Hire of office accommodation for department of human settlements in port shepstone (312.5m² Plus 19 parking bays for 5 years)

• Bid closing date: 12 August 2026.
• Bid closing time: 11:00.
• Compulsory briefing session: Date: 23 July 2026. Venue: 17 Andreasen Road, Port Shepstone. Time: 11:00.
• Bidders must arrive on time for the briefing; late arrivals will not be admitted.
• No site inspection meeting certificates will be issued at the briefing; the certificate must be signed during the briefing.

• For bidding procedure enquiries: Contact Person: Ms J. Ngidi. Telephone: 072 514 5484. Email: [email protected].
• For technical enquiries: Contact Person: Ms Z. Ndlazi. Telephone: 074 239 1029. Email: [email protected].
• Submission address: Department of Public Works and Infrastructure, uGu District Office, 17 Andreasen Road, Port Shepstone, 4240.

• Submit bids to the bid box at: Department of Public Works and Infrastructure, uGu District Office, 17 Andreasen Road, Port Shepstone, 4240.
• Closing date: 12 August 2026. Closing time: 11:00. Late bids will not be accepted.
• Bids must be submitted on the official forms provided (not retyped). Photocopies are allowed with original signatures.
• Each bid must be in a separate sealed envelope with the bidder's name, address, bid number (ZNT3285W), and closing date clearly indicated.
• No telegraphic, telephonic, telex, facsimile, or email submissions are accepted.
• Bidders must initial every page of the bid document. Use of correcting fluid is prohibited.
• Returnable documents include: Certified copy of Energy Performance Certificate (EPC) or proof of application; for buildings over 1000m² or recently renovated, proof of plans approval or Occupation Certificate and a commitment to submit EPC within 24 months.
• Bidders must attend the compulsory briefing session and have the site inspection certificate signed and stamped by the Department representative.
• Bidders without a hard copy of the bid document will not be allowed into the briefing.
• Failure to comply with submission requirements may result in disqualification.

Bidder must be registered on Central Supplier Database; must provide tax compliance proof; must attend compulsory briefing session; property must be commercially zoned; must submit all mandatory documentation including title deed, EPC certificate, occupation certificate, and architect-confirmed floor plans.

• Required office accommodation: Minimum 250m² assignable office space plus 20%-25% (62.50m²) non-assignable space, totalling 312.50m² Gross Lettable Area (GLA) measured per latest SAPOA Method for Measuring Floor Areas (MOMFA).
• Parking required (19 bays total, 100% on-site): 6 lock-up bays, 6 undercover bays, 5 open bays, 1 bay for people living with disabilities (within 50m of building entrance and undercover), 1 wash bay.
• Building must be within a 5km radius from Oribi Shopping Centre and transportation route.
• Zoning: Building must be zoned Commercial, Office, Public Buildings, and/or Mixed Use. A valid town planning certificate from the Local Municipality (valid for 12 months) must be provided.
• Space planning layout must be provided: legible, fully dimensioned, with actual areas in m², room names matching client needs, site plan showing dimensioned and numbered parking layout, clear demarcation if parking is shared, identification of assignable/non-assignable areas, calculations for sanitary fixtures per SANS 10400 Part A.
• A letter from a registered professional architect confirming the minimum gross lettable area (with registration number) and a signed-off plan depicting emergency evacuation routes and assembly areas are required.
• Business Continuity Plan required for water (back-up tank) and electricity (functional back-up supply for 100% capacity). A letter of commitment for provision of potable back-up water and electricity prior to client occupation must be submitted.
• Latest Occupation Certificate must be submitted for existing previously occupied buildings. For partially constructed buildings, it will be required prior to occupation.
• Maintenance plan required: scheduled maintenance dates over lease duration (structural, mechanical, electrical, plumbing, finishes), strategy for unplanned maintenance, inclusion of subcontractors, locality, targeted groups, and job creation.
• If the building was occupied by a government department in the last two years, a reference letter on maintenance history and landlord cooperativeness must be submitted.
• Energy Performance Certificate (EPC) compliance: A certified copy of the building's EPC must be submitted. For major renovations within 2 years, an Occupation Certificate and commitment to submit EPC within 24 months after practical completion are required.

• Only firm prices will be accepted. Non-firm prices (including those subject to exchange rate variations) will not be considered.
• The bid price must include VAT.
• The offer must be valid for 90 days from the closing date of the bid.
• Bidders must submit a Tax Clearance Certificate or Tax Compliance Status PIN issued by SARS.
• In bids involving consortia/joint ventures/sub-contractors, each party must submit a separate TCS certificate/PIN/CSD number.
• The successful bidder will be required to fill in and sign a written contract form (SBD7) and a lease agreement.

• Mandatory property ownership: Bidder should ideally be the owner. If not, a power of attorney from the owner must be included. For property being purchased, a signed deed of sale agreement is required, with transfer finalized within 36 months of award.
• Proof required: Copy of Title Deed/Windeed printout (if owner); or Title Deed and Power of Attorney/mandate letter/lease agreement (if agent); or signed Sale Agreement with current owner's Title Deed and certified copies of IDs for both bidder and owner(s).
• Central Supplier Database (CSD) registration is mandatory. Bidders must be registered on the CSD at closing time; failure will result in disqualification.
• Tax compliance: Bidders must submit their SARS Personal Identification Number (PIN) or a printed Tax Compliance Status certificate.
• B-BBEE: Preference points are allocated for Ownership by Black People (20 points). Proof via sworn affidavit or SANAS-approved B-BBEE certificate is required.
• No bids will be considered from persons in the service of the state, companies with directors in the service of the state, or close corporations with members in the service of the state.
• Bidders must complete and submit the Bidder's Disclosure form (SBD 4).