Office accommodation lease for legal aid SA cradock satellite office (5-Year term)

General scope:

• Provision of office accommodation for Legal Aid South Africa's Cradock Satellite Office.
• Lease period: Up to 5 years.
• The leased premises must include a full physical address (street number, building name) and a detailed description.
• Property details must include the Erf number.

Tenant (Legal Aid South Africa) contact details for submission and queries:

• Physical Address: Legal Aid House, 29 De Beer Street, BRAAMFONTEIN, 2017.
• Postal Address: Private Bag X 76, BRAAMFONTEIN, 2017.

Submit the following returnable documents as part of the proposal:

• Completed Request for Proposal (RFP) form (Annexure B, Schedule 1).
• Full description of the leased premises, including physical address, street number, and building name.
• Property details, including Erf number.
• Proposed commencement and expiry dates for the lease.
• Landlord's banking details for rental payments (Account Name, Account Number, Institution, Branch Name, Branch Code, Type of Account, Reference Number, VAT Registration Number).
• Annual escalation rate (compounded) for rental.
• Basic rental amount (excluding VAT) per month.
• Breakdown of charges payable by the tenant (e.g., electricity, water, other charges).
• Detailed 5-year pricing schedule, including lettable area, unit rent, VAT, and total monthly payable for office space, parking bays, and other charges.
• Separate letter providing a detailed breakdown of any additional charges.
• Total lease agreement cost for 5 years (Legal Aid SA reserves the right to limit the lease to 5 years).
• Tenant installation allowance (if applicable).
• Three contactable references (name, telephone/cell number, email, company name).
• Domicilium citandi et executandi (physical and postal addresses, telephone, fax, email, cell number, and alternative contact number for the landlord).
• Full names and capacity of the signatory acting on behalf of the service provider.

Evaluation will consider:

• Legal status: Applicant must be a registered company, close corporation, trust, or individual with valid registration/ID number.
• Authorization: Signatory must be duly authorized to enter into the lease agreement on behalf of the Landlord.
• Compliance: Proposal must fully comply with the structural and financial requirements outlined in Annexure B, Schedule 1.
• Transparency: Clear breakdown of all costs (rental, escalations, VAT, other charges) and maintenance responsibilities.

Scope of work:

• Provide office accommodation for Legal Aid South Africa's Cradock Satellite Office.
• Lease period: Up to 5 years (Legal Aid SA reserves the right to limit the lease to 5 years).

Leased premises requirements:

• Full physical address, including street number and building name.
• Detailed description of the leased premises.
• Property details, including Erf number.

Service provider duties and responsibilities (to be fully detailed in the proposal):

• 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's duties and responsibilities:

• Water and electricity consumption (as per municipal account).
• 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.

5-Year pricing breakdown:

• Yearly breakdown required for:
• Office space (M2, unit rent, total rent excluding VAT, VAT, total rent including VAT).
• Parking bays (unit rent, total rent excluding VAT, VAT, total rent including VAT).
• Other charges (M2, unit rent, total rent excluding VAT, VAT, total rent including VAT).
• Total monthly payable amount for each year.
• Total lease agreement cost for 5 years must be provided.

Note: Legal Aid SA reserves the right not to enter into a lease longer than 5 years. Tenant installation allowance (if applicable) must be specified.

Payment and pricing structure:

• Rental payments must be made to the landlord's specified bank account (details to be provided in the proposal).
• Basic rental amount (excluding VAT) per month must be clearly stated.
• VAT is applicable at the prevailing rate (15%).
• Annual rental escalation: Compounded annually at a specified percentage (to be proposed by the bidder).
• Charges payable by the tenant:
• Electricity: As per municipal account.
• Water: As per municipal account.
• Other charges: Must be detailed in a separate letter with a full breakdown.

Pricing schedule:

• Submit a 5-year breakdown of costs, including:
• Lettable area (M2) for office space, parking bays, and other charges.
• Unit rent (R per M2 or per parking bay).
• Total monthly rent (excluding VAT).
• VAT (15%).
• Total monthly rent (including VAT).
• Total lease agreement cost for 5 years must be provided.
• Tenant installation allowance (if applicable) must be specified.

Note: Legal Aid SA reserves the right not to enter into a lease longer than 5 years.

Tenant (Legal Aid South Africa) contact details:

• Physical Address: Legal Aid House, 29 De Beer Street, BRAAMFONTEIN, 2017.
• Postal Address: Private Bag X 76, BRAAMFONTEIN, 2017.

• This tender is for the provision of office accommodation for Legal Aid South Africa's Cradock Satellite Office for up to five years.
• Legal Aid SA is a national public entity with a mandate to provide legal aid and access to justice.
• The organisation's vision, mission, values, and strategic objectives are provided as context but do not form specific tender requirements.

• Closing Date and Time: 11 August 2026 at 11:00 AM.
• Optional Briefing Session: 23 July 2026 from 11:00 AM to 12:00 PM.
• Briefing Venue: Market Square, Adderley Street, Cradock, 5880.

• Optional Briefing Session: 23 July 2026 from 11:00 AM to 12:00 PM.
• Venue: Market Square, Adderley Street, Cradock, 5880.

• For Bidding Procedure Enquiries: Contact Mr. Raymond Marawu. Telephone: (049) 807 2500. Email: [email protected]
• For Technical Enquiries: Contact Ms. Sylvia Nokwezi Magwentshu. Telephone: (049) 807 2500. Email: [email protected]
• Submission Address: Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg, 2001.

• Submit your bid by 11:00 AM on 11 August 2026.
• Deposit the sealed bid in the tender box located in the foyer of Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg.
• The envelope must be clearly marked with Tender Number 23/2026, Closing Date 11 August 2026, Time 11h00 AM, and your Company Name.
• All annexures must be completed in full using the given numbering format. Attachments must be clearly marked.
• Deviations from submission requirements may lead to disqualification.
• The proposal must remain valid for 150 days.
• All documents submitted become the property of Legal Aid SA.
• Tender forms must be handwritten in BLACK ink, not typed.
• No tenders transmitted by telegram, telex, fax, or email will be considered.

• Submit bid in sealed envelope marked with Tender Number, Closing Date, Time, and Company Name.
• Deposit in tender box at Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg.
• Complete all SBD forms: SBD 1 (Invitation to Bid), SBD 2 (Tax Clearance), SBD 3.1 (Pricing Schedule), SBD 4 (Bidder's Declaration), SBD 6.1 (Preference Points Claim).
• Provide proof of CSD registration.
• Submit original Tax Clearance Certificate (certified copies not accepted).
• For consortia/joint ventures, each party must submit separate tax clearance and CSD.
• Bidders must not be in service of the state.
• Bids must be handwritten in black ink.
• No electronic submissions (fax, email, etc.) accepted.

• The 80/20 preference point system applies.
• Price is scored out of 80 points.
• Specific Goals (B-BBEE) are scored out of 20 points.
• Refer to SBD 6.1 for the detailed points allocation table for B-BBEE status levels.
• Bidders must provide reference sites for reference checks.
• Demonstrate affirmative action employment practices and procurement programmes promoting empowerment of SMMEs and historically disadvantaged groups.
• Provide proof of CSD registration as active, tax-compliant, and not restricted.
• Proposals evaluated on price (80 points) and B-BBEE status (20 points).

• The tender is for the provision of office accommodation for the Cradock Satellite Office for a period of up to five (5) years.
• The scope involves supplying suitable office space that meets the operational needs of Legal Aid SA.
• The bidder must demonstrate proven relevant experience, reliability, efficiency, and effectiveness in service delivery.
• The successful bidder warrants that the service will be of a superior standard.
• Legal Aid SA may request clarification or additional information within 24 hours, and bidders must comply.
• Bidders must provide a detailed breakdown of total charges, implementation, and support services.
• Any defects attributable to poor workmanship must be rectified by the bidder at their own cost and time.

• Provide company details: name, contact names and numbers, address.
• Indicate if primary contractor or joint venture/alliance partner.
• Provide number of personnel.
• Provide turnover for last three financial years.
• Provide percentage growth in last three years.
• Provide valid Tax Clearance Certificate.
• Provide reference sites for reference checks.
• Demonstrate proven relevant experience in office accommodation provision.

• Any defects attributable to poor workmanship must be rectified by the bidder at their own cost and time.
• All costs relating to correction of defects must be separately noted on billing documentation.

• Use the SBD 3.1 Pricing Schedule form.
• Only firm prices are accepted.
• All applicable taxes must be included in the bid price.
• Delivery costs must be included.
• The offer must be valid for 150 days.

• Prices must be quoted in South African Rand (ZAR) and include all applicable taxes (VAT, PAYE, income tax, UIF, SDL).
• Only firm prices will be accepted; non-firm prices or prices subject to exchange rate variations will not be considered.
• All delivery costs must be included in the bid price.
• The bid must remain valid for 150 days from the closing date.
• Authorised travel and subsistence costs will be reimbursed according to Legal Aid SA's travel policy, supported by receipts.
• No costs incurred during proposal preparation or presentations will be reimbursed.
• Use the SBD 3.1 Pricing Schedule form.

• Mandatory: Provide proof of registration on the National Treasury Central Supplier Database (CSD). The CSD record must show the bidder as an active supplier, tax compliant, and not a restricted supplier.
• Mandatory: Submit a valid original Tax Clearance Certificate. Certified copies are not accepted. For consortia/joint ventures, each party must submit a separate certificate.
• B-BBEE: Submit a B-BBEE Status Level Verification Certificate or Sworn Affidavit (for EMEs & QSEs) to qualify for preference points.
• Complete the SBD 6.1 Preference Points Claim Form.
• Bidders must complete the Company Information section (SBD 1), including company details, turnover, personnel, and tax clearance status.
• Foreign suppliers must complete a questionnaire regarding RSA residency and tax liability.
• Bidders must not be in the service of the state or have directors/members in state service.
• Bidders must not be listed on the Register of Tender Defaulters or List of Restricted Suppliers.

• The 80/20 preference point system applies.
• Price is scored out of 80 points.
• Specific Goals (B-BBEE) are scored out of 20 points.
• Refer to SBD 6.1 for the detailed points allocation table for B-BBEE status levels.
• B-BBEE Status Level points: Level 1: 20, Level 2: 18, Level 3: 14, Level 4: 12, Level 5: 8, Level 6: 6, Level 7: 4, Level 8: 2, Non-compliant: 0.
• Submit B-BBEE Status Level Verification Certificate or Sworn Affidavit (for EMEs & QSEs) to claim points.

• Legal Aid SA's objectives include embedding sustainable and agile practices to positively impact society, the economy, and the environment.
• The organisation aims for an environmentally responsive supply chain management system.

• The successful proposal, together with the tender terms, conditions, and specifications, will form a binding contract.
• The successful bidder assumes total responsibility, even if subcontractors are used.
• Legal Aid SA has the right not to award the tender.
• Payment is subject to approved project plans and official orders. No delivery before an official order is issued.
• Defects due to poor workmanship must be rectified by the bidder at their own cost.
• Intellectual Property Rights for works created under the contract vest in Legal Aid SA unless otherwise agreed in writing.
• General Conditions of Contract (GCC) apply, covering definitions, standards, performance security, warranties, delivery, insurance, penalties, termination, and dispute settlement.
• Proposals qualified by bidder's own conditions may be rejected; bidders must renounce such conditions when called upon.
• Legal Aid SA may request clarification or demonstration within 24 hours; failure may lead to disqualification.

• Tender forms must be handwritten in black ink.
• Bidders must accept conditions in writing; failure may invalidate tender.
• Bids should not be qualified by bidder's own conditions; if so, must renounce when called upon.
• Special conditions, stipulations, or provisions take precedence over general conditions if conflict.
• Bidders must check page numbers and ensure none missing or duplicated.
• Prices must be firm and in South African Rand.
• Indicate whether items are to specification or not; if not, specify deviations.
• No electronic submissions (fax, email, etc.) accepted.

• Submit bid by 11:00 AM on 11 August 2026.
• All annexures must be completed in full using given numbering format.
• Attachments must be clearly marked and specific.
• Deviations may be ignored.
• Proposal must remain valid for 150 days.
• Provide proof of CSD registration.
• Tender forms must be handwritten in black ink.
• No electronic submissions.
• Bidders must check page numbers and ensure no missing/duplicated pages.
• Prices must be firm and in South African Rand.
• Indicate whether items are to specification or not.
• Bidders must sign and accept conditions in writing.

• Closing Date and Time: 11 August 2026 at 11:00 AM.
• Non-Compulsory Briefing Session: 23 July 2026 from 11:00 AM to 12:00 PM at Market Square, Adderley Street, Cradock, 5880.

• Bid Enquiries: Raymond Marawu, Email: [email protected], Tel: (049) 807 2500.
• Technical Enquiries: Sylvia Nokwezi Magwentshu, Email: [email protected], Tel: (049) 807 2500.
• Submission Address: Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg, 2001.

• Submit by 11:00 AM on 11 August 2026.
• Deliver to the locked tender box at Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg, 2001.
• Seal your tender in an envelope clearly marked with: Tender Number: 23/2026, Closing Date: 11 August 2026, Time: 11h00, and your Company Name.
• Complete all annexures in full, using the given numbering format. Clearly mark all attachments.
• Failure to adhere to submission requirements or formatting may lead to disqualification.
• All documents submitted become the property of Legal Aid SA.
• The proposal must remain valid for 150 days.

• Bidders evaluated on criteria listed in tender document, including relevant experience, ability to deliver reliable service, and references.
• Provide names of reference sites for reference checks.
• Demonstrate affirmative action employment practices and B-BBEE contribution.
• Provide original valid tax clearance certificate or CSD registration.
• Support for empowerment as per SBD 6.1; 80/20 preference points system: Price = 80 points, B-BBEE status level = 20 points.
• All properties must be available for inspection within 5 days of request; failure leads to disqualification.
• Site inspection certificate to be completed and signed by Legal Aid SA representative and landlord.
• Legal Aid SA may request clarification or additional information; bidder must respond within 24 hours.
• Legal Aid SA may enter negotiations with highest scoring bidder for further reductions in rental and refurbishment allowances; failure to participate within 5 days may result in bid being set aside.

• Required Office Space: Minimum 87.6 m², maximum 97.6 m², with one parking bay.
• Location: Must be in proximity to local courts in Cradock, with easy access for staff and clients, close to public transport. A standalone building is preferred.
• Building Requirements: Preferably ground floor or with functional lifts; must have secured, lockable parking for Legal Aid SA vehicles; must be user-friendly for disabled persons.
• Compliance: Must comply with all building laws, regulations, bylaws, and health and safety standards.
• Zoning: The building must be zoned for office, business, or commercial purposes. Provide title deed and zoning certificate if required.
• Facilities: Must allow Legal Aid SA branding and signboard display; require telephone and computer network points; emergency generator backup.
• Refurbishment: Bidder must submit floorplans, a commitment letter to refurbish per tenant specification, and details for partitioning, air-conditioning, painting, floor covering, power skirtings, network/telephone points, blinds, space plan, and UPS facility integration.

• Bidders must provide company details including name, contacts, address, turnover for last three years, personnel count, and proof of tax clearance/CSD registration.

• Provide a detailed breakdown of all costs/charges and a total bid amount.
• All project plans and projected costs require approval by Legal Aid SA.
• No project activity will be delivered before an official order is issued.
• Authorised travel and subsistence costs will be reimbursed per Legal Aid SA's travel policy, at rates quoted by the Automobile Association of South Africa, and must be substantiated with receipts and logs.
• All other proposal and presentation expenses are the bidder's responsibility and will not be reimbursed.

• Provide proof of registration on the National Treasury Central Supplier Database (CSD), showing you are an active supplier, tax compliant, and not restricted.
• Provide an ORIGINAL valid tax clearance certificate or CSD registration.
• Demonstrate affirmative action employment practices and procurement programmes that promote contribution to B-BBEE.
• Support for empowerment as specified by government (refer to form SBD 6.1).
• The building must comply with all health and safety regulations and bylaws.
• For refurbishment, submit floorplans, commitment letter, and specifications for partitioning, air-conditioning, painting, flooring, power, networking, blinds, space plan, and UPS integration.

• Legal Aid SA's objectives include embedding sustainable practices and being environmentally responsive.