Office accommodation rental for legal aid SA – la lucia, mount edgecombe, phoenix & ballito central (5-Year contract, tender 41/2026) – kwazulu-natal

This is a lease agreement form for office accommodation. Bidders must complete details for:

• The leased premises (physical address and description).
• Property details (Erf number).
• Lease commencement and expiry dates.
• Landlord's banking details for rental payments.
• Annual rental escalation rate.
• Basic monthly rental (excluding VAT).
• Tenant responsibilities for electricity and water.
• A five-year pricing schedule for office space, parking, and other charges.

The tenant's address for legal service is provided:

• Legal Aid South Africa
• Legal Aid House, 29 De Beer Street, Braamfontein, 2017
• Postal Address: Private Bag X 76, Braamfontein, 2017

No contact person, email, or phone number is specified for bid queries.

The document does not contain submission guidelines. The extracted text is a lease agreement form to be completed by the bidder.

1. Must be legal property owner/landlord or authorized representative, 2) Must have VAT registration number, 3) Must provide three contactable references, 4) Must specify capacity of signatory, 5) Property must be in specified locations (La Lucia, Mount Edgecombe, Phoenix, Ballito Central).

The scope is the provision of office accommodation. Bidders must provide details for:

• Full physical address and description of the leased premises.
• Erf number of the property.
• Proposed lease commencement and expiry dates.
• Details of the landlord's bank account for rental payments.
• Proposed annual rental escalation rate.
• Proposed basic monthly rental (excluding VAT).
• Tenant responsibilities for electricity and water charges (as per municipal account).
• A detailed pricing schedule for Years 1-5 covering office space (M2), parking bays, and other charges.

Bidders must complete a detailed pricing schedule for a five-year lease:

• For each year (Year 1 to Year 5), specify:

• Lettable area (M2) for office space.

• Number of parking bays.

• Any other charges.

• Provide the unit rent per item, total monthly rent excluding VAT, VAT amount (15%), and total monthly rent including VAT.
• A separate letter detailing the breakdown of 'other charges' must be submitted.
• The total lease agreement cost for five years must be stated.
• Any tenant installation allowance must be indicated.

Bidders must complete a detailed pricing schedule:

• Provide monthly rental rates (excluding and including 15% VAT) for office space (M2), parking bays, and other charges for each of the five years.
• Specify the total lease agreement cost for five years.
• Indicate any tenant installation allowance.
• Note: Legal Aid SA reserves the right not to enter into a lease longer than five years.
• A separate letter detailing any 'other charges' must be submitted.

The document does not specify standard compliance requirements such as CSD, tax clearance, B-BBEE, CIDB, or CIPC. Bidders must provide:

• Three contactable references.
• Details of the person signing the contract on behalf of the service provider, including full name and capacity.

Key contractual terms and responsibilities:

• The lease is for up to five years; Legal Aid SA reserves the right not to enter a lease longer than this.
• The service provider (landlord) is responsible for:

• 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 SA (tenant) is responsible for:

• 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.

• The contract must be signed by an authorized representative of the service provider; their full name and capacity must be provided.

The document outlines specific duties and responsibilities split between the service provider (landlord) and Legal Aid SA (tenant):

• Service Provider's Duties:

• 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 SA's Duties:

• 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.

Legal Aid South Africa's address for legal service (domicilium):

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

• Provision of office accommodation for up to five years for La Lucia, Mount Edgecombe, Phoenix, and Ballito Central local offices.
• Legal Aid SA is a national public entity providing legal aid and representation, funded by the government.
• Vision: A dynamic South Africa where constitutional rights are realised for a just society.
• Mission: To provide equal access to justice for indigent and vulnerable persons through quality legal services.
• Values: Passion for Justice, Ubuntu, Integrity, Accountability, Service Excellence, People and Planet Focused.
• Outcomes: Equal access to justice and a respected, high-performing, sustainable organisation.

• Closing date and time: 25 August 2026 at 11:00 AM.
• Optional briefing session: 06 August 2026 from 10:00 AM to 11:00 AM at Suite 1, 1st Floor, Ayesha Razak Centre, 23 Groom Street, Verulam, 4340.
• No clarification or site visit deadlines are specified.

• Optional briefing session: 06 August 2026 from 10:00 AM to 11:00 AM.
• Venue: Suite 1, 1st Floor, Ayesha Razak Centre, 23 Groom Street, Verulam, 4340.

• Bid enquiries (procurement): Mr. Lusindiso Nqumse, email: [email protected], phone: 032 533 2654.
• Technical enquiries: Ms. Thobile Zungu (also listed as Thobile Khoza), email: [email protected], phone: 032 533 2654.
• Submission address: Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg, 2001 (tender box in foyer).

• Submit your tender by 11:00 AM on 25 August 2026. Late submissions will not be considered.
• Deliver the sealed tender to the locked tender box in the foyer of Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg. The envelope must be clearly marked with Tender Number 41/2026, closing date/time, and your company name.
• Complete all annexures in full, adhering strictly to the given numbering format. Deviations may lead to disqualification.
• All tender forms must be handwritten in black ink—no mechanical devices (e.g., typewriters) are allowed.
• Your proposal must remain valid for 150 days from the closing date.
• Ensure you include proof of registration on the Central Supplier Database (CSD), showing you are an active, tax-compliant, and non-restricted supplier.
• Do not qualify your bid with your own conditions; such tenders may be rejected as invalid.
• Electronic submissions (email, fax, etc.) are not accepted unless specifically provided for.

All annexures must be completed in full, using the given numbering format.

• Proposals will be evaluated using the 80/20 preference point system: 80 points for price and 20 points for Specific Goal B-BBEE Level of Contribution.
• Price evaluation formula: Ps = 80(1 - (Pt - Pmin)/Pmin).
• Specific goals points are allocated based on your B-BBEE status level as per SBD 6.1.
• Bidders must be registered and compliant on the National Treasury Central Supplier Database (CSD). Must not be a person in the service of the state or a restricted supplier.
• Must submit a valid Tax Clearance Certificate (or CSD PIN).
• Must complete and submit all mandatory SBD forms.
• Proposal must remain valid for 150 days.

• Scope: Provision of office accommodation for up to five years for La Lucia, Mount Edgecombe, Phoenix, and Ballito Central local offices.
• The bidder warrants they are highly skilled, professional, competent, and experienced in this area. Work will be evaluated against these criteria.
• The service must be of superior standard and unlikely to cause undue difficulties.
• Legal Aid SA may request clarification or additional information within 24 hours; failure to comply may lead to disqualification.
• The tender may be awarded in part or in full, to one or more bidders on a non-exclusive basis.
• All tender documents submitted become the property of Legal Aid SA.
• Any defects (patent or latent) attributable to poor workmanship must be rectified by the bidder at their own cost and time.
• Costs for correcting defects must be separately noted on billing documentation.
• Goods/services supplied must conform to standards mentioned in the bidding documents and specifications.

• Proven relevant experience and success, plus the ability to deliver a reliable, efficient, and effective service, are important considerations.
• By submitting a proposal, the bidder warrants they are highly skilled, professional, competent, and experienced in the area bid for.
• Provide names of reference sites for verification of claims.

• Submit a detailed breakdown of all costs/charges and a total bid amount using the Pricing Schedule (SBD 3.1).
• Only firm prices in South African Rand are accepted. Non-firm prices will not be considered.
• All applicable taxes must be included in the bid price.
• Delivery costs must be included for delivery at the prescribed destination.
• Indicate whether prices and delivery periods will remain firm for the contract duration.

• Submit a detailed breakdown of all costs/charges and a total bid amount using the Pricing Schedule (SBD 3.1).
• Only firm prices in South African Rand are accepted. Non-firm prices (including those subject to exchange rate variations) will not be considered.
• All applicable taxes (VAT, PAYE, income tax, UIF, skills levies) must be included in the bid price.
• Delivery costs must be included for delivery at the prescribed destination.
• Indicate whether prices and delivery periods will remain firm for the contract duration.
• Authorised travel and subsistence costs will be reimbursed per Legal Aid SA travel policy, substantiated by receipts and logs.

• Provide proof of registration on the Central Supplier Database (CSD) showing you are an active, tax-compliant, and non-restricted supplier.
• Submit a valid original Tax Clearance Certificate (TCC) with your bid. Certified copies are not accepted. Foreign bidders must also comply.
• For consortia/joint ventures, each party must submit separate TCC/CSD documentation.
• Submit a B-BBEE Status Level Verification Certificate or Sworn Affidavit (for EMEs & QSEs) to claim preference points.
• Complete the Bidder's Disclosure (SBD 4) declaring any state employment, conflicts of interest, and compliance with anti-corruption laws.
• No bids are accepted from persons in the service of the state or their companies/close corporations.
• The successful bidder’s proposal, together with the tender terms, conditions, and specifications, will form a binding contract.
• The bidder assumes total responsibility, regardless of subcontracting agreements.
• Legal Aid SA reserves the right not to award the tender.
• The contract may be awarded in part or in full, to one or more bidders on a non-exclusive basis.
• General Conditions of Contract (GCC) apply and include provisions on performance security, warranties, delivery, insurance, penalties, termination, and dispute resolution.
• A written contract form (SBD7) must be signed by the successful bidder.
• Intellectual property rights in works created under the contract vest in Legal Aid SA unless otherwise agreed in writing.
• The supplier must rectify any defects due to poor workmanship at their own cost.

• The 80/20 preference point system applies.
• Submit a B-BBEE Status Level Verification Certificate or Sworn Affidavit (for EMEs & QSEs) to claim preference points.
• Points are awarded for Specific Goal B-BBEE Level of Contribution (20 points).
• Demonstrate affirmative action employment practices and procurement programmes that empower SMMEs and historically disadvantaged groups.

• 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.
• No specific environmental compliance requirements for the accommodation service are stated.

• Bid enquiries: Mr. Lusindiso Nqumse, email: [email protected], phone: 032 533 2654.
• Technical enquiries: Ms. Thobile Zungu, email: [email protected], phone: 032 533 2654.

• Legal Aid South Africa requires office accommodation for its La Lucia, Mount Edgecombe, Phoenix, and Ballito Central Local Offices for up to five years.
• Legal Aid SA is an autonomous statutory body providing legal aid, accountable to the Minister of Justice and Parliament.
• It operates a national network of 128 offices near courts to ensure access to justice.

• Closing date and time: 25 August 2026 at 11h00.
• Optional briefing session: 06 August 2026, from 10:00AM to 11:00AM at Suite 1, 1st Floor, Ayesha Razak Centre, 23 Groom Street, Verulam, 4340.
• Proposal validity period: 150 days.

• Bid Enquiries: Lusindiso Nqumse – Email: [email protected], Tel: (032) 533 2654.
• Technical Enquiries: Thobile Zungu – Email: [email protected], Tel: (032) 533 2654.
• Submission address: Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg, 2001.

• Submit your proposal by 11h00 on 25 August 2026.
• Deliver to the locked tender box at Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg, 2001.
• Seal your submission in an envelope clearly marked with Tender Number: 41/2026, Closing Date: 25 August 2026, Time: 11h00, and your company name.
• Complete all annexures in full using the given numbering format. Any deviations may be ignored and could lead to disqualification.
• All tender forms must be handwritten in BLACK ink.
• Submit the following refurbishment documents: floorplans, a commitment letter to refurbish as per tenant specification with a Tenant Installation amount.
• The proposal must remain valid for 150 days.
• Failure to sign the tender form, complete attached forms, or comply with submission format may invalidate your tender.
• Tenders transmitted by telegram, telex, facsimile, or email will not be considered unless specifically allowed.
• Check page numbers to ensure none are missing or duplicated.
• State clearly whether prices and delivery periods remain firm for the contract duration.
• Indicate compliance with specifications by inserting "as specified" where applicable, or detail deviations.
• Quote prices in South African Rand (ZAR).

• Complete Bidder's Company/Business Information/Details form (section 18.3) with company name, contact names/numbers, address, primary contractor or joint venture status, number of personnel, turnover for last three financial years, percentage growth, and valid tax clearance/CSD proof.

• Evaluation uses an 80/20 preferential points system: Price = 80 points, B-BBEE status level of contribution = 20 points.
• Bidders must be registered on National Treasury's Central Supplier Database (CSD) as active, tax compliant, and not restricted.
• Provide an ORIGINAL valid tax clearance certificate or CSD registration proof.
• Demonstrate affirmative action employment practices and procurement programmes that promote B-BBEE contribution.
• Provide names of reference sites for reference checks; for newly established property businesses, other references may be accepted.
• All properties must be made available for inspection within five days of request; failure results in disqualification.
• A site inspection certificate will be completed and signed by Legal Aid SA representative and the Landlord or representative.
• Refer to Property Management Specifications and Evaluation in Annexure A.
• Quality assurance: Defects due to poor workmanship must be rectified by the bidder at own cost.
• Legal Aid SA may request clarification or demonstration within 24 hours; failure to comply may lead to disqualification.
• Legal Aid SA will enter into further negotiations with the highest scoring bidder for reductions in rental and refurbishment allowances; failure to participate within five days may result in bid being set aside.

• Scope: Provide office accommodation for up to five years for La Lucia, Mount Edgecombe, Phoenix, and Ballito Central Local Offices.
• Space: Minimum 493m², maximum 503m², with nine parking bays. Bids outside this range will be disqualified.
• Layout: Must include working space for 42 staff, management, public waiting area, consultation rooms, and reception.
• Toilets: Six toilets total (3 female cubicles + 2 basins, 2 male cubicles + 2 basins + 1 urinal, 1 accessible client toilet).
• Location: Preferably a standalone building near local courts and public transport interchanges (taxi ranks, train/bus terminals).
• Accessibility: Ground floor preferred or building with functional lifts; must be user-friendly for disabled persons.
• Parking: Secured, lockable parking for Legal Aid SA vehicles.
• Compliance: Must comply with all building laws, regulations, bylaws, and health and safety standards.
• Zoning: Building must be zoned for office, business, or commercial purposes; title deed and zoning certificate may be required.
• Branding: Must allow Legal Aid SA branding and signboard display.
• Infrastructure: Telephone/computer network points and emergency generator backup required.
• Refurbishment: Landlord to provide 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—all in corporate colours.
• Submit floorplans and a commitment letter to refurbish as per tenant specification with a Tenant Installation amount.

• Provide a detailed breakdown of total charges, implementation and support services (section 18.4), including a total bid amount.

• Defects attributable to poor workmanship must be rectified by the bidder at own cost, with costs separately noted on billing.
• Intellectual property rights in works created vest in Legal Aid SA unless otherwise agreed in writing.
• Authorised disbursements reimbursed at reasonable actual cost; unauthorised costs are not refunded.
• Travel claims require receipts and logs; private vehicle use reimbursed at AA rates.
• Proposal/presentation expenses are the bidder's responsibility.
• Bidders warrant they are skilled, professional, competent, and experienced.
• Refer to Important Conditions and Summary of Specifications for detailed submission and property requirements.

• Provide a detailed breakdown of all costs/charges and a total bid amount.
• Travel reimbursements require documentary evidence such as receipts and kilometer logs.

• Provide a detailed breakdown of all costs/charges and a total bid amount.
• Legal Aid SA will approve all project plans and projected costs.
• No project activity may be delivered before an official order is issued.
• Payment terms: Accounts are paid within 30 days of invoice date.
• Authorised disbursements (travel, subsistence) will be reimbursed at reasonable actual cost, substantiated by receipts/logs.
• Private vehicle use reimbursed at Automobile Association of South Africa prevailing rates.
• Expenses for proposal preparation and presentations are the bidder's responsibility and will not be reimbursed.
• Travel reimbursements require documentary evidence such as receipts and kilometer logs.

• Mandatory: Proof of registration on National Treasury's Central Supplier Database (CSD) showing you as an active, tax-compliant, non-restricted supplier.
• Submit an ORIGINAL valid tax clearance certificate or CSD registration proof.
• B-BBEE: Demonstrate affirmative action employment and procurement programmes promoting B-BBEE contribution. B-BBEE status level contributes 20 points in evaluation.
• Support for empowerment as specified by government (refer to SBD 6.1 form).
• Compliance with all building laws, regulations, and bylaws including health and safety is required.
• Building must be zoned for office, business, or commercial purposes; title deed and zoning certificate may be required.
• The proposal, terms, conditions, and specifications become a binding contract upon award.
• The successful bidder assumes total responsibility, regardless of subcontracting.
• Legal Aid SA may award the tender in part or in full, to one or more bidders, at its sole discretion.
• Tenders qualified by the bidder's own conditions may be rejected.
• Legal Aid SA may request clarification or demonstration within 24 hours.
• Negotiations for rental/refurbishment reductions with the highest scoring bidder; failure to participate within five days may result in bid being set aside.
• Proposal validity: 150 days.
• Firm tender prices and delivery periods are preferred; bidders must state if these remain firm for the contract duration.

• Legal Aid SA aims to be an environmentally responsive organisation, embedding sustainable practices and considering environmental impact in its operations.

• Important Conditions include: tender forms must be handwritten in black ink; check page numbers; state if prices/delivery periods remain firm; indicate compliance with specifications; quote prices in ZAR; no electronic submissions unless specified.
• Refurbishment: Submit floorplans and a commitment letter to refurbish as per tenant specification with a Tenant Installation amount.

• Office must be near local courts and public transport interchanges.
• Space: 493m²–503m² with nine parking bays.
• Building must be user-friendly for disabled persons.
• Comply with all building laws, regulations, bylaws, and health and safety.
• Building must be zoned for office, business, or commercial purposes.