Legal aid south africa is seeking proposals for the provision of office accommodation for its butterworth local office in the eastern cape, for a period of up to five years (leases of 7-10 years will also be considered). The selected bidder will provide a suitable, accessible, and compliant office space near local courts and public transport, with a minimum of 371m² and maximum of 381m², including parking and refurbishment as specified. This tender is open to property owners and lessors who can meet the detailed technical, financial, and compliance requirements.
Key Requirements
Submit a sealed tender by 11h00 on 03 August 2026 to Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg, 2001, with the envelope marked with Tender No. 19/2026 and company name.
Provide office space of 371m² to 381m² with 10 parking bays, near courts and public transport, preferably a standalone building in Butterworth.
Ensure the building is accessible, compliant with all laws, zoned for office/business/commercial use, and allows Legal Aid SA branding and signboard.
Submit floorplans, a refurbishment commitment letter with Tenant Installation amount, and details for partitioning, air-conditioning, painting, floor covering, power skirtings, network/telephone points, blinds, space plan, and UPS integration.
Register on the Central Supplier Database (CSD) as an active, tax-compliant supplier and provide proof of registration or an original tax clearance certificate.
Comply with the 80/20 preferential points system (80 for price, 20 for B-BBEE status) and demonstrate affirmative action and B-BBEE practices.
Allow property inspection within 5 days of request and provide references for relevant experience.
Document read. The full tender notice and its supporting documents are read end-to-end. Key sections, requirements, dates, and contact details are identified and pulled into a working summary you can act on.
Compliance review. The working summary is checked against South African procurement standards — PFMA, PPPFA, B-BBEE, CIDB, local content, and preferential procurement — so nothing critical is missed before you start your bid response.
DocumentProperty Specification Butterworth LO updated - 29 May 2026 Approval.pdfReview complete
Description
Important Dates
02 Jul
2026
PUBLICATION
Tender Published
Tender was published
03 Aug
2026
DEADLINE
Closing Date
Tender closing date
Procurement Rules & Compliance ContextThis tender may be governed by South African public procurement rules covering fairness, transparency, preferential procurement, anti-corruption, administrative justice and access to information.
7 rules
These references help suppliers understand the public-procurement framework around this opportunity. They are generated from the tender category, issuing organisation type and procurement context.
Core procurement rules
These rules commonly apply to South African public-sector procurement.
7
Broad-Based Black Economic Empowerment Act (B-BBEE Act)
Act 53 of 2003
high
Provides the empowerment-compliance context often used in public-sector supplier evaluation.
Relevant because this is a South African public-sector procurement opportunity.
Constitution of the Republic of South Africa, 1996 – Section 217
Act 108 of 1996 (s217)
high
This is general procurement context, not legal advice. Always verify requirements in the official tender documents and issuing authority notices.
Legal Aid South Africa invites proposals for providing office accommodation in Butterworth for up to five years. The tender involves leasing suitable premises for their local office operations, with strict compliance requirements and preferential procurement considerations.
Annexure B Request For Proposal Completion of Documents Butterworth.pdf
Legal Aid South Africa seeks office accommodation in Butterworth for up to 5 years. The tender requires detailed lease terms, cost breakdowns for 5-9 years, and clear division of maintenance responsibilities between landlord and tenant.
Property Specification Butterworth LO updated - 29 May 2026 Approval.pdf
Legal Aid South Africa seeks office accommodation in Butterworth for up to 5 years. The tender requires a minimum 371m² operational lease with specific workspace norms, accessibility features, and proximity to courts and public transport. Evaluation occurs in five phases, with strict compliance and functionality scoring.
Legal Aid South Africa seeks office accommodation in Butterworth for its local office, requiring 371-381m² of space with 10 parking bays, for a lease period of up to 5 years (7-10 year leases also considered). The office must be near courts and public transport, preferably a standalone ground-floor building with disability access, and meet specific refurbishment and technical specifications.
Not sure if your business is ready for this tender? Check CSD, CIDB, and B-BBEE requirements, run a readiness assessment, and move from opportunity to submission.
Based on 3 comparable awarded tenders. Companies with similar profiles typically bid near the median.
* Estimates are based on historical data and do not guarantee actual award values.
Bid-ready summary. The submission guidelines, evaluation criteria, technical, financial, and compliance sections are refined into professional, easy-to-scan prose. This is the final version you can rely on when preparing your bid or briefing your team.
We refine every tender document through these stages so you can brief your team and prepare your bid with confidence. Anything marked as "in progress" will be upgraded automatically — no action required from you.
Document read
Compliance review
Bid-ready summary
Source: Property Specification Butterworth LO updated - 29 May 2026 Approval.pdf
The tender is for office accommodation in Butterworth. The workspace must meet Legal Aid SA's norms:
Total area: Minimum 371 m², maximum 381 m².
Accommodate 26 employees in 8 offices, 17 cubicles, and various facility rooms.
SBD 6.1: Preference Points claim form (Preferential Procurement Regulations 2022).
Original or certified valid B-BBEE certificate or sworn affidavit (JV must submit consolidated certificate).
Proof of Central Supplier Database (CSD) registration (attach CSD report or provide registration number).
Municipal Account Statement and/or electricity account not older than two months from tender closing date.
Latest CSD reports for all parties (agent, landlord/JV partners).
Copy of title deed for the building as proof of ownership.
If an agent: signed letter/relationship agreement from the building owner detailing leasing responsibilities, on company letterhead signed by delegated authority.
Failure to submit these documents will result in disqualification and the bid will not be evaluated further.
Evaluation Criteria
Source: Property Specification Butterworth LO updated - 29 May 2026 Approval.pdf (TENDER)
The bid is evaluated in five phases:
Phase 1: Responsiveness – submission of all required documents (SBD forms, B-BBEE, CSD, municipal account, title deed, agent agreement).
Phase 2: Disqualification – must submit title deed and agent agreement (if applicable). Failure leads to no further evaluation.
Phase 3: Functionality – scored out of 100 points. Must score at least 70 to proceed. Criteria include:
Building Documentation (30 points): building inspection within 5 working days (2 pts), approved building plan/structural report (5 pts), occupancy certificate (10 pts), zoning certificate (5 pts), fire protection plan (2 pts), electrical compliance certificate (2 pts), pests control certificate (2 pts), building maintenance plan (2 pts).
Building Location and Accessibility (30 points): proximity to magistrate court (max 10 pts), proximity to public transport (max 10 pts), disability access (max 8 pts) and disability parking (2 pts).
Building Requirements (30 points): office space features (air-conditioning, plugs, ablutions, fire escapes – 20 pts), parking (10 pts).
Building Conditions and Availability (10 points): safe/secure environment, zoned for office use, available by 01 May 2027 (2 pts).
Phase 4: Compliance – submit all building compliance documents within 7 working days of request.
Phase 5: Price and B-BBEE – 80/20 points system (price 80, B-BBEE 20). Estimated value not exceeding R50 million.
Technical Specifications
Source: Property Specification Butterworth LO updated - 29 May 2026 Approval.pdf (TENDER)
Scope: Provision of office accommodation in Butterworth for up to five years.
Space Requirements: Total minimum required workspace is 371 m², maximum 381 m². The building must accommodate:
26 employees.
8 offices, 17 cubicles, and 10 facility rooms.
1 designated open reception/waiting area.
Specific facilities: boardroom (36 m²), consultation rooms (2 x 9 m²), storeroom (29 m²), kitchen (4.5 m²), custodial room (3 m²), toilets (2, with specified fixtures), server/network room (4 m²).
Parking: 10 parking bays (9 for fleet vehicles, 1 for Head of Office).
Walkways, stairs, hallways: 62 m².
Detailed workspace norms are provided for each position (e.g., Admin Manager 9 m² office, Candidate Attorney 4 m² cubicle).
Building must meet all functionality criteria regarding documentation, location, accessibility, and requirements as per evaluation.
Quality Management
Source: Property Specification Butterworth LO updated - 29 May 2026 Approval.pdf
Quality is assessed through building documentation and compliance:
Submit or commit to provide: approved building plan/structural report, occupancy certificate, zoning certificate, fire protection plan, electrical compliance certificate, pests control certificate, building maintenance plan.
Agree to a building inspection within five working days if requested by Legal Aid SA.
Financial Requirements
Source: Property Specification Butterworth LO updated - 29 May 2026 Approval.pdf (TENDER)
Pricing must be submitted on SBD 3.1 (Pricing schedule – firm prices).
Include VAT if registered as a VAT Vendor (attach proof).
Provide total costs for the proposed duration, detailing:
Rental rate per square metre for the office space.
Rate per parking bay.
Annual escalation rate (not greater than CPI, with motivation if higher).
Tenant installation amount offered, included with rental over the lease period.
Tenant's share of proportionate costs, if applicable.
Tenant Estimated Installation Cost (will be applied in price evaluation).
No deposit is required for rental.
Compliance Requirements
Source: Property Specification Butterworth LO updated - 29 May 2026 Approval.pdf (TENDER)
Mandatory registrations and documents:
Central Supplier Database (CSD): Bidder must be registered; attach CSD report or provide registration number. Submit latest CSD reports for all parties.
B-BBEE: Submit original/certified valid B-BBEE certificate or sworn affidavit. JVs require a consolidated certificate.
Tax: Proof of VAT registration or application to SARS if pricing includes VAT.
Property Ownership: Submit copy of title deed.
Agent Authorization: If acting as agent, provide signed letter/relationship agreement from building owner.
Municipal Accounts: Submit municipal/electricity account not older than two months.
Building Compliance: Must meet CIDB requirements for refurbishments. Provide or commit to provide building compliance documents (plans, certificates, maintenance plan) as per evaluation phases.
Operational Lease: Property must be offered on an operational lease for minimum five years.
Health & Safety
Source: Property Specification Butterworth LO updated - 29 May 2026 Approval.pdf
Health and safety requirements:
Building entrance must be accessible to people with disabilities (ground floor with ramp, or lift with braille buttons).
Provide disability parking with signage.
Office space must have fire escape routes/emergency exits.
Building should have natural ventilation and light.
An emergency generator as backup electricity supply is required.
Contractual Terms
Source: Property Specification Butterworth LO updated - 29 May 2026 Approval.pdf (TENDER)
Key contractual terms:
Lease: Operational lease for minimum five years. No deposit payable.
Refurbishments: Must comply with CIDB requirements and form part of the lease agreement.
Right of first refusal: Landlord must include clause offering building to Legal Aid SA first if up for sale.
Lease agreement: Legal Aid SA's standard lease agreement applies; Landlord agrees to use it. If Legal Aid SA waives this, no levies/drafting costs payable by Legal Aid SA.
Legal Aid SA reserves right not to appoint and not to pay bid preparation costs.
Snag list: Upon occupation, a snag list will be drawn within 30 days and defects attended to within 30 days.
DocumentRequest for Proposals Butterworth.docxReview complete
Description
Source: Request for Proposals Butterworth.docx
Provision of office accommodation for Butterworth Local Office for a period of up to five years.
Important Dates
Source: Request for Proposals Butterworth.docx (unknown)
Closing Date and Time: 03 August 2026 at 11h00 AM.
Non-Compulsory Session: 16 July 2026 from 12:00-13:00 at ECDC Building, 24 High Street, Butterworth.
Validity Period: Bids must remain valid for 150 days from closing date.
Site Inspection: Properties must be made available for inspection within five days of request. A site inspection certificate must be completed and signed.
Contact Information
Source: Request for Proposals Butterworth.docx (unknown)
Submission Address: Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg, 2001.
Submission Guidelines
Source: Request for Proposals Butterworth.docx (unknown)
Submit by 11h00 AM on 03 August 2026. Late submissions will not be considered.
Deliver sealed bids to the tender box in the foyer of Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg, 2001.
Envelope must be marked with Tender Number 19/2026, Closing Date 03 August 2026, Time 11h00 AM, and Company Name.
All annexures must be completed in full using the given numbering format. Deviations may be ignored.
All documents submitted become the property of Legal Aid SA.
Proposals must remain valid for 150 days.
Failure to complete required forms (SBD 1, SBD 4, SBD 6.1) or provide CSD report may invalidate the bid.
Tenders must be handwritten in BLACK ink on the official forms provided, not retyped.
No tenders transmitted by telegram, telex, facsimile, or email will be considered.
Evaluation Criteria
Source: Request for Proposals Butterworth.docx (unknown)
Evaluation will be based on the 80/20 preference point system: 80 points for price, 20 points for B-BBEE status level of contributor.
Bidders must be registered on National Treasury's Central Supplier Database (CSD) as active and tax compliant.
Bidders must not be listed on the Register for Tender Defaulters or List of Restricted Suppliers.
Valid Tax Clearance Certificate required.
B-BBEE compliance documentation must be submitted to claim preference points.
No state employees in controlling interest; disclosure required if any.
Properties must be made available for inspection within 5 days of request.
Must participate in post-tender negotiations if requested within 5 days.
Technical Specifications
Source: Request for Proposals Butterworth.docx (unknown)
Provision of office accommodation for Butterworth Local Office for up to five years.
All properties must be made available for inspection within five days of request.
Site inspection certificate must be completed and signed by Legal Aid SA representative and bidder.
Legal Aid SA may enter into further negotiations with preferred bidder for reductions in rental and refurbishment allowances.
Failure to participate in negotiations within five days may result in bid being set aside.
Financial Requirements
Source: Request for Proposals Butterworth.docx (unknown)
Firm prices only; non-firm prices (including subject to exchange variations) not considered.
Prices quoted in South African Rand, inclusive of all applicable taxes (VAT, PAYE, income tax, UIF, skills levies).
Delivery costs must be included in bid price.
Payment terms: Payment within 30 days after submission of invoice and delivery note.
No reimbursement for bid preparation costs.
Authorised disbursements (travel, subsistence) refunded at reasonable actual cost, supported by receipts.
Compliance Requirements
Source: Request for Proposals Butterworth.docx (unknown)
Must be registered on National Treasury Central Supplier Database (CSD) and submit CSD report showing tax compliance and active supplier status.
Original valid Tax Clearance Certificate required; certified copies not accepted.
B-BBEE: Submit B-BBEE Status Level Verification Certificate or Sworn Affidavit (for EMEs & QSEs) to qualify for preference points.
Complete and sign SBD 1 (Invitation to Bid), SBD 4 (Bidder's Declaration), SBD 6.1 (Preference Points Claim Form).
Foreign bidders must comply with tax obligations if liable in RSA.
Bidders listed in Register for Tender Defaulters or List of Restricted Suppliers will be disqualified.
DocumentAnnexure B Request For Proposal Completion of Documents Butterworth.pdfReview complete
Description
Source: Annexure B Request For Proposal Completion of Documents Butterworth.pdf
This is a lease agreement schedule for office accommodation.
The landlord must provide full details of the leased premises, including physical address and description.
Property details must include the erf number.
The lease commencement and expiry dates must be specified.
Full bank account details for rental payments are required.
An annual compounded escalation rate must be stated.
Basic monthly rental (excluding VAT) must be provided.
Tenant will pay for electricity and water as per municipal accounts.
A detailed pricing schedule for years 1 to 5 must be completed.
Contact Information
Source: Annexure B Request For Proposal Completion of Documents Butterworth.pdf (RFP)
Tenant: Legal Aid South Africa.
Postal Address: Private Bag X 76, Braamfontein, 2017.
Physical Address: Legal Aid House, 29 De Beer Street, Braamfontein, 2017.
Submission Guidelines
Source: Annexure B Request For Proposal Completion of Documents Butterworth.pdf (RFP)
This offer must remain valid for a period of four months.
Legal Aid SA reserves the right not to enter into a lease longer than five years.
A detailed breakdown letter for any other charges must be separately submitted and supported.
The completed Request for Proposal (Annexure B) must be submitted before the closing date and time.
Evaluation Criteria
Source: Annexure B Request For Proposal Completion of Documents Butterworth.pdf (RFP)
The landlord must provide company/trust/individual details with registration or ID number, and the capacity of the signatory.
The landlord must provide three contactable references.
The landlord must provide a valid VAT registration number.
The landlord must provide full details of the leased premises, including physical address and erf number.
The landlord must complete the pricing schedule for the full lease period.
Technical Specifications
Source: Annexure B Request For Proposal Completion of Documents Butterworth.pdf (RFP)
The leased premises must be described with full physical address and details.
Property details must include the erf number.
The lease commencement and expiry dates must be specified.
The landlord must provide full bank account details for rental payments, including account name, number, institution, branch name, branch code, type of account, reference number (if applicable), and VAT registration number.
An annual escalation rate (compounded) must be stated.
Basic monthly rental (excluding VAT) must be provided.
Tenant will pay for electricity and water as per municipal accounts.
A detailed pricing schedule for years 1 to 5 must be completed, covering office space (M²), parking bays, and other charges.
Pricing Schedule
Source: Annexure B Request For Proposal Completion of Documents Butterworth.pdf (RFP)
Provide a detailed monthly pricing schedule for a five-year lease.
For each year (1 to 5), specify:
Description (office M², parking bays, other charges).
Lettable area.
Unit rent per area.
Total monthly rent excluding VAT.
VAT amount.
Total monthly rent including VAT.
Rental escalates annually at a stated compounded rate from each anniversary of the commencement date.
A detailed breakdown letter for any other charges must be separately submitted and supported.
Total lease agreement costs must be calculated for five years, seven years, and nine years eleven months (with schedules for extended periods if applicable).
A tenant installation allowance amount may be specified.
Financial Requirements
Source: Annexure B Request For Proposal Completion of Documents Butterworth.pdf (RFP)
Provide a detailed monthly pricing schedule for a five-year lease, broken down by year (1 to 5).
For each year, specify lettable area, unit rent per M² for office space, parking bays, and other charges, showing totals excluding VAT, VAT amount, and total monthly rent including VAT.
The rental will escalate annually at a stated compounded rate from each anniversary of the commencement date.
A detailed breakdown letter for any other charges must be separately submitted and supported.
Total lease agreement costs must be calculated for five years, seven years, and nine years eleven months (with schedules for extended periods if applicable).
A tenant installation allowance amount may be specified.
Compliance Requirements
Source: Annexure B Request For Proposal Completion of Documents Butterworth.pdf (RFP)
The service provider (landlord) must detail their duties and responsibilities, which include:
Internal maintenance (general and normal wear & tear).
External maintenance.
Garden maintenance.
Air conditioning maintenance.
Lift maintenance.
Floor covering maintenance for normal wear.
Payment of municipal rates and increases.
Insurance and all increases.
Replacement of light bulbs.
Fire fighting equipment and services.
Legal Aid SA’s responsibilities include:
Water and electricity consumption.
Sanitary services and refuse removal.
Domestic cleaning services.
Consumables supply.
Internal maintenance under a 'brake & pay' rule.
Alarm/security system maintenance.
Replacement of light bulbs.
Furniture, office equipment, and appliances.
The person signing the contract on behalf of the service provider must provide their full names and capacity.
Special Conditions
Source: Annexure B Request For Proposal Completion of Documents Butterworth.pdf (RFP)
Legal Aid SA reserves the right not to enter into a lease longer than five years.
This offer will be valid for a period of four months.
Legal Aid SA requires office accommodation for its Butterworth Local Office for up to five years (leases of 7-10 years also considered). The office must support access to justice for indigent and vulnerable persons.
Office accommodation required for Butterworth Local Office for up to five years (leases of 7-10 years also considered).
Location: Must be near local courts and public transport (taxi ranks, train stations, bus terminals). A standalone building in Butterworth is preferred.
Space: Minimum 371m², maximum 381m², with ten (10) parking bays.
Layout: Must include working space for 26 staff, management, public waiting area, consultation rooms, and reception.
Toilets: Two toilets required (3 cubicles & 3 basins for females, 3 cubicles, 3 basins & 2 urinals for males). A separate client toilet and disabled toilet are advantageous.
Building: Preferably ground floor or with functional lifts. Must have secure, lockable parking for Legal Aid SA vehicles.
Accessibility: Must be user-friendly for disabled persons.
Compliance: Must comply with all building laws, regulations, bylaws, and health and safety standards.
Zoning: Must be zoned for office, business, or commercial purposes. Title deed and zoning certificate may be required.
Branding: Must allow display of Legal Aid SA signboard and be branding compliant.
Infrastructure: Must have telephone and computer network points and an emergency generator backup.
Refurbishment: Bidder must submit floorplans, a commitment letter for refurbishment (with Tenant Installation amount), and details for partitioning, air-conditioning (preferably split units), painting, floor covering, power skirtings (two plugs per workstation), network/telephone points, blinds, space plan, and UPS facility integration.
For refurbishment, submit: floorplans, commitment letter for tenant specification works, partitioning plans, air-conditioning (split units preferred), painting and floor covering in corporate colours, power skirtings with two plugs per workstation, network/telephone points, blinds in corporate colours, a space plan, and UPS facility integration (Legal Aid SA provides UPS unit).
Provide a detailed breakdown of all costs/charges and a total bid amount.
Prices must be quoted in South African Rand.
Bidders must state whether prices and delivery periods will remain firm for the contract duration.
Authorised disbursements (travel, subsistence) will be reimbursed at reasonable actual cost, subject to Legal Aid SA's travel policy and prior written approval. Claims require documentary evidence (receipts, logs).
Expenses for proposal preparation and presentations are the bidder's responsibility and will not be reimbursed.
Proof of registration on the National Treasury Central Supplier Database (CSD) is mandatory. The CSD must reflect the bidder as an active, tax-compliant supplier not under restriction.
An ORIGINAL valid tax clearance certificate or CSD registration is required.
Bidders must demonstrate affirmative action employment and procurement practices that promote B-BBEE contribution.
The 80/20 preferential points system applies: B-BBEE status level contributes 20 points.
All information provided by Legal Aid SA is confidential and must not be disclosed to third parties without written consent.
Evaluation uses the 80/20 system: 80 points for price, 20 points for B-BBEE status level. References, tax compliance, and property inspection availability are also assessed.
Sets the constitutional standard for fair, equitable, transparent, competitive and cost-effective public procurement.
Relevant because this is a South African public-sector procurement opportunity.
This tender has strong source evidence, including source metadata and supporting tender information synced from the government tender portal.
Tenders SA is not the issuing authority. All tenders are automatically synced from the official government tender portal. Always confirm final submission details, closing dates, briefing sessions, eligibility requirements, and documents on the official government portal before applying.