Lease of office accommodation for department of agriculture in port shepstone (ugu district)

• This tender is for the hire of office accommodation for the Department of Agriculture and Rural Development, Ugu District Office in Port Shepstone.
• The lease period is 5 years with an option to renew for 4 years and 11 months.
• The required space is a gross lettable area of at least 357.50m², comprising 286m² assignable office space and 71.50m² non-assignable space.
• The property must provide 29 parking bays as specified.

• Bid closing date: 12 August 2026.
• Bid closing time: 11:00 AM.
• Compulsory briefing session: 23 July 2026 at 11:00 AM at 17 Andreasen Road, Port Shepstone.

• For bidding procedure enquiries: Contact Ms J. Ngidi. Telephone: 084 069 0861. Email: [email protected]
• For technical enquiries: Contact Ms Z. Ndlazi. Telephone: 074 239 1029. Email: [email protected]
• Bid submission address: Department of Public Works and Infrastructure, Ugu District Office, 17 Andreasen Road, Port Shepstone, 4240.

• Submit your bid in a sealed envelope with the bid number and closing date clearly marked on the outside.
• Deposit the bid in 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 AM. Late bids will not be accepted.
• Telegraphic, telephonic, telex, facsimile, or emailed bids are not accepted.
• You must use the official bidding forms provided (do not retype). Photocopies are allowed but must bear an original signature.
• Bidders must attend the compulsory briefing session on 23 July 2026 at 11:00 AM at 17 Andreasen Road, Port Shepstone. You must bring a hard copy of the bid document to attend.
• Returnable documents required at bid closing include: Certified copy of the building's Energy Performance Certificate (EPC) or proof of application; if the building underwent major renovation within 2 years, provide proof of plans approval or an Occupation Certificate, plus a commitment to submit a certified EPC within 24 months after renovation completion (applies only if building size is 1000m² or above).
• Failure to submit any mandatory requirement will result in disqualification.

Bidders must: Be registered on the Central Supplier Database (CSD) with updated information. Provide valid Tax Compliance Status (PIN/TCS certificate). Not be persons in the service of the state or companies with state-employed directors/members. Attend the compulsory briefing session. Submit a complete bid with all mandatory documentation by the deadline. Property must meet specified size, parking, location (1km from taxi rank), and zoning requirements. Bidders can be property owners, authorized agents, or purchasers (with a signed sale agreement and 36-month transfer window).

• Required office accommodation: A minimum gross lettable area of 286m² of assignable office space, plus 20%-25% (71.50m²) non-assignable space, totalling 357.50m².
• Parking required: 29 bays total, comprising: 15 lock-up bays, 8 undercover bays, 5 open bays, and 1 undercover bay for persons with disabilities within 50m of the building entrance.
• If 29 bays are not available on-site, at least 50% (including the disabled bay) must be on-site. The remaining 50% can be off-site within a 100m radius, requiring proof of address, layout plans, and ownership or lease agreement.
• The building must be zoned Commercial, Office, Public Buildings, or Mixed Use. Provide a valid town planning certificate from the local municipality.
• The building must be within a 1km radius of a taxi rank. Provide a Google Map printout showing this.
• Submit a space planning layout plan, signed by a registered professional architect, showing dimensions, room names matching client needs, assignable/non-assignable areas, emergency evacuation routes, and provision of sanitary fixtures per SANS 10400 Part A.
• Provide a letter from a registered architect confirming the minimum gross lettable area.
• Submit a comprehensive maintenance plan covering scheduled and unplanned maintenance over the lease period.
• Submit a Business Continuity Plan and letter of commitment for backup water and electricity supply.
• Submit the latest Occupation Certificate for existing buildings, or commit to providing it prior to occupation.
• Comply with Energy Performance Certificate (EPC) regulations: Submit a certified copy of the building's EPC or proof of application at bid closing.

• Use the official Pricing Schedule (SBD 3.1) to submit your firm price.
• The schedule requires the bidder's name, signature, date, and the total bid price including VAT in words and figures.
• The offer must be valid for 90 days from the bid closing date.

• Submit your pricing on the official Pricing Schedule (SBD 3.1).
• Only firm prices will be accepted. Prices subject to exchange rate variations are not allowed.
• Your offer must be valid for 90 days from the bid closing date.
• The bid price must include VAT.
• You are responsible for the correctness of your price; any mistakes are at your own risk.

• You must be registered on the Central Supplier Database (CSD). If not registered at bid closing, you will be disqualified.
• Provide your CSD number and declare that your CSD information is correct and up to date.
• Provide your SARS Tax Compliance Status PIN or a printed TCS certificate. If no PIN, provide your CSD number.
• Persons in the service of the state, or companies with directors in the service of the state, are not eligible to bid.
• Submit the required B-BBEE documentation to claim preference points: For ownership goals, provide a sworn affidavit or a SANAS-approved B-BBEE certificate. For youth ownership, provide certified ID copies and B-BBEE certificate. For local enterprise promotion, provide a municipal account, lease agreement, or letter from a ward councillor proving location in uGu District.
• Complete and submit the Bidder's Disclosure (SBD 4) form.
• Submit proof of property ownership: Title Deed/Windeed printout if owner; if an agent, include Title Deed and Power of Attorney; if property is being purchased, include a signed sale agreement and IDs of bidder and owner.

• The successful bidder will be required to sign a written contract form (SBD7) and a lease agreement.
• The contract documents include the invitation to bid, tax clearance certificate, pricing schedule, technical specifications, preference claim forms, bidder's disclosure, special and general conditions of contract.