Lease of office accommodation for the department of agriculture: uitenhage (kariega) extension office – 36 months

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:

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

Technical enquiries:

• Contact: 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: 11:00 on 9 November 2026. Bids are opened in public at the same time and place.

Late, electronic, telegraphic or facsimile bids will not be accepted.

Bids must remain valid for 90 days after closing.

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

• Certificate of Authority for Signatory: confirms the signatory is authorised to bind the bidder; attach a signed board resolution.
• Schedule of work carried out by the bidder.
• Equity Ownership Declaration.
• All SBD forms (including SBD 4 Declaration of Interest, SBD 6.1 Preference Points Claim, SBD 8 Past SCM Practices, SBD 9 Independent Bid Determination).
• Detailed quotation with breakdowns.
• CSD registration report with compliant tax status.
• Company registration or CK documents.
• Joint Venture Agreement or intention to form one, if applicable.
• Proof of authority to offer the accommodation (title deed, power of attorney, or signed deed of sale).
• References for similar services.
• Supplier arrangement form if a general dealer.

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.

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.
• Signed joint venture agreement if applicable.
• Property ownership proof: certified title deed if owner bids directly; or title deed plus power of attorney/mandate if acting for owner; or signed deed of sale.
• Occupational Health and Safety Certificate.

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

• Accessibility (30 points): within 4 km of Uitenhage town (15), proximity to main road and public transport (8), proximity to retail and healthcare (7).
• Physical facilities (30 points): leasable area minimum 208 m² (15), ablutions 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 (5), reactive (5).

Stage 3 – Price and specific goals (80/20 system):

• Price: 80 points.
• Specific goals: 20 points.
• Award to highest total score, rounded to two decimal places.

The department requires leased office accommodation in Uitenhage (within 4 km of town) for 11 personnel, serving as a One-Stop Centre for Administration, Extension Services and Veterinary Services.

Space requirements (approximately 208 m² usable area, 5% variance allowed):

• Offices: 98 m² total (1 x 9 m² Assistant Director, 5 x 9 m² Agric Advisors, 3 x 9 m² Animal Health Techs, 1 x 9 m² reception, 1 x 8 m² cleaner).
• Facilities: 110 m² total (kitchen 10 m², storeroom 12 m², boardroom 30 m², server room 6 m², 3 ablutions 12 m², 2 lockable garages 40 m², disabled parking, 10 open parking spaces).

Building requirements:

• Single tenant occupancy only; no sharing with other tenants.
• Floor-to-ceiling height as close to 2.7 m as possible.
• Doors at least 813 mm with five-pin cylinder locks; two keys per lock and two master keys.
• Floor covering to last at least 10 years.
• Each office to have its own light switch, telephone jack, at least 2 power points and 2 network points (CAT 6).
• Suspended ceilings; conduits and pipes not visible.
• External perimeter well illuminated at night; limited entrances.
• Neutral colours for walls and ceilings; washable surfaces in kitchens, stairs, entrance halls and toilets.
• Vertical or Venetian blinds on all windows; burglar bars on windows and outside doors.
• Alarm system with armed response; landlord must give access to department's security company.
• Secure boundary wall or fence with lockable gates.
• Wheelchair ramp with handrail; disabled access and ablutions per SANS 10400-S.
• Electrical: one clean and one normal plug point per 10 m², plus two additional per 150 m²; earth leakage relays 25 mA; comply with SANS 10142.
• Toilets: separate male/female per floor, disabled toilet, hand washing facilities; norms: one WC per 10 persons up to 60, then one per 20 additional; one basin per two WCs.
• Kitchen: at least one per floor with sink, hot/cold water, power points for fridge, microwave and kettle.
• Landlord responsible for all maintenance (internal and external), rates, municipal services, water, electricity.
• 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 OHSA 1993, National Building Regulations, Government Immovable Asset Management Act, and Office Accommodation Norms and Standards July 2015.

Pricing format: firm, all-inclusive monthly rental covering rates, municipal services, water, electricity and maintenance. No price adjustments over the contract period.

Pricing schedule (ECBD 3.1):

• Rental Year 1 (12 months), Year 2 (12 months), Year 3 (12 months).
• Add 15% VAT.
• Total for 36 months, all taxes included.
• Only firm prices accepted; non-firm prices (e.g. subject to exchange rate) rejected.

Payment: monthly on receipt of invoice.

Escalation: bid prices subject to yearly escalation in line with market-related escalations.

Disputed amounts: DOA may withhold payment of disputed fees until resolved.

No bid security, bond or guarantee specified.

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

LOGIS registration: mandatory before closing date.

Company registration (CK) documents: submit.

Tax compliance: verified on CSD.

B-BBEE: preference points claimed under specific goals (see evaluation criteria); evidence required for each goal.

Property ownership: bidder must be owner or authorised agent; provide certified title deed, power of attorney, or signed deed of sale.

Occupational Health and Safety Certificate: mandatory.

Certificates required at contracting stage:

• 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.
• Building Area Certificate (SAPOA drawing).
• Written warranty that building complies with National Building Regulations on occupation.

Joint ventures: signed agreement or intention to form one.

General Conditions of Contract: Government Procurement GCC July 2010 applies.