Frequently Asked Questions — Lease of 81m² Office Space with 7 Parking Bays (Including 1 Disabled Bay) in Senekal CBD, Setsoto Local Municipality

Question 1

What are the submission requirements for this tender (Ref: DPWFS (RFP) 004/2026)?

Accepted Answer

• Submit bids by 06 July 2026 at 11:00 to the bid box at Ground Floor (Main Entrance Foyer), OR Tambo House (Old Lebohang Building), Cnr. St Andrews Street and Markgraaff Street, Bloemfontein, 9301. • Late, emailed, faxed, telephonic, or telegraphic bids will not be accepted. • Bids must be originally signed with a black pen; no digital or photocopied signatures are accepted. • Documents must be properly indexed and neatly bound. • Attend the compulsory clarification meeting on 18 June 2026 at 12:30 PM at Senekal Hospital, Senekal (Longitude: 27.605574, Latitude: -28.327875). • Required returnable documents: Annexure A (Record of Addenda), Annexure B (Proposed Amendments), Annual Financial Statements Declaration, Resolution of Board of Directors, Resolution for Consortia/Joint Ventures (if applicable), Special Resolution for Consortia/Joint Ventures (if applicable), SBD 1 (Invitation to Bid), SBD 4 (Bidder’s Disclosure), SBD 6.1 (Preference Points Claim Form), and all supporting documents for mandatory/non-mandatory requirements. • Bid documents are obtainable from www.etenders.gov.za or the Departmental website (www.publicworks.fs.gov.za) at no cost, or in-person at SCM Offices, Room 101B, First Floor, OR Tambo House (payment of R267.00 required for physical copies).

Question 2

How will bids be evaluated?

Accepted Answer

• Evaluation occurs in three stages: - Stage 1 (Mandatory Compliance): Pass/fail based on submission of required documents (tax compliance, CSD registration, property ownership, SAPOA Grade C certificate, COIDA Letter of Good Standing, CIPC registration, SBD forms, attendance at compulsory clarification meeting). - Stage 2 (Functionality): Minimum score of 79 out of 105 points required. Scoring breakdown: * Space Requirements (0-35 points): Based on alignment with Needs Analysis of accommodation. * Parking Requirements (0-30 points): Based on number and location of covered parking bays. * Maintenance Plan (0-35 points): Based on history of planned maintenance and future maintenance details. * Accessibility (0-5 points): For people with disabilities. - Stage 3 (Price and Preference): 80/20 preference point system. * Price (80 points): Calculated as Ps = 80(1 - (Pt - Pmin)/Pmin). * Preference (20 points): Allocated for specific goals: Free State-Based Companies (8 points), 51%-100% Women-Owned (4 points), 100% Black Ownership (6 points), 51%-100% Disability-Owned (2 points). Proof required for all claims. • Disqualification risks: Incomplete or unsigned documents, altered tender documents, late submissions, photocopied or digital signatures, non-compliance with SAPOA grading or zoning, failure to meet minimum functionality score, tax non-compliance (unless rectified within 7 days of notification).

Question 3

What are the technical specifications?

Accepted Answer

• Lease of 81m² office accommodation with 7 parking bays (including 1 disabled bay) onsite or in close proximity to the building within Senekal CBD, Setsoto Local Municipality. • Mandatory requirements: - Property must be zoned for office use (zoning certificate required). - Minimum SAPOA Grade C at submission (Grade B required before occupation). - Valid proof of property ownership (Deeds Registration or Sales Agreement) and certified ID copies of directors. - Space must meet Department’s Needs Analysis (attach SAPOA area certificate and sample layout plans). - Parking must include 1 disabled bay (attach parking layout plans). - Building must comply with accessibility standards for people with disabilities. • Non-mandatory requirements: - SAPOA Grade B certificate post-renovation. - SACAP-issued area certificate and layout plan (within 6 months of appointment). - Energy Performance Certificate (for buildings >1000m², upon occupation). - Municipal services clearance certificate (or current bill/lease statement <90 days overdue).

Question 4

What financial requirements apply to bidders?

Accepted Answer

• Submit audited Annual Financial Statements (AFS) for the preceding financial year (e.g., ended 28 February 2026) with income statement and balance sheet. • Include one of the following: Bank statement proving financial capability OR confirmation letter from a registered funding institution. • Complete Annual Financial Statements Declaration. • Bid validity period: 120 calendar days. • Pricing evaluated under 80/20 Preference Point System (80 points for price, 20 for preference goals).

Question 5

What compliance and legal requirements must bidders meet?

Accepted Answer

• Mandatory: - Valid Tax Compliance Status (TCS) PIN (via SARS eFiling) or CSD MAAA number for verification. - Valid CSD registration report (not summary) <3 months old. - CIPC registration certificate (certified). - COIDA Letter of Good Standing (Department of Employment and Labour). - SBD 1 and SBD 4 (duly completed and signed). - All documents must be originally signed (no digital or photocopied signatures). • For consortia/joint ventures: Each party must submit separate TCS PIN/CSD number, CSD registration report, CIPC documents, COIDA letters, and SBD 1/4. • Non-compliance with tax (SARS/CSD) at award may lead to disqualification (7-day rectification period allowed). • Joint ventures must register on CSD within 15 days of award. • Disqualification risks: Incomplete/unsigned documents, fraudulent information, altered tender documents, or failure to attend mandatory clarification meeting.

Question 6

What are the important dates and deadlines for this tender?

Accepted Answer

• Closing date: 06 July 2026 at 11:00. • Compulsory clarification meeting: 18 June 2026 at 12:30 PM at Senekal Hospital, Senekal. • Bid validity period: 120 calendar days from closing date.

Question 7

Who should be contacted for queries about this tender?

Accepted Answer

• Technical enquiries: Mr. Marius Sauls, Phone: 051 410 7543, Email: saulsm@fsworks.gov.za. • Bidding procedure enquiries: Mr. M. Kolobe, Phone: 051 492 3886 / 1750, Email: kolobem@fsworks.gov.za. • Submission address: Ground Floor (Main Entrance Foyer), OR Tambo House (Old Lebohang Building), Cnr. St Andrews Street and Markgraaff Street, Bloemfontein, 9301. • Fraud/phishing reports: South African Police Service (08600 10111) or National Anti-Corruption Hotline (0800 701 701, integrity@publicservicecorruptionhotline.org.za).

Lease of 81m² office space with 7 parking bays (including 1 disabled bay) in senekal cbd, setsoto local municipality

Eligibility Criteria

Accommodation & Hospitality Industry Profile

Regulatory Bodies

Typical Documents

Core procurement rules

Broad-Based Black Economic Empowerment Act (B-BBEE Act)

Constitution of the Republic of South Africa, 1996 – Section 217

Free State - Public Works

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