Hire of office accommodation for department of sport, arts and culture – amajuba district, newcastle (5-Year lease)

• Closing date and time: 11:00 on 7 August 2026.
• Compulsory virtual briefing: Date to be confirmed. Bidders must register their email address by 16:00 on that date.
• Bid validity: Offers must remain valid for 90 days from the bid closing date.

• For queries relating to the tender documents:

Name: Ms GB Mthethwa

Contact Number: 036 638 8002

Email Address: [email protected]

• For virtual briefing registration:

Email: [email protected]

• Document collection address (for hard copies): Department of Public Works and Infrastructure, Midlands Region Office, 40 Shepstone Road, Ladysmith.

• Submit bids in sealed envelopes with the bid number ZNT6089W and closing date clearly marked on the envelope.
• Deliver bids to the Department of Public Works and Infrastructure, Midlands Region Office, 40 Shepstone Road, Ladysmith, by 11:00 on the closing date.
• Telegraphic, telephonic, telex, facsimile, e-mail and late submissions are not accepted.
• Bids must be complete and include all required forms (e.g., bidding forms, disclosure, preference claim).
• Each page of the bid document must be initialed by the bidder.
• Alterations must be initialed; use of correcting fluid is prohibited.
• Bids will be opened in public soon after the closing time.
• A compulsory virtual briefing session exists; bidders must forward their email address to [email protected] before 16:00 on a date to be confirmed to receive the link.
• Late logins to the virtual briefing will not be admitted.
• Only bidders registered on the Central Supplier Database (CSD) are eligible to submit.

• Phase 1: Administrative compliance – compliance with bid requirements and procurement regulations.
• Phase 2: Mandatory requirements – failure to provide required documents will result in disqualification.
• Phase 3: Preference point system – 80/20 system applies, with 20 points for specific goals (e.g., black ownership).
• The department reserves the right not to award to the lowest bidder and may conduct a detailed risk assessment prior to award.

• Scope: Hire of suitable office accommodation for the Department of Sport, Arts and Culture Amajuba District office in Newcastle.
• Required lettable area: 416m² plus 25% (104m²) non-assignable space, totalling 520m².
• Parking required: 5 lock-up bays, 15 undercover bays, 14 open bays, and 1 disabled parking bay.
• Lease period: 5 years. If extended, rental rates revert to the initial lease's rate per square meter.
• The building must meet detailed minimum specifications for leased office space (see extended sections).
• The premises must be reconfigured to the department's requirements; design plans require DPWI approval.
• All works must comply with National Building Regulations, OHS Act, SANS standards, and local by-laws.
• The building must be a minimum B-Grade office building as per SAPOA or equivalent.

• Only firm prices will be accepted; non-firm prices (including subject to exchange rates) are not considered.
• The bid price must include VAT.
• The offer must be valid for 90 days from the bid closing date.
• Payment terms: The purchaser undertakes to pay within 30 days after receipt of an invoice and delivery note.

• Mandatory registration on the Central Supplier Database (CSD). Bidders not registered at closing time will be disqualified.
• Bidders must declare that their CSD information is correct and up to date.
• Tax clearance certificate is required.
• Preference points system (80/20) applies; points can be claimed for specific goals like black ownership.
• B-BBEE requirements apply; EMEs and QSEs must complete the applicable sworn affidavit form.
• Bidders must submit a bidder's disclosure form declaring any state employment, relationships with officials, or interest in other bidders.