Provision of 200 sqm provincial office space in east london, eastern cape for the NDA (60 months)

Closing: 02 November 2026 at 12h00.

Briefing session (non-compulsory): 19 October 2026, 10h00–11h00, via Microsoft Teams. Link: https://teams.microsoft.com/meet/365318077614663?p=698m5vHJmHK1lDq7KG

Query deadline: 29 October 2026 at 17h00.

Occupation date of the premises: March 2027.

Bid validity: 150 days from the closing date.

SCM / commercial enquiries

• Contact: Ms Nomvula Moloi
• Telephone: 011 018 5562 (weekdays 08h30–17h00)
• Email: [email protected]

Technical enquiries

• Contact: Ms Khanyi Mngomezulu
• Telephone: 079 126 9278
• Email: [email protected]

Submission address

26 Wellington Road

Parktown

Johannesburg

2193

Invoices

• Email: [email protected]

Submission method: physical delivery into the tender box at NDA Head Office, 26 Wellington Road, Parktown, Johannesburg, 2193. The box is at the main entrance and accessible 24/7.

Closing: 02 November 2026 at 12h00. Late bids are not accepted and will be returned unopened where practicable.

Bidders outside Gauteng: courier is advised; the NDA accepts no responsibility for documents sent by post.

Two-envelope system:

• Technical & Mandatory Envelope: all information required under the technical/functional criteria and the mandatory requirements.
• Commercial Envelope: price quotation plus all SCM administrative documents.

Both sealed envelopes must be placed in one outer sealed package.

Outer envelope marking: bid reference CS03/03/26, the bid description, the closing date and time, and the bidder's name and address. The envelope must also state the province being bid for.

Packaging: thermal and perfect binding; submit 1 original, 1 copy and a labelled memory stick.

Content page: a detailed content page and page dividers cross-referencing where each technical requirement appears in the bid.

Returnable forms and documents:

• SBD 1 (Invitation to Bid): bidder details and signed offer.
• SBD 3.1 (Pricing Schedule – Firm Prices): completed with a detailed cost breakdown in Excel.
• SBD 4 (Declaration of Interest): discloses state employment or connections to the procuring institution.
• SBD 6.1 (Preference Points Claim): claims the specific goals; unclaimed goals score no points.
• Valid SARS Tax Clearance Certificate, tax compliance PIN or CSD report; each JV/consortium/sub-contractor party submits its own.
• CIPC or other formal company registration documents.
• Letter or resolution authorising the signatory to bind the bidder.
• Signed JV/consortium agreements, where applicable.

Disqualification risks:

• Any SCM administrative requirement omitted.
• No total bid price on SBD 3.1 — treated as a bid with no offer and non-responsive.
• Signatory not legally appointed by the bidder.
• Prices written in pencil.
• Mandatory requirement confirmations not submitted in a signed letter that expressly lists each requirement; a one-line blanket confirmation is rejected.
• Bids from persons in the service of the state, or companies whose directors or members are.

Four-phase evaluation.

Phase 01 — SCM administrative compliance.

Phase 02 — Mandatory requirements.

Phase 03 — Technical/functional evaluation, in two stages.

Phase 04 — Price and specific goals under the 80/20 preference point system.

Minimum qualifying score: 80/100 on functionality. Bids below 80 are disqualified and not evaluated further.

Stage 01 — Desktop evaluation (100 points):

• Company experience in office space management: 15 points. Three appointment letters from the past five years, each on the client's letterhead, signed by an authorised client representative and carrying client contact details. Each compliant letter scores 5; a letter missing any requirement scores 0.
• Project plan (tenant improvement, 2-month completion): 55 points. Gantt chart with timelines (20), sequence of activities (5), dependencies (5), critical path (5) and outlined key deliverables with milestone dates (15). A plan exceeding 2 months scores 35 instead of 55.
• Proposed floor layout: 30 points. Clear floor plan showing functional layout and utilisation, gross floor area at least 200 sqm. Zero if not submitted.

Stage 02 — Site inspection (100 points):

• Location within a 2 km radius of the office, near a public road and public transport: 15 points (0 beyond 2 km).
• Security: 40 points — 24/7 physical guard (10), cameras at all entry points (10), parking (5), common areas (5), doorbell at the NDA entrance (5), recording of all visitors at the main entrance (5).
• Backup power during business hours: 25 points.
• Disability access: 20 points — functional lift or ground floor with ramp and rail.

Minimum qualifying score at Stage 02: 80/100. Requirements not identified during the site inspection score zero.

Phase 04 — 80/20 preference points (100 points):

• Price: 80 points; lowest acceptable bid scores 80, higher bids score pro rata lower.
• Enterprises owned by black people: 10 points, determined by percentage black shareholding.
• Enterprises located in East London, Berea, Beacon Bay or Vincent: 4 points. A certified proof of address (municipal rates account or stamped councillor's letter) must be attached; no proof scores zero points but does not disqualify. Locality is verified on the CSD report.
• Enterprises owned by black African women: 2 points, determined by percentage shareholding.
• Enterprises owned by black African youth: 4 points, determined by percentage shareholding.

Specific goal points are verified against the CSD I AM registered report. The highest-ranked bidder is awarded the bid; the NDA may decline to appoint and does not reimburse bid costs.

Property selection: the Bid Evaluation Committee evaluates proposals, visits shortlisted properties for physical inspection and verifies submitted information, then recommends to the Bid Adjudication Committee for final adjudication and approval.

The NDA requires a letting agent or property owner to provide provincial office space in East London, Eastern Cape, for a 60-month period.

Premises required

• Size: 200 sqm.
• Covered parking: 7 bays plus 1 disability bay; an additional 2 visitor bays at no cost.
• Occupation: March 2027.
• Occupants: 9.

Location and access

• Centrally located near a public road and public transport, within a 2 km radius of the office.
• Not in the vicinity of schools, colleges, student residences, nightclubs, taverns or pubs/bottle stores.
• Disability friendly: existing functional lift, or ground floor with ramp and rail.
• Two exit/entry points; security gates at the main entrance unless not accessible to the public.
• Ground floor or an existing fully functional lift.
• Fibre ready.
• Individually controlled, fully functional air conditioners.
• Ablutions for men, women and people with disabilities, on the same floor as the office; if disability ablutions do not exist, a signed letter confirming construction before occupation at no cost to the NDA.
• Window blinds on all windows in NDA corporate colours.
• Partitioning to NDA's office needs.
• Building grade A or B, confirmed by letter from an architect or other South African regulatory body for commercial properties.
• Qualified architectural team available to engage with the NDA at partitioning stage.

Security

• 24/7 physical security guard.
• Cameras at all entry points, parking areas and common areas.
• Doorbell at the NDA main entrance.
• All visitors recorded at the main security entrance.

Power and water backup

• Backup power during working hours supporting server, lights, plugs and lift; solar, diesel or other.
• Landlord to provide a jojo tank or other water backup for outages.

Tenant improvement and maintenance

• Tenant improvement allowance of R1 500 per square metre, VAT inclusive, clearly indicated in the bid. Rates submitted excluding VAT will be recalculated by the NDA to include VAT.
• The landlord refurbishes using the TI amount with no financial contribution from the NDA; works include flooring, ceilings, partitioning, ablutions, paintwork, electrical installations, plumbing, window blinds, signage and everything needed for a functional office.
• Internal and external branding and signage, parking bay labelling and tenant listing must be allowed.
• Building maintenance, including fire extinguishers, is the landlord's responsibility; logged calls must be responded to within 48 hours.
• Electrical certificate of compliance for the premises to be submitted before occupation.
• Property insurance certificate to be attached.
• Signed written confirmation letters are required for each of the location, accessibility, parking, partitioning, security and backup power requirements; a parking layout without the confirmation letter is insufficient.
• Failure to submit the electrical certificate of compliance or water backup may result in suspension or termination of the contract.

Company experience: the landlord must have office space management experience. Three appointment letters issued within the past five years must be submitted as proof of previous office accommodation experience. Each letter must be on the client's official letterhead, signed by an authorised client representative, and include client contact details for verification. Each compliant letter scores 5 points; incomplete letters score zero.

Project plan: a comprehensive plan with a Gantt chart, sequence of activities, dependencies, critical path and key deliverables with milestone dates, for tenant improvement completion within 2 months.

Architectural capability: confirmation of a qualified architectural team available to engage with the NDA at partitioning stage.

Property selection process: the Bid Evaluation Committee evaluates all proposals, visits shortlisted properties for physical inspection, verifies the information submitted about each property, and makes final recommendations to the Bid Adjudication Committee for adjudication and approval by the relevant authority.

Technical evaluation is scored in two stages — desktop evaluation and site inspection — each out of 100 points, with a minimum of 80 points required to progress. Requirements not identified during the site inspection score zero.

Mandatory quality-related submissions include the OHS compliance certificate, the grade A or B building confirmation, the property insurance certificate, and signed confirmation letters for each mandatory requirement.

Pricing is submitted on SBD 3.1 (Pricing Schedule – Firm Prices) with a detailed cost breakdown in Excel. Only firm prices are accepted; non-firm prices, including those subject to exchange-rate variation, are not considered.

The schedule covers 60 months of office space provision, with all applicable taxes included in the bid price and all delivery costs included.

A total bid price must appear on SBD 3.1; without it the bid is treated as having no offer and is non-responsive. Where the itemised breakdown and the SBD 3.1 total differ, the SBD 3.1 amount is the final bid offer.

Bidders must indicate whether prices are fixed and firm for the contract period, and if not, the proposed escalations.

Prices must be typed in black ink or written in pen; pencil-written proposals are not accepted.

The tenant improvement allowance of R1 500 per square metre, VAT inclusive, must be clearly indicated in the bid.

Pricing

• Detailed cost breakdown of all applicable costs, including initial setup costs, monthly costs and any other costs.
• All prices must be VAT inclusive.
• Prices must be fixed and firm for the contract period; if not, proposed escalations must be indicated. Only firm prices are accepted under SBD 3.1; non-firm prices, including exchange-rate-variable prices, are not considered.
• No arithmetic errors are permitted; the NDA will not correct errors and no adjustments to quotations are allowed.
• The itemised breakdown must match the total on SBD 3.1; where they differ, the SBD 3.1 total is taken as the final bid offer.
• Tenant improvement allowance: R1 500 per square metre, VAT inclusive.

Payment

• Invoices paid 30 days from date of submission and approval.
• Invoices to be sent to [email protected].
• No bidder costs are reimbursed for participating in the bid.

Price negotiation

• Where the highest-scoring bidder's price is not reasonable or market-related, the NDA may negotiate; if agreement is not reached, the NDA may cancel the bid or negotiate with the second- or third-highest bidder in order.

CSD registration: mandatory. The NDA will not appoint a supplier not registered as a prospective supplier on the Central Supplier Database.

Tax: valid SARS Tax Clearance Certificate, tax compliance status PIN or CSD number. Each party to a consortium, joint venture or subcontract arrangement must submit its own certificate, PIN or CSD number.

Company registration: CIPC or other formal company registration documents.

Authority: letter or resolution authorising the person signing the bid documents and contracts.

Standard forms to complete, sign and return: SBD 1 (Invitation to Bid), SBD 3.1 (Pricing Schedule – Firm Prices, with Excel cost breakdown), SBD 4 (Declaration of Interest), SBD 6.1 (Preference Points Claim).

Mandatory requirements (Phase 02):

• Municipal zoning certificate confirming business or industrial use; warehouses are not accepted.
• OHS compliance certificate for the building, approved by the Municipal Building Control Officer, the Municipal Fire Department under the National Building Regulations and Building Standards Act, or the Department of Employment & Labour.
• Grade A or B building confirmation from an architect or other South African regulatory body for commercial properties.
• Valid property insurance certificate.
• Signed letter expressly confirming each mandatory requirement; a one-line blanket confirmation is rejected and failure to submit results in immediate disqualification.
• Confirmation of parking bays as required.
• Confirmation of a qualified architectural team available at partitioning stage.

B-BBEE and specific goals: points are claimed on SBD 6.1 and verified against the CSD I AM registered report. Joint ventures, consortiums, trusts and partnerships must submit a consolidated B-BBEE scorecard or certificate prepared for the bid, plus signed proof of the arrangement.

State employment: bids are not considered from persons in the service of the state, companies with such directors, or close corporations with such members.

Ethics: suppliers may not induce NDA employees with gifts; the NDA pledge must be signed.

A valid, certified OHS compliance certificate for the proposed building must be submitted, approved by the Municipal Building Control Officer, the Municipal Fire Department under the National Building Regulations and Building Standards Act, or the Department of Employment & Labour.

Building maintenance, including fire extinguishers, is the landlord's responsibility, and logged calls must be responded to within 48 hours.

The premises must have two exit/entry points, security gates at the main entrance unless not accessible to the public, and a 24/7 physical security guard with cameras at all entry points, parking and common areas.

Contract duration: 60 months, with occupation from March 2027.

A binding contract is signed once both parties agree the scope and terms; the NDA legal department drafts the contract that forms the basis of the final terms.

The General Conditions of Contract apply, covering payment, prices, contract amendments, assignment, subcontracting, delays in performance, penalties, termination for default, dumping and countervailing duties, force majeure, termination for insolvency, dispute settlement, limitation of liability, governing language, applicable law, notices, taxes and duties, and the National Industrial Participation Programme.

Special commercial conditions — the NDA reserves the right to: accept part of a bid rather than the whole; conduct site inspections, product evaluations or explanatory meetings before or after adjudication; correct mistakes at any stage; cancel or terminate the process at any stage, including after the closing date, after presentations, after evaluation or after notifying the preferred bidder; and award to multiple bidders on size or geographic grounds.

The NDA may contact references during evaluation and adjudication.

Bid validity: 150 days from the closing date.

Addenda: the NDA may change information or issue an addendum before the closing date and time, and will communicate amendments to all bidders.

Price negotiation: if the highest-scoring bidder's price is not reasonable or market-related, the NDA may negotiate, cancel the bid, or negotiate with the second- or third-highest bidder in order.

Ethics: the NDA does not demand money for work, prohibits suppliers from inducing employees with gifts, and requires declaration of gifts received; bidders must sign the NDA ethics pledge.

Evaluation runs in four phases: Phase 01 SCM administrative compliance; Phase 02 mandatory requirements; Phase 03 technical/functional evaluation in two stages; Phase 04 price and specific goals under the 80/20 system.

Minimum qualifying score: 80/100 on functionality, applied at both the desktop stage and the site inspection stage. Bids below 80 are disqualified.

Desktop stage (100 points): company experience 15 (three appointment letters from the past five years, 5 points each, zero for incomplete letters); project plan 55 (Gantt timelines 20, sequence of activities 5, dependencies 5, critical path 5, key deliverables and milestones 15; 35 points if completion exceeds 2 months); proposed floor layout 30 (zero if not submitted).

Site inspection stage (100 points): location within 2 km 15; security 40 (guard 10, cameras at entry points 10, parking 5, common areas 5, doorbell 5, visitor recording 5); backup power 25; disability access 20. Requirements not identified on site score zero.

Phase 04 (100 points): price 80; enterprises owned by black people 10; enterprises located in East London, Berea, Beacon Bay or Vincent 4; enterprises owned by black African women 2; enterprises owned by black African youth 4. Specific goal points are verified on the CSD I AM registered report. The highest-ranked bidder is awarded the bid.