36-Month lease of office accommodation for the department of agriculture, kirkwood local office (approx. 163 m²)

Closing: 9 November 2026 at 11:00.

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

• Meeting link: https://teams.microsoft.com/meet/371806803401637?p=O02dA7QgdWCOKnoEGW
• Meeting ID: 371 806 803 401 637
• Passcode: mN7n5MQ7

Document availability: from 16 October 2026, on request by email from Mr P. Makasi between 08:00 and 16:30 Monday to Thursday and 08:00 to 16:00 on Friday.

Clarification requests: at least five working days before the closing time.

Bid validity: 90 days from the closing date.

Compulsory briefing session: 28 October 2026 at 11:00, held on Microsoft Teams. Attendance is mandatory.

• 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, 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

Service delivery address

Kirkwood, Sundays River Valley Local Municipality, Sarah Baartman District, Eastern Cape — within 1 km of Kirkwood town.

Submission method: sealed envelope delivered to the tender box.

Delivery address:

64 Govan Mbeki Avenue

Mutual Building, Ground Floor

Port Elizabeth

6001

Envelope marking: project number SCMU8-26/27-0145 and project description.

Closing time: 11:00 on 9 November 2026; bids are opened in public at that time.

Electronic, telegraphic and facsimile bids will not be considered.

Late submissions will not be accepted.

Bid validity: 90 days from the closing date.

Returnable documents:

• Completed and signed SBD documents, signed in full and witnessed.
• CSD registration report showing a compliant tax status.
• Company registration or CK documents.
• Certificate of authority for the signatory, supported by a board resolution.
• Schedule of work carried out by the bidder.
• Equity Ownership Declaration, completed and signed.
• Joint Venture Agreement, or an intention to form one, where bidding as a joint venture.
• Certified copy of the title deed, or a power of attorney or signed mandate letter where acting for the owner, or a signed deed of sale agreement.
• Occupational Health and Safety certificate.
• Supplier arrangement form where the bidder is a general dealer.
• Proof of authority to offer the accommodation for leasing.
• Documentation supporting each specific goal claimed.

Formatting rules: complete all forms in black ink; no correction fluid; correct errors by striking through and initialling; do not retype or redraft the tender forms.

Additional offers must be submitted separately, not combined in one envelope.

Failure to submit all supplementary information renders the bid incomplete and it will be disqualified.

Returnable documents: completed and signed SBD forms; CSD registration report; certificate of authority for the signatory with board resolution; schedule of work carried out; equity ownership declaration; joint venture agreement where applicable; proof of ownership or authority to lease; Occupational Health and Safety certificate; and documentation supporting each specific goal claimed. All forms must be completed in black ink, signed in full and witnessed, with no correction fluid used.

Three-stage evaluation.

Stage 1 — administrative compliance and mandatory requirements (disqualifying if not met):

• Completed and signed SBD documents.
• CSD registration report with compliant tax status.
• Attendance of the compulsory briefing session.
• Signed joint venture or consortium agreement, where applicable.
• Property ownership: certified title deed, or title deed plus power of attorney or signed mandate letter, or a signed deed of sale agreement.
• Occupational Health and Safety certificate.

Stage 2 — functionality, scored out of 100; minimum qualifying score 65/100. Bids below 65 are eliminated.

• Accessibility (in loco inspection): 30 points — within 1 km of Kirkwood town (15), proximity to main road and public transport (8), proximity to retail and healthcare facilities (7).
• Physical facilities (in loco inspection): 30 points — leasable area of at least 163 m² on occupation (15), ablution facilities including disabled facilities (3), staircase, ramp and elevator (2), secure parking (5), standby generator and backup water (5).
• Project implementation plan: 30 points — critical project stages and timelines (15), building inspections (5), compliance certification (5), periodic progress meetings (5). A plan that does not address relevant activities with realistic timelines scores 0.
• Maintenance plan: 10 points — routine and preventative maintenance, internal and external (5), reactive maintenance, internal and external (5), with turnaround times specified.

Stage 3 — price and specific goals under the 80/20 preference point system (PPPFA Regulations, 2022):

• Price: 80 points.
• Specific goals: 20 points — EME or QSE at least 51% black-owned (5), located in the Eastern Cape (2), EME or QSE at least 51% women-owned (7), EME or QSE at least 51% youth-owned up to 35 years (4), EME or QSE at least 51% owned by people with disabilities (2).
• Evidence for ownership claims: ID copy, CIPC registration and CSD report with corresponding ownership status. Eastern Cape location: municipal rates account, councillor letter or lease agreement. Disability: medical certificate and SASSA registration or confirmation from a relevant authority.
• Points for price and specific goals are added and rounded to two decimal places; the highest-scoring bidder is awarded the contract.

The department may decline to award to the most favourable bidder where the bid does not advance designated groups, the risk profile is too high, the bidder already holds a considerable number of departmental or provincial projects, or has performed unsatisfactorily before.

Scope: lease of office accommodation for the Department of Agriculture's Kirkwood local office, serving as a one-stop centre for administration and extension services, for 36 months.

Occupancy: six personnel.

Office space required (approximately 53 m²):

• Four offices for agricultural advisors, 9 m² each (36 m² total).
• Reception for the PAC official, 9 m².
• One office for the cleaner, 8 m².
• Each office to have at least two power points and CAT 6 network cabling with a minimum of two network points.

Facilities required (approximately 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 and a waiting area.
• Passages and ablution areas to OHSA specification: one disabled, one male and one female ablution, 4 m² each (12 m² total).
• Parking: two lockable garages for government vehicles, 20 m² each (40 m² total); one clearly labelled disabled parking bay, tarred or paved; ten open parking bays, tarred or paved.

Total usable area: approximately 163 m², with a permitted variance of 5%.

Building standards:

• Located within Kirkwood town, maximum 1 km from town.
• Single-tenant occupancy; sharing the building is not permitted.
• Clear floor-to-ceiling height of approximately 2.7 m in general areas, with no visible conduits, water pipes or air ducts below the ceiling in offices and public areas.
• Suspended ceilings.
• Office doors of at least 813 mm, each with a five-pin cylinder lock and two keys, plus two master keys; keys handed to the departmental representative on occupation.
• Floor covering of a standard to last at least 10 years.
• Each office to have its own light switch near the door.
• Telephone jack per office to Telkom requirements, with conduits and draw wires provided; the department negotiates line numbers with Telkom.
• External perimeter well illuminated at night, with entrances limited to a minimum.
• Neutral-coloured walls and ceilings; washable, hardwearing walls in kitchens, stairs, entrance halls and toilets.
• Vertical or Venetian blinds on all windows; burglar bars on windows and outside doors.
• Secure boundary wall or fence of durable, weather-resistant material, with controlled vehicle and pedestrian access and lockable gates.
• Electrical supply catering for normal and clean power: one clean and one normal plug point per 10 m² of usable office accommodation, plus two additional plug points per 150 m²; normal plugs in passages for cleaning machinery; socket circuits protected by single-phase earth leakage relays of 25 mA sensitivity; installation to SANS 10142:2003, the Occupational Health and Safety Act and local supply authority requirements.
• Adequate trunking and communication service shafts for network infrastructure.
• Full accessibility for people with disabilities, internally and externally, including toilet facilities, in compliance with SANS 10400-S.
• Combination of open-plan workstations and enclosed offices, with secure on-site archive or filing areas.
• Corporate image of the provincial department visible from the street front.
• Ample street parking for visitors.

Ablutions:

• Separate male and female toilets on each floor, plus disabled toilets.
• Hand-washing taps, basins, soap dispensers, mirrors, hand dryers and sanitary pack holders.
• Water supply and drainage to SANS 10252.
• Norms: one WC per 10 persons up to 60, then one per 20 additional persons or part thereof; one wash basin per two WCs, for both male and female staff and public.

Kitchens:

• At least one small kitchen per floor where staff offices are located, with a sink and hot and cold water, housed in a floor-mounted cabinet with matching wall cabinet and a worktop of at least 32 mm composite board.
• Power points for a small fridge, microwave oven and kettle or urn.

Maintenance and services:

• Monthly rental to include rates, municipal services, water, electricity and maintenance costs.
• Interior and exterior of the premises fully serviced and maintained by the landlord, including day-to-day planned maintenance and fair wear and tear.
• Electricity and plumbing maintenance is the landlord's responsibility.
• Water, electricity, sanitation and refuse removal available on occupation.
• Fire extinguishers installed with safety signage, equipment to SABS standards, maintained and tested at regular intervals; emergency exit doors to OHSA with a labelled assembly point.
• Compliance with the Office Accommodation Norms and Standards, July 2015.
• Building must be available for occupation on receipt of the letter of award; if not fully compliant, the landlord must submit an implementation plan with milestones and completion dates, not exceeding two months from occupancy, while the department occupies the building without disruption. Failure to comply is a breach of contract.
• The department may inspect the building during refurbishment; its approval does not exempt the owner from meeting the minimum standards, and deviations require written permission.
• The department will conduct a site inspection to verify property description, location and accessibility.

Bidders must submit a project implementation plan showing how the building will be ready for occupation within a maximum of two months from award, covering critical project stages and timelines, building inspections, compliance certification and periodic progress meetings. Where the building does not fully meet the requirements, the landlord must submit an implementation plan with clear milestones, deliverables and completion dates, within two months of occupancy, subject to departmental review and approval, while the department occupies the building without disruption. Failure to comply is a breach of contract. Bidders must also complete a maintenance schedule covering routine and preventative maintenance and reactive maintenance, internal and external, with turnaround times specified.

The department invites suitably qualified and experienced property owners or facilities management service providers to bid. Bidders must supply references confirming satisfactory delivery of similar services for the department's risk assessment. The bidder must own the property, or act under a power of attorney or signed mandate letter from the owner; a signed deed of sale agreement is accepted where the property is being sold between entities.

The building must comply with the National Building Regulations and Building Standards Act, 1977, and the Occupational Health and Safety Act, 1993, as amended. Occupational Health and Safety Act certificates must be submitted as returnable documents. Bidders must provide a written warranty that the building will comply with all National Building Regulations on occupation. The department may inspect the building during refurbishment; its approval does not relieve the owner of the minimum standards, and deviations require written permission. The department conducts a site inspection to verify property description, location and accessibility. Services must be delivered in line with the quality standards in the technical proposal and the service level agreement.

Pricing is submitted on ECBD 3.1. Only firm prices are accepted; non-firm prices, including those subject to exchange rate variation, are not considered. The monthly rental must be inclusive of municipal services and maintenance costs and quoted separately for Year 1, Year 2 and Year 3 (12 months each), with 15% VAT shown and a total for the 36-month rental inclusive of all applicable taxes, plus the amount in words. The quoted price must be all-inclusive with all increases over the contract period built in; no price adjustments or increases are considered during the contract. The schedule requires allocation of maintenance responsibilities between the department and the lessor, with estimated monthly cost, for internal maintenance (routine and reactive), external maintenance, garden services, air conditioning, ramps and stairways, floor covering wear, plumbing, firefighting equipment and electrical work. Where different delivery points affect pricing, a separate pricing schedule must be submitted for each.

Pricing: firm prices only; non-firm prices, including prices subject to exchange rate variation, will not be considered.

Pricing schedule (ECBD 3.1): monthly rental inclusive of municipal services and maintenance costs, quoted separately for Year 1, Year 2 and Year 3 (12 months each), plus 15% VAT, with a total for the 36-month rental inclusive of all applicable taxes. Amount to be stated in words as well.

All-inclusive price: all increases over the contract period must be included in the total price; no price adjustments or increases will be considered during the contract.

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

Maintenance allocation: the pricing schedule requires the bidder to indicate which maintenance items are for the department and which for the lessor, with estimated monthly cost — internal maintenance (routine and reactive), external maintenance, garden services, air conditioning, ramps and stairways, floor covering wear, plumbing, firefighting equipment and electrical work.

Payment: monthly, on receipt of an invoice for services rendered. Payment does not constitute acceptance of defective or non-conforming services. The department may withhold disputed amounts until the dispute is resolved.

No bid security or performance bond is stated.

CSD and LOGIS: bidders must be registered on both before the closing date; awards cannot be made to unregistered bidders. Tax compliance and company directors are verified on the CSD, and tax status must remain compliant.

Tax: compliant tax status verified via CSD.

Company registration: CIPC or CK documents required.

Property ownership: the bidder must own the property, or hold a power of attorney or signed mandate letter from the owner; a signed deed of sale agreement is accepted where the property is being sold between entities. Certified title deed required.

Occupational Health and Safety: OHS certificate required as a mandatory requirement.

B-BBEE and specific goals: preference points are claimed under the 80/20 system for EMEs or QSEs at least 51% owned by black people (5 points), women (7 points), youth up to 35 years (4 points) and people with disabilities (2 points), plus 2 points for being located in the Eastern Cape. Evidence: ID copies, CIPC registration and CSD report with corresponding ownership status; municipal rates account, councillor letter or lease agreement for Eastern Cape location; medical certificate and SASSA registration or confirmation of disability for disability claims. Points are not awarded where supporting documents are not attached.

Building compliance certificates required at contracting stage: fire regulation compliance certificate, electrical compliance certificate, disability accessibility compliance certificate, occupation certificate, certificate of compliance with the national building regulations, and municipal rates clearance or exemption certificate.

Documents required before occupation: certificate of occupation, electrical COC certificate and firefighting equipment certificate.

Written warranty required that the building complies with all National Building Regulations on occupation.

References: bidders must provide references confirming satisfactory delivery of similar services for the department's risk assessment.

Disqualification risks:

• Failure to meet any mandatory requirement.
• Failure to attend the compulsory briefing session.
• Incomplete or unsigned SBD or ECBD forms, or forms not witnessed.
• Use of correction fluid.
• Late submission.
• Failure to submit all supplementary information.
• No written proof of authority to offer the accommodation for leasing.
• Non-compliance with the stated conditions.
• Failure to adhere to specifications may lead to termination of the contract.

The building must comply with the Occupational Health and Safety Act, 1993, as amended, and the National Building Regulations and Building Standards Act, 1977.

Fire extinguishers must be installed with safety signage, comply with SABS regulations, and be maintained and tested at regular intervals.

Emergency exit doors must comply with the OHSA and an assembly point must be identified and labelled.

An Occupational Health and Safety certificate is a mandatory bid requirement; a disability accessibility compliance certificate is required at contracting stage.

The landlord is an employer in its own right under the Act, must comply with all health and safety rules at the building, and must notify the department immediately if it cannot comply.

Landlord personnel must report any fire risk immediately and take remedial action.

The property must have a secure boundary wall or fence of durable, weather-resistant material suitable for long-term use, with controlled vehicle and pedestrian access, lockable gates and secure locking mechanisms, designed to prevent unauthorised access while allowing safe entry and exit. The external perimeter must be well illuminated at night and entrances limited to a minimum.

The contract takes effect on the date of the letter of acceptance and runs for 36 months. A contract agreement and service level agreement are signed after award and before work commences. The landlord must comply with all applicable legislation and with departmental procedures at the building, including permit-to-work, health and safety, fire, emergency and security procedures, and may have personnel denied access or replaced for non-compliance. The landlord must provide its operating procedures on written request, is liable for damage or injury caused by poor quality products, and indemnifies the state against loss or third-party claims arising from its acts or omissions. Sub-contracting requires prior written consent, with the landlord remaining liable. Records of all services must be kept for the contract term and provided on request after termination. Performance is measured through reports, complaints, user satisfaction surveys, reviews, inspections and audits. Breach and termination are dealt with under paragraph 23 of the General Conditions of Contract.

Written proof of authority to offer the accommodation must accompany the bid, failing which the bid is eliminated. The department is the sole and final adjudicator of the accommodation's suitability. The accommodation must comply with the National Building Regulations and the Occupational Health and Safety Act, 1993, as amended. The rental commencement date is subject to departmental approval. Landlords may attend the tender opening. Tender forms must not be retyped or redrafted, and additional offers must be submitted separately. The successful landlord bears the cost of alterations needed to meet the user department's requirements. Non-compliance leads to elimination. The contract runs for 36 months with monthly payment against invoice and yearly escalation in line with market-related escalations.

Mandatory requirements, failing which a bid is disqualified:

• Completed and signed SBD documents.
• CSD registration report with a compliant tax status.
• Attendance of the compulsory briefing session.
• Signed agreement by all parties for consortia or joint ventures.
• Certified title deed where the owner bids directly; title deed plus power of attorney or signed mandate letter where acting for the owner; or a signed deed of sale agreement.
• Occupational Health and Safety certificate.
• Proof of authority to sign the bid.
• Compliance with the technical specifications and terms of reference.

Three-stage evaluation: Stage 1 administrative compliance and mandatory requirements; Stage 2 functionality out of 100 with a minimum qualifying score of 65; Stage 3 price and specific goals under the 80/20 preference point system (80 points price, 20 points specific goals) per the PPPFA Regulations, 2022. Functionality covers accessibility and location, physical facilities, the project implementation plan and the maintenance plan.