Office accommodation lease (min 500m², 21 parking bays) for sedfa nkangala branch, emalahleni – 5-Year term

Closing date — 15 September 2026 at 12h00.

Clarification deadline — 10 September 2026.

Building availability — 01 October 2026 for tenant installation.

Beneficial occupation — 01 December 2026.

Lease commencement — 01 January 2027.

No briefing session or site visit is scheduled.

Main contact — Tshepo Palane, Supply Chain Management.

Email — [email protected].

Telephone — 012 441 1106.

Submission address — SEDFA Head Office, The Fields, Office Block A, 1066 Burnett Street, Hatfield, Pretoria.

All communication must be in writing only via the SCM contact; contact with other SEDFA staff on bid matters is prohibited and leads to disqualification.

Submission channel — bids must be deposited into the Tender Box at SEDFA Head Office, The Fields, Office Block A, 1066 Burnett Street, Hatfield, Pretoria, on or before the closing date and time.

Envelope marking — sealed envelope must be marked with: ATTENTION: SEDFA SUPPLY CHAIN MANAGEMENT, description of the bid, bid number, and name of the bidder.

Format — one (1) ORIGINAL and one (1) electronic PDF copy on a memory stick or flash drive; every page initialled; proposal written in English; sections clearly marked and bound; response must follow the Bid Response Template in Appendix 1.

Returnable forms — all must be completed, signed and returned with the bid:

• SBD 1 (Invitation to Bid): signed as the offer cover page.
• SBD 4 (Declaration of Interest): discloses whether any director or shareholder is employed by the state or connected to anyone at SEDFA.
• SBD 6.1 (Preference Points Claim): claims B-BBEE and specific-goal points.
• Valid Tax Compliance Status (TCS PIN) issued by SARS.
• CSD registration proof.
• CIPC registration documents listing all directors/shareholders, with certified ID copies not older than three months.
• Valid B-BBEE certificate (SANAS-accredited agency) or sworn affidavit for EMEs/QSEs using dtic or CSCC templates.
• Consent Form.
• For consortia/joint ventures/sub-contractors: separate tax clearance for each party and signed agreement.

Disqualification risks:

• Late bids are not considered under any circumstances.
• Failure to complete and submit a pricing proposal.
• Amendments to bid conditions or setting counter conditions.
• Any returnable form omitted or unsigned.
• Contact with SEDFA staff outside the SCM channel.
• Bidder on National Treasury List of Restricted Suppliers, director on Register of Defaulters, or deregistered on CIPC/CSD.

Bidders must submit: SBD 1, SBD 4, SBD 6.1, valid Tax Compliance Status (TCS) PIN, CSD registration proof, CIPC registration documents with directors' IDs, B-BBEE certificate or sworn affidavit (for EME/QSE), and consent form. For consortia, each party must submit separate tax clearance and signed agreement.

Five-stage evaluation:

• Stage 1 — Administrative Compliance: screening of all returnable documents and general conditions.
• Stage 2 — Mandatory Requirements: proof of ownership or agent/broker registration, building location in Emalahleni, minimum 500m2 and 21 parking bays, building availability dates.
• Stage 3 — Functionality (minimum 70/100): building grading (Grade A 30, B 20, C 10 points), SEDFA accommodation standards/floor plan (40 points), project implementation plan (30 points).
• Stage 4 — Site Inspection (minimum 90/100): building location and accessibility (40 points), general requirements (20 points), building availability (40 points).
• Stage 5 — Price and Specific Goals: 80/20 preference point system; price 80 points, specific goals 20 points.

Specific goals points (20):

• Enterprise size: Micro 8, Small 5.6, Medium 3.2, Large 0.8.
• B-BBEE ownership (aligned to status level): L1 2, L2 1.75, L3 1.50, L4 1.25, L5 1, L6 0.75, L7 0.25, L8 0.
• Black Women Owned (≥30%): 4.
• Youth: 2.
• Spatial: Rural 4, Township 2.4, City 0.8.

Deadlock: highest specific-goal points, then drawing of lots. SEDFA may negotiate with the preferred bidder.

Scope — sourcing and leasing office accommodation in Emalahleni (formerly Witbank) for SEDFA Nkangala Branch, minimum 500m2 rentable office space and 21 parking bays, for a five-year lease.

Property type — stand-alone property or office park, Grade A, B or C.

Parking — 21 bays: 3 secured/undercover lockable for SEDFA pool vehicles, 13 secured/undercover for staff, 4 open for visitors, 1 demarcated for paraplegic staff/visitors.

Floor plan — minimum 500m2 lettable area (excluding parking and ablutions) to accommodate at least 50 people, including: Branch Manager office (19.2m2), meeting room adjacent (19.2m2), operations administrator (14.4m2), branch administrator (10.8m2), boardroom (14.4m2), receptionist (10.8m2), business advisors, information officer, regional facilitator, meeting/consulting room (21.6m2), interns, reception/security and waiting area (19.2m2), general foyer (19.2m2), bulk filing (12m2), print station (6m2), stationery storage (14.4m2), storage (19.2m2), main boardroom with serving area (48m2), 3 small boardrooms, training room 30-seater (48m2, soundproof, partitionable into 2), IT/server room (14.4m2), eating/pause area (12m2), main kitchen (24m2), cleaners' rooms, cleaning storage.

Ablution — minimum 2 male, 2 female, 1 paraplegic.

Electrical — minimum 2 outlets per workstation.

ICT — roof access compliant with health and safety for technicians; landlord pre-approval for wireless/microwave equipment installation.

Server room — air conditioner minimum 12000 BTU, fire detection, fire suppression preferable.

Air-conditioning — centralised/split units for all offices and common areas.

Accessibility — access for people with disabilities, convenient access to public transport.

Back-up systems — back-up power (generator, solar or inverter) and back-up water.

Security — 24-hour security on site.

Alterations — all alterations/refurbishments/interior changes to meet SEDFA specifications at the lessor's own cost, completed before occupation.

Operating expenses — lessor preferably responsible for all utilities and building services including maintenance, electrical repairs, air conditioners, landscaping, pest control, custodial services and trash removal.

Project Implementation Plan — bidders must submit a realistic detailed plan demonstrating how the building will be ready for occupancy within three months from award. The plan must include a critical path schedule for all tenant installation, building inspections, compliance certification, and weekly progress meetings.

Property ownership — bidders must provide valid original or certified proof of property ownership and registration (Deeds Registration) under the bidder's name.

Agent/broker — must be registered with the Estate Agencies Affairs Board (EAAB) or Property Practitioners Regulatory Authority, hold a valid Fidelity Fund Certificate, and submit a signed mandate/proxy/agreement between the bidder and the property owner.

Professional team — bidders must appoint a full professional team comprising a Project Manager and Space Planner/Interior Designer/Decorator to assist with internal fit-out per Annexure G (Accommodation Norms).

Building must meet all relevant Occupational Health & Safety and Building regulatory requirements, including facilities for the disabled (ramp at front entrance, restrooms). Compliance certificates required: OHS certificate, electrical certificate, fire certificate, municipality occupancy certificate, building grading certificate (Grade A, B or C), lift maintenance certificate.

Bidders must complete and sign pricing proposals; failure to submit leads to disqualification. The quoted rental must indicate cost per square meter and be VAT inclusive. Operating expenses must be described.

Pricing proposal — must be completed and signed; failure leads to disqualification.

Rental rate — quoted cost per square metre, VAT inclusive.

Operating expenses — describe all services offered.

No bond, guarantee or insurance requirements are stated.

CSD registration — proof of registration on the Central Supplier Database required.

Tax compliance — valid Tax Compliance Status (TCS PIN) issued by SARS; for consortia, each party must submit separate proof.

B-BBEE — valid certificate from a SANAS-accredited agency; EMEs and QSEs must submit sworn affidavits per dtic or CSCC templates; other affidavits not accepted.

CIPC — company registration documents listing all directors/shareholders, with certified ID copies not older than three months.

Property ownership — valid original or certified proof of ownership (Deeds Registration) under the bidder's name.

Agent/broker — registered with the Estate Agencies Affairs Board (EAAB) or Property Practitioners Regulatory Authority, valid Fidelity Fund Certificate, and signed mandate from the property owner.

FICA/KYC — certified identity documents, certificate of incorporation (CM1 or CoR 15.1/CoR 14.1), change of name certificate if applicable, current list of directors (CM29 or CoR 39).

Post-award compliance — valid OHS certificate, electrical certificate, fire certificate, municipality occupancy certificate, building grading certificate (Grade A, B or C), lift maintenance certificate.

Staff — must be South African citizens; SEDFA may validate citizenship.

Disqualification — bidder on National Treasury List of Restricted Suppliers, director on Register of Defaulters, or deregistered on CIPC/CSD.

Health and safety — valid OHS certificate of compliance required.

Fire risk management and emergency evacuations required upon completion of works.

Building must be declared gun-free.

Roof structure and access must comply with minimum health and safety requirements for technicians.

Server room requires fire detection system and fire suppression system (preferable).

Compliance with regulatory, environmental and mandatory conditions required until the duration of the contract.

Lease agreement — successful bidder must enter into a Lease Agreement with SEDFA.

Service Level Agreement — a performance measurement process forms part of the SLA signed after appointment.

Bid validity — bids remain binding and irrevocable for 120 business days from submission.

Material changes — any change in control or composition of the bidder after submission requires prior written approval from SEDFA; failure may lead to exclusion.

Communication — all communication between closing and award must be in writing via SCM officials only; contact with other SEDFA staff leads to disqualification.

Fraud — zero tolerance; no payment is ever required to secure an award; report suspected fraud to the hotline 0800 000 663.

Bid cancellation — SEDFA will inform bidders through the same medium used for the RFB.

Post-award conditions: monthly statements of payments, SEDFA not liable for damages/losses, all procurement via SCM, fire risk management, gun-free building, compliance with regulatory and environmental conditions including OHS, electrical, fire, occupancy certificates, building grading, lift maintenance. Professional team required for fit-out. Staff requirements: good health, trained, replacement staff, appropriate dress, South African citizens. Resource requirements: bidder provides work tools. Lease agreement and SLA required. Supplier due diligence and security vetting. FICA compliance and KYC documents. Bid cancellation, validity period 120 days, material changes require approval, fraud alert.

Mandatory requirements: proof of ownership or agent/broker registration with EAAB and valid Fidelity Fund Certificate; building location within Emalahleni area; minimum 500m2 GLA and 21 parking bays (including 1 disabled, 3 lockable for pool vehicles, 13 covered for staff, 4 open for visitors); building availability from 01 October 2026 for tenant installation, one-month beneficial occupation from 01 December 2026, lease start 01 January 2027.

Five-stage evaluation: Stage 1 Administrative Compliance, Stage 2 Mandatory Requirements, Stage 3 Functionality (minimum 70/100), Stage 4 Site Inspection (minimum 90/100), Stage 5 Price and Specific Goals (80/20). Price 80 points, Specific Goals 20 points. Specific goals include enterprise size, B-BBEE ownership, black women owned, youth, spatial (rural, township, city). Deadlock broken by highest specific goals points, then drawing of lots.