Lease of office accommodation – department of agriculture, joubertina (36 months) – eastern cape tender

Compulsory briefing: 28 October 2026 at 11:00 on Microsoft Teams.

Meeting link: https://teams.microsoft.com/meet/371806803401637?p=O02dA7QgdWCOKnoEGW

Meeting ID: 371 806 803 401 637

Passcode: mN7n5MQ7

Administrative enquiries:

• Name: Mr P. Makasi
• Role: Assistant Director: Acquisition Services
• Email: [email protected]
• Telephone: 060 584 4272

Technical enquiries:

• Name: Ms A. Fala
• Email: [email protected]
• Telephone: 079 500 2519

Submission address:

64 Govan Mbeki Avenue

Mutual Building, Ground Floor

Port elizabeth

6001

Submission method: sealed envelope, clearly marked with the project number and description, delivered to the tender box.

Submission address:

64 Govan Mbeki Avenue

Mutual Building, Ground Floor

Port elizabeth

6001

Closing time: 09 November 2026 at 11:00 (bids opened in public immediately after).

Late bids are not accepted; proof of posting is not proof of delivery.

Electronic, telegraphic or facsimile bids are not considered.

Returnable forms (all must be completed in black ink, signed in full and witnessed; no correction fluid; changes initialled):

• SBD documents (all standard forms, including SBD 4 Declaration of Interest, SBD 6.1 Preference Points Claim, SBD 9 Certificate of Independent Bid Determination) — complete and sign.
• Certificate of Authority for Signatory — attach board resolution or equivalent proof of authority.
• Schedule of work carried out by the bidder.
• Equity Ownership Declaration.
• CSD registration report with compliant tax status.
• Company registration / CK documents.
• For joint ventures: signed Joint Venture Agreement or intention to form one.
• Supplier arrangement form if the bidder is a general dealer.
• References confirming satisfactory delivery of similar services.
• Proof of authority to offer the accommodation for leasing (title deed, power of attorney, or signed deed of sale).
• Occupational Health and Safety Certificate.
• All documentation to support specific goal preference points claimed.

Disqualification risks:

• Any returnable form omitted, unsigned, or not witnessed.
• Use of correction fluid.
• Late submission.
• Failure to attend the compulsory briefing.
• Failure to provide proof of authority to lease the property.
• Failure to meet mandatory requirements in Stage 1.

Three-stage evaluation:

Stage 1 – Administrative compliance and mandatory requirements (pass/fail):

• Completed and signed SBD documents.
• CSD registration with compliant tax status.
• Attendance of compulsory briefing session.
• For consortia/joint ventures, a signed agreement by all parties.
• Property ownership proof (certified title deed, or power of attorney, or signed deed of sale).
• Occupational Health and Safety Certificate.

Failure to meet any mandatory requirement disqualifies the bid.

Stage 2 – Functionality (minimum qualifying score: 65/100):

• Accessibility (30 points): within 1 km radius of Joubertina town (15), proximity to main road and public transport (8), proximity to other service centres including retail and healthcare (7).
• Physical facilities (30 points): leasable area minimum 154 m² on occupation (15), ablution facilities including disabled (3), staircase/ramp/elevator (2), secure parking (5), standby generator and backup water (5).
• Project Implementation Plan (30 points): critical stages and schedule (15), building inspections (5), compliance certification (5), periodic progress meetings (5).
• Maintenance Plan (10 points): routine/preventative maintenance (5), reactive maintenance (5).

Stage 3 – Price and specific goals (80/20 preference point system, PPPFA 2022):

• Price: 80 points.
• Specific goals (20 points total):
• EME/QSE at least 51% black-owned: 5 points (evidence: ID copy, CIPC registration, CSD report with matching ownership).
• Located in Eastern Cape: 2 points (evidence: municipal rates account, letter from councillor, or lease agreement).
• EME/QSE at least 51% women-owned: 7 points (evidence: ID copy, CIPC, CSD report).
• EME/QSE at least 51% youth-owned (up to 35 years): 4 points (evidence: ID copy, CIPC, CSD report).
• EME/QSE at least 51% owned by people with disability: 2 points (evidence: ID copy, CIPC, CSD report, medical certificate, SASSA registration or confirmation of disability).

Contract awarded to the bidder with the highest total points (price + specific goals), rounded to two decimal places.

The department requires leased office accommodation for the Joubertina DoA Local Service Centre, to be used as a One-Stop Centre for Administration and Extension Services.

Location: within Joubertina town, maximum 1 km radius from town centre.

Total usable area: approximately 154 m² (variance of only 5% accepted).

Office space (44 m²):

• 3 offices for 6 Agricultural Advisors (9 m² each = 27 m²).
• Reception for PAC (9 m²).
• 1 office for Cleaner (8 m²).
• Each office: at least 2 power points and 2 network points (CAT 6 cabling).

Facilities (110 m²):

• Kitchen (10 m²).
• Storeroom (12 m²).
• Boardroom with power and network points (30 m²).
• Server room (6 m²).
• Main entrance with ramp and handrails (waiting area).
• Ablutions: 1 disabled, 1 male, 1 female (4 m² each = 12 m²).
• Parking: 2 lockable garages for government vehicles (20 m² each = 40 m²), 1 disabled parking (tarred/paved, properly labelled), 10 open parking spaces (tarred/paved).

Services included in monthly rental: rates and municipal services, water, electricity, and maintenance costs.

Building requirements:

• Separate water and electricity meter boxes.
• Certificate of occupation, electrical COC certificate, fire fighting equipment certificate prior to occupation.
• Floor to ceiling height as close as possible to 2.7 m.
• Doors at least 813 mm, five-pin cylinder locks with two keys per office, plus two master keys.
• Floor covering to last at least 10 years.
• Each office with its own light switch and telephone jack.
• External perimeter well illuminated at night; entrances limited to minimum.
• Neutral colours for walls and ceilings; washable hardwearing surfaces in kitchens, stairs, entrance halls and toilets.
• Suspended ceilings.
• Single tenant occupancy only — sharing with other tenants not permitted.
• Corporate image of the department clearly visible from street front.
• Adequate trunking and communication service shafts.
• Electrical supply: normal and clean power; 1 clean and 1 normal plug point per 10 m², plus 2 additional plug points per 150 m²; socket circuits with 25 mA earth leakage relays; comply with SANS 10142-2003.
• Access for persons with disabilities, including toilet facilities.
• Secure onsite archive/filing areas.
• Vertical or Venetian blinds on all windows; burglar bars on windows and outside doors.
• Toilets: separate male and female per floor, disabled toilets, hand washing facilities, comply with SANS 10252 and SANS 10400-S.
• Kitchen: at least 1 small kitchen per floor with sink, hot/cold water, power points for fridge, microwave and kettle.
• Secure boundary wall or fence with lockable gates, controlled access.
• Building must be available for occupation on receipt of letter of award; if not fully compliant, implementation plan to rectify within 2 months of occupancy.
• Building must comply with National Building Regulations, OHSA 1993, and Office Accommodation Norms and Standards July 2015.

Pricing format: firm prices only; non-firm prices (including exchange rate variations) not considered.

Pricing schedule (ECBD 3.1):

• Monthly rental for Year 1, Year 2, Year 3 (12 months each).
• Add 15% VAT.
• Total for 36 months, all inclusive of all applicable taxes.
• Rental must include all costs for rates, municipal services, water, electricity and maintenance.
• No price adjustments or increases during the contract period; quoted price all inclusive.
• Prices subject to yearly escalation in line with market-related escalations (per fees and charges clause).

Payment: monthly on receipt of invoice.

Offer validity: 90 days from closing date.

Maintenance responsibilities (indicate DoA or Lessor):

• Internal maintenance (routine and reactive) — Lessor.
• External maintenance (routine and reactive) — Lessor.
• Garden (if applicable) — Lessor.
• Air conditioning, ramps/stairways, floor covering normal wear, plumbing, fire fighting equipment, electrical — Lessor.

No bid security, bond, or guarantee specified.

CSD registration: mandatory before closing date; tax compliance and company directors verified on CSD; tax status must remain compliant.

LOGIS registration: mandatory before closing date.

Tax Status Verification: for price quotations and competitive bids.

Company registration / CK documents: to be submitted.

B-BBEE: no specific B-BBEE level required; preference points claimed under specific goals (see evaluation criteria).

CIDB: not applicable (not construction).

Property ownership proof: certified copy of title deed if owner bidding; or power of attorney/signed mandate if acting on behalf of owner; or signed deed of sale agreement.

Occupational Health and Safety Certificate: mandatory.

At contracting stage, submit:

• Fire regulation compliance certificate.
• Electricity compliance certificate.
• Disability accessibility compliance certificate.
• Occupation certificate.
• Certificate of compliance to national building regulations.
• Municipal rates clearance certificate or exemption certificate.
• Building Area Certificate (SAPOA drawing) confirming total GLA.
• Written warranty that building complies with National Building Regulations on occupation.

Joint ventures: signed Joint Venture Agreement or intention to form one.

General dealer: supplier arrangement form required.

References: to confirm satisfactory delivery of similar services.

All forms to be completed in black ink; no correction fluid; changes initialled.