Provision of office accommodation for a period of up to five (5) years in respect of phalaborwa satellite office

Landlord must provide title deed or authorised agent letter; failure to do so results in disqualification.

Why it matters: The source identifies this as a mandatory or eligibility condition for a compliant bid.

No source document identifier is stored for this item.

Location must be within Phalaborwa CBD, within 2 km of public transport and magistrate court, and be disability‑accessible.

Why it matters: The source identifies this as a mandatory or eligibility condition for a compliant bid.

No source document identifier is stored for this item.

Minimum office space 97‑120 m², with air‑conditioning, two power plugs per desk, fire exits, and at least three covered lockable parking bays.

Threshold: Minimum office space 97‑120 m²

Why it matters: This is a qualified operational interpretation of the stored scope, not a stated mandatory or scored criterion.

Inferred from stored analysis; verify against the source document. No source document identifier is stored for this item.

Operational lease for a minimum of five (5) years; no rental deposit.

Threshold: minimum of five (5) years

Why it matters: This is a qualified operational interpretation of the stored scope, not a stated mandatory or scored criterion.

Inferred from stored analysis; verify against the source document. No source document identifier is stored for this item.

Separate water and electricity meters must be provided (municipality/Eskom or other certified provider).

Why it matters: The source identifies this as a mandatory or eligibility condition for a compliant bid.

No source document identifier is stored for this item.

Landlord must maintain exterior and common areas and include a right‑of‑first‑refusal clause for any future sale.

Why it matters: The source identifies this as a mandatory or eligibility condition for a compliant bid.

No source document identifier is stored for this item.

Space requirements: total usable area between 97 m² and 120 m², comprising offices, cubicles, reception, consultation rooms, toilets (including disabled facilities), kitchen, server/network room, and walkways.

Why it matters: This is a qualified operational interpretation of the stored scope, not a stated mandatory or scored criterion.

Inferred from stored analysis; verify against the source document. No source document identifier is stored for this item.

Snag list to be addressed within 30 days of occupation.

Threshold: 30 days

Why it matters: This is a qualified operational interpretation of the stored scope, not a stated mandatory or scored criterion.

Inferred from stored analysis; verify against the source document. No source document identifier is stored for this item.

• Scope: Provide office accommodation for up to five (5) years at the Phalaborwa satellite office. • Deliverables must meet the specifications set out in the tender document; any deviation must be clearly indicated. • Quality assurance: bidder must rectify any defects at own cost and time; defects must be noted separately on billing. • Intellectual property created under the contract vests in Legal Aid SA unless otherwise agreed in writing. • Disbursements, travel and subsistence costs are reimbursable only with prior written approval and must be supported by receipts. • All documents submitted become the property of Legal Aid SA.

Why it matters: The source identifies this as a mandatory or eligibility condition for a compliant bid.

No source document identifier is stored for this item.

Water backup/uninterrupted supply must be guaranteed before occupation.

Why it matters: The source identifies this as a mandatory or eligibility condition for a compliant bid.

No source document identifier is stored for this item.

Provide a detailed price schedule that includes VAT (attach proof of VAT registration or pending registration).

Why it matters: This is a qualified operational interpretation of the stored scope, not a stated mandatory or scored criterion.

Inferred from stored analysis; verify against the source document. No source document identifier is stored for this item.

Include:

Why it matters: This is a qualified operational interpretation of the stored scope, not a stated mandatory or scored criterion.

Inferred from stored analysis; verify against the source document. No source document identifier is stored for this item.

– Rental rate per square metre;

Why it matters: This is a qualified operational interpretation of the stored scope, not a stated mandatory or scored criterion.

Inferred from stored analysis; verify against the source document. No source document identifier is stored for this item.

– Rate per parking bay;

Why it matters: This is a qualified operational interpretation of the stored scope, not a stated mandatory or scored criterion.

Inferred from stored analysis; verify against the source document. No source document identifier is stored for this item.

– Annual escalation rate (must not exceed CPI unless justified);

Why it matters: The source identifies this as a mandatory or eligibility condition for a compliant bid.

No source document identifier is stored for this item.

– Tenant Installation Allowance offered by the landlord;

Why it matters: This is a qualified operational interpretation of the stored scope, not a stated mandatory or scored criterion.

Inferred from stored analysis; verify against the source document. No source document identifier is stored for this item.

– Tenant’s share of proportionate costs, if applicable.

Why it matters: This is a qualified operational interpretation of the stored scope, not a stated mandatory or scored criterion.

Inferred from stored analysis; verify against the source document. No source document identifier is stored for this item.

Total bid value is estimated not to exceed R50 000 000 (all taxes inclusive).

Why it matters: This is a qualified operational interpretation of the stored scope, not a stated mandatory or scored criterion.

Inferred from stored analysis; verify against the source document. No source document identifier is stored for this item.

Price will be scored out of 80 points; arithmetic errors will be corrected in line with SCM policy.

Threshold: 80 points

Why it matters: The source places this item in the evaluation criteria; the recorded weight or threshold is shown when available.

No source document identifier is stored for this item.

Lease scope: Provision of office accommodation for up to 5 years in Phalaborwa. Landlord responsibilities: Internal maintenance (general and normal wear & tear), external maintenance, garden maintenance, air conditioning maintenance, lift maintenance, floor covering (normal wear), municipal rates and increases, insurance and all increases, replacement of light bulbs, fire fighting equipment and services. Legal Aid South Africa (Tenant) responsibilities: Water and electricity consumption, sanitary services and refuse removal, domestic cleaning services, consumables supply, internal maintenance (brake & pay rule), alarm/security system maintenance, replacement of light bulbs, furniture, office equipment, and appliances. Lease agreement must specify: Commencement and expiry dates. Rental escalation (compounded annually). VAT-inclusive pricing.

Threshold: 5 years

Why it matters: The source identifies this as a mandatory or eligibility condition for a compliant bid.

No source document identifier is stored for this item.

Pricing must include: Basic monthly rental (excluding VAT) for office space (per M2), parking bays, and other charges. Annual escalation rate (compounded) applied to rental. VAT at applicable rate (15%) added to all charges. Total monthly payable amount for each year (Years 1-5). Total lease agreement cost for 5 years must be provided. Tenant installation allowance (if applicable) must be specified. Payment details required: Account name, number, institution, branch name, branch code, type of account, and reference number. Charges payable by tenant: Electricity and water (as per municipal account).

Threshold: 5 years

Why it matters: The source identifies this as a mandatory or eligibility condition for a compliant bid.

No source document identifier is stored for this item.

• Only firm prices will be accepted; non‑firm prices or prices subject to exchange‑rate variation will be rejected. • Pricing schedule must be submitted for each delivery point, include all applicable taxes (VAT, PAYE, UIF, SDL) and delivery costs. • Offer must remain valid for 150 days from the closing date. • Payment is subject to issuance of an official order; no work may commence before the order is received. • Prices must be quoted in South African Rand (ZAR).

Threshold: 150 days

Why it matters: The source identifies this as a mandatory or eligibility condition for a compliant bid.

No source document identifier is stored for this item.

Pricing must be in South African Rand. Firm tender prices and delivery periods preferred. Provide a detailed breakdown of total charges, implementation, and support services. All costs must be explicitly stated. Defects due to poor workmanship will be rectified by the bidder at own cost; correction costs must be separately noted on billing. No reimbursement for proposal/presentation expenses. Authorised disbursements (e.g., travel) require prior written approval and will be refunded at actual cost per Legal Aid SA policy. AA rates apply for private vehicle use. Claims must be substantiated with receipts/km logs.

Why it matters: The source identifies this as a mandatory or eligibility condition for a compliant bid.

No source document identifier is stored for this item.

Price schedule must include VAT, rental per m², parking rates, escalation ≤ CPI, and tenant‑installation allowance; total bid not to exceed R50 million.

Why it matters: The source identifies this as a mandatory or eligibility condition for a compliant bid.

No source document identifier is stored for this item.

Submit the following returnable documents: Completed Request for Proposal (Annexure B). Schedule 1 must include: Full lease premises details (physical address, description, Erf number). Payment details (account name, number, institution, branch name, branch code, account type, reference number, VAT registration). Annual escalation rate (compounded). Basic rental breakdown per year for office space (per M2), parking bays, and other charges. Total lease cost for 5 years. Tenant installation allowance (if applicable). Three contactable references (name, phone, email, company). Separately submit a detailed breakdown letter for other charges, if applicable.

Threshold: 5 years

Why it matters: The source identifies this as a mandatory or eligibility condition for a compliant bid.

No source document identifier is stored for this item.

Building must meet all compliance documents (approved plans, occupancy, zoning, fire‑safety, electrical, pest‑control, maintenance) or provide undertakings within six months.

Why it matters: The source identifies this as a mandatory or eligibility condition for a compliant bid.

No source document identifier is stored for this item.

All required documents (RFP, SBD forms, B‑BBEE certificate, CSD report, recent municipal/electricity statement) must be submitted by 09 June 2026 11:00.

Why it matters: The source identifies this as a mandatory or eligibility condition for a compliant bid.

No source document identifier is stored for this item.

Submit all required documents by the closing date (09 June 2026 11:00):

Why it matters: This is a qualified operational interpretation of the stored scope, not a stated mandatory or scored criterion.

Inferred from stored analysis; verify against the source document. No source document identifier is stored for this item.

– Completed Request for Proposal (RFP);

Why it matters: This is a qualified operational interpretation of the stored scope, not a stated mandatory or scored criterion.

Inferred from stored analysis; verify against the source document. No source document identifier is stored for this item.

– Completed and signed SBD forms (SBD1, SBD 3.1, SBD 4, SBD 6.1);

Why it matters: This is a qualified operational interpretation of the stored scope, not a stated mandatory or scored criterion.

Inferred from stored analysis; verify against the source document. No source document identifier is stored for this item.

– Original or certified valid B‑BBEE certificate or sworn affidavit (consolidated for JVs);

Why it matters: This is a qualified operational interpretation of the stored scope, not a stated mandatory or scored criterion.

Inferred from stored analysis; verify against the source document. No source document identifier is stored for this item.

– CSD report or registration number (include latest CSD reports for all parties – landlord, agent, JV partners);

Why it matters: This is a qualified operational interpretation of the stored scope, not a stated mandatory or scored criterion.

Inferred from stored analysis; verify against the source document. No source document identifier is stored for this item.

– Municipal/electricity account statement not older than two months from the closing date;

Why it matters: This is a qualified operational interpretation of the stored scope, not a stated mandatory or scored criterion.

Inferred from stored analysis; verify against the source document. No source document identifier is stored for this item.

– Title deed of the building (proof of ownership) *or* a signed authorisation letter from the owner together with the title deed if submitted by an agent;

Why it matters: This is a qualified operational interpretation of the stored scope, not a stated mandatory or scored criterion.

Inferred from stored analysis; verify against the source document. No source document identifier is stored for this item.

– Any other documents listed in the standard lease agreement (Legal Aid SA’s standard lease will be used unless expressly waived).

Why it matters: This is a qualified operational interpretation of the stored scope, not a stated mandatory or scored criterion.

Inferred from stored analysis; verify against the source document. No source document identifier is stored for this item.

Failure to provide the title deed or authorisation letter will result in disqualification at Phase 2.

Why it matters: This is a qualified operational interpretation of the stored scope, not a stated mandatory or scored criterion.

Inferred from stored analysis; verify against the source document. No source document identifier is stored for this item.

No deposit is required; the lease must be operational for a minimum of five (5) years.

Threshold: minimum of five (5) years

Why it matters: The source identifies this as a mandatory or eligibility condition for a compliant bid.

No source document identifier is stored for this item.

Submissions must be signed and dated; unsigned or incomplete bids will be rejected in Phase 1 (Responsiveness).

Why it matters: The source identifies this as a mandatory or eligibility condition for a compliant bid.

No source document identifier is stored for this item.

CSD registration number or latest CSD report (include for all parties – landlord, agent, JV partners).

Why it matters: This is a qualified operational interpretation of the stored scope, not a stated mandatory or scored criterion.

Inferred from stored analysis; verify against the source document. No source document identifier is stored for this item.

Valid B‑BBEE certificate or sworn affidavit (consolidated for JVs).

Why it matters: This is a qualified operational interpretation of the stored scope, not a stated mandatory or scored criterion.

Inferred from stored analysis; verify against the source document. No source document identifier is stored for this item.

Municipal/electricity account statement not older than two (2) months.

Why it matters: This is a qualified operational interpretation of the stored scope, not a stated mandatory or scored criterion.

Inferred from stored analysis; verify against the source document. No source document identifier is stored for this item.

Building compliance documents (or letters of undertaking where allowed, with a six‑month grace period): approved building plan/structural report, occupancy certificate, zoning certificate, fire‑protection plan, electrical compliance certificate, pest‑control certificate (valid within 12 months), building maintenance plan.

Threshold: 12 months

Why it matters: This is a qualified operational interpretation of the stored scope, not a stated mandatory or scored criterion.

Inferred from stored analysis; verify against the source document. No source document identifier is stored for this item.

• Submit the sealed bid envelope to the Legal Aid SA tender box in the foyer of Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg (postal code 2001). • Envelope must be marked: Tender Number 05/2026, Closing Date 09 June 2026, Time 11h00 AM, Name of Company: ____________________. • All annexes and required forms must be completed in full, handwritten in black ink and numbered as per the tender document. • Use only the official forms supplied; do not type or re‑type the forms. • Late submissions will not be accepted. • Bids must be delivered by the stipulated time; electronic submissions (email, fax, etc.) are not permitted. • The proposal must remain valid for 150 days from the closing date. • Failure to comply with any of the above may result in disqualification.

Threshold: 150 days

Why it matters: The source identifies this as a mandatory or eligibility condition for a compliant bid.

No source document identifier is stored for this item.

Submit proposals in a sealed envelope marked with: Tender Number (05/2026), Closing Date (09 June 2026, 11h00), and Company Name. Deposit in the locked tender box at Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg, 2001. All annexures must be completed in full, using the given numbering format. Attachments must be clearly marked. Non-compliance risks disqualification. Tender forms must be handwritten in BLACK ink. No electronic submissions (email, fax, etc.) accepted. Proposals must remain valid for 150 days. Failure to sign/acknowledge conditions or complete forms may invalidate the tender.

Threshold: 150 days

Why it matters: The source identifies this as a mandatory or eligibility condition for a compliant bid.

No source document identifier is stored for this item.

Phase 1 – Responsiveness (document completeness).

Why it matters: The source places this item in the evaluation criteria; the recorded weight or threshold is shown when available.

No source document identifier is stored for this item.

Phase 2 – Disqualification (title deed or authorised agent letter missing).

Why it matters: The source places this item in the evaluation criteria; the recorded weight or threshold is shown when available.

No source document identifier is stored for this item.

Phase 3 – Functionality (100 points total, minimum 70 points to proceed):

Threshold: minimum 70 points to proceed):

Why it matters: The source places this item in the evaluation criteria; the recorded weight or threshold is shown when available.

No source document identifier is stored for this item.

Building Documentation – 30 points (inspection, approved plans/structural report, occupancy certificate, zoning certificate, fire‑safety plan, electrical compliance, pest‑control, maintenance plan).

Threshold: 30 points

Why it matters: The source places this item in the evaluation criteria; the recorded weight or threshold is shown when available.

No source document identifier is stored for this item.

Location & Accessibility – 30 points (proximity to Phalaborwa CBD, public transport and magistrate court; disability‑friendly entrance).

Threshold: 30 points

Why it matters: The source places this item in the evaluation criteria; the recorded weight or threshold is shown when available.

No source document identifier is stored for this item.

Building Requirements – 30 points (air‑conditioning, plugs per desk, ablution facilities, fire exits, parking – minimum 3 covered lockable bays, additional open bay, overall condition, availability by 01 Sep 2026).

Threshold: minimum 3 covered lockable bays

Why it matters: The source places this item in the evaluation criteria; the recorded weight or threshold is shown when available.

No source document identifier is stored for this item.

Phase 4 – Compliance (submission of all Phase 3 documents within 7 working days of request; failure may lead to disqualification).

Why it matters: The source places this item in the evaluation criteria; the recorded weight or threshold is shown when available.

No source document identifier is stored for this item.

Fit‑out standards: split‑unit air‑conditioning, natural ventilation and light, fire‑escape routes, at least three (3) covered lockable parking bays (plus optional open bay), corporate branding sign‑board (1200 mm × 800 mm, 10 mm thick), UPS integrated into power points, emergency generator, two power plugs per desk, 5‑6 network points per desk, disability ramps/lifts where required, and no structural defects (cracks >5 mm).

Threshold: at least three (3) covered lockable parking bays (plus optional open

Why it matters: This is a qualified operational interpretation of the stored scope, not a stated mandatory or scored criterion.

Inferred from stored analysis; verify against the source document. No source document identifier is stored for this item.

PPPFA 2022 – 80 % price, 20 % B‑BBEE points.

Why it matters: This is a qualified operational interpretation of the stored scope, not a stated mandatory or scored criterion.

Inferred from stored analysis; verify against the source document. No source document identifier is stored for this item.

• Active registration on the National Treasury Central Supplier Database (CSD) showing tax compliance and no restriction status. • Provide a valid Tax Clearance Certificate (original copy) – must be current (valid for 1 year). • Submit SARS Tax Compliance Status (TCS) PIN or CSD number for each participating entity (including joint ventures or sub‑contractors). • Provide B‑BBEE verification certificate or sworn affidavit to claim preference points (must be submitted to qualify for the 20‑point B‑BBEE score). • No persons employed by the State, or companies with directors who are State employees, may participate. • Complete and sign the Bidder’s Disclosure form; failure to do so may invalidate the bid.

Threshold: 1 year

Why it matters: The source identifies this as a mandatory or eligibility condition for a compliant bid.

No source document identifier is stored for this item.

Office accommodation required for Phalaborwa Satellite Office. Location: Proximity to local courts and public transport (taxi ranks, train stations, bus terminals). Standalone building preferred. Space: Minimum 97m², maximum 120m² (bids outside this range disqualified). Parking: 3 secure lockable bays. Toilets: 2 (1 female cubicle + basin, 1 male cubicle + basin + urinal; disabled toilet advantageous). Must accommodate 6 staff + public waiting area, consultation rooms, and reception. Ground floor or building with functional lifts. Disability-friendly. Compliance: All building laws, regulations, bylaws, and health/safety standards. Zoning: Must be zoned for office/business/commercial use; title deed and zoning certificate required. Branding: Must allow Legal Aid SA signboard display. Infrastructure: Telephone/computer network points, emergency generator backup. Refurbishment: Submit floorplans, commitment letter (with Tenant Installation amount), partitioning, air-conditioning (split units), painting (corporate colours), floor covering (corporate colours), power skirtings (2 plugs/workstation), network/telephone points, blinds (corporate colours), space plan, UPS facility integration (Legal Aid SA provides UPS unit).

Threshold: Minimum 97m²

Why it matters: The source identifies this as a mandatory or eligibility condition for a compliant bid.

No source document identifier is stored for this item.

Phase 5 – Price & B‑BBEE (80 points for price, 20 points for B‑BBEE level as per PPPFA 2022). Price must include VAT, rental rate per m², parking rate, escalation ≤CPI (justification required if higher), tenant‑installation allowance and any cost‑sharing details. Arithmetic errors will be corrected per SCM policy.

Threshold: 80 points

Why it matters: The source places this item in the evaluation criteria; the recorded weight or threshold is shown when available.

No source document identifier is stored for this item.

Building must be habitable for office use and meet CIDB refurbishment standards; landlord to undertake all refurbishments and will be reimbursed after deduction of the Tenant Installation Allowance.

Why it matters: The source identifies this as a mandatory or eligibility condition for a compliant bid.

No source document identifier is stored for this item.

Refurbishment work must comply with CIDB requirements.

Why it matters: The source identifies this as a mandatory or eligibility condition for a compliant bid.

No source document identifier is stored for this item.

• Price – 80 points (firm prices only; all taxes and delivery costs must be included). • Specific Goal B‑BBEE Level of Contribution – 20 points (pre‑qualified B‑BBEE verification required). • Reference sites – provide names of sites for reference checks. • Demonstrated affirmative action and empowerment programmes for SMMEs and historically disadvantaged groups. • Proof of active registration on the Central Supplier Database (CSD) showing tax compliance and no restrictions. • Compliance with the 80/20 empowerment system (refer to SBD 6.1). • Evaluation will consider both price and B‑BBEE contribution; total score out of 100.

Threshold: 80 points

Why it matters: The source places this item in the evaluation criteria; the recorded weight or threshold is shown when available.

No source document identifier is stored for this item.

Evaluation uses the 80/20 Preferential Points System: Price = 80 points, B-BBEE status level of contribution = 20 points. Bidders must provide: (i) Reference sites for verification, (ii) Proof of affirmative action and B-BBEE compliance, (iii) Original valid tax clearance certificate or CSD registration, (iv) Support for empowerment (SBD 6.1 form). Properties must be available for inspection within 5 days of request; failure results in disqualification. A site inspection certificate will be signed by Legal Aid SA and the landlord. Legal Aid SA may negotiate further rental/refurbishment reductions with the highest scorer. Bidders must respond to clarification requests within 24 hours or risk disqualification.

Threshold: 80 points

Why it matters: The source places this item in the evaluation criteria; the recorded weight or threshold is shown when available.

No source document identifier is stored for this item.

Proof of registration on National Treasury’s Central Supplier Database (CSD) required, showing active supplier status, tax compliance, and no restrictions. Original valid tax clearance certificate or CSD registration proof mandatory. B-BBEE compliance and affirmative action practices must be demonstrated (SBD 6.1 form). Building must comply with all local zoning, health, safety, and legal requirements. Title deed and zoning certificate may be required before award.

Why it matters: The source identifies this as a mandatory or eligibility condition for a compliant bid.

No source document identifier is stored for this item.