Office accommodation lease for legal aid SA – durban local office (5-Year term)

• Legal Aid SA is a national public entity established under the Legal Aid South Africa Act, providing legal aid and representation to indigent and vulnerable persons.
• The tender is for the provision of office accommodation for the Durban Local Office for up to five (5) years.
• Legal Aid SA's vision is a dynamic South Africa where constitutional rights are realised; mission is to be a leader in equal access to justice.
• Values include passion for justice, Ubuntu, integrity, accountability, service excellence, and people and planet focus.
• The organisation aims to achieve outcomes of equal access to justice and a respected, high-performing, sustainable organisation.
• Bidders should align their offering with these objectives, including sustainability and environmental responsiveness.

• Closing date: 25 August 2026 at 11:00 AM.
• Optional briefing session: 05 August 2026, 11:00 AM – 12:00 PM, at The Marine Building, Ground Floor, 22 Dorothy Nyembe Street (formerly Gardiner Street), Durban, 4001.

• Bid enquiries: Mr. Theophelus Shange, Tel: (031) 304 0100, Email: [email protected]
• Technical enquiries: Mr. Gerhard Volschenk, Tel: (031) 304 0100, Email: [email protected]
• Submission address: Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg, 2001.

• Submit the bid before 11:00 AM on 25 August 2026.
• Deliver the sealed envelope to the Legal Aid SA tender box at Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg, 2001.
• Mark the envelope with: Tender Number 27/2026, Closing Date 25 August 2026, Closing Time 11h00 AM, and the name of the company.
• Complete all annexures in full using the given numbering format; clearly mark all attachments and references.
• Use the official tender forms (SBD 1, SBD 2, SBD 3.1, SBD 4, SBD 6.1) – do not re-type them.
• Handwrite all tender forms in BLACK ink; do not use typewriters or mechanical devices.
• Do not submit via telegram, telex, fax, email, or similar – only physical delivery to the tender box is accepted.
• Ensure the proposal remains valid for 150 days from the closing date.
• Provide proof of CSD registration (active, tax compliant, not restricted).
• Submit the original valid Tax Clearance Certificate – certified copies are not accepted.
• Include a signed SBD 4 Bidder's Disclosure and SBD 6.1 Preference Points Claim Form.
• Failure to sign/complete forms, or adding your own conditions, may invalidate the bid.
• Late bids will not be accepted for consideration.

• Evaluation uses the 80/20 preference point system.
• Price: maximum 80 points.
• Specific Goals (B-BBEE Status Level of Contributor): maximum 20 points.
• Points for B-BBEE levels: 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.
• Bidders must provide names of reference sites for reference checks.
• Bidders must demonstrate affirmative action employment practices and support for SMME/historically disadvantaged groups.
• Bidders must be registered on the Central Supplier Database (CSD) as active, tax compliant, and not restricted.
• Bidders must not be in the service of the state, have directors/members in state service, or be listed on the Register for Tender Defaulters or List of Restricted Suppliers.
• Bidders must warrant they are skilled, professional, and experienced in providing office accommodation.
• Legal Aid SA may request clarification or a demonstration; bidders must respond within 24 hours or risk disqualification.

• Provision of office accommodation for Legal Aid SA's Durban Local Office for a period of up to five (5) years.
• The accommodation must support Legal Aid SA's mandate of providing legal aid and advice to indigent and vulnerable persons.
• The premises must be suitable for office use, reliable, efficient, and effective for service delivery.
• Bidders must demonstrate proven relevant experience and ability to deliver a superior standard of service.
• The bidder must warrant that the service will be of a superior standard and unlikely to cause undue difficulties.
• The tender may be awarded in part or in full at Legal Aid SA's sole discretion, on a non-exclusive basis.
• All works/products created under the contract will vest in Legal Aid SA unless otherwise agreed in writing.
• Any defects (patent or latent) due to poor workmanship must be rectified at the bidder's own cost and time.

• Quality assurance: any defects (patent or latent) due to poor workmanship must be rectified by the bidder at own cost and time.
• Costs for correcting defects must be separately noted on billing documentation.
• The supplier warrants that goods/services are new, of current models, and free from defects under normal use.
• Warranty period: 12 months after delivery/acceptance or 18 months after shipment, whichever ends earlier (unless otherwise specified in SCC).
• The supplier must permit inspections, tests, and analyses; costs of failed inspections are borne by the supplier.
• Rejected supplies must be removed and replaced at supplier's cost.

• Use SBD 3.1 Pricing Schedule – only firm prices accepted.
• Quote in South African Rand, all applicable taxes included.
• Provide a detailed breakdown of total charges, implementation and support services, and total bid amount.
• Offer must be valid for 150 days from closing date.
• All delivery costs must be included in the bid price.
• If different delivery points affect pricing, submit a separate pricing schedule for each.
• Authorised disbursements (travel/subsistence) will be refunded per Legal Aid SA travel policy, with receipts and kilometre logs.

• Pricing must be quoted in South African Rand (ZAR).
• Only firm prices are accepted – non-firm prices (including those subject to exchange rate variations) will not be considered.
• Provide a detailed breakdown of total charges, implementation and support services, and a total bid amount.
• All delivery costs must be included in the bid price.
• The offer must remain valid for 150 days from the closing date.
• No bidder will be reimbursed for costs incurred in preparing the proposal or presentations.
• Authorised disbursements (travel and subsistence) will be refunded only with prior written approval, at reasonable actual cost, and in line with Legal Aid SA's travel policy (private vehicle rates per AA).
• Claims for authorised disbursements must be substantiated with receipts and kilometre logs.
• Payment will only be made after an official order is issued; no project activity before that.
• Performance security may be required within 30 days of contract award (amount per SCC) – forms include bank guarantee, irrevocable letter of credit, or cashier's/certified cheque.

• Must be registered on the Central Supplier Database (CSD) as an active, tax-compliant, non-restricted supplier.
• Must submit a valid original Tax Clearance Certificate (TCC) from SARS – certified copies not accepted.
• If no TCC, provide a CSD number; or submit a SARS Tax Compliance Status (TCS) PIN via eFiling.
• For consortia/joint ventures/subcontractors, each party must submit a separate TCC/CSD number.
• Must complete and submit SBD 4 Bidder's Disclosure – declare any relationship with state employees or Legal Aid SA staff.
• Must not be listed on the Register for Tender Defaulters or List of Restricted Suppliers.
• Must complete SBD 6.1 Preference Points Claim Form to claim B-BBEE points.
• B-BBEE status level verification certificate or sworn affidavit (for EMEs & QSEs) must be submitted to qualify for preference points.
• Foreign bidders must answer the questionnaire in SBD 1 Part B and comply with tax/registration requirements if applicable.
• No bids from persons in the service of the state, or companies with directors who are state employees.

• Legal Aid SA aims to be environmentally responsive and sustainable (Objective 5, 8, 9).
• Bidders should consider sustainable and agile practices in their offering.
• The accommodation should support Legal Aid SA's commitment to positively impact society, the economy, and the environment.

• The proposal, once awarded, becomes a binding contract between Legal Aid SA and the successful bidder.
• The successful bidder assumes total responsibility regardless of subcontracting agreements.
• Legal Aid SA has the right not to award the tender.
• The contract is subject to the General Conditions of Contract (GCC) and Special Conditions of Contract (SCC); in conflict, SCC prevails unless otherwise stated.
• Performance security may be required within 30 days of award (amount per SCC) – forms: bank guarantee, irrevocable letter of credit, or cashier's/certified cheque.
• The supplier must indemnify Legal Aid SA against third-party claims of patent/trademark/design infringement.
• The supplier must not disclose contract documents or information without prior written consent.
• Legal Aid SA may inspect supplier's records and have them audited.
• The contract may be terminated for default, insolvency, or force majeure as per GCC clauses.
• Penalties may apply for delays in performance.
• Disputes to be settled as per GCC; applicable law is South African law.
• The supplier must comply with all taxes and duties.
• Intellectual property rights in works created under the contract vest in Legal Aid SA unless otherwise agreed in writing.

• 80/20 preference point system applies (price 80 points, B-BBEE specific goals 20 points).
• Price points calculated using the formula: Ps = 80(1 - (Pt - Pmin)/Pmin) for goods/services.
• Specific goals points based on B-BBEE status level as per SBD 6.1 table.
• Bidders must provide reference sites for verification.
• Bidders must demonstrate affirmative action employment practices and support for SMMEs and historically disadvantaged groups.
• Must be registered on CSD as active, tax compliant, and not restricted.

• Legal Aid SA is an autonomous statutory body established under the Legal Aid South Africa Act, accountable to the Minister of Justice and Correctional Services and Parliament.
• It delivers legal aid services through 128 offices across South Africa, focusing on indigent and vulnerable persons.
• The organisation has received 22 consecutive unqualified audit opinions and is a Top Employer for 16 consecutive years.
• Property owners are valued stakeholders; the organisation aims to expand its national footprint, especially in rural and remote areas.
• The vision is a dynamic South Africa with constitutional rights realised; mission is to provide equal access to justice.
• Values: Passion for Justice, Ubuntu, Integrity, Accountability, Service Excellence, People and Planet Focused.
• Outcomes include equal access to justice and a respected, high-performing, sustainable organisation.
• Objectives include empowering clients, delivering on constitutional mandate, embedding sustainable practices, maintaining good governance, and embracing emerging technologies.

• Closing date: 25 August 2026 at 11h00.
• Optional briefing session: 05 August 2026, 11:00 AM – 12:00 PM, at The Marine Building, Ground Floor, 22 Dorothy Nyembe Street (formerly Gardiner Street), Durban, 4001.

• Optional briefing session: 05 August 2026, 11:00 AM – 12:00 PM.
• Venue: The Marine Building, Ground Floor, 22 Dorothy Nyembe Street (formerly Gardiner Street), Durban, 4001.

• Bid Enquiries: Theophelus Shange, Email: [email protected], Tel: (031) 304 0100.
• Technical Enquiries: Gerhard Volschenk, Email: [email protected], Tel: (031) 304 0100.
• Submission address: Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg, 2001.

• Submit a sealed envelope marked with: Tender Number No. 27/2026, Closing Date 25 August 2026, Time 11h00, and the name of the company.
• Deposit the envelope in the locked tender box at Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg, 2001, before 11h00 on 25 August 2026.
• Complete all annexures in full using the given numbering format. Clearly mark all attachments and references.
• Indicate compliance or non-compliance per paragraph as per the numbering format.
• Submit alternative proposals separately, each with a complete schedule and description.
• All tender forms must be handwritten in BLACK ink (no typewriters or mechanical devices).
• Check that all pages are present and not duplicated; no liability for missing pages.
• Do not qualify the tender with your own conditions; if you do, you may be required to renounce them or risk invalidation.
• Tenders transmitted by telegram, telex, fax, email, or similar will not be considered unless specifically allowed.
• The proposal must remain valid for 150 days.
• All documents submitted become the property of Legal Aid SA.
• Failure to sign/mark the tender form or complete all forms, questionnaires, and specifications may invalidate the tender.
• Ensure all required documents (e.g., CSD registration, tax clearance, B-BBEE forms) are included.
• Any deviations from specifications must be clearly indicated.
• Note: Companies failing to adhere to submission requirements risk disqualification from evaluation.

• Complete all annexures in full using given numbering format.
• Clearly mark all attachments and references.
• Indicate compliance or non-compliance per paragraph.
• Submit alternative proposals separately.
• All tender forms handwritten in black ink.
• Check page numbers for missing or duplicated pages.
• Do not qualify with own conditions.
• Provide CSD registration, tax clearance, B-BBEE forms, and all required documents.
• Failure to comply may result in disqualification.

• Evaluation uses the 80/20 preferential points system: Price = 80 points, B-BBEE status level contribution = 20 points.
• Bidders must provide reference site names for contact and verification of claims (newly established property businesses may provide other references).
• Demonstrate affirmative action employment practices and procurement programmes that promote B-BBEE.
• Provide an ORIGINAL valid tax clearance certificate or CSD registration.
• Support government empowerment goals as per form SBD 6.1.
• All properties must be made available for inspection within five days of request; failure results in disqualification.
• A site inspection certificate must be completed and signed by Legal Aid SA representative and the landlord or representative.
• Proven relevant experience, success, and ability to deliver reliable, efficient, effective service are important.
• Bidders warrant they are highly skilled, professional, competent, and experienced; work will be evaluated against these criteria.
• Legal Aid SA may request clarification or additional information; bidders must respond within 24 hours or risk disqualification.
• Legal Aid SA may request a demonstration; bidders must comply within 24 hours.
• Legal Aid SA will negotiate with the highest scoring bidder for further reductions in rental and refurbishment allowances; failure to participate within five days may result in the bid being set aside.
• The tender may be awarded in part or full, at Legal Aid SA's discretion, to one or more concerns on a non-exclusive basis.
• Proposals qualified by bidder's own conditions may be rejected as invalid.

• Provide office accommodation for Legal Aid SA's Durban Local Office for up to five years.
• Location: Proximity to local courts, quick and easy access for staff and clients, close to public transport interchanges (taxi ranks, train stations, bus terminals). A standalone building in Durban is most desirable.
• Space: Minimum 817m², maximum 837m², with eleven (11) parking bays. Bids outside this range will be disqualified.
• The office currently has 72 employees. Provide working space for all staff including management, plus public waiting area, consultation rooms, and reception area.
• Toilets: 7 total – 3 cubicles and 3 basins for females; 3 cubicles, 3 basins, and 3 urinals for males; 1 toilet for clients that accommodates disabled people.
• Building should preferably be on ground floor or have functional lifts, and have secured safe lockable parking for Legal Aid SA vehicles.
• Building must be user-friendly for disabled persons.
• Compliance with all building laws, regulations, and bylaws including health and safety compliance.
• Building must be zoned for office, business, or commercial purposes. Provide title deed and zoning certificate may be required before award.
• Must allow Legal Aid SA branding and display of signboard.
• Provide telephone and computer network points and emergency generator as backup.
• Refurbishment: Submit floorplans, commitment letter to refurbish per tenant specification with Tenant Installation amount, partitioning per Legal Aid SA specification, air-conditioning (preferably split units), painting with corporate colours, floor covering with corporate colours, power skirtings with two power plugs per workstation, network and telephone points, blinds with corporate colours, space plan, and UPS facility integrated into specific plug points (Legal Aid SA responsible for UPS unit).

• Provide company/business name, contact names and numbers, address.
• Indicate if primary contractor or joint venture/alliance partner.
• Provide number of personnel.
• Provide turnover for the last three financial years.
• Provide percentage growth in the last three years.
• Provide valid tax clearance certificate or proof of CSD registration.
• Provide reference sites for verification.

• Any defects (patent or latent) due to poor workmanship must be rectified by the bidder at own cost and time.
• All costs for correction of defects must be expressly and separately noted on billing documentation.
• The bidder warrants that services will be of a superior standard and unlikely to cause undue difficulties.

• Provide a detailed breakdown of total charges, implementation and support services, and total bid amount.
• Prices quoted in South African Rand.
• State whether prices and delivery periods remain firm for the contract duration.
• Authorised disbursements refunded at reasonable actual cost; travel per Legal Aid SA policy.

• Provide a detailed breakdown of costs/charges and related charges, as well as a total bid amount.
• Prices must be quoted in South African Rand unless otherwise specified.
• State clearly whether prices and delivery periods will remain firm for the duration of the contract.
• No bidder will be refunded any costs or disbursements unless prior written approval from Legal Aid SA is obtained.
• Authorised disbursements will be refunded at reasonable actual cost determined by Legal Aid SA.
• Travel expenses for authorised travel will be refunded per Legal Aid SA travel policy; private vehicle rates per Automobile Association of South Africa.
• Claims for authorised disbursements must be substantiated with receipts and kilometre logs.
• All expenses incurred by the bidder for the proposal and presentations are the bidder's responsibility and will not be reimbursed.
• Payment: Legal Aid SA will approve all project plans and projected costs; no delivery before an official order is issued.

• Provide proof of registration on National Treasury's Central Supplier Database (CSD) reflecting active supplier, tax compliant, and not restricted.
• Provide an ORIGINAL valid tax clearance certificate or CSD registration.
• Comply with B-BBEE requirements: 20 points of evaluation based on B-BBEE status level contribution; support government empowerment goals as per form SBD 6.1.
• Demonstrate affirmative action employment practices and procurement programmes that promote B-BBEE.
• Complete all required forms, questionnaires, and specifications; failure may invalidate the tender.
• Ensure all documents are signed/marked and handwritten in black ink.
• Comply with all conditions of tender; failure to do so may invalidate the tender.

• The building must comply with all building laws, regulations, and bylaws including health and safety compliance.
• The building must be user-friendly for disabled persons.
• Provide secured safe lockable parking for Legal Aid SA vehicles.

• Legal Aid SA aims to be environmentally responsive in its supply chain management and operations.
• Objectives include embedding sustainable and agile practices to positively impact society, economy, and environment.
• The organisation is focused on people and planet.

• The proposal, together with tender terms, conditions, and specifications, will constitute a binding contract upon award.
• The successful bidder assumes total responsibility regardless of third-party or subcontracting agreements.
• Legal Aid SA has the right not to award the tender.
• The proposal must remain valid for 150 days.
• Intellectual property rights in works created under the contract vest in Legal Aid SA unless otherwise agreed in writing.
• No disbursements will be refunded without prior written approval; authorised disbursements refunded at reasonable actual cost.
• Travel expenses refunded per Legal Aid SA travel policy; private vehicle rates per AA.
• Claims must be substantiated with receipts and kilometre logs.
• Bidder's own expenses for proposal and presentations are not reimbursed.
• General conditions of contract apply if in conflict with tender form conditions.
• Firm prices and delivery periods are preferred.

• All information provided by Legal Aid SA to bidders is strictly private and confidential.
• Bidders must not disclose to third parties without express written consent from Legal Aid SA.
• Legal Aid SA reserves the right to disclose bidder information to its employees.

• Provide proof of registration on National Treasury's Central Supplier Database (CSD) reflecting active supplier, tax compliant, and not restricted.
• Complete all documents in full and submit with proposal.
• Provide valid tax clearance certificate or CSD registration.
• Provide references and company information as required.

• Evaluation uses 80/20 preferential points: Price = 80, B-BBEE = 20.
• Bidders must provide references for verification.
• Properties must be available for inspection within five days of request.
• Site inspection certificate must be signed by both parties.
• Bidders must respond to clarification requests within 24 hours.
• Negotiations with highest scoring bidder for further reductions in rental and refurbishment allowances; failure to participate within five days may result in bid being set aside.

1. Provide lease premises description.
2. Provide physical address with full details of street number and building name.
3. Provide full description of leased premises.
4. Provide property erf number.
5. Provide commencement date.
6. Provide expiry date.

Bidder (landlord) must provide:

• Three contactable references: initials, surname, telephone/cell number, email address, company name.
• Domicilia details: physical address, postal address, telephone, telefax, email, cell number, alternative contact number.

Legal Aid SA (tenant) contact details:

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

1. Must be a registered entity (company, close corporation, trust) or individual with valid registration/ID number.
2. Must own or legally represent the property being offered.
3. Must have authority to enter into a lease agreement.
4. Must provide three contactable references.
5. Must have valid VAT registration number if applicable.
6. Property must be located in Durban, KwaZulu-Natal.

1. Provide full description of leased premises, including physical address with street number and building name.
2. Provide property details: Erf number.
3. Specify commencement and expiry dates for the lease.
4. Provide landlord's bank account details for rental payments: account name, number, institution, branch name, branch code, type of account, reference number (if applicable), VAT registration number.
5. Specify annual escalation rate (compounded).
6. State basic monthly rental excluding VAT.
7. Tenant (Legal Aid SA) pays for electricity and water as per municipal accounts.
8. Complete detailed pricing schedule for Years 1-5 covering office space (M²), parking bays, and other charges, with monthly totals including VAT.

1. Provide bank account details for rental payments.
2. Specify annual escalation rate (compounded).
3. State basic monthly rental excluding VAT.
4. Tenant pays electricity and water as per municipal accounts.
5. Fill in the five-year schedule (Years 1-5) with:

• Office area (M²), parking bays, and other charges.
• Lettable area, unit rent per month, total monthly rent excluding VAT, VAT (15%), and total monthly rent including VAT.

6. Submit a separate letter detailing any 'other charges'.
7. Indicate total lease agreement cost for five years and tenant installation allowance.
8. Note: Legal Aid SA reserves the right not to enter into a lease longer than five years.

1. Provide basic monthly rental excluding VAT.
2. Specify annual escalation rate (compounded).
3. Tenant pays electricity and water as per municipal accounts.
4. Complete pricing schedule for Years 1 to 5, detailing:

• Office area (M²), parking bays, and other charges.
• Lettable area, unit rent, total monthly rent excluding VAT, VAT (15%), and total monthly rent including VAT.

5. Submit a separate letter with detailed breakdown for any 'other charges'.
6. Indicate total lease agreement cost for five years.
7. Indicate tenant installation allowance amount.
8. Note: Legal Aid SA reserves the right not to enter into a lease longer than five years.

1. Landlord (service provider) duties and responsibilities 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.
• Maintenance of fire fighting equipment and services.

2. Legal Aid SA (tenant) duties and responsibilities include:

• Water and electricity consumption.
• Sanitary services and refuse removal.
• Domestic cleaning services.
• Consumables supply.
• Internal maintenance under 'brake & pay rule'.
• Alarm/security system maintenance.
• Replacement of light bulbs.
• Furniture, office equipment, and appliances.

3. Bidder must specify who will sign the contract on behalf of the service provider and their capacity.

1. Landlord (service provider) duties and responsibilities:

• 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.
• Maintenance of fire fighting equipment and services.

2. Legal Aid SA (tenant) duties and responsibilities:

• Water and electricity consumption.
• Sanitary services and refuse removal.
• Domestic cleaning services.
• Consumables supply.
• Internal maintenance under 'brake & pay rule'.
• Alarm/security system maintenance.
• Replacement of light bulbs.
• Furniture, office equipment, and appliances.

3. Bidder must specify the person signing the contract on behalf of the service provider and their capacity.