Office accommodation lease – postmasburg satellite office (5 years, 85.8–95.8 M²)

Closing date and time: 15 September 2026 at 11:00 (from tender record).

Premises must be made available for occupation by 01 April 2027.

Building inspection to be conducted within five (5) working days upon written/email request by Legal Aid SA.

Compliance documents (Phase 4) must be submitted within 7 working days of request.

Occupancy Certificate and Electrical Certificate of Compliance to be provided within six (6) months from date of occupation.

Snag list to be drawn within 30 days of occupation; defects to be attended to within 30 days of receipt.

No specific contact names, emails, or phone numbers are stated in the document. Enquiries should be directed to Legal Aid SA's Supply Chain Management.

Submission method and channel: not explicitly stated in the document; bidders should confirm with Legal Aid SA Supply Chain Management.

Returnable documents — all must be completed, signed and submitted with the bid by the closing date and time:

• SBD 1 (Invitation to Bid): signed as the offer cover page.
• SBD 3.1 (Pricing Schedule – firm prices): completed with firm prices.
• SBD 4 (Bidder's Declaration): declaration of interest.
• SBD 6.1 (Preference Points Claim): claims B-BBEE points under the PPPFA.
• Original or certified valid B-BBEE certificate or sworn affidavit; a JV must submit a consolidated certificate.
• CSD registration report or CSD registration number; the latest CSD reports of all parties (agent, landlord, JV partners).
• Municipal account statement and/or electricity account not older than two (2) months from the RFQ closing date.

Disqualification risks:

• Any required document omitted or unsigned.
• Failure to submit a copy of the title deed as proof of property ownership.
• An agent/entity of the landlord must provide a signed letter or relationship agreement detailing responsibilities granted by the owner, on company letterhead, signed by delegated authority, valid and dated within the last twelve (12) months from the tender closing date.
• Failure to comply with the above results in the bid not being evaluated for Phases 3, 4 and 5.

Phase 1 required documents: signed SBD 1, signed SBD 3.1, signed SBD 4, signed SBD 6.1, B-BBEE certificate or sworn affidavit (consolidated for JV), CSD registration report or number, municipal account statement not older than 2 months, CSD reports of all parties.

Five-phase evaluation:

Phase 1 – Responsiveness: submission of all returnable documents listed above.

Phase 2 – Disqualification Criteria: title deed proving ownership; if an agent acts for the landlord, a signed mandate/relationship agreement on company letterhead, signed by delegated authority, valid within 12 months of closing date. Non-compliance disqualifies the bid from further phases.

Phase 3 – Functionality (minimum 70 points to proceed):

• Building Documentation (30 points): inspection within 5 working days of request (2 pts); approved building plan/structural integrity report/undertaking (5 pts); occupancy certificate/undertaking within 6 months of occupation (10 pts); zoning certificate/undertaking within 6 months of occupation (5 pts); fire protection/evacuation plan/undertaking before occupation (2 pts); electrical compliance certificate (2 pts); pests control certificate valid within 12 months of tender closure/undertaking before occupation (2 pts); building maintenance plan (2 pts).
• Location & Accessibility (40 points): distance to magistrate court – within 2 km (10 pts), 2–2.25 km (7.5 pts), 2.25–2.5 km (5 pts), 2.5–3 km (2.5 pts), >3 km (0 pts); distance to public transport – same bands and points; disability access – ground-floor entrance with ramp or lift with braille buttons (8 pts), disability parking with signage (2 pts); 6-month grace period if written undertaking given.
• Building Requirements (30 points): office space – existing air-conditioners/undertaking to install (5 pts), electrical plugs per office (5 pts), ablution facilities per space norm (5 pts), fire escape routes/emergency exits (5 pts); parking – minimum 2 covered bays in access-controlled premises (8 pts), 2 bays behind access-controlled gate (6 pts), additional free open parking (2 pts).
• Building Conditions & Availability (10 points): safe/secure office environment promoting Legal Aid SA image (8 pts); available for occupation by 01 April 2027 (2 pts).

Phase 4 – Compliance Verification: qualifying bidders must submit approved building plan, occupancy certificate, zoning certificate, fire protection/evacuation plan, electrical compliance certificate, pests control certificate, building maintenance plan within 7 working days of request; on completion of tenant installation, provide occupancy certificate and electrical certificate of compliance within 6 months of occupation.

Phase 5 – Price & B-BBEE: 80/20 preference point system (price 80 points, B-BBEE 20 points); estimated value not exceeding R50 000 000 inclusive of VAT.

Scope: provision of office accommodation for Legal Aid SA's Postmasburg Satellite Office on an operational lease for five (5) years.

Space requirements (Legal Aid SA Space Norms):

• Minimum 85.8 m², maximum 95.8 m² total office space.
• Required facilities: 2 offices, 2 cubicles, 1 consultation room, 1 storeroom, 1 kitchen, 1 server/network room, 1 custodial room, 1 toilet (1 cubicle and 1 basin for females and males), and 2 parking bays on the premises.
• Space allocation: Paralegal 1 office (9 m²), Legal Practitioner 2 offices (4 m² each), Supervisory LP 1 office (10 m²); consultation room (9 m²), reception/waiting area (9 m²), storeroom (9 m²), kitchen (4.5 m²), custodial room (3 m²), toilet (6 m²), server/network room (4 m²).

Building requirements:

• Must be habitable and free of structural defects (no rising damp or wall cracks exceeding 5 mm).
• Separate water and electricity meters managed by the local municipality or Eskom; no other metering system accepted.
• Uninterrupted 2000 L water supply or water backup facilities before occupation.
• Landlord must maintain the exterior and common areas for the duration of the lease.
• Landlord must undertake all refurbishments in line with CIDB requirements.
• Must comply with the Occupational Health and Safety Act, 1993, National Building Regulations, and Building Standards Act, 1977.

Additional fit-out requirements:

• Partitioning per Legal Aid SA specification.
• Air-conditioning (preferably split units).
• Painting, floor covering, and blinds in corporate colours.
• Power skirtings with two power plugs per workstation (one for computers).
• Network and telephone points (5–6 network points per desk area).
• UPS facility integrated into specific power points.
• Emergency generator as backup to electricity supply.
• Branding sign-board (1200 mm x 800 mm x 10 mm) mounted on the outside of the building.
• Natural ventilation and natural light.
• Accessible to disabled persons (ramps and/or lifts where necessary).
• Energy-saving building is an advantage.

Building quality assurance requirements:

• Building inspection by Legal Aid SA officials and bidder within 5 working days of written/email request; proof of email must be retained.
• Submission of building compliance documents: approved building plan/structural integrity report/undertaking; occupancy certificate/undertaking within 6 months of occupation; zoning certificate/undertaking within 6 months of occupation; fire protection/evacuation plan/undertaking before occupation; electrical compliance certificate; pests control certificate (valid within 12 months of tender closure)/undertaking before occupation; building maintenance plan (annual programme with tenant/landlord responsibilities).
• On completion of tenant installation: occupancy certificate and electrical certificate of compliance within 6 months of occupation.
• Building must be free of structural defects (no rising damp or wall cracks >5 mm).
• Compliance with Occupational Health and Safety Act, National Building Regulations, and Building Standards Act.

Pricing requirements:

• Total costs of accommodation for the proposed five-year duration.
• Rental rate per square metre for the proposed office space.
• Rate per parking bay.
• Annual escalation rate not greater than CPI (motivation required if exceeding CPI).
• Tenant installation amount offered by the bidder, included with the rental amount over the lease period.
• Tenant's share of proportionate costs with details, if applicable.
• Tenant estimated installation cost per Legal Aid SA space norm applied in price evaluation.
• Pricing must include VAT if registered as a VAT vendor or application made to SARS (proof attached).
• SBD 3.1 (Pricing Schedule – firm prices) must be completed and signed.
• No deposit payable.
• Legal Aid SA reserves the right to negotiate rental and refurbishment costs.
• No levies or contract drafting costs payable by Legal Aid SA.

Pricing format:

• Total cost of accommodation for the proposed duration, including:
• Rental rate per square metre for the proposed office space.
• Rate per parking bay.
• Annual escalation rate not greater than CPI (motivation required if exceeding CPI).
• Tenant installation amount offered by the bidder, included with the rental amount over the lease period.
• Tenant's share of proportionate costs, if applicable.
• Tenant estimated installation cost per Legal Aid SA space norm will be applied in price evaluation.
• Pricing must include VAT if the bidder is a registered VAT vendor or has applied to SARS for registration (proof must be attached).

Lease terms:

• Operational lease for five (5) years.
• No deposit shall be paid for the leased office accommodation.
• Legal Aid SA reserves the right to negotiate rental and refurbishment costs.
• No levies or contract drafting costs payable by Legal Aid SA.
• Legal Aid SA will not entertain any claim for costs incurred in preparation and submission of proposals.

Mandatory registrations and certificates:

• Central Supplier Database (CSD) registration – attach CSD report or provide CSD registration number; latest CSD reports of all parties (agent, landlord/JV partners) must be submitted.
• B-BBEE certificate or sworn affidavit (consolidated for JV) – required for preference points.
• Municipal account statement and/or electricity account not older than two (2) months from the RFQ closing date.
• Title deed as proof of property ownership (Phase 2).
• Agent/entity relationship agreement (if applicable) – signed, on company letterhead, valid within last 12 months.

Building compliance documents (Phase 4 – must be submitted within 7 working days of request):

• Approved building plan or commitment letter to submit within 6 months of lease commencement.
• Occupancy certificate or commitment letter to submit within 6 months of lease commencement.
• Zoning certificate.
• Fire protection/evacuation plan.
• Electrical compliance certificate.
• Pests control certificate (valid within last 12 months from tender closure) or letter of undertaking to provide before occupation.
• Building maintenance plan (before and after occupation).

On completion of tenant installation, the bidder must provide the Occupancy Certificate and Electrical Certificate of Compliance within six (6) months from date of occupation.

Lease agreement: Legal Aid SA standard lease agreement forms part of the RFQ; landlord agrees to use it. If Legal Aid SA waives its right, the landlord's lease will be vetted by Legal Aid SA's legal team.

Health and safety requirements:

• Leased premises must comply with the Occupational Health and Safety Act, 1993 (Act No. 85 of 1993), as amended, and all other applicable legislation, regulations, by-laws, and standards relating to occupation and use of the premises.
• Building must have fire escape routes/emergency exits.
• Fire protection plan/fire safety inspection report/evacuation plan required (or undertaking to provide before occupation).
• Electrical compliance certificate required.
• Pests control certificate valid within 12 months of tender closure (or undertaking to provide before occupation).
• Building maintenance plan covering electrical, plumbing, air-conditioning, garden service, etc.
• Emergency generator as backup to electricity supply.
• Natural ventilation and natural light required.
• Building must be accessible to disabled persons (ramps and/or lifts where necessary).
• Disability parking with signage required.

Special conditions:

• Operational lease for five (5) years; no deposit.
• Building must be habitable; tenant installation allowance per workspace norms.
• Landlord undertakes all refurbishments per CIDB requirements; refurbishments form part of signed lease agreement.
• Separate water and electricity meters managed by municipality/Eskom; no other metering system accepted.
• Landlord maintains exterior and common areas for lease duration.
• Right of first refusal: building first offered to Legal Aid SA if up for sale, subject to SCM policy.
• Legal Aid SA standard lease agreement forms part of RFQ; landlord agrees to use it. If waived, landlord's lease vetted by Legal Aid SA legal team.
• No levies or contract drafting costs payable by Legal Aid SA.
• Legal Aid SA not liable for bid preparation costs.
• No structural defects (rising damp or wall cracks >5 mm).
• Uninterrupted 2000 L water supply or backup facilities before occupation.
• Compliance with OHSA, National Building Regulations, Building Standards Act.
• Implementation: snag list drawn within 30 days of occupation; defects attended to within 30 days of receipt.
• Additional fit-out: partitioning per specification; air-conditioning (preferably split units); painting, floor covering, blinds in corporate colours; power skirtings with two plugs per workstation (one for computers); network/telephone points (5–6 network points); UPS integrated into specific power points; branding sign-board (1200×800×10 mm) on building exterior; emergency generator backup; natural ventilation/light; disability access (ramps/lifts); energy-saving building advantageous.

General requirements:

• Building must be located in Postmasburg target area.
• Within 2 km walking distance to magistrate court (maximum points); points reduce with distance up to 3 km.
• Within 2 km walking distance to public transport route (maximum points); points reduce with distance up to 3 km.
• Building entrance accessible to people with disabilities: ground floor with ramp, or lift with braille buttons; disability parking with signage.
• 6-month grace period for disability access if written undertaking given.
• Minimum 2 covered parking bays in access-controlled premises (8 pts) or 2 bays behind access-controlled gate (6 pts); additional free open parking (2 pts).
• Safe and secure office environment zoned for office/business use per Land Use Management Scheme/Town Planning Scheme.
• Building must promote Legal Aid SA image and business objectives.
• Premises available for occupation by 01 April 2027.
• Separate water and electricity meters; uninterrupted 2000 L water supply or backup.
• No structural defects (rising damp or wall cracks >5 mm).
• Compliance with OHSA, National Building Regulations, Building Standards Act.
• Fit-out per Legal Aid SA specification: partitioning, air-conditioning, corporate colours, power skirtings, network points, UPS, generator, sign-board, disability access.

Five-phase evaluation process:

Phase 1 – Responsiveness: submission of signed SBD 1, SBD 3.1, SBD 4, SBD 6.1; B-BBEE certificate/sworn affidavit (consolidated for JV); CSD registration report/number; municipal/electricity account ≤2 months old; CSD reports of all parties.

Phase 2 – Disqualification: title deed proving ownership; agent mandate/relationship agreement on letterhead, signed by delegated authority, valid within 12 months of closing date. Non-compliance excludes bid from Phases 3–5.

Phase 3 – Functionality (minimum 70 points): Building Documentation (30 pts), Location & Accessibility (40 pts), Building Requirements (30 pts), Building Conditions & Availability (10 pts). Detailed sub-criteria and point allocations as specified in the main evaluationCriteria section.

Phase 4 – Compliance Verification: submission of building compliance documents within 7 working days of request; occupancy and electrical certificates within 6 months of occupation.

Phase 5 – Price & B-BBEE: 80/20 preference point system (price 80, B-BBEE 20); estimated value ≤ R50 million incl. VAT.