Provision of office accommodation for department of agriculture for a period of 36 months- flagstaff service centre- ingquza hill lm-or tambo district

Closing: 16 September 2026 at 11:00.

Compulsory site briefing: 1 September 2026 at 11:00, at Flagstaff Department of Agriculture Office, Flagstaff.

Documents available from: 21 August 2026.

Request documents via email from Ms N Futshane between 08:00-16:30 Mon-Thu, 08:00-16:00 Fri.

Bid validity: 90 days from closing date.

Administrative enquiries: Ms N Futshane, Tel: (081) 035 0379, Email: [email protected]

Technical enquiries: Ms N Nditha, Tel: 083 384 0229, Email: [email protected]

Submission address: ECRDA Building, 52 Sprigg Street, Mthatha (tender box).

Submission must be in a sealed envelope clearly marked with the project number and description, delivered to the tender box at ECRDA Building, 52 Sprigg Street, Mthatha, by 11:00 on 16 September 2026. Bids will be opened in public at that time. No late, electronic, telegraphic, or facsimile bids accepted. All forms must be completed in black ink; no correction fluid allowed. Errors must be struck through and initialled.

Returnable forms (all must be completed, signed, and witnessed):

• SBD 1 (Invitation to Bid): cover page with bidder details.
• SBD 3.1 (Pricing Schedule – Firm Prices): monthly rental per square metre for 36 months.
• SBD 4 (Declaration of Interest): discloses any state employment or connections.
• SBD 6.1 (Preference Points Claim): claims B-BBEE points under 80/20 system.
• SBD 8 (Declaration of Past SCM Practices).
• SBD 9 (Certificate of Independent Bid Determination).
• Certificate of Authority for Signatory (board resolution).
• Schedule of Work (reference list).
• Equity Ownership Declaration.
• CSD registration report with compliant tax status.
• Proof of property ownership: certified title deed, or power of attorney, or signed deed of sale.
• OHS certificate.
• For specific goals: ID copy, CIPC registration, CSD report, municipal rates account or lease agreement, medical certificate for disability, etc.
• Joint venture agreement if applicable.

Disqualification risks:

• Any required form left unsigned or omitted.
• Failure to attend compulsory briefing.
• Use of correction fluid.
• Late submission.

Three-stage evaluation:

Stage 1 – Mandatory Requirements (pass/fail):

• Completed and signed SBD documents.
• CSD registration with compliant tax status.
• Attendance of compulsory briefing.
• Joint venture agreement if applicable.
• Proof of property ownership (title deed, power of attorney, or deed of sale).
• OHS certificate.

Failure on any mandatory item results in disqualification.

Stage 2 – Functionality (minimum 65 points out of 100):

• Accessibility (30 points): location within 5 km of Flagstaff town (15), proximity to main road/public transport (8), proximity to other services (7).
• Physical facilities (30 points): leasable area min 219 m² (15), ablution for disabled (3), ramp (2), secure parking (5), backup generator (5).
• Infrastructure and facilities management (30 points): boundary walls/fence/gates (10), backup water (5), network connection (10), guard house (5).
• Project implementation plan (30 points): critical stages and schedule (15), building inspections (5), compliance certification (5), periodic meetings (5).
• Maintenance plan (10 points): routine/preventive (5) and reactive (5) maintenance with turnaround times.

Stage 3 – Price and Specific Goals (80/20 system):

• Price: 80 points.
• Specific goals: 20 points total, allocated as:
• EME/QSE at least 51% owned by black people: 5 points.
• Located in Eastern Cape province: 2 points.
• EME/QSE at least 51% owned by women: 7 points.
• EME/QSE at least 51% owned by youth (≤35): 4 points.
• EME/QSE at least 51% owned by people with disability: 2 points.

Evidence must be submitted with the bid; points are awarded only if documentation matches ownership status across ID, CIPC, and CSD.

Contract awarded to highest scoring bidder after rounding to two decimal places.

Scope: Provision of office accommodation for Department of Agriculture at Flagstaff Service Centre, Ingquza Hill LM, OR Tambo District, for 36 months.

Location: Must be within 1 km radius of Flagstaff town. The building must be a single-tenant occupancy (no sharing with other tenants).

Space requirements: Minimum leasable area 219 m² (usable area, ±5% variance accepted). Must accommodate 19 personnel with the following rooms:

• Assistant Director: 9 m² (1)
• Agricultural Advisors: 8 m² each (8)
• Animal Health Technicians: 8 m² each (5)
• Provisioning Admin Clerk: 6 m² (1)
• Scientist: 9 m² (1)
• Artisan: 8 m² (1)
• Community Animal Health Worker: 3 m² (1)
• Cleaner: 3 m² (1)
• Boardroom: 50 m² (1)
• Storeroom: 8 m² (1)
• Kitchen with built-in cupboards: 10 m² (1)
• Toilets: 2 toilets (3 m² each), one female, one male, both must accommodate people with disabilities.

Minimum standards:

• Floor-to-ceiling height: approximately 2.7 m.
• Doors: 813 mm width, five-pin cylinder locks, two master keys.
• Floor covering: acceptable quality, minimum 10-year lifespan.
• Lighting: individual switches per office, compliant with SANS 10114-1.
• Telephones: jack points per office (installed after award).
• Electrical: clean and normal power, one clean and one normal plug per 10 m², plus additional plugs per 150 m². Circuits with earth leakage relays (25 mA), compliant with SANS 10142-1.
• Network: minimum 2 network points per office (installed after award).
• Suspended ceilings.
• Vertical or Venetian blinds on all windows.
• External perimeter: well-lit at night, limited entrances.
• Walls and ceilings: neutral colours.
• Toilets: separate male/female, disabled facilities, SANS 10252-2 and SANS 10400-S compliance.
• Kitchens: at least one per floor with sink, hot/cold water, power points for fridge, microwave, kettle.
• Parking: minimum 12 parking bays on same premises, ample street parking for visitors.
• Accessibility: wheelchair ramp with handrails, disabled toilets, full compliance with relevant Acts.
• Security: burglar bars on windows and outside doors.
• Building must be available for occupation upon letter of award; if not fully compliant, implementation plan within 2 months from occupancy.

Certificates required at contract stage: Electrical COC, Fire compliance, Disability accessibility, Occupation certificate, National Building Regulations compliance, Municipal Rates Clearance.

Landlord responsibilities: All maintenance (interior and exterior), electricity, plumbing, water, rates, municipal services. Landlord must provide all certificates and ensure compliance with OHS, National Building Regulations.

Proposed office accommodation should be within Flagstaff town. Maintenance of electricity and plumbing are the lessor's responsibilities. The office should serve as a One-Stop Centre for Administration, Extension Services, and Veterinary Services.

Department invites suitably qualified and experienced property owners or facilities management service providers. Bidders must respond to and comply with technical specifications. The building must be in Flagstaff area within 1 km radius from town. Scope includes provision of office accommodation for 19 personnel.

Department conducts site inspection to verify property descriptions, location, and accessibility. During refurbishment, department inspector given access. Building must be available for occupation upon award; if not ready, landlord liable for rental until readiness. Functionality evaluation includes project implementation plan with milestones, inspections, compliance certification, and periodic meetings. Building must meet minimum standards for finishes, lighting, electrical, plumbing, and accessibility.

Pricing must be firm for the contract duration, with yearly escalation allowed. Use SBD 3.1 – Pricing Schedule – Firm Prices. Provide monthly rental per square metre for each room type. Total price for Year 1, Year 2, Year 3, and total three years exclusive of VAT, plus VAT. Offer valid 90 days. Rental includes all costs for rates, municipal services, water, electricity, maintenance. No price adjustments beyond stated escalation.

Pricing format: Use SBD 3.1 (Pricing Schedule – Firm Prices). Monthly rental rate per square metre for each room type, excluding VAT. Total price for Year 1, Year 2, Year 3, and total for three years (excl. VAT) must be stated. VAT added separately. Prices are firm for the contract duration; yearly escalation allowed in line with market-related escalations. Offer must be valid for 90 days from closing date.

Rental must include all costs for rates, municipal services, water, electricity, maintenance. No price adjustments or increases will be considered during the contract period beyond the stated escalation.

Payment: Monthly on receipt of invoice. Department may withhold payment of disputed amounts.

No bonds, guarantees, or insurance requirements specified beyond standard insurance to be provided by landlord (building insurance). The department may request securities, bonds, guarantees, policies before contract formation.

Mandatory registrations:

• Central Supplier Database (CSD) registration with compliant tax status. Tax compliance verified on CSD; must remain compliant.
• LOGIS registration (if not already registered).

Tax: SARS tax clearance PIN, verified via CSD.

B-BBEE: Not a minimum threshold but specific goals (20 points) for EME/QSE ownership by designated groups (black, women, youth, disabled) and location in Eastern Cape.

Property ownership: Bidder must be owner or have written authority via power of attorney or deed of sale. Certified title deed, signed power of attorney, or signed deed of sale required.

OHS certificate mandatory.

Documents required at contract stage (failure is breach of contract):

• Electricity compliance certificate.
• Fire regulation compliance certificate.
• Disability accessibility compliance certificate.
• Occupation certificate.
• Certificate of compliance to National Building Regulations.
• Municipal Rates Clearance Certificate or exemption.

No CIDB grading required.

General: All SBD forms must be completed, signed, witnessed. No correction fluid. Joint venture agreement required if applicable. Proof of previous similar work (references) for risk assessment.

Building must comply with OHS Act, 1993. Required: OHS certificate, fire extinguishers with safety signage, equipment compliant with SABS regulations, emergency exit doors, assembly point. Certificate of compliance with OHS Act required as returnable document. Landlord acknowledges duties under OHS Act and agrees to comply with department health and safety rules. Fire risks must be reported immediately. Hazardous materials liability on landlord.

Contract duration: 36 months. Lease agreement and SLA signed after award. Payment monthly on invoice. The department may withhold disputed amounts. Landlord must inform department of incidents, cooperate with investigations. Landlord must comply with all applicable legislation and department procedures. Subcontracting only with prior written consent. Breach and termination per GCC paragraph 23. Landlord indemnifies state against loss or damage. Performance measured through reports, complaints, surveys, inspections, audits. Records must be kept for contract duration.

Tenders without written proof of authority to lease the accommodation will be eliminated. The department is sole adjudicator of suitability. The department not responsible for prior negotiations. Accommodation must comply with National Building Regulations and OHS Act. Commencement date subject to department approval. Landlords may attend tender opening. Tender forms must not be retyped. Successful landlord responsible for alterations. Non-compliance leads to elimination.

The facility must be located in Flagstaff area within 1 km radius from town. Suitable for implementation of DoA's mandate. Building must be accessible to public transport, with potential for frontage branding facing main routes.

Bids evaluated according to 80/20 preference point system under PPPFA 2022 regulations. Applicable to tenders with value between R30,000 and R50 million (all taxes included). 80 points for price, 20 points for specific goals.