Appointment of service provider for procurement of alternative office accommodation for small enterprise development and finance agency (sedfa) comprising minimum 1240.80SQM And 41 parking bays for the period of five (5) years: western cape provincial & cbd branch office

Request for Bids (RFB) DEVELOPMENT AND FINANCE AGENCY (SEDFA) COMPRISING MINIMUM 1240.80SQM AND 41 PARKING BAYS FOR THE PERIOD OF FIVE (5) YEARS:

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2.1. Bids must be submitted in a sealed envelope and marked as follows: ATTENTION: SEDFA SUPPLY CHAIN MANAGEMENT

Pt−Pmin

Ps= 80(1− )

Pmin

Where

Ps = Points scored for price of tender under consideration

Pt = Price of tender under consideration

Pmin = Price of lowest acceptable tender

The points scored by a bidder in respect of Specific Goals will be added to the

points scored for price.

Only bidders who have completed and signed the declaration part of the

Specific Goal form and who have submitted the relevant supporting

documents will be allocated points.

The points scored will be rounded off to the nearest 2 decimals.

Criteria for breaking deadlock in scoring

a) If two or more tenderers score an equal total number of points, the contract

will be awarded to the tenderer that scored the highest points for Specific

Goals.

b) If two or more tenderers score equal total points in all respects, the award

will be decided by the drawing of lots.

A contract may, on reasonable and justifiable grounds, be awarded to a tender

that did not score the highest number of points.

SEDFA reserves the right to enter into negotiations with the preferred bidder.

SEDFA reserves the right to provide policy relating to the handling of

information (Protection of Personal Information Act).

Annexure f

Scope of work / terms of reference

Terms of Reference: Appointment of Service Provider for Procurement of

alternative office accommodation for Small Enterprise Development and Finance

Agency (SEDFA) comprising minimum 1240.80 sqm and 41 parking bays for the

period of five (5) years: Western Cape Provincial & CBD Branch Office

1.1. The scope of work involves sourcing and leasing office accommodation in

Cape Town with the following specifications:

No. Item Description

1.1.1 Lease Term 5 Years.

1.1.2 Leased Area Rentable Office space area minimum of 1240.80m2.

(m2)

1.1.3 Parking Area Forty (41) Parking Bays:

o Five (5) for SEDFA owned vehicles

(Basement/Secured/Shaded or Covered) .

o Thirty (30) Staff Vehicles

(Basement/Secured/Shaded or Covered).

o Six (6) Open Parking for visitors

1.1.4 Location City of Cape Town Central Business District

1.1.5 Property type A stand-alone property or Office Park

1.1.6 Beneficial 01 December 2026

Occupation

Date

1.1.7 Occupation 01 January 2027

Date / Lease

Start Date

1.1.8 Other o Space Planning. Office layout with various

office types (single offices, shared offices,

open plan), meeting rooms, and operational

spaces. Sizes are as per section 2.

o Tenant Installation

o Back-up Power System (state whether a

generator, solar or inverter)

o Back-up Water system minimum of 10 000

liters Jojo tank.

o 24-Hour own Security for office park or

common security)

o Accessibility to People with physical

disability and general public.

1.1.9 Compliance Certificate of Compliance

Occupancy Certificate

The leased facility requirements include:

o Estimated Preferred Floor Plan:

Qty Description SqM Total SqM

Provincial Office

Office of the Provincial Manager:

1 Provincial Manager 24 24

1 Regional Manager 24 24

1 Provincial PA 14.4 14.4

1 Office Administrator 14.4 14.4

1 Receptionist (Foyer form part of 14.4 14.4

the space)

1 Meeting Room 12 12

Management:

1 Marketing Specialist 14.4 14.4

1 ICT Specialist 14.4 14.4

1 HR Business Partner 14.4 14.4

1 Provincial Accountant 14.4 14.4

1 Operations Manager 19.2 19.2

1 Manager - Lending 14.4 14.4

2 Specialist: Training 14.4 28.8

Administration: Open Plan

1 IT Technician 12 12

3 Lending Administrators 12 36

2 SCM Officers/Accountant 12 24

1 Stakeholder Relations Officer 12 12

2 Vacant Positions 12 24

5 Interns 12 60

Branch Office: Enclosed

1 Branch/District Manager 16.8 16.8

1 Meeting Room (Adjacent to the 12 12

Branch Manager's office)

Administration: Open Plan

3 Business Advisors 12 36

1 Information Officer 12 12

1 Receptionist 12 12

1 Branch Administrator 12 12

1 Operations Administrator 12 12

5 Investment Analyst 12 60

5 Investment Officer 12 60

2 Post Investment Officer 12 24

2 Vacant positions 12 24

2 Interns 12 24

Support space/general/ public service area:

1 Reception/Security and waiting 36 36

area (Reception area to also

accommodate security

equipment)

1 General Foyer/Foyer/Waiting area 36 36

1 Bulk Filing Area 36 36

2 Print Stations (Printing Stations in

each Floor- Provincial and Branch) 6

1 Stationery Storage With Shelves 36 36

2 Storage space 18 18

1 Main Boardroom with Built-in

cupboards/Serving Area 60 60

4 Small Boardrooms (Consulting

Rooms) 14.4 57.6

1 Training Room (50-Seater) {Sound 72 72

Proof and Serving Room / Area.

The training/learning centre

should be partitioned into 2 x

training/learning centre to enable

expansion of space, making use of

fixed folding (retractable)

acoustics soundproof partitioning

doors}.

1 Wellness office (Gym facility) 36 36

1 Sick bay/room 19.2 19.2

1 IT Room/Server Room 36 36

1 Eating / Pause Area 24 24

1 Main Kitchen with BIC and

Hydroboils 24 24

1 Small Kitchens 18 18

2 Cleaners Room with lockers (male 9.6 9.6

and female)

1 Storage - Cleaning Materials and

Equipments 14.4 14.4

Total 1240.80

Lettable area 1240.80m2

Excluding

Parking and

Ablution Facilities

o Ablution Facilities

o Minimum 4 x Male.

o Minimum 6 x Female.

o Minimum 1 x Paraplegic.

o Parking

o Secured and undercover parking for 5- SEDFA Pool vehicles (Lockable).

o Secured, undercover parking for 30 SEDFA Staff vehicles.

o Access to secured parking for SEDFA visitors/clients (At least 6).

o Demarcated Parking for Two (2) Paraplegic staff/visitors.

o Electrical Systems

o Electrical outlets with a minimum of 2 outlets per workstation.

o ICT Infrastructure

o Roof structure and access to the roof must comply with minimum health

and safety requirements to technicians to install or maintain equipment.

o Landlord pre-approvals for site surveying and installation of wireless

communication equipment (microwave equipment).

o Server Room

o Air conditioner with minimum rating of 12000 BTU.

o Fire detection system.

o Fire suppression system (preferable).

o Air-conditioning

o Centralised/split units for all other offices and common areas.

o Accessibility

o Access for people living with disabilities and paraplegics.

o Convenient access to public transport.

o Location

o Within the Cape Town CBD area.

o Availability

o Occupation commences 1 December 2026.

o All alterations/ refurbishments/interior changes must be done by the

bidder to meet SEDFA’s requirements, must be completed prior to the

occupation date.

Facility qualifications

The Lessor, in its proposal, shall at a minimum address meet the following technical

10.1. SEDFA takes a zero-tolerance approach to fraud, corruption and bribery.

10.2. SEDFA is committed to acting fairly, with integrity, in all its’ relationships

and business dealings both internally and externally (with its suppliers,

contractors and other stakeholders).

10.3. Please note that under no circumstances will SEDFA ever require any

payment to secure an award of an RFP or a tender. Individuals that claim

that an upfront payment to an individual, third party or a SEDFA official,

is a blatant attempt at defrauding bidders and such a scam must

immediately be reported to the SEDFA Anti-Corruption line. SEDFA

follows a fair, competitive and transparent procurement process in

evaluating and awarding bids.

10.4. Should you or anyone wish to report any suspected fraud, corruption or

bribery, you can BLOW the whistle by calling a free hotline on 0800

000 663.

designer / decorator to work with the SEDFA Team on the

office layout planning and execution.

Sedfa’s roles and responsibilities

➢ Review and sign off project implementation plan.

➢ Plan the Project together with the Service Provider.

➢ Provide oversight.

➢ Manage the project budget.

➢ Manage the performance of the Service Provider in line with SLA.

➢ Monitor and evaluate the project implementation.

➢ Pay the Service Provider according to the agreed payment schedule;

and

➢ Acceptance and sign-off of the project closure report.

2.5.4. Stage 3 - functionality evaluation

a. All bids will be evaluated independently by the evaluation

panel members in terms of the defined evaluation criteria

for functionality evaluation.

b. Bids that score less than 70 points out of 100 on

functionality shall not be considered further.

c. Bids will be evaluated on Functional requirements as

outlined in ANNEXURE C.

2.5.5. Stage 4: site inspection

a. All bids will be evaluated independently by the evaluation

panel members in terms of the defined evaluation criteria

for site inspection evaluation.

b. Bids that score less than 70 points out of 100 on

functionality shall not be considered further.

c. Bids will be evaluated on Functional requirements as

outlined in ANNEXURE D.

2.5.6. Stage 5: evaluation of proposal on applicable points

Annexure A: Stage 1 - Administrative Compliance Requirements

Annexure B: Stage 2 - Mandatory Requirements

Annexure C: Stage 3 - Functionality Criteria

Annexure D: Stage 4 – Site Inspection

Annexure E: Stage 5 - Price and Preference

Annexure F: Scope of Work / Terms of Reference

Annexure G: Pricing Proposal

Appendix 1: Bidder Proposal Response

B.

2.4.2.1.8. National Treasury Central Supplier Database (CSD)

registration (The bidder to attach a proof of registration).

2.4.2.1.9. Submission of bidder’s Companies & Intellectual

Property Commission (CIPC) registration documents,

listing all Directors or Shareholders and certified copies of

the Identify Documents (ID) of Directors or Shareholders

(not older than three months).

2.4.2.2. The successful bidder and its staff shall comply with all the laws

of the Republic of South Africa and as it relates to this bid.

2.4.2.3. The bidder’s staff must be South African citizens and SEDFA

reserves the right to validate citizenship.

2.4.3. Price proposal

2.4.3.1. Bidders are required to complete and sign pricing proposals.

2.4.3.2. NB: Failure to complete and submit a pricing proposal, will

lead to disqualification of the bid.

2.4.4. Late bids

2.4.4.1. Bids submitted at the stated bid address, after the closing

date & time, shall not be considered under any circumstances.

2.4.5. Counter conditions

2.4.5.1. Bidder’s attention is drawn to the fact that amendments to any

of the bid conditions or setting of counter conditions by the

bidder shall render the bid invalid.

2.4.6. Fica and compliance checks:

2.4.6.1 SEDFA, in its capacity as an accountable institution, has a duty to

verify the identity of all its clients in compliance with the Financial

Intelligence Centre Act No (FICA). SEDFA shall thus

conduct a comprehensive PEP screening on the successful bidder

and therefore requests all bidders to submit the Know Your

Customer (KYC) documents example(s):

• Certified identity documents

• Certificate of Incorporation (CM1 or CoR 15.1/CoR 14.1)
• Certified copy of Change of Name, if applicable (CM9 or CoR

9.1 or 2)

• Current list of Directors (CM29 or CoR 39) (also used for

PEPs/Sanctioned screening purposes)

2.4.7 Bid distribution

2.4.5.2. The distribution of this RFB outside the Republic of South

a. Only bidders that have scored a minimum of 70/100 on

functionality will be evaluated during stage 3 for pricing and

specific goals in ANNEXURE E

b. In terms of Preferential Procurement Regulations

pertaining to the Preferential Procurement Policy

Framework Act, 2000 (Act ) and the amended

regulations, responsive bids will be adjudicated by the State

on the applicable point system.

c. The applicable preference point system for this tender is the

80/20 preference point system.

d. In terms of 80/20 points system, points are awarded to

bidders on the basis of:

Stage 5: evaluation of proposal on applicable points system

1. Only bidders that have scored a minimum of 70 / 100 on Site Visit will be

evaluated during stage 5 for pricing and specific goals.

Minimum functionality/qualifying score: 70

Tax Compliance Status (TCS) Certificate with a unique

TCS PIN issued by SARS)

CSD Report

Central Supplier Database (CSD)

Central Supplier Database) in the form of CSD Report

proof of experience for a

Proof Of Ownership

commencement of the lease.

6. Lease agreement

6.1. The successful bidder will be required to enter into a Lease Agreement

Lease Agreement, to be signed after the successful bidder has been

For more information, please visit the SEDFA website

Points Allocation: 20 points

B-BBEE Details: TOTAL 100 POINTS

3. Post award conditions

3.1. Services will be rendered as detailed/ stated in the Scope of Work / Terms

of Reference.

3.2. The successful bidder shall submit a monthly statement of all

outstanding payments, credit notes issued, and payments made. Such

statements shall also contain the order number, the details of the date of

the transaction, the invoice number, remittance number and credit note

details.

3.3. SEDFA shall not be held responsible in any way for any damages, losses,

theft of equipment or any valuables of the successful bidder or injury of

his/her employees whilst on site or in the execution of their duties.

3.4. All procurement related to this service, as outlined in this RFB, shall be

conducted by SEDFA’s Supply Chain Management department only.

3.5. Fire Risk management and emergency evacuations upon final works

completion; Post award.

3.6. The building must be declared gun-free.

3.7. Full compliance certification must be supplied upon final works

completion.

4. Staff requirements

4.1. The successful bidder must ensure the following:

a. That the staff working under this contract are in good health.

b. That they are adequately trained prior to commencement of

the contract.

c. That replacement staff is available should the need arise. The

bidder is obligated to inform SEDFA of any removal and

replacement and the replacement of staff can only be done

with the formal approval of SEDFA.

d. Staff must be dressed appropriately and where required;

e. The bidder’s staff must be South African citizens and SEDFA

reserves the right to validate citizenship.

5. Resource requirements

The successful bidder must provide the necessary work tools to the bidder’s

employees working on the project.

6. Lease agreement

6.1. Th

2.4.2.1.7. Submission of a copy of a valid B-BBEE certificate issued through a SANAS Accredited Agency, with the exception of Exempted Micro Enterprises (EMEs) and Qualifying Small Enterprises (QSEs). These enterprises need to submit B-BBEE sworn affidavits as per the requirements of the Department of Trade, Industry and Competition (the dtic) for qualifying enterprises except those who fall under the Construction Sector Charter Council (CSCC).

www.sedfa.org,za

2.4. Bid responses

2.4.1. Bid format

2.4.1.1. Bidders shall submit their bid response in accordance with the

requirements as outlined in the Bid Response Template

provided in Appendix 1.

2.4.1.2. Each section must be clearly marked, and the documents must

be bound.

2.4.1.3. The RFB comprises a number of sections and the bidder’s

proposal must include all the required information and

documentation as outlined in this RFB.

2.4.2. General conditions of contract

2.4.2.1. Completion of all Standard Bidding Documents (SBD by hand,

attached in ANNEXURES A, and adhering to all other

requirements as outlined on each form. The following SBD

and other forms must be duly completed and signed, and

returned as part of the Bid Proposal:

2.4.2.1.1. SBD 1: Invitation to Bid.

2.4.2.1.2. SBD 3.3: Price Schedule

2.4.2.1.3. SBD 4: Declaration of Interest.

2.4.2.1.4. SBD 6.1: Preference Points Claim Form.

2.4.2.1.5. Valid Tax Compliant Status (TCS PIN issued by SARS).

2.4.2.1.6. In bids where Consortium, Joint Ventures and Sub-

3.1. Services will be rendered as detailed/ stated in the Scope of Work / Terms

of Reference.

3.2. The successful bidder shall submit a monthly statement of all

outstanding payments, credit notes issued, and payments made. Such

statements shall also contain the order number, the details of the date of

the transaction, the invoice number, remittance number and credit note

details.

3.3. SEDFA shall not be held responsible in any way for any damages, losses,

theft of equipment or any valuables of the successful bidder or injury of

his/her employees whilst on site or in the execution of their duties.

3.4. All procurement related to this service, as outlined in this RFB, shall be

conducted by SEDFA’s Supply Chain Management department only.

3.5. Fire Risk management and emergency evacuations upon final works

completion; Post award.

3.6. The building must be declared gun-free.

3.7. Full compliance certification must be supplied upon final works

completion.

in no points allocation.

5 Safety and Premise Check that safety equipment services 5 points

Security are up to date (e.g., firefighting

equipment, fire escape doors) as per

legislative requirements.

1 Reception/Security and waiting 36 36

area (Reception area to also

accommodate security

equipment)

1 General Foyer/Foyer/Waiting area 36 36

1 Bulk Filing Area 36 36

2 Print Stations (Printing Stations in

each Floor- Provincial and Branch) 6

1 Stationery Storage With Shelves 36 36

2 Storage space 18 18

o Ablution Facilities

o Minimum 4 x Male.

o Minimum 6 x Female.

o Minimum 1 x Paraplegic.

o Parking

o Secured and undercover parking for 5- SEDFA Pool vehicles (Lockable).

o Secured, undercover parking for 30 SEDFA Staff vehicles.

o Access to secured parking for SEDFA visitors/clients (At least 6).

o Demarcated Parking for Two (2) Paraplegic staff/visitors.

o Electrical Systems

o Electrical outlets with a minimum of 2 outlets per workstation.

o ICT Infrastructure

o Roof structure and access to the roof must comply with minimum health

and safety requirements to technicians to install or maintain equipment.

o Landlord pre-approvals for site surveying and installation of wireless

communication equipment (microwave equipment).

o Server Room

o Air conditioner with minimum rating of 12000 BTU.

o Fire detection system.

o Fire suppression system (preferable).

o Air-conditioning

o Centralised/split units for all other offices and common areas.

o Accessibility

o Access for people living with disabilities and paraplegics.

o Convenient access to public transport.

o Location

o Within the Cape Town CBD area.

o Availability

o Occupation commences 1 December 2026.

o All alterations/ refurbishments/interior changes must be done by the

bidder to meet SEDFA’s requirements, must be completed prior to the

occupation date.

quality modern finishes, Heating Ventilation and Air

Conditioning (HVAC) and adequate on-site parking with a

provision for back-up electricity power supply in case of

Safety and Building regulatory (Air Conditioning)

requirements, including facilities for the disabled (ramp at

front entrance / restrooms etc.).

1.6.2.2.8. The floors to be occupied must have its own

electricity distribution boards.

1.6.2.2.9. 24 hours access is required by the Lessee of the

building.

1.6.2.2.10. The property / building must make provision for

goods and passenger lifts from the parking

1.6.2.2.11. The accommodation must have double tier

cable trays in ceiling voids or make allowance for

these.

1.6.2.2.12. The property / building must allow for ICT and

security installation. The accommodation must

also make allowance for core drilling in respect

of ICT and Security infrastructure.

1.6.2.2.13. Permission to be granted by the Lessor to install

a Satellite Dish (ICT network connectivity) on the

exterior or roof of the building.

1.6.2.2.14. The office location should be suitable for the

possible erection of a radio mast and or aerial

antennas for monitoring purposes taking into

account the approval required in terms of

environmental, municipal and civil aviation

regulations.

1.6.2.2.15. The property / building must have existing fire

detection and prevention services or make

provision for these.

1.6.2.2.16. The Lessor to ensure consistent water supply

with sufficient contingency plans to address

water disruptions.

employees, agents, representatives, or advisors, accepts liability

to any person or company for any damages arising out of or in

connection with the breach of any restriction or provision

outside the Republic of South Africa. Persons contemplating

submitting a Bid are advised to obtain legal advice as to the

possible consequences thereof in terms of the law of the

jurisdictions in which they are located.

2.4.5.3. Recipients of this RFB document may only distribute it to other

parties whom they wish to involve as part of their bidder

consortium in submitting a bid.

2.4.6. Presentations

2.4.6.1. SEDFA reserves the right to require that any bidder provides a

formal presentation of its bid proposal, at a date and time to be

determined by SEDFA. All instructions and clarification

regarding the purpose and scope of the

presentation/demonstration shall be provided by SEDFA. The

bidder shall bear all expenses associated with the preparation

of such presentations/demonstrations.

2.5. Evaluation process

2.5.1. This bid will be evaluated in five (5) stages as follows:

Stage 1 -Administrative Compliance Requirements (Initial

Screening Process).

Stage 2 - Mandatory Requirements.

Stage 3.- Functionality Criteria.

Stage 4 – Site Inspection.

Stage 5 – Price and Preference (Specific Goals)

2.5.2. Stage 1: administrative SCM compliance

submitted at the closing date and time of the RFQ.

c) The bidder must submit a certified valid B-BBEE certificate; in the event

of submission of a B-BBEE Sworn Affidavit, the bidder must ensure that

the Affidavit is stamped by the Commissioner of Oath and indicate the

ownership percentages and or specific goals of the Bidding entity;

d) The bidder must submit Companies & Intellectual Property Commission

(CIPC) company registration documents listing all Directors or

Fraud Hotline to report any wrongful or criminal deception or coercion (For anonymous reporting) intended to result in financial or personal gain by any SEDFA employee or person involved in this bidding process

Bid Number RFB 13-2026/2027

[email protected]