Property management services for gauteng partnership fund – tender in johannesburg, gauteng

Closing date and time: 09 November 2026 at 11:00 am

Briefing session (non-compulsory): 05 November 2026 at 11:00 am

• Location: Microsoft Teams meeting
• Join link: https://teams.microsoft.com/meet/3936585188271898?p=yNaSphNhmGpbOV5UKN
• Meeting ID: 393 658 518 827 189 8
• Passcode: gQ2kQ7Wu

Technical enquiries:

• Contact: Maneo Moya
• Email: [email protected]
• Telephone: 060 886 7771

Supply chain enquiries:

• Contact: Ms. Constance Sambo
• Email: [email protected]
• Telephone: 066 481 3210

Submission email: [email protected]

Submission method: email to [email protected]

Closing time: 09 November 2026 at 11:00 am

Only invited service providers may submit.

Late submissions will not be considered.

Quotation must be on company letterhead.

Returnable documents (all must be completed and signed):

• Tax Compliance Status PIN
• Compliant B-BBEE certificate or sworn affidavit
• Central Supplier Database (CSD) number (MAAA)
• SBD 4 (Declaration of Interest) – failure to submit a duly completed and signed SBD 4 results in disqualification
• SBD 6.1 (Preference Points Claim Form)
• Proof of banking details

Disqualification risks:

• Any returnable form omitted or unsigned
• Submission after closing time
• Submission by a provider not invited

Evaluation stages: mandatory criteria, functionality, administrative compliance, price and specific requirements.

Mandatory criteria (disqualifying if not met):

• Valid Property Fidelity Fund Certificate (FFC) – certified copy not older than 6 months, or expired certificate with proof of renewal
• Valid PPRA registration – certified copy not older than 6 months, or expired certificate with proof of renewal
• Proof of a compliant section 54(1) trust account (bank confirmation/letter) unless a valid PPRA exemption applies

Functionality evaluation (minimum threshold 70/100):

• Reference letters (50 points): 3 positive letters = 50, 2 = 30, 1 = 10, none = 0. Letters must be on client letterhead, not older than 5 years, include contactable person, date and signature. Letters of award/appointment not accepted.
• Skills of Lead Agent (40 points): CV with years in real estate – 7-9 years = 20, 4-6 = 10, 0-3 = 0. Certified qualifications in Real Estate Management – National Diploma or higher = 20, NQF Level 4 or equivalent = 10, not met = 0.
• Organogram (10 points): detailing person by position responsible for managing the GPF project = 10, none = 0.

Bidders scoring below 70 on functionality are disqualified.

Price and preference points:

• 80/20 preference point system (contract value up to R50 million)
• Price: 80 points
• Specific goals (GEYODI): 20 points – women 8, youth 8, people with disabilities 4, calculated on percentage of ownership
• Total for price and preference: 100 points

The Gauteng Partnership Fund (GPF) requires a property management service provider to act as managing agent for a property at 32 End Street, Johannesburg CBD, comprising 50 residential units and 6 retail units (56 units total).

Scope of work:

• Act as rental agent for the specified units
• Market vacant units and conduct property showings to reduce vacancy levels
• Screen potential tenants and process rental applications
• Educate customers on rental services and process rental agreements
• Conduct affordability, reference and credit checks
• Negotiate lease terms
• Process bad debts
• Prepare documents on behalf of GPF: representation contracts, lease agreements, monthly tenant statements
• Collect rent from tenants and account for it in relevant reports
• Maintain property in compliance with legal, health and safety regulations and municipal by-laws

Trust account and rent collection requirements:

• Must be registered with the Property Practitioners Regulatory Authority (PPRA) and maintain valid Fidelity Fund Certificates for the principal and relevant property practitioners for the duration of the appointment
• All rentals, deposits, service charges and other monies received on behalf of GPF must be treated as trust money and deposited immediately into a compliant section 54(1) trust account with a bank registered under the Banks Act, 1990, unless a valid PPRA trust-account exemption applies
• GPF rental receipts may not be deposited into the service provider's ordinary/business operating account
• Maintain separate accounting records and tenant/property ledgers for GPF, showing rental billed, receipts, deposits, arrears, approved deductions, management fees, property expenses and remittances
• Trust accounting records must be balanced/reconciled at least monthly; monthly trust reconciliation, bank statement, tenant rental roll, collection report, arrears report and remittance schedule must be supplied to GPF
• Trust monies may only be retained and paid out when lawfully entitled or lawfully instructed in writing; management fees may only be deducted when contractually due and supported by the agreed fee schedule and statement
• Rates, taxes, utilities, maintenance, insurance or other property expenses may only be paid from rental monies held in trust where pre-authorised by the management mandate/SLA and supported by approved budgets, invoices and appropriate documentation
• Trust monies may not be used to pay the service provider's own business operating expenses, staff costs, subscriptions or other unrelated expenditure
• Must have appointed an auditor in compliance with the Property Practitioners Act and PPRA requirements
• Must immediately report to GPF any trust-account shortage, irregularity, suspected fraud, unauthorised transaction, banking error or regulatory non-compliance affecting GPF monies
• Interest earned on trust monies must be administered in accordance with section 54 of the Property Practitioners Act, applicable Regulations and current PPRA directives

Deliverables (to be included in SLA):

• Monthly rental collection reports
• Quarterly property maintenance and repair reports
• Annual compliance audit reports

Duration: 24 months

Performance measurement (included in SLA):

• Rental collection rates
• Reduction in vacancy rates
• Debt collection on arrears
• Property maintenance and repair completion rates as per maintenance plan
• Improving operational cashflow surplus levels
• Compliance with regulatory requirements
• Timeliness and accuracy of progress reports

The service provider must have experience with a traceable record in leasing properties for both public and/or private sectors.

The project leader must be a registered PPRA professional with a minimum of five (5) years extensive experience in leasing residential properties including flats.

Proposed personnel must have an NQF Level 4 Certificate in Real Estate Agency.

The project lead must be registered with the PPRA.

The managing agent must be a registered estate agent with an up-to-date Property Fidelity Fund Certificate issued by PPRA.

Functionality scoring for lead agent experience: 7-9 years = 20 points, 4-6 years = 10 points, 0-3 years = 0 points.

The service provider must indicate a commission percentage to be charged on the total rental amount collected, within standard market practice for full management (collection and maintenance) of monthly rent.

No other pricing schedule details are provided.

Pricing format: commission percentage on total rental amount collected, within standard market practice for full management (collection and maintenance) of monthly rent.

No bid security, bonds, guarantees, retention or payment terms stated.

No financial capacity or turnover requirements stated.

Mandatory compliance (disqualifying if not met):

• Valid Property Fidelity Fund Certificate (FFC) – certified copy not older than 6 months, or expired certificate with proof of renewal
• Valid PPRA registration – certified copy not older than 6 months, or expired certificate with proof of renewal
• Proof of a compliant section 54(1) trust account (bank confirmation/letter) unless a valid PPRA exemption applies

Administrative compliance (disqualifying if not met):

• Valid Tax Compliance Status (TCS) PIN
• Central Supplier Database (CSD) registration number (MAAA)
• SBD 4 (Declaration of Interest) – failure to submit a duly completed and signed SBD 4 results in disqualification
• SBD 6.1 (Preference Points Claim Form)
• Proof of banking details

Commitments (to be submitted prior to signing the SLA):

• All personnel supplied must have an NQF Level 4 Certificate in Real Estate Agency
• Exercise reasonable due diligence and duty of care on all GPF transactions
• For emergency services, staff should be replaced with backup staff as per GPF's requirements
• Comply with the Occupational Health and Safety Act (regulations for hazardous substances)
• Comply with the Protection of Personal Information Act (POPIA), 2013

B-BBEE: compliant B-BBEE certificate or sworn affidavit required. Preference points for specific goals (GEYODI) based on ownership: women 8, youth 8, people with disabilities 4.

The service provider must maintain the property in compliance with legal and health and safety regulations and municipal by-laws.

The service provider undertakes to comply with the Occupational Health and Safety Act (regulations for hazardous substances).

Contract duration: 24 months.

A Service Level Agreement (SLA) will govern the relationship between GPF and the successful service provider.

Performance indicators will be included in the SLA, covering rental collection rates, vacancy reduction, debt collection, maintenance completion rates, operational cashflow surplus, regulatory compliance, and timeliness and accuracy of progress reports.

GPF reserves the right to cancel the RFQ/appointment at its sole discretion and may withhold payment if service quality does not meet minimum requirements.

Trust money handling rules apply as per the Property Practitioners Act and PPRA requirements.