Lease of office accommodation in mthatha cbd for eastern cape department of human settlements

• Appointment of a service provider to lease adequate office accommodation (721.65 m² usable area) within Mthatha Central Business District for the Department of Human Settlements.
• The building must be ready for occupation within 3 months of award.
• The primary solution is a readily available, compliant existing building. Park home units are a conditional alternative subject to strict compliance.

• Closing date and time: 21 July 2026 at 11:00.
• Bid validity period: 120 days from the closing date.
• Tender documents available for download from 03 July 2026.

• Supply Chain Management Enquiries:

• Email: [email protected]
• Tel: 040 602 4000
• Recommended to use email.

• Technical Enquiries:

• Contact Persons: B. Jack / T. Diketane
• Email: [email protected]
• Tel: 040 602 4401
• Recommended to use email.

• Fraud, Complaints & Tender Abuse Hotline: 0800 701 701 (toll-free).
• Physical address for bid submission: Department of Public Works and Infrastructure, Qhasana Building, Ground floor, Bhisho, 5605.

• Submit completed bid documents in a sealed envelope clearly marked with the bid number and description.
• Deposit the envelope in the bid box at the Department of Public Works and Infrastructure, Qhasana Building, Ground floor, Bhisho, 5605.
• Submission deadline is 21 July 2026 at 11:00. Late bids will not be accepted.
• Bids must be submitted on the original tender documents; do not retype or redraft.
• If using a courier, ensure the courier deposits the bid in the bid box before the deadline. The Department will not accept responsibility if officials receive the bid directly.
• Bids submitted by facsimile or email will not be accepted.
• Ensure all required forms (SBD3.1, SBD4, SBD6.1, Annexures A if applicable) are completed, signed, and included.
• The bid must remain valid for 120 days after the closing date.

Bid response documents may be deposited in the bid box situated at (street address) tender box, ground floor, qhasana building, independence avenue, bhisho 5605

• Provide office accommodation within Mthatha Central Business District, easily accessible by public transport and not in an industrial area.
• Total usable area required: 721.65 m². The Department will only pay for this area; excess space will not be compensated.
• Provide 18 on-site parking bays: 8 covered, 8 open, and 2 covered bays for persons with disabilities. Parking must be paved, demarcated, and numbered.
• The building must enhance the provincial government's corporate image and be clearly visible from the street.
• Electrical supply must cater for normal and clean power with specific plug point requirements per area.
• Full accessibility for persons with disabilities, including ramps, ablution facilities, and compliance with SANS 10400.
• Provide specified partitioning, blinds, frosted vinyl, doors, locks, kitchenettes, floor coverings, and record rooms meeting fire-rating standards.
• Comply with the National Building Regulations, Occupational Health and Safety Act, and all relevant SANS standards.
• Provide and maintain lifts, air-conditioning, emergency power, emergency water supply, a dedicated IT server room, and comprehensive security systems (access control, CCTV, burglar bars).
• Landlord is responsible for gardening, landscaping, and exterior cleaning services.
• Submit a detailed Project Implementation Plan showing readiness for occupancy within 3 months of award.
• For alternative solutions like park home units, strict compliance with all building regulations and certification is mandatory.

• The Department reserves the right to vary (increase or decrease) contracted quantities after award.
• Bidders must base pricing on the current exchange rate at advert time; pricing may be adjusted to the rate at award time.

• Bidders must notify the Department in writing of any discrepancies, ambiguities, errors, or inconsistencies found in the bid documents.
• The Department will conduct supplier due diligence prior to award or during the contract.
• All bid information must be kept confidential and used only for preparing a proposal.
• The approved bidder must have a dedicated resource to act as a liaison between all parties for the lease duration.

• Complete SBD 3.1 Pricing Schedule – Firm Prices for both 3-year and 5-year lease calculations.
• Include rental per square meter, parking bay rates (no escalation), annual escalation (max 6% from year 2), and a 15% provisional sum.
• Ensure the totals are transferred to the Form of Offer and Acceptance.

• Complete the pricing schedule (SBD3.1) for both a 3-year and a 5-year lease option. Non-compliance will result in elimination.
• Rental prices must include all facilities management and soft service costs.
• The maximum annual price escalation rate is 6%, applicable only to rental, not parking.
• Parking rates are capped at R350 (excl. VAT) per month for covered bays and R250 (excl. VAT) for open bays.
• The Department will pay for water, electricity, and refuse removal consumption only. Rates, taxes, and other operating costs are the landlord's responsibility.
• The amount on the Form of Offer takes precedence over any other totals in the bid.
• If the bid sum in words and figures differ, the amount in words governs.
• Non-VAT vendors whose potential contract value exceeds R2.3 million must include VAT in their price and register as a VAT vendor within 21 days of award.

• Bidders must be registered on the Central Supplier Database (CSD) prior to award.
• Tax compliance is mandatory. Tax status will be verified via CSD. Bidders have 7 working days to rectify any issues if found non-compliant.
• Submit a valid Tax Compliance Status (TCS) PIN from SARS or a CSD number if no PIN is available.
• For consortia/joint ventures/sub-contractors, each party must submit separate tax compliance proof.
• Complete and sign SBD 4 (Declaration of Interest) disclosing any related enterprise interests.
• Submit proof of B-BBEE status and ownership (CIPC certificate and certified ID copies) to claim specific goal points.
• Submit proof from a medical practitioner to claim points for disability.
• The successful bidder will undergo security screening/vetting.
• The accommodation must comply with National Building Regulations, SANS standards, the Occupational Health and Safety Act, and town planning regulations. Submit the building's grading certificate, zoning certificate, and approved plans.

• The accommodation must fully comply with the Occupational Health and Safety Act, 1993.
• Submit a certificate of compliance with the Occupational Health and Safety Act prior to site handover.
• All electrical installations must comply with SANS 10142-2003 and local authority regulations.
• For park home units, submit a certificate from a registered professional confirming compliance with all structural, fire, health, and accessibility standards.

• The successful bidder must sign a written contract (SBD7).
• The Department may require sureties for contract fulfilment.
• The landlord is responsible for all maintenance, repairs, and insurance for personnel and equipment.
• The Department is not liable for claims, damages, accidents, or injuries arising from the contract.
• Disputes will be settled through litigation.
• The contract period is at the Department's discretion (3 or 5 years), with possible extension without open bidding.
• The Department reserves the right to cancel the bid process, reject any or all bids, or accept the bid in whole or part.
• The bidder indemnifies the Department against all costs and damages resulting from a breach of bid conditions.
• South African law governs the bid and any disputes.
• The successful bidder must have a dedicated liaison officer for the lease duration.

• Due to urgent operational needs, only specific accommodation types are considered:

1. Readily available existing building (preferred), ready within 3 months with minimal tenant installation.
2. Park home units/alternative building technologies (conditional), subject to meeting all mandatory technical and certification requirements.

• Bidders offering vacant land for new construction will be disqualified.
• All bidders must submit a detailed Project Implementation Plan for occupancy within 3 months.

• Foreign suppliers must complete a questionnaire regarding residency, branch presence, permanent establishment, income source, and tax liability in South Africa.
• If the answer is 'No' to all questions, registration for a SARS Tax Compliance Status PIN is not required.

• The 80/20 preference point system applies.
• Points are awarded for Price (80) and Specific Goals (20).
• Claim points for specific goals by completing and signing SBD 6.1.
• Submit a CIPC certificate and certified ID copies as proof of ownership for B-BBEE points.
• Submit proof from a medical practitioner to claim points for disability.