Office accommodation for piet retief satellite office (5-Year lease)

Bidder must own the property (submit title deed) or have authorized agency. Must be registered on Central Supplier Database (CSD) with valid B-BBEE certificate. Building must have no structural defects or rising damp. Separate water/electricity meters managed by municipality/Eskom required.

1 OPERATIONAL LEASE REQUIREMENTS 1.1 The properties offered on an operational lease, for a minimum period of five (5) years, seven (7) years and 11 months. 1.2 No deposit shall be paid for rental of the leased office accommodation. 1.3 The building offered must be habitable for office use and the bidder must be open for negotiation with Legal Aid SA for Tenant Installation Allowance. The lease proposal must include an estimate of the costs of refurbishment and the Tenant Installation Allowance offered in accordance with the detailed work space norms provided on the last page of this document. 1.4 The Landlord must be willing to undertake all refurbishments on behalf of Legal Aid SA in line with Construction Industry Development Board (CIDB) requirements. Legal Aid SA will reimburse the Landlord for all costs negotiated less any contribution of the Tenant Installation Allowance provided the latter must advise the Tenant timeously if the costs of refurbishment exceed the contribution amount. The refurbishments will form part of the signed lease agreement. 1.5 Legal Aid SA reserves the right to negotiate for rental and refurbishment costs. 1.6 A separate water or Eskom electricity meter system must be in place which is managed and controlled by the local municipality. No other meter system will be accepted. 1.7 The Landlord must ensure proper and adequate maintenance of the exterior of leased premises together with common areas for the duration of the agreement. 1.8 The Landlord must be willing to include a clause in the lease agreement regarding right of first refusal where the building will be first offered to Legal Aid SA should it be up for sale subject to Legal Aid SA adhering to its Supply Chain Management Policy. 1.9 Standard Lease Agreement used by Legal Aid SA shall form part of the tender document. By submitting the tender, the Landlord agrees that it will use the agreement and Legal Aid SA reserves its rights to reject the Landlord from using their own lease agreement or contract. In cases where Legal Aid SA waives its right to use its standard lease, such leases shall be vetted by Legal Aid SA's legal team to ensure compliance with the organization's policies and regulations. 1.10 Legal Aid SA reserves the right not to make any appointment and shall not entertain any claim for costs that may have been incurred in the preparation and submission of proposals. 1.11 Building defects and wall cracks exceeding 5mm or visible rising damp or structural defects or wall cracks will not be considered for further evaluation. Building with structural defects will not be considered. 1.12 At contracting stage the bidder will be required to submit a confirmation letter or letter of undertaking to provide water back-up facilities or uninterrupted water supply before occupation.

4 Additional Requirements are as follows. 4.1 Partitioning as per Legal Aid SA's specification 4.2 Air-conditioning (preferably split units) 4.3 Painting - with corporate colours 4.4 Floor covering - with corporate colours 4.5 Power skirtings - with two power plugs per work station - one being specifically for computers 4.6 Network and telephone points 4.7 Blinds - with corporate colours 4.8 Space plan 4.9 UPS facility integrated into specific power points. 4.10 Branding requirements: Landlord willing to allow Legal Aid SA sign-board on the outside of building of Size: 1200mm (width) x 800mm (height), Weight/thickness 10mm mounted 4.11 Information Technology requirements - Power skirtings accommodating computer and telephone network. Two plug points per desk. Between 5 and 6 Network points. UPS facility integrated into specific power points. 4.12 An emergency generator as a backup to electricity supply; 4.13 The building must have natural ventilation and natural light. 4.14 The building must be accessible to disabled persons and include, ramps and/or lifts where necessary. 4.15 Energy saving building will be an additional advantage.

The bid will be evaluated in five (5) phases as outlined below:

2.1 Phase 1: Responsiveness

Bidders must ensure that they complete and sign documents as indicated below, and the documents must

be submitted as part of the bid document by the closing date and time:

i. Signed SBD 1: Invitation to Bid.

ii. Signed SBD 3.1: Pricing schedule – firm prices (Purchases).

iii. Signed SBD 4: Bidder's Declaration.

iv. Signed SBD 6.1: Preference Points claim form in terms of the Preferential Procurement Regulations

2.1.1 2022.v. Original or certified valid B-BBEE certificate or sworn affidavit. JV must submit a consolidated B-BBEE

certificate. The bidder must be registered on Central Supplier Database (CSD): The bidder must ensure that

their company is registered on CSD (attach the CSD report with the bid document or provide bidder CSD

registration number).

vi. Municipal Account Statement and/or electricity account of not older than two (2) months from the tender

closing date.

vii. The bid must be submitted with the latest CSD reports of all parties (agent, landlord/JV partners etc.)

2.2 Phase 2: Disqualification Criteria

i) A bidder must submit a copy of the title deed for the building as proof of property ownership together with

the bid response.

ii) If the bid is being submitted by an agent or representative on behalf of the landlord, a signed letter/

agreement must be provided confirming that the building owner has granted the agent/entity the authority to

2.2.1 submit the tender in relation to the specified office building. This letter/agreement must be submitted

together with the title deed as outlined in item (i) above. The letter must be printed on the relevant company

letterhead and signed by an authorised representative of all involved parties.

NB: Failure to comply with the above will result in the bid not being evaluated for Phase 3, 4 and 5.

Phase 3: Functionality

In this phase, Legal Aid SA will look at the most appropriate property aligned to its operation, compatible

with its infrastructure. These will include site visits of properties and bid documents submitted by the

2.3 landlords. The building will be evaluated on the following functionality criteria:

Functionality Evaluation Criteria Points

Building Documentation 30

i. Building inspection conducted by Legal Aid SA officials and the bidder within five (5) working days upon

written/email request by Legal Aid SA. (2 points) Proof of EMAIL must be retained.

ii. A bidder must submit copies of actual building compliance documents: (28 points)

a) Approved building plan (including all alterations and elevations) or structural integrity report from a

duly qualified built environment professional [including all alterations and/or elevations] or letter of

undertaking stating that it will be provided within 6 months from the date of occupation (5 points);

b) Occupancy Certificate or letter of undertaking stating that it will be provided within 6 months from the date

of occupation (10 points)

c) Zoning Certificate or letter of undertaking stating that it will be provided within 6 months from the date of

2.3.1 occupation (5 points)

d) Fire Protection Plan/Fire Safety Inspection report/Evacuation Plan or letter of undertaking stating that it

will be provided before the date of occupation (2 points)

e) Electrical Compliance Certificate (2 points):

f) Pests Control Certificate (valid in the last 12 months from the date of tender closure) or letter of

undertaking stating that it will be provided before the date of occupation (2 points) and

g) Building Maintenance plan (indicating an annual programme schedule of activities/areas to be maintained,

also outlining tenant and landlord responsibilities) or letter of undertaking stating that it will be provided

before the date of occupation (2 points).

NB Zero points will be allocated for criteria/subcriteria not met or substantiated.

Building location and accessibility: (Targeted area is Piet Retief) 30

i. Aerial plan or google maps indicating the following km distances: Local Office will verify the

proposed building distances to the sub-criterion/criteria

a) Building must be located in the target area and must be within 2km walking distance from public transport

route and magistrate court = (20 points)

b) Building be located in the target area more than 2km up to 2.25km walking distance from public transport

route and magistrate court = (15 points)

c) Building be located in the target area more than 2.25km up to 2.5km walking distance from public

transport route and magistrate court = (10 points)

d) Building be located in the target area more than 2.5km up to 3km walking distance from public transport

route and magistrate court = (5 points)

2.3.2 e) Building be located in the target area and are more than 3km walking distance from public transport route

and magistrate court = 0 points

ii. The proposed building entrance must be accessible to people living with disabilities. NB: Site Inspection

will be conducted by Legal Aid SA's official to verify.

a) Leased premises are on the ground floor and are fully accessible to people with disabilities (8 points)

b) Leased premises are not on the ground floor but are fully accessible to people with disabilities (8 points)

c) Disability parking with signage. (2 points)

A grace period of 6 months will be allowed for the bidder who in writing undertakes to have these changes

implemented.

Building requirements: 30

i. Office space (20 points)

Office building must have the following functioning [the Legal Aid SA's official will test/verify the

below]:

a) air-conditioners = 5 points;

b) electrical plugs per office = 5 points ;

c) ablution facilities as per space norm = 5 points;

d) fire escape routes/emergency exits = 5 points.

e) bidder submits a letter of undertaking to provide each of the above requirements before occupation (2.5

points per requirement listed)

2.3.3 NB Zero point will be allocated for criteria/subcriteria not met or substantiated.

ii. Parking Space (10 points)

A building with:

a) A minimum of 2 parking bays must be available on secure and covered lockable premises/yard, either on-

site or within a maximum distance of 500 meters from the proposed building; (8 points)

b) A minimum of 2 parking bays must be available on secure, lockable premises/yard, either on-site or within

a distance of above 500m to 1km from the proposed building; (6 points);

c) additional free open parking bay for Legal Aid SA's employees, visitors and clients within the premises. (2

points).

d) No information or insufficient parking provided (0 points)

Building Conditions and Availability:

i. The premises must be within a safe and secure office environment zoned for office or business use, as

deemed acceptable as Land Use Management Scheme/Town Planning Scheme. The buildings (including the

office offered to the Legal Aid SA) comprising the bidder’s proposal and that of neighboring properties must

2.3.4 have acceptable look, promote Legal Aid SA image and its business objectives. (8 points) 10

ii. The premises must be made available for occupation by the 01 October 2026. (2 points)

NB Zero point will be allocated for criteria/subcriteria not met or substantiated.

Total 100

Only Bids that score 70 points or more on functionality will be evaluated further.

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Phase 4: Compliance Criteria

Qualifying bidders from Phase 3 are subjected to confirmation/verification of the following occupational and

building compliance documents as per below. Failure to submit the documents required as part of the

due diligence process, within 7 working days from request, the bidder may be disqualified from

further evaluation:

i) Set of proposed floor plans [including all alterations];

ii) Approved building plan or structural integrity report from a duly qualified built environment professional

[including all alterations and/or elevations] or letter of undertaking stating that it will be provided within 6

months from the date of occupation;

iii) Occupancy Certificate or letter of undertaking stating that it will be provided within 6 months from the

2.4.1 date of occupation;

iv) Zoning Certificate or letter of undertaking stating that it will be provided within 6 months from the date of

occupation;

v) Fire Protection Plan/Fire Safety Inspection report/Evacuation Plan or letter of undertaking stating that it

will be provided before the date of occupation ;

vi) Electrical Compliance Certificate;

vii) Pests Control Certificate[(valid in the last 12 months from the date of Tender closure] or letter of

undertaking stating that it will be provided before the date of occupation and

viii) Building Maintenance plan [indicating an annual programme schedule of activities/areas to be

maintained, also outlining tenant and landlord responsibilities] or letter of undertaking stating that it will be

provided before the date of occupation

Phase 5: Price and B-BBEE

ii. PPPFA Points Scoring

Qualifying bidders will be evaluated in terms of the Preferential Procurement Policy Framework Act

(PPPFA), Procurement Regulations 2022. The value of this bid is estimated not to exceed R50 000 000 (all

applicable taxes included), the 80/20 points system will apply, where:

Price = 80 points, and B-BBEE level of contribution = 20 points

Pricing - must include VAT, if registered as a VAT Vendor or application made to SARS to register as

a VAT Vendor (Proof must be attached)

2.4.2 - Bidder must provide the total costs of accommodation for the proposed duration, with the following details: -

• Rental rate per square metre for the proposed office space;

• Rate per parking bay;

• Annual escalation rate of not greater than CPI, with a motivation if this exceeds CPI;

• Tenant installation amount offered by the bidder must be included together with the rental amount over the

period of the lease on the costs to be/incurred;

• Tenant's share of proportionate costs with details, if applicable.

• Tenant Estimated Installation Cost: Tenant installation costs as per Legal Aid SA space norm will be

applied on price evaluation to determine the best value for money.

3 Implementation

3.1 Uponattendoccupation,to the defectsa snagwithinlist30shalldaysbeupondrawnreceiptwithinthereof.30 days and be submitted to the service provider, who will

4 Additional Requirements are as follows.

4.1 Partitioning as per Legal Aid SA's specification

4.2 Air-conditioning (preferably split units)

4.3 Painting - with corporate colours

4.4 Floor covering - with corporate colours

4.5 Power skirtings - with two power plugs per work station - one being specifically for computers

4.6 Network and telephone points

4.7 Blinds - with corporate colours

4.8 Space plan

4.9 UPS facility integrated into specific power points.

4.10 Branding(height), Weight/thicknessrequirements: Landlord10mm willingmountedto allowon theLegaloutsideAidofSAthesign-boardbuilding of Size: 1200mm (width) x 800mm

Information Technology requirements - Power skirtings accommodating computer and telephone network.

4.11 Two plug points per desk. Between 5 and 6 Network points. UPS facility integrated into specific power

points.

4.12 An emergency generator as a backup to electricity supply;

4.13 The building must have natural ventilation and natural light.

4.14 The building must be accessible to disabled persons and include, ramps and/or lifts where necessary.

4.15 Energy saving building will be an additional advantage.

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Required facilities at Piet Retief Satellite Office with Legal Aid Space Norms

A b c d e f

Toilet

Specifications No. Parking Bays

No. Offices including

Office m2 (Toilets No. Employees (Parking Bays not

facilities

included in included in Column D)

Column D)

Per work space norms/ 97.20 2 offices, 4 cubicles and 7 6 2 parking bays for 2 fleet

requirements 2 Toilets, 2 facility rooms and 1 vehicles based in Piet

basins and 1 designated open area which Retief SO

urinal for males. serves as reception and

waiting area.

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Legal Aid SA - Workspace Norms Piet Retief Satellite Office

Space

Allocation

Number of Offices Cubicles per Total

Position Open Area Comments

Employees Required Required employee space m2

position/

facility

Space allocation based on

employees

Paralegal 1 1 9 9 Office

(i) Drywall height is 1200mm from

the ground and the glass is

300mm,give a total of 1.5meters all

around. The drywall height of

1.5meters is to provide for privacy

Legal Practitioners - Criminal 4 4 4 16 of Practitioners.

(ii) The length and breadth is 2.0

meters on each side give a total

space of 4m2.

(iii) One side will have an opening

of 750mm for access.

Supervisory LPs 1 1 10 10 Office

Receptionist & Waiting Area 1 9 9 Reception counter

Total Space based on

6 2 4 1 32 44

employees

Space allocation based on

facilities

Satellite Office Staff 5

Consultation rooms 1 9 9

Storeroom 1 4.5 4.5 Safe storage room

Kitchen 1 4.5 4.5

Custodial Room (Cleaning) 1 3.0 3.0

2 Toilets, 2 basins and 1 urinal for

Toilet 2 6 12

males.

Server/Network room 1 4 4 Ventilated

Total Space based on facilities 7 0 0 31 37

Total Area Offices and Facilities 81

Walkways, stairs and hallways 16.20

TOTAL 6 9 4 1 63 97.20 Minimum required workspace

Note: Only bids with space that fall within the prescribed minimum and maximum space parameters

112.20 Maximum required workspace will be considered for evaluation.

Total Number of Employees 6

Total Number of Offices,

Cubicles and Toilets 13

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