Lease office space for dept of agriculture – tender in eastern cape

{"closingDate":"30 JUNE 2026","closingTime":"11:00","briefingSession":"{\"date\":null,\"time\":null,\"venue\":\"ion,\",\"is_compulsory\":false}"}

{"name":null,"email":"[email protected]","phone":null,"department":"OF AGRICULTURE FOR A","address":"s allowance to install air"}

Landlords must take cognisance of the details, conditions and requirements stipulated in this annexure.

Tenders that are not accompanied by written proof that the Landlord is authorised to offer the

accommodation for leasing will not be considered and will be eliminated.

The Department of Agriculture is the sole adjudicator of the suitability of the accommodation for the

purpose for which it is required. The Department’s decision in this regard will be final.

The Department of Agriculture will in no way be responsible for or committed to negotiations that a

user department may or might have conducted with a lessor or owner of a building.

It is a requirement that the accommodation offered, including all equipment and installations, must

comply with the National Building Regulations and the requirements of the Occupational Health and

Safety Act, 1993 (Act ), as amended. A certificate to this effect must be issued.

Drawings/ Architect’s plans of the accommodation offered must be submitted

Lettable areas must be determined in accordance with the SAPOA method for measuring floor areas in office

buildings.

The commencement date from which rental will be payable, or the lease shall begin is subject to the

approval of the Department of Agriculture.

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The lease agreement and payment of rental will commence from the date of occupancy. Rental will be

adjusted on a yearly basis thereafter in accordance with an agreed upon escalation rate started in the

bid document.

Landlords are welcome to be present at the opening of tenders.

The tender forms must not be retyped or redrafted. Additional offers may be made but only on original

documents or on other forms requisitioned. Additional offers are regarded as separate tenders and

must be treated as such by Landlords. The inclusion of various offers as part of a single submission in

one envelope is not allowed. Additional offers must be submitted under separate cover.

The successful Landlord will be responsible for the cost of alterations necessary to adapt the offered

accommodation to the specific needs of the user department in accordance with the norm document

and/or specified and minimum requirements.

Landlords who do not comply with the above-mentioned conditions will be eliminated.

The Bidder is required to submit together with Returnable documents the following information:

• Building Area Certificate for the building issued by a suitably qualified entity confirming the total

building GLA. SAPOA drawing, Floor Plans

• Valid Zoning Certificate of the property as issued by the local Municipality
• Municipal account from the Municipality of not older than 60 days indicating that municipal

rates, taxes and services have been paid up to date.

• Electrical Compliance Certificate for the building.
• Fire Regulation Compliance Certificate for the building.
• Occupational Health & Safety Regulation Certificate for the building

Fees and charges

The stipulated bid prices shall be subject to yearly escalation for the duration of contract, to be in-line

with market-related escalations.

Payment of any consideration in terms of the contract shall not constitute acceptance of any defective

or non-conforming Services.

To the extent that the DOA disputes the correctness, nature, extent or calculation of any fees or

expenses payable to Landlord in terms of the contract, DOA shall be entitled to withhold payment of

such disputed amounts until such time as such dispute is resolved.

General responsibilities of the landlord

Problem identification and reporting. The Landlord shall be proactive in reporting any matters which

it may become aware of which may impact on the business continuity or operations of the DOA at the

relevant institution. Without detracting from the generality of this statement, Landlord shall:-

• Without delay inform the DOA and the appointed DOA Technical Support Manager, of all

incidents or accidents which may occur at the relevant Complex which involve demolitions of

the building;

• Co-operate fully with the DOA and its appointed Technical Support Manager in analyzing and

investigating such incidents or accidents.

Other Service Providers: The Landlord acknowledges that it may be required to provide the Services

in conjunction with third party service providers and shall, where requested by the DOA, co-operate

fully with such persons.

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Regulations and statutes: The Landlord shall, in the provision of the Services observe and comply

with all relevant provisions of all applicable legislation and regulations.

Compliance with procedures:

It is recorded that during the currency of the contract the DOA may implement procedures and policies at the

relevant Institution/Building. The Landlord shall comply fully with any such reasonable procedures and

policies, including the permit to work procedures and health and safety procedures.

The Landlord shall ensure that it and its personnel shall at all times comply fully with any safety, fire,

emergency and security procedures and policies applicable at the relevant Institution/Building.

Should the DOA at any time believe that any member of Landlord’s personnel is failing to comply with

any such procedures or policies, the DOA shall be entitled to deny such personnel member access to

the relevant premises and require the Landlord to replace such person without delay.

Landlord’s procedures: The Landlord shall, upon receipt of written request from the DOA or its

appointed Technical Support Manager:-

Provide the DOA with copies of all Landlord’s operating procedures and processes relating to the renovations

of the building;

Hazardous materials

The Landlord will be held liable for any expenses that may be incurred by the DOA as a result of damage to

property and injury to personnel as a result of poor quality products.

Fire risks

The Landlord shall ensure that its personnel shall, if at any time they believe that any matter constitutes a fire

risk, report this immediately to the DOA/Institution and take such remedial action as may be necessary.

Occupational health and safety

In this clause the term “Act” shall mean the Occupational Health & Safety Act, No. , as amended

from time to time, (including any act which may take its place should it be repealed during the currency of the

agreement between the parties) as read with all regulations and standards promulgated in terms of the former

Machinery and Occupational Act, No , as amended, and all regulations & standards promulgated in

terms of the Occupational Health & Safety Act from time to time

The Landlord:-

acknowledges that he is fully aware of the terms and conditions of the Act;

acknowledges that he is an employer in its own right with duties and responsibilities as prescribed in the Act;

agrees to comply with all rules and regulations implemented by or on behalf of the DOA at the relevant

Instituion in covering letter relating to health and safety and will inform the DOA immediately should Landlord

for any reason be unable to comply with the provisions of the Act and such rules and regulations.

Lease agreement

It is recorded that the DOA and the service provider may from time to time agree in writing to additional quality

requirements (whether engaged in a service contract or when repair is required out of guarantee without the

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maintenance contract option) and standards relating to the maintenance together with performance

measurement provisions, which quality requirements, performance measurement provisions shall be reduced

to writing in a lease agreement if required and signed by both parties.

Performance measurement provisions

Introduction.

Landlord shall provide the services during the term of the contract in compliance with the quality and related

standards stipulated in the technical proposal - minimum specifications and the service level agreement (if

any).

Compliance. For purposes of the contract the compliance by Landlord with the stipulated responsibilities and

service standards will be determined: -

• with reference to reports provided by Landlord.

• with reference to reports or complaints received from third parties.

• by means of user satisfaction surveys conducted by DOA

• by means of service reviews, inspections or any audit carried out by or on behalf of the DOA.

• Refer to Annexure A “Responsibilities” for maintenance and repairs

Records. Landlord shall at all times keep full and accurate records of all Services provided in terms of the

contract and shall retain such records for the currency of the contract. Upon termination of the contract

such records must be provided to the DOA upon request.

Measurement of performance

Periodic checks: DOA and/or its appointed Technical Support Manager shall carry out periodic checks

(the intervals to be determined by DOA) the purpose of which shall be to determine whether Landlord is

providing the Services or leasing the property in accordance with the terms and conditions of the contract

if accepted by DOA.

Service complaints: All service complaints, deviations, non-conforming services and suggestions that are

reported to Landlord by DOA, its appointed facilities manager, or any other party shall be given proper and

speedy consideration by Landlord. Landlord shall investigate complaints, deviations and non-conforming

services in accordance with procedures approved by the DOA

Breach and terminaton

Landlords are referred to Paragraph 23 of General Conditions of Contract (GCC) relating to failure to comply

with conditions of this contract.

Loss and damage

Landlord hereby indemnifies the State, and will hold the State harmless, against any loss or damages which

the State may suffer, or any claims lodged against the State by any third party arising out of or relating to any

loss that the State or such third party may suffer as a result of, or arising out of any act or omission of any

personnel of Landlord or the failure of Landlord to provide the Services in accordance with the provisions of

the contract.

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Sub-landlords

Landlord may only sub-contract its obligations under the contract with the prior written consent of the DOA (or

any other authorized authority) and then only to a person and to the extent approved by the DOA or such

authority and upon such terms and conditions as the DOA or such authority require. It is recorded that where

such consent is given Landlord shall remain liable to DOA for the performance of the Services.

1.1. BIDS MUST BE DELIVERED BY THE STIPULATED TIME TO THE CORRECT ADDRESS. LATE BIDS WILL NOT BE ACCEPTED 1.2. ALL BIDS MUST BE SUBMITTED ON THE OFFICIAL FORMS PROVIDED (NOT TO BE RE-TYPED) OR IN THE MANNER 1.3. THIS BID IS SUBJECT TO THE PREFERENTIAL PROCUREMENT POLICY FRAMEWORK ACT, 2000 AND THE PREFERENTIAL PROCUREMENT REGULATIONS, THE GENERAL CONDITIONS OF CONTRACT (GCC) AND, IF APPLICABLE, ANY OTHER 1.4. THE SUCCESSFUL BIDDER WILL BE REQUIRED TO FILL IN AND SIGN A WRITTEN CONTRACT FORM (SBD7). 2.1 BIDDERS MUST ENSURE COMPLIANCE WITH THEIR TAX OBLIGATIONS. 2.2 BIDDERS ARE REQUIRED TO SUBMIT THEIR UNIQUE PERSONAL IDENTIFICATION NUMBER (PIN) ISSUED BY SARS TO ENABLE THE ORGAN OF STATE TO VERIFY THE TAXPAYER’S PROFILE AND TAX STATUS. 2.3 APPLICATION FOR TAX COMPLIANCE STATUS (TCS) PIN MAY BE MADE VIA E-FILING THROUGH THE SARS WEBSITE 2.4 BIDDERS MAY ALSO SUBMIT A PRINTED TCS CERTIFICATE TOGETHER WITH THE BID. 2.5 IN BIDS WHERE CONSORTIA / JOINT VENTURES / SUB-CONTRACTORS ARE INVOLVED; EACH PARTY MUST SUBMIT A 2.6 WHERE NO TCS PIN IS AVAILABLE BUT THE BIDDER IS REGISTERED ON THE CENTRAL SUPPLIER DATABASE (CSD), A 2.7 NO BIDS WILL BE CONSIDERED FROM PERSONS IN THE SERVICE OF THE STATE, COMPANIES WITH DIRECTORS WHO OF THE STATE.” NB: FAILURE TO PROVIDE / OR COMPLY WITH ANY OF THE ABOVE PARTICULARS MAY RENDER THE BID INVALID. SIGNATURE OF BIDDER: ................................................... CAPACITY UNDER WHICH THIS BID IS SIGNED: ................................................... (Proof of authority must be submitted e.g. company resolution) DATE: ...................................................

The evaluation of the bids will be done in a three-stage process. Administrative Compliance

Requirements (completion or attachment of Compulsory documents) followed by technical evaluation

will be the evaluation of bids on functionality and during this stage bids that do not meet the

minimum threshold of 65 points on the functionality score will be disqualified and will not be

considered for the second stage of evaluation i.e. price and specific goals.

Stage one – mandatory requirements

Note: a bidder who fails to meet the below mandatory requirements will be

Disqualified from further evaluation

Administrative compliance

1. Technical proposal

2. Completed and signed SBD documents

3. CSD R4egistration report with compliant Tax status

5. In the event of a consortia/joint ventures, a signed agreement by all

parties must submitted with the bid.

MANDATORY REQUIREMENTS (1) Comply (Yes/

No)

Property ownership

Bidder must be the owner of the leased property. If the owner provides the power of

attorney to act on his/her behalf a copy of the power of attorney must be included in

the submission of the bid.

A signed deed of sale agreement will be considered for property that is sold to one

entity to the other.

Compliance requirement:

• Certified copy of the Title deed if owner is directly bidding or

• If acting on behalf of the owner attach both certified copy tittle deed and copy

of power of attorney/ signed mandate letter

or

• Signed deed of sale agreement by both the buyer and seller

• Property size

• minimum of 218.8m2 for office space

And

• Parking area must at least accommodate minimum of 12 vehicles with 1

parking for people living with disabilities.

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Compliance Requirement

Property prospectus to be attached which must highlight the following:

• Schematic drawings/ design concepts plans

• GPS location

• Physical address

• Stand/ERF number

Condition/ requirements of the property

The property must meet all relevant legislative requirements.

Bidder must provide certification of compliance in relation to the following prior

occupation:-

• OHS requirements

• Electrical requirements

• Fire requirements

• Universal access, it must accommodate people with disability, internally and

externally in compliance with relevant Acts

NB: All of the above will be required prior occupation and signing of the SLA

Compliance requirements:

The bidder is required to submit a letter of undertaking/commitment to comply with all

the listed certificates on submission of the bid.

Location of premises

The facility and office space should be located in Qumbu within or close

proximity from town

Compliance Requirement

• Physical address and GPS coordinates

Building support services

The following services must be available on occupation with back-up facilities for

business continuity:

• Water

• Electricity

• Sanitation

• Refuse removal services

NB: All relevant documentation from the relevant municipality confirming that all

services are fully paid prior occupation (Municipal clearance).

Compliance requirement

The bidder is required to submit a letter of undertaking/commitment to comply with all

the listed requirements on submission of the bid.

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Stage two: functionality criteria

Proposals received will be evaluated for functionality to determine if prospective supplier does meet

the minimum requirements as stated in the specification or terms of reference and must score a

minimum of 65 points. Responses received that fail to score the minimum points on functionality

will be eliminated and not considered further.

Stage 2 will be based on written proposals and shall be evaluated based on the following parameters

for functionality:

REQUIREMENTS Score

1. Location of the property 30

1.1 Relevant skills, experience and office accomodation leasing 15

Industry exposure:

Minimum of 1-year relevant experience in providing Office Accommodation/ leasing

services.

Submit reference letters or testimonials on the letterhead of the company providing

reference each letter (5 points). Such letters should indicate the services rendered,

including the value of projects rendered and total square meters under management.

1.2 Proximity to the qumbu town

The proposed offices/facility should belocated in Qumbu area within a maximum 1km radius 15

from town.

Compliance Requirement:

Bidders to submit proof of GPS coordinated / locational map indicating kilometres from town

to the offices/facility.

2. Property size 30

Proposed Property Requirement

The property on offer should be able to meet the following requirements 30

• Leasable Area of a minimum of 218.8m2 for occupation minimum for office space

And

• minimum of 12 parking bays on same premises of the proposed building

NB: See attached office needs assessment in details.

Compliance Requirement

Property prospectus to be attached which must highlight the following;

• Approved plan of the offices/facility by the Municipality.

• Sketch or draft plan reflecting possible amendments to the existing plan indicating

how will the bidder ensure that DOA requirements are fully complied with i.e. internal

floor layout as per needs assessment.

• Letter of commitment from the bidder confirming willingness to fully adhere to the

requirements and timelines that will be prescribed by the department.

• Letter of funding support from an accredited financial institution/fund manager

confirming total value of support.

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3. Maintenance plan 15

The bidder must complete maintenance schedule outlining the following variables:

• Routine/ preventative maintenance (Internal and External) 5

• Reactive Maintenance (Internal and External) 10

Response should clearly specify the responsibilities and liabilities of the Landlord around

maintenance issues (air conditioning units, fire equipment, electricity, plumbing work, day-

to-day maintenance of the building, cleaning of office premises, hygiene services, garden

services, etc.)

Compliance requirement:

Bidder to complete the maintenance schedule and attach letter of commitment confirming

adherence to maintenance schedule.

4. Site inspection 25

A site inspection will be conducted by the DoA to verify the following with regards to the

property/ facility on offer.

• Property Boundries and surroundings 5

• Physical Access 5

• General state of the facility (Internal and External) (A checklist will be made available 15

when assessing the general state of the facility)

Total 100

Stage three

Price and Specific goals

• Bids will be evaluated according to 80/20 preference point system, as prescribed in terms of

the Preferential Procurement Policy Regulations, 2022 issued in terms of section 5 of the

Preferential Procurement Policy Framework Act, Act Number (PPPFA)

Price evaluation 80

Price or quotation offer under consideration

Total for price 80

Specific goals 20

Preference points promoted:

EME or QSE which is at least 51% owned by Black people. 10

Located in the OR Tambo District Municipality 2

EME or QSE which is at least 51% owned by Women. 4

EME or QSE which is at least 51% owned by Youth (up to 35 years of age). 2

EME or QSE which at least 51% owned by people with Disability. 2

Total points 20

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Please Note: The points scored for the specific goal must be added to the points scored for price

and the total must be rounded off to the nearest two decimal places. Subject to section 2(1)(f) of the

PPPFA Act, the contract must be awarded to the tenderer scoring the highest points.

Means of verification for points claimed

The listed documents below must be submitted in order to validate points claimed:

• ID Copy
• CIPC (Company registration) and CSD report (the ownership status of the 2 documents

must correspond in order to be awarded points)

• For disability –

o Medical certificate

o SASSA registration or confirmation of disability from a relevant authority

• For locality –
• Municipal rates account OR
• Letter from councilor confirming residence OR Lease Agreement

Closing date

Proposals must be submitted as follows:

Closing date (on or before) 30 June 2026

Time 11H00 am

VENUE: Department of Agriculture

ECRDA Building, Office 109

52 Sprigg Street

Mthatha

5099

No late bids will be accepted

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Invitation to bid

You are hereby invited to bid for requirements of the (name of department/ public entity)

Bid number: scmu8- 26/27-0060 closing date: 30 june 2026 closing time: 11:00

DESCRIPTION Letting of office accommodation for Department of Agriculture for a period of 36

months- Qumbu Service Centre- Mhlontlo LM-OR Tambo District

Bid response documents may be deposited in the bid box situated at (street address)

Department of agriculture

Supply Chain Management Offices, Office No 109, ECRDA Building, 52 Sprigg Street

Mthatha.5099

Bidding procedure enquiries may be directed to technical enquiries may be directed to:

CONTACT PERSON Ms. N Futshane CONTACT PERSON Ms. N Nditha

Telephone telephone

Number 081 035 0379 number 083 384 0229

Facsimile number facsimile number n.A.

E-MAIL ADDRESS [email protected] E-MAIL ADDRESS [email protected]

Supplier information

Name of bidder

Postal address

Street address

Telephone

Number code number

Cell phone

Number

Facsimile number code number

E-mail address

VAT registration

Number

Supplier tax central

Compliance compliance supplier

Or maaa ____________________________

Status system pin: database

No:

Specific goals tick applicable box] all supporting [tick applicable box]

Claimed documentation

For the goals

Yes No CLAIMED Yes No

Attached

[All documentation required for the claim of preference points as per the specific goals detailed in the

Evaluation criteria.]

1.1 Are you the 1.2 Are you a

Accredited foreign based

Representative supplier for

In south africa the goods

FOR THE GOODS Yes No /SERVICES Yes No

/Services /works /works

Offered? [If yes enclose proof] offered? [If yes, answer part b:3 ]

Questionnaire to bidding foreign suppliers

Is the entity a resident of the republic of south africa (RSA)? yes NO

Does the entity have a branch in the 83rsa? Yes NO

Does the entity have a permanent establishment in the RSA? yes NO

Does the entity have any source of income in the RSA? yes NO

Is the entity liable in the RSA for any form of taxation? Yes NO

If the answer is “NO” to all of the above, then IT is not a requirement to register for a tax compliance

Status system pin code from the south african revenue service (SARS) and if not register as per 2.3 Below.

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Part b

Terms and conditions for bidding

1. Bid submission:

1.1. Bids must be delivered by the stipulated time to the correct address. Late bids will not be accepted

For consideration.

1.2. All bids must be submitted on the official forms provided (not to be re-typed) or in the manner

Prescribed in the bid document.

1.3. This bid is subject to the preferential procurement policy framework act, 2000 and the preferential

Procurement regulations, the general conditions of contract (gcc) and, if applicable, any other

Special conditions of contract.

1.4. The successful bidder will be required to fill in and sign a written contract form (sbd7).

2. Tax compliance requirements

2.1 Bidders must ensure compliance with their tax obligations.

2.2 Bidders are required to submit their unique personal identification number (pin) issued by SARS to

Enable the organ of state to verify the taxpayer’s profile and tax status.

2.3 Application for tax compliance status (tcs) pin may be made via e-filing through the SARS website

Www.SARS.GOV.ZA.

2.4 Bidders may also submit a printed tcs certificate together with the bid.

2.5 In bids where consortia / joint ventures / sub-contractors are involved; each party must submit a

Separate tcs certificate / pin / csd number.

2.6 Where NO tcs pin is available but the bidder is registered on the central supplier database (csd), a

Csd number must be provided.

2.7 NO bids will be considered from persons in the service of the state, companies with directors who

Are persons in the service of the state, or close corporations with members persons in the service

Of the state.”

Nb: failure to provide / or comply with any of the above particulars may render the bid invalid.

Signature of bidder: ...................................................

Capacity under which this bid is signed: ...................................................

(Proof of authority must be submitted e.g. company resolution)

Date: ...................................................

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Popi - consent form

Contractor/Service

Provider/Supplier:

SCMU8 26/27-0060 Bid/Quotation No.:

(i) The Department is responsible for procuring all leased office accommodation on behalf of

the Provincial Government. In securing leased office accommodation, the primary objective

of the Department, inter-alia, is to provide functional and best fit for use, type and location of

office accommodation at optimal value to the Provincial Government.

(ii) The department is looking to lease a building which complies with the following Acts,

➢ Occupational Safety Act, 1993 (Act )

➢ Government Immovable Asset Management Act No.;

➢ National Building Regulations and Building Standards Act, 1977 (Act No. )

and published under Government Notice No. R June 1988;

➢ Office space norms and standards which all Government departments must comply

with, except in situations where written permission from the Minister under which the

department operates, has been received.

(iii) The successful service provider will be required to sign a contract with the department for the

leasing of office accommodation specified under these Terms of Reference and agreeing to

clearly identified service levels.

2. Objective

1.1 The Department of Agriculture (DoA) in OR Tambo District is looking for

building/facilities/property to be utilized for implementation of DoA’s mandate. The facility

should be located in Qumbu area. The distance of the office building must not be more

than 1 kilometre radius from town.

1.2 The department invites suitably qualified and experienced Property owners or Facilities

Management service provider(s) to submit bids for the leasing of their office accommodation

facilities/properties’ to meet its day-to-day office space requirements.

1.3 All bidders MUST respond to and comply with the following technical specifications and

requirements that will be utilised by the Department to evaluate whether or not the building

being offered by the bidder meets the technical requirements of the Department.

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The scope of this project includes the provision of office accommodation for Qumbu Local Service

Centre as outlined below and as per attached office needs requirements.

The office will be utilized by thirty-five (35) personnel as stated in table

Table 1

Deputy Director: Co-ordination 01

Control Agricultural Development Technician 01

State Vet 01

Offices for Agricultural Advisors 12

Food Security Coordinator 01

Offices for Animal Health Technicians 07

Artisan (OSD) 01

Provisioning Admin. Clerk 01

Land Admin Clerk (Vacant) 01

Land Care Admin Clerk (Vacant) 01

Community Animal Health Workers 05

Cleaner 01

Groundsman (Vacant) 01

General Assistant: Vet (Vacant) 01

Table 2

NO. ITEM DESCRIPTION Indicate YES/NO and

sign next to each item

1. Property size a) Property size:

and location

Leasable Area of minimum of

218.8m2 on occupation

• minimum of 218.8m2 for office

space

• minimum of easily accessible

parking bays on same premises of

the proposed building 12 cars

b) Property Location:

• The yard should be located within

the jurisdiction of the Mhlontlo

Local Municipality in Qumbu area.

• It should have the potential of

frontage branding facing the main

routes.

• It must be situated where there is

easy access to public transport

facilities.

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2. Condition of the Preferable both water meter and

Property/Buildin electricity meter box be separated

g compliance

Property must be in a good condition

and must have the following

documentation prior occupation:

➢ Certificate of occupation

➢ Electrical installation certificate,

Electrical Certificate of compliance

to ensure electrical safety as per

Electrical Installation regulations.

➢ Fire Fighting Equipment certificate

➢ OHS and any other documentation

the department may require

➢ Windows and outside doors must

be fitted with burglar bars and

windows must be fitted with blinds.

➢ All office floors must be laminated

➢ Boardroom, kitchen, toilets including

and passages must be fitted with

ceramic tiles.

➢ Air conditioner in each office with

natural ventilation (Windows),

service provider might be given 30

days allowance to install air

conditioners.

3 Property Bid proposal should clearly outline the

Information following:-

• Physical address, stand/ERF

number,

• Details of all partners to the offer,

• Detailed rental option

• Tenant installation allowance

• Building insurance information

4 Property Office Types of recommended /

description acceptable facility / property set-up

• Type of set-up

(i) Proposed new development or

existing facility set-up

(It is a building which is fully covered

and has parking bays and offices

inside)

• Parameter fencing requirement

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(Any of the following type/s of fencing

are acceptable for a warehouse set-up)

• Solid wall

• Palisade

• Clearview or similar

• Entrance and Exit (External Main

gate into the facility)

• Physical Security for access control

• Guard house (Brick and mortar)

• Lockable gates

Yard must be paved and well fenced

with lockable gates

• Parameter fencing

Duration of Contract:

Contract Value:

Consent to process personal information in terms of the protection of personal

Information act, NO. (popia)

The purpose of the POPIA is to protect personal information of individuals and businesses and to give effect to their right of privacy as

provided for in the Constitution. By signing this form, you consent to your personal information to be processed by the Department of

Agriculture (DOA) and consent is effective immediately and will remain effective until such consent is withdrawn.

1. I ................................. a natural person “herein referred to as the Data Subject” with ID No.................................

hereby give my consent to the DOA “herein referred to as the Responsible Party” to collect, process and distribute my

personal information where DOA is legally required to do so.

2. I understand my right to privacy and the right to have my personal information processed in accordance with the conditions

for the lawful processing of personal information.

3. I understand the purposes for which my personal information is required and for which it will be used and consent to third

parties accessing my personal information and to DOA sharing my personal information strictly for reporting purposes.

4. I understand that, should I refuse to provide DOA with the required consent and/ or information, the DOA will be unable

to assist me.

5. I declare that all my personal information supplied to DOA is accurate, up to date, not misleading and that it is complete in all

respects and will be held and/ or stored securely for the purpose for which it was collected and that I will immediately advise

DOA of any changes to my Personal Information should any of these details change.

6. I also understand that I have the right to request that my personal information be corrected or deleted, if it is inaccurate,

irrelevant, excessive, out of date, incomplete, misleading, or obtained unlawfully or that the personal information or record

be destroyed or deleted if the responsible party is no longer authorized to retain it.

Signed at.............................................................. On this ...................... day of ...........................2026

..............................................................................

Signature of data subject/ designated person

........................................................ ........................... ....................

Name & Surname/Departmental Responsible Party Signature Date Date

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Sbd 3.1

Pricing schedule – firm prices

(Purchases)

Note: only firm prices will be accepted. Non-firm prices (including prices subject to

Rates of exchange variations) will not be considered

Name of bidder: ____________________________________________________________________

Letting of office accommodation for department of agriculture for a period of 36

Months- qumbu service centre- mhlontlo local municipality-or tambo district

NO description qty required total bidder’s total

Office required square price

Square square meter meter

Meter number

QUOTED (m2)

1 Deputy Director: Co- 01 12m2 12m2

ordination

2 Control Agricultural 01 9m2 9m2

Development

Technician

3 State Vet 01 9m2 9m2

4 Offices for 12 6m2 each office 36 square metres

Agricultural Advisors

5 Offices for Animal 7 6m2 each office 21 square metres

Health Technicians

6 Provisioning Admin. 01 6m2 6m2

Clerk

7 Food Security Co 01 6m2 6m2

Ordinator

8 Land Care Admin 02 6m2 6m2

Clerk

9 Community Animal 05 3m2 each office 8 square metres

Health Workers

10 Cleaner 01 3m2 3m2

11 Groundsman 01 3m2 3m2

12 General Assistant 01 3m2 3m2

13 Artisan (OSD) 01 6m2 6m2

14 Boardroom 01 36m2 36m2

15 Store room 01 6m2 6m2

16 Kitchen with built in 01 10m2 10m2

cupboards

Records room 01 14m2 14m2

17 Toilets with hand 02 3m2 each toilet (6 square metres)

washing basins (1 x Female toilet

and 1x Male toilet

must also

accommodate

people living with

disabilities)

Monthly rate exclusive of VAT

Total Price Year1

Total Price Year2

Total Price Year3

Total of Three Years Exclusive of VAT

VAT

27 | P a g e

Total bid price for three years all inclusive

Amount in

words................................................................................................................................................

.........................................................................................................................................................

.........................................................................................................................................................

..........................................................................................................................................................

________________________________________________________________________________________________________

Signature of bidder: ...................................................

Capacity under which this bid is signed: ...................................................

(Proof of authority must be submitted e.g. company resolution)

Date: ...................................................

All increases over the period of the contract to be included in the total price. No price

adjustments or increases will be considered during the period of the contract.

28 | P a g e

Sbd 4

Bidder’s disclosure

1. Purpose of the form

Any person (natural or juristic) may make an offer or offers in terms of this invitation to bid. In

line with the principles of transparency, accountability, impartiality, and ethics as enshrined in

the Constitution of the Republic of South Africa and further expressed in various pieces of

legislation, it is required for the bidder to make this declaration in respect of the details required

hereunder.

Where a person/s are listed in the Register for Tender Defaulters and / or the List of Restricted

Suppliers, that person will automatically be disqualified from the bid process.

2. Bidder’s declaration

2.1 Is the bidder, or any of its directors / trustees / shareholders / members / partners or any

person having a controlling interest1 in the enterprise,

employed by the state? YES/NO

2.1.1 If so, furnish particulars of the names, individual identity numbers, and, if applicable, state

employee numbers of sole proprietor/ directors / trustees / shareholders / members/ partners

or any person having a controlling interest in the enterprise, in table below.

Full Name Identity Number Name of State institution

2.2 Do you, or any person connected with the bidder, have a relationship with any person who is

employed by the procuring institution? YES/NO

2.2.1 If so, furnish particulars:

................................................................................................

................................................................................................

2.3 Does the bidder or any of its directors / trustees / shareholders / members / partners or any

person having a controlling interest in the enterprise have any interest in any other related

enterprise whether or not they are bidding for this contract? YES/NO

2.3.1 If so, furnish particulars:

........................................................................................

........................................................................................

1 the power, by one person or a group of persons holding the majority of the equity of an enterprise, alternatively, the person/s

having the deciding vote or power to influence or to direct the course and decisions of the enterprise.

29 | P a g e

directorate/components and their respective support areas. The designs are to accommodate their entire requirements as per the attached spatial template.

1.1 The Department of Agriculture (DoA) in OR Tambo District is looking for

building/facilities/property to be utilized for implementation of DoA’s mandate. The facility

should be located in Qumbu area. The distance of the office building must not be more

than 1 kilometre radius from town.

1.2 The department invites suitably qualified and experienced Property owners or Facilities

Management service provider(s) to submit bids for the leasing of their office accommodation

facilities/properties’ to meet its day-to-day office space requirements.

1.3 All bidders MUST respond to and comply with the following technical specifications and

requirements that will be utilised by the Department to evaluate whether or not the building

being offered by the bidder meets the technical requirements of the Department.

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Scope of work

1. Location of the property 30

1.1 Relevant skills, experience and office accomodation leasing 15

Minimum of 1-year relevant experience in providing Office Accommodation/ leasing

services.

service standards will be determined: -

• with reference to reports provided by Landlord.

• with reference to reports or complaints received from third parties.

• by means of user satisfaction surveys conducted by DOA

• by means of service reviews, inspections or any audit carried out by or on behalf of the DOA.

• Refer to Annexure A “Responsibilities” for maintenance and repairs

adherence to maintenance schedule.

4. Site inspection 25

• ID Copy
• CIPC (Company registration) and CSD report (the ownership status of the 2 documents

must correspond in order to be awarded points)

• For disability –

o Medical certificate

o SASSA registration or confirmation of disability from a relevant authority

• For locality –
• Municipal rates account OR
• Letter from councilor confirming residence OR Lease Agreement

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Sbd 3.1

Pricing schedule – firm prices

(Purchases)

Note: only firm prices will be accepted. Non-firm prices (including prices subject to

Rates of exchange variations) will not be considered

Name of bidder: ____________________________________________________________________

Letting of office accommodation for department of agriculture for a period of 36

Fully fenced by solid walls with barbed wire to limit outside viewing Generic features and entrance (minimum height applicable to the required: 2.5 metres) and electric facility fence linked to an alarm system which is monitored both inhouse and offsite. ➢ Parking facilities requirements

Parking area must at least accommodate minimum of 12 vehicles with 1 parking for people living with disabilities.

Bid proposal should have a detailed layout of the following types of parking areas i.e.

Open parking bays

Delivery and/ or drop off zone

Disabled Parking ➢ Guard house

Guard house must be next to the entrance

It must be built with bricks and mortar or Wendy house 5 | P a g e

Guard house must at least accommodate two people 5 Main access to Proximity of the building to; (bidder to the building give a brief description or schematic presentation)

Pedestrian Walkways

Amenities Public transport etc. 6 Accessibility of Building must be user friendly for office or people with disability, internally and building externally, in compliance with relevant Acts. ➢ Wheelchair ramp with handrail to accommodate people living with disabilities. 7 Technology and Building must have the following communication infrastructure

Power and network cabling compatibility.

Server room should have at least 1.5m clearance in front and behind rack

Network Cabling of offices is compulsory and a minimum of 1 network point per office 7 Health & Safety Building must comply with the required standards, OHS etc;

6 x Fire extinguishers (2 x class A, 2 x class B and 2 x class C) must be installed in compliance with safety regulations including safety symbolic signage.

Building must have firefighting equipment in terms of the fire requirements (fire extinguishers, fire hoses, alarm system, intercom, fire escape doors and smoke detectors) and these should be maintained and serviced regularly by the Landlord.

To be installed in all strategic points 6 | P a g e

The installed equipment must comply with all SABS regulations

They must be maintained and tested at frequent intervals

Installation of smoke and fire detection

Emergency exit doors in compliance with OHS Act and Assemble point identified and properly labelled. Fumigation: The building must be fumigated against any kind of pests, insects, etc. and must provide proof that the building was fumigated. 8 Maintenance Maintenance plan: Maintenance plan should clearly specify the responsibilities of the Landlord around maintenance issues (air conditioning units, fire equipment, electricity, plumbing work, day-to-day maintenance of the building, etc.)

The office premises (interior and exterior) to be fully serviced and maintained by the Landlord;

Turn-around time to be clearly stated on maintenance and repair work by the Landlord;

Bid proposals to allow DoA to do its own repairs in cases where the Landlord’s turn-around time was not met and to have the expenses reimbursed by the landlord NB: Plan will be attached to the SLA and will be required prior occupation 9 Building Bidders are expected to ensure the support availability of the following services on services occupation

5000 litres water tank as a backup must be supplied, installed and filled with water as when required.

Electricity;

Sanitation; and

Refuse removal service. 10 Occupation of The bidder to give an indication of the property and time lines required to do the necessary 7 | P a g e indicative construction, alterations and repairs to commencement get the property ready for occupation in date line with DoA’s requirements.

Draft development/project implementation plan with indicative timelines, milestones reflecting total days required to complete construction, repairs, renovations and all necessary alterations for the property to be ready for occupation

Bidder to also attach proposed draft sketch/plan of the property which must accommodate all departmental needs. NB: The proposed development/project plan and property plan/sketch should first be discussed and agreed upon with DoA’s office services unit prior to the implementation (ALL TO BE SUBMITTED WITH THE BID DOCUMENTS) 11 Offices Deputy Director: Co-ordination 01 12m2 Control Agricultural Development 01 9m2 Technician State Vet 01 9m2 Offices for Agricultural Advisors 12 6m2 36 square meters required Offices for Animal Health Technicians 07 6m2 each office 21 square metres required Food Security Coordinator 01 6m2 Provisioning Admin. Clerk 01 6m2 Land Admin Clerk 02 6m2 Artisan (OSD) 01 3m2 Community Animal Health Workers 05 3m2 8 square metres required. Cleaner 01 3m2 Groundsman 01 3m2 General Assistant (Vet) 01 3m2 12 Facilities Boardroom 01 36m2 Records room 01 14m2 Storeroom (cleaning material & 01 6m2 equipment) Kitchen with built in cupboards 01 5m2 8 | P a g e Toilets with hand washing basins 02 (3m2 each) (1 x Female toilet and 1x Male toilet must also accommoda te people living with disabilities) SERVICE CONTRACT DURATION

B-BBEE Details: CLOSING DATE: 30 JUNE 2026

Closing time: 11:00

Bid amount inclusive

Of all applicable r.....................................................

Taxes

Prepared by:

Supply chain management

Department of agriculture

52 sprigg street

Mthatha

5099

Tel: (081) 035 0379

Fax:

E-MAIL: [email protected] for administrative enquiries

[email protected] for technical enquiries

1 | P a g e

OR MAAA ____________________________ STATUS SYSTEM PIN: DATABASE No: SPECIFIC GOALS TICK APPLICABLE BOX] ALL SUPPORTING [TICK APPLICABLE BOX] [ALL DOCUMENTATION REQUIRED FOR THE CLAIM OF PREFERENCE POINTS AS PER THE SPECIFIC GOALS DETAILED IN THE EVALUATION CRITERIA.] 1.1 ARE YOU THE 1.2 ARE YOU A /SERVICES /WORKS /WORKS OFFERED? [IF YES ENCLOSE PROOF] OFFERED? [IF YES, ANSWER PART B:3 ] IS THE ENTITY A RESIDENT OF THE REPUBLIC OF SOUTH AFRICA (RSA)? YES NO DOES THE ENTITY HAVE A BRANCH IN THE 83RSA? YES NO DOES THE ENTITY HAVE A PERMANENT ESTABLISHMENT IN THE RSA? YES NO DOES THE ENTITY HAVE ANY SOURCE OF INCOME IN THE RSA? YES NO IS THE ENTITY LIABLE IN THE RSA FOR ANY FORM OF TAXATION? YES NO IF THE ANSWER IS “NO” TO ALL OF THE ABOVE, THEN IT IS NOT A REQUIREMENT TO REGISTER FOR A TAX COMPLIANCE STATUS SYSTEM PIN CODE FROM THE SOUTH AFRICAN REVENUE SERVICE (SARS) AND IF NOT REGISTER AS PER 2.3 BELOW.

5099

Tel: (081) 035 0379

Fax:

E-MAIL: [email protected] for administrative enquiries

[email protected] for technical enquiries

1 | P a g e

Terms of reference

1. Introduction

(i) The Department is responsible for procuring all leased office accommodation on behalf of

the Provincial Government. In securing leased office accommodation, the primary objective

of the Department, inter-alia, is to provide functional and best fit for use, type and location of

office accommodation at optimal value to the Provincial Government.

(ii) The department is looking to lease a building which complies with the following Acts,

➢ Occupational Safety Act, 1993 (Act )

➢ Government Immovable Asset Management Act No.;

➢ National Building Regulations and Building Standards Act, 1977 (Act No. )

and published under Government Notice No. R June 1988;

➢ Office space norms and standards which all Government departments must comply

with, except in situations where written permission from the Minister under which the

department operates, has been received.

(iii) The successful service provider will be required to sign a contract with the department for the

leasing of office accommodation specified under these Terms of Reference and agreeing to

clearly identified service levels.

to ensure electrical safety as per

standards, OHS etc;

• 6 x Fire extinguishers (2 x class A, 2

x class B and 2 x class C) must be

installed in compliance with safety

regulations including safety

symbolic signage.

• Building must have firefighting

equipment in terms of the fire

requirements (fire extinguishers, fire

hoses, alarm system, intercom, fire

escape doors and smoke detectors)

and these should be maintained

and serviced regularly by the

• To be installed in all strategic points

6 | P a g e

• The installed equipment must

comply with all SABS regulations

• They must be maintained and

tested at frequent intervals

• Installation of smoke and fire

detection

• Emergency exit doors in compliance

with OHS Act and Assemble point

identified and properly labelled.

a. The design, construction and appearance of the building, including the internal and external finishes

shall be of a standard acceptable to the Department of Agriculture. The building shall be fully

accessible to the physically challenged. The building must comply with the National Building

as the Occupational Health and Safety Act, 1993 (Act ), as amended. A certificate to

this effect must be submitted.

1. On every floor of a multi-storey building or for every 1 350m2 gross floor area a cleaner’s room of

not less than 6m2 shall be provided as a storeroom for cleaning equipment and material. It shall

be provided with a drip sink, 4m long shelves and sufficient cross ventilation, preferably by means

of an outside window.

lessor and with reasonable frequency during the process of refurbishment its inspector shall be

given access to the building that he wishes to see. The inspector’s approval of any part of the

building does not exempt the owner from complying with any of these minimum standard

requirements. A deviation from the minimum requirements may only be allowed with written

permission from the Department of Agriculture.

a The total size of office accommodation required by the Department and to be offered by the bidder

is approximately 218,8 m2 usable area. A variance of only 5% on the usable area shall be accepted

b The building must have at least 12 parking bays on site preferable under covered parking.

c The building must also have access to ample street parking for visitors.

d Building Area Certificate for the building issued by a suitably qualified entity confirming the total

building GLA. SAPOA drawing, Floor Plans

(See relevant annexure for required format). Annexure I – building area certificate

e The Department requires a single tenant or multi-tenant occupancy scenario and sharing the

building with other tenants is not permitted.

f The accommodation must allow for the corporate image of the Provincial Government department

to be enhanced and clearly visible from the street front.

11 | P a g e

g The accommodation must have adequate trunking and communication service shafts for network

communication infrastructure.

h The electrical supply to the office accommodation must cater for both normal and clean power.

Provision must be made for one (1) clean and one (1) normal plug point for every 10 m2 of usable

office accommodation, an additional two (2) plug points per 150 m2 of usable office

accommodation to be allowed for to cater for fax, copies etc. In addition normal plugs to be

provided in passages in order to accommodate cleaning machinery. Electrical circuits for socket

outlets shall be secured by means of single phase earth leakage relays having a sensitivity of

25 mA. The installation off all electrical components will comply in all respects with the

requirements and regulations of the following: SANS 10142-:2003: The Occupational Safety Act

and Regulations; and the Local Electrical Supply Authority.

i The accommodation must provide for adequate access for persons with physical disabilities, i.e.

handicapped, etc. including toilet facilities both for the office environment as well as public interface

area.

j The office accommodation must cater for a combination of general open plan environment (for

staff workstations, filing cabinets and a number of high-density filing cabinets) and enclosed offices

for identified persons.

k Within the office accommodation, secure onsite archive/filing areas (not necessarily in one location

in the building) must be provided for active official files of business units as indicated on the spatial

template attached. (if applicable)

l The accommodation must comply with: The National Building Regulations and Standards Act,

1977 (Act ) and The Occupational Health and Safety Act, 1993 (Act ), as

amended. All certificates of electrical wiring complying with the Fire Regulations and Municipal

1.* The building must have an installed emergency power supply unit subject to the size of the building

to ensure essential areas, emergency lifts, emergency lighting, computer server room, computer

workstations etc., are functioning in the event of a power failure, load shedding.

(If not then confirmation of the unit to be installed and timing).

2.* Bidders must indicate the make and electrical capacity of the emergency power supply unit

installed in the building and also provides a list of the standard equipment that it is currently

connected to.

(If not then confirmation of the unit to be installed and timing).

3.* An indication of whether the emergency power supply unit can cater for additional equipment.

(If not then confirmation of the unit to be installed and timing).

4.* An indication of how long (duration) the emergency power supply unit can provide emergency

power to the standard equipment currently connected.

(If not then confirmation of the unit to be installed and timing).

comply with the National Building Regulations and the requirements of the Occupational Health and

Safety Act, 1993 (Act ), as amended. A certificate to this effect must be issued.

Drawings/ Architect’s plans of the accommodation offered must be submitted

• Building Area Certificate for the building issued by a suitably qualified entity confirming the total

building GLA. SAPOA drawing, Floor Plans

• Valid Zoning Certificate of the property as issued by the local Municipality
• Municipal account from the Municipality of not older than 60 days indicating that municipal

rates, taxes and services have been paid up to date.

• Electrical Compliance Certificate for the building.
• Fire Regulation Compliance Certificate for the building.
• Occupational Health & Safety Regulation Certificate for the building

relevant Institution/Building. The Landlord shall comply fully with any such reasonable procedures and

policies, including the permit to work procedures and health and safety procedures.

emergency and security procedures and policies applicable at the relevant Institution/Building.

Should the DOA at any time believe that any member of Landlord’s personnel is failing to comply with

any such procedures or policies, the DOA shall be entitled to deny such personnel member access to

the relevant premises and require the Landlord to replace such person without delay.

Landlord’s procedures: The Landlord shall, upon receipt of written request from the DOA or its

appointed Technical Support Manager:-

Provide the DOA with copies of all Landlord’s operating procedures and processes relating to the renovations

of the building;

In this clause the term “Act” shall mean the Occupational Health & Safety Act, No. , as amended

from time to time, (including any act which may take its place should it be repealed during the currency of the

agreement between the parties) as read with all regulations and standards promulgated in terms of the former

terms of the Occupational Health & Safety Act from time to time

The Landlord:-

acknowledges that he is fully aware of the terms and conditions of the Act;

acknowledges that he is an employer in its own right with duties and responsibilities as prescribed in the Act;

agrees to comply with all rules and regulations implemented by or on behalf of the DOA at the relevant

I, the undersigned, (name)............................................................................... in

submitting the accompanying bid, do hereby make the following statements that I certify to be

true and complete in every respect:

3.1 I have read and I understand the contents of this disclosure;

3.2 I understand that the accompanying bid will be disqualified if this disclosure is found not to be

true and complete in every respect;

3.3 The bidder has arrived at the accompanying bid independently from, and without consultation,

communication, agreement or arrangement with any competitor. However, communication

between partners in a joint venture or consortium2 will not be construed as collusive bidding.

3.4 In addition, there have been no consultations, communications, agreements or arrangements

with any competitor regarding the quality, quantity, specifications, prices, including methods,

factors or formulas used to calculate prices, market allocation, the intention or decision to

submit or not to submit the bid, bidding with the intention not to win the bid and conditions or

delivery particulars of the products or services to which this bid invitation relates.

3.4 The terms of the accompanying bid have not been, and will not be, disclosed by the bidder,

directly or indirectly, to any competitor, prior to the date and time of the official bid opening or

of the awarding of the contract.

3.5 There have been no consultations, communications, agreements or arrangements made by

the bidder with any official of the procuring institution in relation to this procurement process

prior to and during the bidding process except to provide clarification on the bid submitted

where so required by the institution; and the bidder was not involved in the drafting of the

specifications or terms of reference for this bid.

3.6 I am aware that, in addition and without prejudice to any other remedy provided to combat any

restrictive practices related to bids and contracts, bids that are suspicious will be reported to

the Competition Commission for investigation and possible imposition of administrative

penalties in terms of section 59 of the Competition Act No and or may be reported

to the National Prosecuting Authority (NPA) for criminal investigation and or may be restricted

from conducting business with the public sector for a period not exceeding ten (10) years in

terms of the Prevention and Combating of Corrupt Activities Act No or any other

applicable legislation.

I CERTIFY THAT THE INFORMATION FURNISHED IN PARAGRAPHS 1, 2 and 3 ABOVE

Information following:-

• Physical address, stand/ERF

number,

• Details of all partners to the offer,

• Detailed rental option

• Tenant installation allowance

• Building insurance information

provided as part of the Returnable Documents. All interior lighting to be in compliance with SANS

10114-1, Interior lighting – Part 1: Artificial lighting of interiors

m Bidders must also provide a written warranty that on occupation, the building will comply with all

the National Building Regulations.

n Vertical or Venetian blinds to be provided on all windows

o Public Address system to be installed though out the building

p Suspended ceilings to be provided

expenses payable to Landlord in terms of the contract, DOA shall be entitled to withhold payment of

such disputed amounts until such time as such dispute is resolved.

requirements (whether engaged in a service contract or when repair is required out of guarantee without the

17 | P a g e

maintenance contract option) and standards relating to the maintenance together with performance

measurement provisions, which quality requirements, performance measurement provisions shall be reduced

to writing in a lease agreement if required and signed by both parties.

contract and shall retain such records for the currency of the contract. Upon termination of the contract

such records must be provided to the DOA upon request.

SPECIAL CONDITIONS accommodation for leasing will not be considered and will be eliminated. purpose for which it is required. The Department’s decision in this regard will be final. user department may or might have conducted with a lessor or owner of a building. approval of the Department of Agriculture. adjusted on a yearly basis thereafter in accordance with an agreed upon escalation rate started in the bid document. documents or on other forms requisitioned. Additional offers are regarded as separate tenders and must be treated as such by Landlords. The inclusion of various offers as part of a single submission in one envelope is not allowed. Additional offers must be submitted under separate cover. accommodation to the specific needs of the user department in accordance with the norm document and/or specified and minimum requirements.

Specific goals: closing date: 30 june 2026 closing time: 11:00

STAGE TWO: FUNCTIONALITY CRITERIA the minimum requirements as stated in the specification or terms of reference and must score a minimum of 65 points. Responses received that fail to score the minimum points on functionality will be eliminated and not considered further. Stage 2 will be based on written proposals and shall be evaluated based on the following parameters for functionality: reference each letter (5 points). Such letters should indicate the services rendered, including the value of projects rendered and total square meters under management. 1.2 PROXIMITY TO THE QUMBU TOWN The proposed offices/facility should belocated in Qumbu area within a maximum 1km radius 15 from town. to the offices/facility. 2. PROPERTY SIZE 30 The property on offer should be able to meet the following requirements 30

• Leasable Area of a minimum of 218.8m2 for occupation minimum for office space And
• minimum of 12 parking bays on same premises of the proposed building NB: See attached office needs assessment in details. Property prospectus to be attached which must highlight the following;
• Approved plan of the offices/facility by the Municipality.
• Sketch or draft plan reflecting possible amendments to the existing plan indicating how will the bidder ensure that DOA requirements are fully complied with i.e. internal floor layout as per needs assessment.
• Letter of commitment from the bidder confirming willingness to fully adhere to the requirements and timelines that will be prescribed by the department.
• Letter of funding support from an accredited financial institution/fund manager confirming total value of support. 3. MAINTENANCE PLAN 15
• Routine/ preventative maintenance (Internal and External) 5
• Reactive Maintenance (Internal and External) 10 maintenance issues (air conditioning units, fire equipment, electricity, plumbing work, day- to-day maintenance of the building, cleaning of office premises, hygiene services, garden services, etc.) property/ facility on offer.
• Property Boundries and surroundings 5
• Physical Access 5
• General state of the facility (Internal and External) (A checklist will be made available 15 when assessing the general state of the facility) Total 100