Supply and letting of office accommodation (630m²) with parking for KZN department of health, durban – 5-Year lease

• Closing date: 27 November 2026 at 11:00
• Compulsory briefing session: 12 November 2026 at 09:00, Dept. of Public Works & Infrastructure, eThekwini Region, Mayville, ground floor boardroom
• Bidders must forward email address to [email protected] before 16:00 on a date to be confirmed to receive the briefing link (note: briefing is described as in person; confirm details)

Administrative enquiries

• Contact: Ms Khosi Ngcobo
• Telephone: 066 535 7932
• Email: [email protected]

Technical enquiries

• Contact: Mr Mdu Mfeka (also listed as NM Mfeka)
• Telephone: 073 322 1979
• Email: [email protected]

Briefing logistics

• Contact: Janet Ngidi
• Email: [email protected]

Submission address

Department of Public Works and Infrastructure, eThekwini Regional Office

455A King Cetshwayo Highway

Mayville, Durban

4000

Office accommodation location

Must be within 500m of Commercial City Clinic, Shop 10 & 14, 40 Dr AB Xuma Street, Durban

Submission

• Method: sealed envelope deposited in Bid Box 6
• Address: Department of Public Works and Infrastructure, eThekwini Regional Office, 455A King Cetshwayo Highway, Mayville, Durban, 4000
• Closing time: 27 November 2026 at 11:00
• Envelope must show bid number (ZNT03111W), closing date, and bidder name and address
• Each page of the bid document must be initialed; alterations must be initialed; correcting fluid is prohibited
• Bids must be on official forms (not retyped) and complete
• Faxed, emailed, telegraphic, telephonic, or late bids are not accepted
• Post is accepted only if received before closing date and time; proof of posting is not proof of delivery
• Bids will be opened in public shortly after closing

Returnable documents

• SBD 1 (Invitation to Bid) with supplier details and declaration form
• SBD 3.1 (Pricing Schedule – Firm Prices): firm price offer, valid 90 days from closing
• SBD 4 (Bidder's Disclosure): declare any state employment or relationships with procuring institution
• SBD 5 (Declaration): certify bid independence and no collusion
• SBD 6.1 (Preference Points Claim): claim points for specific goals (Black ownership)
• SBD 7.1 or 7.2 (Contract Form): to be signed if awarded
• Section C (CSD Declaration): certify CSD information is correct and up to date
• Section D (Briefing Session Certificate): proof of attendance at the compulsory briefing
• Authority to Sign (company resolution) showing signatory's authority
• Tax compliance: SARS TCS PIN or CSD number
• Any required mandatory annexures (proof of ownership, zoning certificate, plans, etc.)

Evaluation phases

• Phase 1: Administrative compliance – compliance with bid requirements and procurement regulations
• Phase 2: Mandatory requirements – non-compliance leads to immediate disqualification
• Phase 3: Preference point system

Preference point system

• This is an income-generating contract (leasing of state assets); the 80/20 system applies as stated in the SBD 6.1 form, but the tender instructions state 90/10 with 10 points for specific goals
• Price points: 80 (80/20) or 90 (90/10) based on highest acceptable tender (for leasing)
• Specific goals: 20 points (80/20) or 10 points (90/10) for Ownership by Black People
• To claim points, submit original EME/QSE sworn affidavit or valid B-BBEE certificate
• Failure to submit proof means no preference points are claimed

Mandatory requirements (disqualification if not met)

• Property ownership proof (title deed, or power of attorney, or sale agreement)
• Property size: minimum 504m² plus 20-25% non-assignable space, total 630m² GLA
• Parking: 21 bays (19 undercover, 1 open, 1 disability) within 50m of entrance
• Building support services: business continuity plan, back-up water and electricity
• Zoning: within 500m of Commercial City Clinic, CBD or public/mixed use
• Maintenance plan
• Location: within 500m of specified landmark

Mandatory annexures

• Letter from registered professional architect confirming minimum GLA; registration copy at closing
• Emergency and evacuation routes on plan; plan signed by architect
• Letter of undertaking that final plan will be signed after award
• Letter of commitment for back-up water and electricity before occupation
• Occupation certificate (if existing building) at closing; prior to occupation for new
• Proof of plans submission to local authority within 14 days of sign-off
• Town planning certificate from municipality
• Map showing radius from landmark
• Parking layout plan signed by architect
• If previously government-occupied (less than 2 years), letter of reference

Department may conduct risk assessment before award; reserves right not to award to lowest bidder

Scope of supply

• Supply and letting of office accommodation for KZN Department of Health in Durban
• Minimum 504m² assignable space plus 20-25% (126m²) non-assignable space, totalling 630m² gross lettable area (GLA)
• Measured per SAPOA Method for Measuring Floor Areas (MOMFA) for offices
• Lease period: 5 years with option to extend up to 4 years 11 months

Parking

• Total 21 bays: 19 undercover, 1 open, 1 for persons with disabilities
• Disability bay must be within 50m of entrance and undercover
• Plans must show dimensioned and numbered parking layout; if shared building, clear demarcation

Space planning

• Provide legible, fully dimensioned layout with actual areas (m²) and room names matching client needs (see Section N)
• Clearly identify assignable and non-assignable areas
• Provide sanitary fixture calculations per SANS 10400 Part A
• Plans must be signed by registered Professional Architect
• Submit evidence of architect's registration at bid closing

Location and zoning

• Premises must be within 500m radius of Commercial City Clinic, Shop 10 & 14, 40 Dr AB Xuma Street, Durban, or in public buildings/mixed-use zone
• Provide town planning certificate confirming zoning

Building services

• Business continuity plan covering: back-up water (at least 24 hours) and electricity (100% capacity), energy saving measures (e.g. solar, motion sensors)
• Letter of commitment to provide potable back-up water and electricity before occupation
• Occupation certificate required (at closing for existing buildings; before occupation for new)
• Proof of plans submission to local authority within 14 days of sign-off

Maintenance

• Comprehensive maintenance plan: scheduled maintenance dates (structural, mechanical, electrical, plumbing, finishes), unplanned maintenance strategy and turnaround time
• Include sub-contractors, local employment and job creation during lease period
• Disclose if building occupied by government department in last 2 years; if so, provide letter of reference

Quality management requirements focus on the building and its services:

• Professionally prepared and signed space planning plans
• Business continuity plan for water and electricity
• Maintenance plan with scheduled and unplanned maintenance procedures
• Emergency and evacuation routes must be shown in plans
• Compliance with SANS 10400 Part A for sanitary fixtures
• Occupation certificate must be provided before occupation
• Plans must be submitted to local authority within 14 days of sign-off

No specific ISO or other quality certification is mentioned.

Pricing schedule (SBD 3.1) – Firm prices only

• Only firm prices accepted; no exchange-rate or other non-firm adjustments
• Total bid price including VAT must be stated
• Offer must remain valid for 90 days from closing date
• Separate schedule for each delivery point if pricing differs

No other pricing, rates, or bill of quantities are specified in the extracted text.

Pricing

• Firm prices only; no prices subject to exchange rate variations
• Pricing schedule (SBD 3.1) must be completed with total bid price including VAT
• Offer valid for 90 days from closing date
• Separate pricing schedule required for each delivery point if pricing differs

Payment terms

• Payment within 30 days after receipt of invoice and delivery note (standard contract term)

Registration and tax

• Must be registered on Central Supplier Database (CSD) at closing time; unregistered bidders are disqualified
• Provide SARS Tax Compliance Status PIN or valid TCS certificate; alternatively CSD number
• Each consortium/JV/sub-contractor party must submit separate tax compliance documents
• Bidders must not be persons in service of the state, nor companies/directors in service of the state

B-bbee

• Preference points for specific goal: Ownership by Black People (10 or 20 points depending on system)
• Claim points with sworn affidavit (EME: revenue ≤ R10m; QSE: revenue R10m-R50m) or valid B-BBEE certificate
• Original affidavit must be signed and dated by Commissioner of Oaths
• Affidavit valid for 12 months
• Failure to submit proof results in no preference points

Other

• CSD information must be correct and up to date; false information leads to disqualification or contract cancellation
• Attendance at compulsory briefing session is mandatory (certificate required)

Health and safety requirements are embedded in the building specifications:

• Emergency and evacuation routes must be depicted on plans
• Safety of occupants must be ensured, particularly for persons with disabilities (parking within 50m)
• Business continuity plan must address electricity and water supply to maintain essential services
• Building must comply with SANS 10400 Part A (regulations for sanitary fixtures, which relate to occupancy and safety) – but no comprehensive OHS plan is explicitly required in the extracted text.

Lease agreement

• The successful bidder must sign a written contract form (SBD 7.1 or 7.2) and a lease agreement
• The draft lease is included as Section P of the bid document
• The lease is for 5 years with an option to extend up to 4 years 11 months
• The occupant is the KZN Department of Health, with the Department of Public Works and Infrastructure as procuring department
• Bidders must be prepared to meet all mandatory building, parking, services, and maintenance conditions throughout the lease term

General conditions of contract (GCC) apply as per Section I, including standard definitions and provisions for fraud, corruption, and non-performance.

Standard forms

• SBD 8 (Declaration of Past SCM Practices) and SBD 9 (Certificate of Independent Bid Determination) are part of the disclosure requirements, though not separately listed again here.

Evaluation follows three phases: administrative compliance, mandatory requirements, and preference point system. Mandatory requirements are strict – failure leads to immediate disqualification. Preference points: the SBD 6.1 form states the 80/20 system applies (20 points for specific goals), while the tender instructions specify 90/10 (10 points for Black ownership). Bidders should clarify which applies. Points claimed must be supported by required evidence (sworn affidavit or B-BBEE certificate).