Lease of office accommodation for the department of agriculture: humansdorp extension office for 36 months

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 delivered to the tender box.

Address: 64 Govan Mbeki Avenue, Mutual Building, Ground Floor, Port Elizabeth, 6001.

Closing time: 09 November 2026 at 11:00.

Envelope must be clearly marked with the project number and description.

Late bids are not accepted; electronic, telegraphic or facsimile bids are not considered.

Bids must remain valid for 90 days after closing.

Returnable forms (complete in black ink, no correction fluid, initial any changes):

• SBD documents: all must be completed, signed and witnessed.
• Certificate of authority for signatory: authorises the signatory to bind the bidder; attach a board resolution.
• Schedule of work carried out by the bidder.
• Equity Ownership Declaration.
• Detailed quotation with breakdowns.
• CSD registration report with compliant tax status.
• Copy of company registration or CK documents.
• Joint Venture Agreement or intention to form one, if applicable.
• References confirming satisfactory delivery of similar services.
• Written proof of authority to offer the accommodation for leasing.
• OHS certificate.
• Certified copy of title deed, or power of attorney/mandate letter, or signed deed of sale agreement.
• Supplier arrangement form if the bidder is a general dealer.

Disqualification risks:

• Missing, unsigned or unwitnessed forms.
• Use of correction fluid.
• Late submission.
• Failure to attend the compulsory briefing.

Three-stage evaluation:

Stage 1 – Administrative compliance and mandatory requirements (fail = disqualification):

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

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

• Accessibility (30 points): within 3 km of Humansdorp town (15), proximity to main road and public transport (8), proximity to other service centres (7).
• Physical facilities (30 points): leasable area of at least 143 m² (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 (5), reactive (5).

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

• Price: 80 points.
• Specific goals: 20 points.
• Applicable to tenders valued R30 000 to R50 million.
• Award to the highest total score, rounded to two decimal places.

The department requires leased office accommodation in Humansdorp, Kouga Municipality, Sarah Baartman District, for 36 months.

The office will serve as a One-Stop Centre for Administration, Extension Services and Veterinary Services, accommodating 6 personnel.

Location: within Humansdorp town, maximum 3 km radius from town.

Required usable area: approximately 143 m² (variance of only 5% accepted).

Office breakdown:

• 3 offices for Agric Advisors (9 m² each = 27 m²)
• 1 office for Animal Health Technician (9 m²)
• 1 reception area (9 m²)
• 1 office for Cleaner (8 m²)
• Total offices: 53 m²

Facilities:

• 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)
• Passages and ablution areas: 1 disabled, 1 male, 1 female (4 m² each = 12 m²)
• Parking: 2 lockable garages for government vehicles (10 m² each = 20 m²), 1 disabled parking (tarred/paved), 10 open parking spaces (tarred/paved)
• Total facilities: 90 m²

Building requirements:

• All offices: at least 2 power points and 2 network points (CAT 6 cabling).
• Floor-to-ceiling height as close to 2.7 m.
• Doors at least 813 mm wide, five-pin cylinder locks, two keys per lock, two master keys.
• Floor covering to last at least 10 years.
• Each office with its own light switch.
• Telephone jacks in each office (can be fitted after award).
• External perimeter well illuminated at night.
• Neutral colours for walls and ceilings; washable finishes in kitchens, stairs, entrance halls and toilets.
• Suspended ceilings.
• Single tenant occupancy only; no sharing with other tenants.
• Adequate trunking and communication shafts.
• Electrical supply: clean and normal power; one clean and one normal plug point per 10 m², plus two additional plug points per 150 m²; circuits with earth leakage relays (25 mA); comply with SANS 10142.
• Access for persons with disabilities, including toilets.
• Secure onsite archive/filing areas.
• Vertical or Venetian blinds on all windows; burglar bars on windows and outside doors.
• Toilets: separate male and female, disabled facilities, hand washing basins, soap dispensers, mirrors, hand dryers; comply with SANS 10252 and SANS 10400-S.
• Kitchen: sink with hot and cold water, cabinet tops at least 32 mm composite board, power points for fridge, microwave and kettle.
• Secure boundary wall or fence with lockable gates and controlled access.
• Monthly rental to include rates, municipal services, water, electricity and maintenance costs.
• Maintenance of electricity and plumbing is the lessor's responsibility.
• Building must be available for occupation on receipt of letter of award; if not fully compliant, implementation plan not exceeding 2 months from occupancy.
• Building must comply with Occupational Health and Safety Act, 1993; National Building Regulations and Building Standards Act, 1977; Government Immovable Asset Management Act; and Office Accommodation Norms and Standards July 2015.

Pricing must be firm and all-inclusive, covering rates, municipal services, water, electricity and maintenance.

Pricing schedule: monthly rental for Year 1, Year 2, Year 3, plus 15% VAT, total for 36 months.

No price adjustments or increases during the contract period.

Bid prices subject to yearly escalation in line with market-related escalations.

Payment monthly on receipt of invoice.

Maintenance responsibilities: internal and external routine/reactive maintenance, garden (if applicable), air conditioning, ramps/stairways, floor covering, plumbing, fire fighting equipment, electrical work – all lessor's responsibility.

Disputed amounts may be withheld until resolved.

Pricing format: firm prices only; non-firm prices not considered.

Quoted price must be all-inclusive, covering rates, municipal services, water, electricity and maintenance.

No price adjustments or increases during the contract period.

Pricing schedule: monthly rental for Year 1, Year 2, Year 3, plus 15% VAT, total for 36 months.

Payment: monthly on receipt of invoice.

Bid prices subject to yearly escalation in line with market-related escalations.

No bid security, bond or guarantee specified.

Disputed amounts may be withheld until resolved.

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

LOGIS registration: mandatory before closing date.

Tax compliance: verified on CSD for the bidder and company directors.

Company registration: copy of CK documents required.

Property ownership: bidder must be owner, or provide power of attorney/mandate, or signed deed of sale.

OHS certificate: mandatory.

Building compliance certificates (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 certificate

B-BBEE: specific goals under 80/20 system; evidence required for points claimed (ID copy, CIPC registration, CSD report, medical certificate for disability).

No CIDB grading required (not construction).