Lease of office accommodation in port shepstone for department of agriculture and rural development

• Bid Closing Date and Time: 12 August 2026 at 11:00.
• Compulsory Briefing Session: 23 July 2026 at 11:00.
• Briefing Venue: 17 Andreasen Road, Port Shepstone.
• Note: No tender documents will be issued at the briefing. You must bring a hard copy of the bid document to be admitted. Late arrivals will not be admitted.

• For bidding procedure enquiries: Contact Ms J. Ngidi.

• Phone: 072 514 5484
• Email: [email protected]

• For technical enquiries: Contact Ms Z. Ndlazi.

• Phone: 074 239 1029
• Email: [email protected]

• Submission Address: Department of Public Works and Infrastructure, uGu District Office, 17 Andreasen Road, Port Shepstone, 4240.

• Submit your bid by the closing time: 11:00 on 12 August 2026.
• Deliver your bid in a sealed envelope to the bid box at: Department of Public Works and Infrastructure, uGu District Office, 17 Andreasen Road, Port Shepstone, 4240.
• Late bids, faxed, emailed, or telegraphed submissions will not be accepted.
• You must use the official bid forms provided; photocopies are allowed but must bear an original signature.
• Each page of the bid document must be initialed by the bidder.
• The envelope must clearly state the bid number (ZNT3292W), your name/company, and the closing date.
• Bids without the correct bid number on the envelope may be opened, resealed, and the number added.
• Bids found in any other box or location after closing will not be considered.
• Proof of posting is not accepted as proof of delivery.
• Bids must be complete; incomplete submissions risk disqualification.
• Returnable documents required include: Certified copy of the building's Energy Performance Certificate (EPC) or proof of application. If the building underwent major renovation within the last 2 years, submit proof of plans approval from the municipality or an Occupation Certificate, plus a commitment to submit a certified EPC within 24 months of renovation completion (applicable only if building size is 1000m² or more).
• You must be registered on the Central Suppliers Database (CSD) by the bid closing time; failure to register will lead to disqualification during evaluation.
• A compulsory briefing session is scheduled; see 'Important Dates' for details.

Bidders must be registered on the Central Supplier Database (CSD) and be tax compliant. The bidder must be the property owner or have a valid Power of Attorney/mandate from the owner. The property must be correctly zoned and meet all specified spatial, parking, and technical requirements. Submission must include all mandatory documentation; failure results in disqualification. The 80/20 preference system awards points for Black ownership (10), Black women ownership (5), and local enterprise promotion within uGu District (5).

• The required office accommodation must have a minimum Gross Lettable Area (GLA) of 372m² of assignable space, plus 20%-25% (93m²) of non-assignable space, totalling 465m².
• Floor areas must be measured according to the latest SAPOA Method for Measuring Floor Areas (MOMFA) for Offices.
• You must provide a detailed, legible space planning layout plan, signed off by a registered professional architect. The plan must:

• Be fully dimensioned with actual areas in m² for all spaces.
• Show room names corresponding to the client's needs.
• Include a site plan depicting a dimensioned and numbered parking layout.
• Clearly identify assignable and non-assignable areas.
• Provide calculations for sanitary fixtures demonstrating occupancy per SANS 10400 Part A.
• Depict emergency evacuation routes and assembly areas.

• Parking Requirements: A total of 22 dedicated parking bays must be provided on-site, comprising:

• 11 lock-up bays.
• 7 undercover bays.
• 3 open bays.
• 1 undercover bay for persons with disabilities, located within 50m of the building entrance.

• If parking is in a shared building, the plan must show clear demarcation and numbering.
• Building Support Services: You must submit a Business Continuity Plan covering:

• Backup water supply for toilets and drinking water.
• Functional backup electricity supply for 100% capacity during municipal disruptions.
• Energy-saving measures (e.g., motion sensors, solar panels, natural lighting).

• A letter of commitment to provide potable backup water and electricity supply prior to client occupation must be submitted with the bid.
• An Occupation Certificate for the offered building (if existing and previously occupied) must be submitted at bid closing. For partially constructed buildings, it will be required prior to occupation.
• Proof of plans submission to the relevant Local Authority must be provided within 14 days of plan sign-off.
• The building must be zoned Commercial, Office, Public Buildings, and/or Mixed Use. A town planning certificate from the local municipality confirming zoning is required.
• A comprehensive maintenance plan covering the 5-year lease period (with option to renew) must be submitted, including:

• Scheduled maintenance dates for structural, mechanical, electrical, plumbing, and finishes.
• Strategy and turnaround time for unplanned maintenance.
• Plan to include subcontractors, address locality, targeted groups, and job creation.

• If the building was occupied by any government department in the last two years, a reference letter detailing maintenance history and landlord cooperativeness must be submitted.
• The building must be located within a 1 km radius of a taxi rank or any government facility. A Google Map showing this radius is required.
• Energy Performance Certificate (EPC): A certified copy of the building's EPC must be submitted, effective from 7 December 2025. For buildings undergoing major renovation within 2 years of bid submission, submit an Occupation Certificate and a written commitment to provide the EPC within 24 months of renovation completion or lease commencement.

• You must complete the Pricing Schedule (SBD 3.1) with firm prices only.
• Non-firm prices, including those subject to exchange rate variations, will not be considered.
• The bid price must include VAT.
• Your offer must be valid for 90 days from the bid closing date.
• You confirm that the prices quoted cover all goods/works specified and accept full risk for any pricing errors.

• You must submit a firm price; prices subject to exchange rate variations or non-firm prices will not be considered.
• The bid price must include VAT.
• Your offer must be valid for 90 days from the bid closing date (12 August 2026).
• The pricing schedule (SBD 3.1) must be completed and submitted as part of your bid.
• You are responsible for the correctness of your price; any mistakes in pricing or calculations are at your own risk.
• The successful bidder will be required to sign a written contract form (SBD 7) and a lease agreement.

• Central Suppliers Database (CSD): You must be registered on the CSD by the bid closing time. Failure to register will result in disqualification during evaluation.
• Tax Compliance: You must provide your SARS-issued Personal Identification Number (PIN) for tax status verification. Alternatively, you may submit a printed Tax Compliance Status (TCS) certificate. If no TCS PIN is available but you are registered on the CSD, provide your CSD number.
• For consortia/joint ventures/sub-contractors, each party must submit a separate TCS certificate/PIN/CSD number.
• B-BBEE: Preference points are allocated for specific goals (see 'Evaluation Criteria'). To claim points for Black Ownership and Women Ownership, submit either a sworn affidavit or a SANAS-approved B-BBEE certificate.
• Enterprises claiming preference points as Exempted Micro Enterprises (EMEs) or Qualifying Small Enterprises (QSEs) must complete the applicable sworn affidavit forms provided in the bid document.
• Declaration: You must complete the bidder's disclosure form (SBD 4) declaring any relationships with state employees, conflicts of interest, and confirming independent bidding without collusion.
• Persons in the service of the state, or companies with directors who are state employees, are not eligible to bid.
• Proof of property ownership or authority to act: If you are the property owner, submit a copy of the Title Deed or Windeed printout. If acting as an agent, submit both the Title Deed and a Power of Attorney/mandate letter. For a property in the process of being purchased, submit a signed sale agreement and the current owner's Title Deed, plus certified copies of IDs for both bidder and owner.

• The lease period is 5 years, with an option to renew for a further 4 years and 11 months.
• The successful bidder will be required to sign a written contract form (SBD 7) and a lease agreement.
• The contract documents include the invitation to bid, tax clearance certificate, pricing schedule, technical specifications, preference claims, bidder's disclosure, special and general conditions of contract.
• You accept full responsibility for the proper execution of the contract.
• The department reserves the right to withdraw or cancel the bid at any stage.