Lease of office accommodation – qumbu service centre, mhlontlo lm (36 months)

Compulsory site briefing: 02 September 2026 at 11:00 at Qumbu Department of Agriculture Office, Main Street, Qumbu. Attendance is mandatory.

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.

Submit one sealed envelope clearly marked with the project number SCMU8-26/27-0134 and description. Deliver 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 the same time. No late, electronic, telegraphic, or faxed bids accepted. Use black ink. No correction fluid. All alterations must be initialed. Returnable forms include: SBD 3.1 (Pricing Schedule – firm prices), SBD 4 (Declaration of Interest), SBD 6.1 (Preference Points Claim), SBD 6.2 (Declaration for Local Production and Content), SBD 8 (Declaration of Past SCM Practices), SBD 9 (Certificate of Independent Bid Determination), Certificate of Authority for Signatory with proof of authority (company resolution), Schedule of Work Carried Out, Equity Ownership Declaration, and all other SBD forms. Failure to complete and sign any returnable document may result in disqualification. Provide proof of property ownership (certified title deed, or power of attorney with title deed, or signed deed of sale). Joint ventures must submit a signed agreement.

Completed and signed SBD documents, CSD registration report with compliant tax status, proof of attendance of compulsory briefing, proof of property ownership (title deed or power of attorney or deed of sale), OHS certificate, detailed quotation with breakdown, certificate of authority for signatory with proof of authority, schedule of work carried out, equity ownership declaration, joint venture agreement if applicable, and all forms as per checklist.

Three-stage evaluation. Stage 1: Administrative compliance – must have completed and signed SBDs, CSD registration with compliant tax status, compulsory briefing attendance, and if joint venture, a signed agreement. Stage 2: Functionality – minimum 65 out of 100 points. Criteria: Accessibility (30 points) – location within 5 km of Qumbu town, proximity to main road, public transport, services; Physical Facilities (30 points) – leasable area min 361.5 m², ablution facilities, ramp for disabled, secure parking, standby generator & backup water; Infrastructure & Facilities Management (30 points) – boundary walls/fence, backup water tanks, network connection, guard house; Project Implementation Plan (30 points) – plan showing readiness within 2 months, with stages, inspections, certification, progress meetings; Maintenance Plan (10 points) – routine and reactive maintenance with turnaround times. Stage 3: Price and Specific Goals – 80/20 preference point system (80 for price, 20 for specific goals). Specific goals points: EME/QSE 51% owned by black people (5 points), located in Eastern Cape (2 points), EME/QSE 51% owned by women (7 points), EME/QSE 51% owned by youth up to 35 (4 points), EME/QSE 51% owned by people with disability (2 points). Documents required to claim points: ID copy, CIPC registration, CSD report, municipal rates or councilor letter or lease agreement for location, medical certificate/SASSA for disability.

Lease of office accommodation for 35 personnel for 36 months. Required leasable area: minimum 361.5 m² (usable area, 5% variance allowed). Must be located within Qumbu town, within 1 km radius of town centre. Property must be within Mhlontlo Local Municipality, OR Tambo District. Building must be single-tenant, no sharing. Must have easy access to public transport. Office spaces as per table: Deputy Director 12 m², Control Agricultural Development Technician 9 m², State Vet 9 m², 12 Agricultural Advisors 6 m² each (total 36 m²), 7 Animal Health Technicians 6 m² each (21 m²), Food Security Coordinator 6 m², Provisioning Admin Clerk 6 m², Land Admin Clerk 6 m², 5 Community Animal Health Workers 3 m² each (8 m²), Cleaner 3 m², Groundsman 3 m², General Assistant 3 m², Artisan (OSD) 6 m². Facilities: Boardroom 36 m², Records room 14 m², Storeroom 6 m², Kitchen with built-in cupboards 5 m², 2 toilets (3 m² each) including disabled access. Minimum 12 parking bays on premises. Monthly rental includes all costs for rates, municipal services, water, electricity. Landlord responsible for maintenance, electricity, plumbing. Building must comply with OHS Act, National Building Regulations, and Office Accommodation Norms and Standards July 2015. Must have OHS certificate, burglar bars, blinds, clean power, network cabling (min 2 points per office), fire extinguishers, SABS compliant equipment, emergency exits, assembly point. Floor to ceiling height ~2.7 m. Doors 813 mm with five-pin locks and master keys. Floor covering to last 10 years. Each office its own light switch. Telephone jacks (Telkom). External perimeter illuminated. Neutral colours. Wheelchair ramp and disabled toilets. Compliance with SANS 10142, SANS 10252, SANS 10400-S. Kitchens with sink, hot/cold water, power points for fridge, microwave, kettle. Property must be available for occupation upon award. If not fully compliant, implementation plan required within 2 months of occupancy.

If the building does not fully comply, the landlord must submit a comprehensive implementation plan detailing how and when outstanding requirements will be addressed, within 2 months from occupancy. The department must be able to occupy and use the building while rectification is ongoing, without disruption. The plan must include milestones, deliverables, and completion dates subject to department approval. A project implementation plan is required as part of functionality evaluation, showing readiness within 2 months, with critical stages, building inspections, compliance certification, and periodic progress meetings.

The department invites suitably qualified and experienced property owners or facilities management service providers. Bidders must respond to and comply with technical specifications. The bidder must be the owner of the leased property, or provide proof of authority to act on behalf of the owner.

The department will conduct a site inspection to verify property descriptions, location, and accessibility. The department's inspector may access the building during refurbishment. Approval of any part does not exempt the owner from complying with minimum standards. Periodic checks and user satisfaction surveys will be used to measure performance. Landlord must keep full records of services provided.

Pricing must be on SBD 3.1 – Firm Prices. Only firm prices accepted. Prices include all duties, taxes except VAT. VAT shown separately. Rates and prices fixed for contract duration. The pricing schedule lists each office type with required square metres; bidder quotes total price per square metre. Monthly rental exclusive of VAT, then total per year for 3 years, total three years exclusive of VAT, plus VAT, and total bid price inclusive. Rental includes all costs for rates and municipal services. Yearly escalation allowed.

Pricing schedule: SBD 3.1 – Firm prices only. Bidder must provide monthly rate per square metre for each office type as listed, total monthly rental exclusive of VAT, then total for Year 1, Year 2, Year 3, and three-year total exclusive of VAT, plus VAT, and total bid price inclusive of VAT. Prices must be fixed for the contract duration. Yearly escalation allowed in line with market-related escalations. Payment monthly on receipt of invoice. The department may withhold disputed amounts. No price adjustments or increases during contract period other than agreed escalation. No bond or guarantee mentioned, but standard conditions require submission of securities, bonds, guarantees if requested.

CSD registration required (must be registered before closing date, bid cannot be awarded without). Tax compliance status verified on CSD; must remain compliant. CIPC registration (company registration or CK documents) required. Joint venture agreement required if applicable. Attendance of compulsory site briefing is mandatory. Certified copy of title deed (if owner bidding) or power of attorney with title deed, or signed deed of sale. OHS certificate required. Proof of property ownership. Compliance with National Building Regulations and OHS Act. Must provide at contract stage: 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. All SBD forms must be completed and signed.

Building must comply with OHS Act, 1993. OHS certificate required prior occupation. Fire extinguishers installed per safety regulations, maintained and tested. Emergency exit doors in compliance with OHS Act. Assembly point identified and labelled. All electrical installations comply with SANS 10142. Landlord acknowledges duties as employer under OHS Act and must comply with all rules and regulations. Landlord must report fire risks immediately.

Contract duration: 36 months. Contract and SLA to be signed after award. The contract comes into effect on the date of the letter of acceptance. The landlord must provide services in compliance with the technical proposal and SLA. Breach and termination as per GCC paragraph 23. Landlord indemnifies the state against loss or damage. Subcontracting only with prior written consent of the department.

Tenders without written proof of authority to offer the accommodation will be eliminated. The Department of Agriculture is the sole adjudicator of suitability. The department is not bound by prior negotiations. The building must comply with National Building Regulations and OHS Act. Commencement of rental subject to department approval. Tender forms must not be retyped; additional offers must be separate submissions. The successful landlord bears cost of alterations to meet department's needs. Landlords not complying with conditions will be eliminated.

The facility must be located in Qumbu area within 1 km radius from town. The building must be within the jurisdiction of Mhlontlo Local Municipality. It must have potential for frontage branding facing main routes. Easy access to public transport.