Redesign and optimisation of office layout at samsa pretoria office

Closing date: 09 July 2026, 11:00. Compulsory briefing session: 03 July 2026, 11:00 – SAMSA Head Office, 146 Lunnon Road, Hillcrest, Pretoria. Site‑visit/briefing (also listed as compulsory): 02 July 2026, 11:00 – SAMSA Pretoria Office, 146 Lunnon Road, Hillcrest. Validity of quoted price: at least 60 days after the closing date.

Primary contact for technical enquiries: Onkgopotse Seemela, Tel: 012 366 2600, Email: [email protected]. Bid submission address (email): [email protected] (subject line must include RFQ‑HO‑1693). Physical delivery address (if used): SAMSA, 146 Lunnon Road, Hillcrest, Pretoria.

Submit the completed bid by 11:00 on 09 July 2026. All bids must be emailed to [email protected] – subject line must contain the RFQ number (RFQ-HO-1693). Use the official SBD (RFQ) forms supplied; do not re‑type the forms. Bids may also be delivered in person to the address SAMSA, 146 Lunnon Road, Hillcrest, Pretoria before the deadline. Late submissions will be rejected. Price must be inclusive of VAT; delivery costs are evaluated as part of the total price. Provide a valid Tax Compliance Status (TCS) PIN or CSD number with the bid. Include all required supporting documents (reference letters, professional registration, B‑B‑BEE certificates, CIPC registration, ID copies of owners, proof of address, medical certificates where applicable, consortium/joint‑venture form if relevant). Inconsistent or missing information may result in 0 points for the related goal and possible disqualification.

Bids must be emailed or delivered to the correct address before the deadline. Use the official SBD forms; do not re‑type the content. Include all required supporting documents as listed in the checklist (quotation, signed SBD forms, recent CSD, tax PIN certificate, valid B‑B‑BEE, CK1 registration, ID copies, proof of address, medical certificate if applicable, consortium/JV form).

Bidders must: 1) Attend the compulsory briefing/site visit. 2) Achieve a minimum technical score of 75/100. 3) Comply with tax obligations and provide a valid Tax Compliance Status PIN/CSD number. 4) Not be persons in the service of the state or associated companies. 5) Submit a complete bid with all mandatory documentation by the deadline. 6) Foreign suppliers must complete the questionnaire; if answering 'No' to all tax presence questions, a SARS PIN is not required. Preference point systems: 80/20 for contracts ≤ R50 million, 90/10 for > R50 million. Points are allocated to price (80 or 90) and specific goals (20 or 10). Minimum technical score of 75 / 100 required to proceed to price evaluation. Detailed formulas for price points are provided in the tender (PPPP‑PP etc.). SAMSA may request verification of any claimed preference points at any stage.

Scope of work: 1. Needs analysis – assess current layout and interview stakeholders. 2. Space planning & design – produce multiple concept layouts covering workstations, private offices, meeting rooms and storage; optimise space utilisation. 3. Design development – deliver detailed 2D/3D layout plans, furniture configurations and ensure compliance with Occupational Health & Safety (OHS) and building regulations. 4. Technical documentation – provide drawings with electrical, lighting and data‑point details. 5. Evacuation plan services – prepare scaled evacuation drawings, mark exits, routes, assembly points, fire equipment and first‑aid stations; produce plans suitable for framed display. 6. Strategic placement – mount plans at ~1500 mm height at main entries, fire‑equipment locations, lift lobbies, high‑traffic corridors and meeting rooms. 7. Display requirements – grey RAL 7035 frames, aluminium/composite material, shatter‑resistant acrylic or safety glass, minimum A3 size, laminated or weather‑proof, include SAMSA logo and date. 8. Compliance standards – OHS Act, SANS 10400, SANS 1186, City of Tshwane fire‑brigade requirements. Deliverables: - Digital copies of all drawings. - Printed, laminated and framed physical copies (quantity as per site assessment). - Placement schedule documenting exact mounting locations. - Certification of municipal approval confirming OHS compliance.

1. Conduct a detailed needs analysis with stakeholder interviews.
2. Develop multiple space‑planning concepts and present them for client feedback.
3. Refine the selected concept into detailed 2D/3D layout plans.
4. Produce technical documentation (electrical, lighting, data points).
5. Create evacuation drawings, apply the grey‑frame specification and plan strategic placement.
6. Submit digital and printed deliverables together with a placement schedule and compliance certification.

Minimum 3 years experience in office space‑planning projects. Project lead must hold a recognised degree in Architecture, Architectural Technology, Spatial Planning or equivalent and be registered with SACAP/IID. Provide at least three reference letters from similar projects completed within the last five years. Demonstrate experience in OHS‑compliant design and fire‑evacuation planning.

Use the annexed pricing table. All amounts must include VAT. 1. Site assessment and needs analysis – quantity 1. 2. Concept layout design (minimum three concepts) – quantity 1. 3. Detailed space‑planning (final 2D layout) – quantity 1. 4. Evacuation plan – quantity 50 copies. Provide unit prices, total price and VAT breakdown as shown in Annexure B.

All prices must be quoted inclusive of VAT (15 %). Submit a detailed quotation on company letterhead using the pricing table (Site assessment, Concept design, Detailed space planning, Evacuation plan, etc.). No separate delivery cost will be evaluated – it is part of the total price. Provide a performance bond or guarantee only if requested after award (not required at bid stage). Payment terms to be negotiated in the contract; standard SAMSA terms apply. Financial capacity evidence (recent CSD, bank statements, or audited financials) may be requested during evaluation.

Tax compliance: submit SARS TCS PIN or CSD number; ensure all tax obligations are met. B‑B‑BEE: provide a valid B‑B‑BEE certificate and supporting documentation for specific‑goal points (ownership, women, disabled, youth, locality). Company must be registered with CIPC; include registration number and proof of address (≤3 months old). No bidder may be a person in the service of the state, nor may any director/shareholder be a state employee; disclose any such relationships on the bidder‑disclosure form. Foreign‑based suppliers must complete the questionnaire and provide proof of residency if claiming local points. All information must be consistent with declarations; inconsistencies may lead to 0 points or disqualification.

Specific‑goal points (80/20 system): - Historically disadvantaged individuals (no franchise) – 7 points. - Women – 5 points. - Disabled persons – 2 points. - Youth – 3 points. - Locality (SMME in delivery area) – 3 points. Specific‑goal points (90/10 system): - Historically disadvantaged individuals – 4 points. - Women – 2 points. - Disabled persons – 1 point. - Youth – 1 point. - Locality – 2 points. Points are awarded only when supporting documentation (ID copies, CSD/CK1, B‑B‑BEE certificate, medical certificate, proof of address) is provided.

All design and installation work must comply with the Occupational Health and Safety Act. Evacuation plans must clearly show exits, routes, assembly points, fire extinguishers and first‑aid stations. Plans must be drawn to scale, include a legend and be displayed in grey frames at the specified heights. Obtain municipal approval confirming compliance with OHS and fire‑brigade requirements before final hand‑over.

The bid is subject to the Preferential Procurement Policy Framework Act 2000, its regulations, the GCC and any special conditions of contract. The successful bidder may be required to complete and sign the SBD7 contract form for long‑term contracts.

Provide a valid Tax Compliance Status (TCS) PIN or CSD number. Complete the supplier questionnaire on residency, branch presence, income source and tax liability. Declare any state employment or relationships with SAMSA officials. Submit all required supporting documents (CSD, B‑B‑BEE, CK1 registration, ID copies, proof of address, medical certificates, consortium form if applicable).

Onkgopotse Seemela – Telephone: 012 366 2600 – Email: [email protected]