment service certificate and a fire safety certificate must be submitted as part of building compliance evidence.
• The work programme must address health and safety considerations alongside risk management and monitoring mechanisms.
• The premises must have sanitizer stations at the entrance, boardroom and ablution facilities, managed by the service provider.
• Security and safety features required: access-controlled entrance and exit, 24-hour accessibility, 24-hour CCTV surveillance, an on-site security representative, and safe parking for staff and visitors.

Duration and extension

• Contract period of 36 months from signature, extendable by 2 years on performance and with Accounting Officer approval.
• A one-month set-up period may be granted before the contract starts, at no cost to TIKZN.

Termination and curtailment

• TIKZN may terminate the award if there are reasonable grounds to believe the contractor is not performing, and may curtail the scope of the award or any aspect of it.
• On cancellation or curtailment the contractor has no claim against TIKZN other than recoupment of actual and reasonable costs already incurred on the project.
• TIKZN may cancel the RFP at any time at its sole discretion without liability for damages, including loss of profit, and is not obliged to appoint any qualifying bidder.

Service level agreement

• Acceptance of a proposal is confirmed only by a written service level agreement between TIKZN and the successful bidder.
• Until that agreement is concluded, no rights or legitimate expectations are conferred on the successful bidder.

Fees

• TIKZN may negotiate any aspect of the proposed fees and disbursements with the preferred bidder and is not bound by submitted fees.

Intellectual property and confidentiality

• Copyright, patent and similar rights in works created under the tender vest in TIKZN unless otherwise agreed in a written agreement signed by both parties.
• Information, documents and records provided by TIKZN are private and confidential and may not be disclosed to third parties without TIKZN's prior written consent.

Ownership of proposals and costs

• Proposals become the property of TIKZN on receipt and need not be returned.
• Bidders bear all costs of preparing proposals and attending briefings or presentations; TIKZN will not reimburse them.

Ethics

• Attempts to obtain confidential information, make unlawful agreements with competitors or influence the evaluation or adjudication committees will lead to rejection of the proposal.
• Bidders must declare any business or other interest in TIKZN or any of its employees; failure to do so results in automatic disqualification.

Phase 1 — Supply chain administrative compliance

• The bid must be complete in all respects and include all compulsory forms: SBD 1 Parts A and B, the CSD declaration, the certification of correctness, SBD 4, the pricing schedule, the authority to sign, the consent to process personal information, and SBD 6.1. Missing information may end consideration of the proposal.

Phase 2 — Mandatory requirements

• Certificate of Occupancy with only minor findings; moderate or major findings disqualify the bid.
• Building compliance certificates: electrical, water, annual emergency equipment service and fire safety.
• Valid business insurance, such as public liability cover.
• Failure on any mandatory item disqualifies the bid and it is not evaluated for functionality.

Phase 3 — Functionality (100 points; minimum 70% to proceed)

• Technical and operational capability: 30 points (unsatisfactory 0, satisfactory 15, excellent 30).
• Location and proximity to Groenkloof: 20 points, scored on verified driving distance.
• Work programme: 30 points, assessed on the detail and structure of the implementation plan.
• Relevant experience and client references: 20 points, scored on the number of acceptable reference letters (0 letters 0, 1 letter 5, 2 letters 10, 3 letters 15, 4 letters 20).

Phase 4 — Price and specific goals (100 points)

• Price: 80 points, inclusive of all applicable taxes including VAT.
• Specific goals: 20 points — 100% black ownership 8 points, 51% or more women ownership 6 points, South African owned enterprise 6 points.
• The 80/20 preference point system applies because the estimated value does not exceed R50 000 000.