Provision of office accommodation for department of agriculture for a period of 36 months- libode service centre- nyandeni lm-or tambo district

Documents available: 21 August 2026.

Compulsory site briefing: 03 September 2026 at 11:00 at Libode Department of Agriculture Office, Libode.

Closing date: 16 September 2026 at 11:00.

Tender validity: 90 days after closing.

Administrative enquiries: Ms N Futshane, Tel: (081) 035 0379, Email: [email protected].

Technical enquiries: Ms N Nditha, Tel: 083 384 0229, Email: [email protected].

Submission address: ECRDA Building, 52 Sprigg Street, Mthatha.

Submit one sealed envelope marked with bid number SCMU8-26/27-0111 and description. Deliver to the tender box at ECRDA Building, 52 Sprigg Street, Mthatha before 11:00 on 16 September 2026. Bids will be opened in public at the same time. Only hard copies accepted; electronic, telegraphic, or fax bids not allowed. All forms must be completed in black ink. No correction fluid; changes must be lined through and initialled. Late submissions rejected. Proposals valid for 90 days. Returnable forms: all SBD documents (SBD 1, SBD 4, SBD 6.1, SBD 9) must be completed, signed, and witnessed. Certificate of authority for signatory (board resolution) required. Detailed quotation with breakdowns, schedule of work, Equity Ownership Declaration, and proof of CSD registration. Joint ventures must attach a Joint Venture Agreement or intention to form one.

Three-stage evaluation.

Stage 1 – Mandatory compliance: completed SBD documents, CSD registration with compliant tax status, attendance at compulsory briefing, proof of property ownership (title deed or power of attorney), OHS certificate. Failure = disqualification.

Stage 2 – Functionality (100 points): location/accessibility (30), physical facilities including ablution, ramp, parking, generator, water backup (30), infrastructure/security (30), project implementation plan showing readiness within 2 months (30), maintenance plan (10). Minimum threshold: 65 points.

Stage 3 – Price and specific goals (80/20 system under PPPFA 2022). 80 points for price, 20 points for specific goals: EME/QSE ≥51% black-owned (10 points), located in Eastern Cape (2 points), ≥51% women-owned (4 points), ≥51% youth-owned (2 points), ≥51% disability-owned (2 points). Evidence required per goal. Award to highest total points.

Lease office accommodation for 19 personnel. Minimum leasable area 207 m², plus parking for 12 cars. Location: within 1 km radius of Libode town, Nyandeni LM, OR Tambo District. Single tenant; no subletting or sharing. Building must be accessible for people with disabilities (ramps, toilets). Minimum floor-ceiling height 2.7 m. All offices must have doors ≥813 mm with five-pin cylinder locks and two master keys. Floor covering must last 10 years. Each office must have a light switch and telephone jack. Network cabling: minimum 2 points per office. Electrical supply: normal and clean power; one clean and one normal plug per 10 m², plus additional for common areas. OHS certificate required. Fire extinguishers, emergency exits, burglar bars, blinds. Standby generator and backup water preferred. Building must comply with OHS Act, National Building Regulations, and Government Immovable Asset Management Act. Monthly rental must include rates, water, electricity, sanitation, refuse removal. Maintenance is landlord's responsibility. Building must be available immediately on award; implementation plan for any outstanding work within 2 months. Interior finishes neutral colours. Toilets: separate male/female, disabled facilities. Kitchen with sink, hot/cold water, power for fridge, microwave, kettle.

Bidders must submit a comprehensive implementation plan if building does not fully comply. Plan must detail how outstanding issues will be addressed within 2 months of occupancy, with milestones and deliverables. Department must be able to occupy and operate without disruption during rectification.

The department invites suitably qualified and experienced property owners or facilities management service providers. Bidders must demonstrate ability to meet day-to-day office space requirements. References for similar services required for risk assessment.

Department will conduct site inspection to verify property. During refurbishment, inspector has access. Compliance with minimum standards required. Project implementation plan must include critical stages, building inspections, compliance certification, progress meetings.

Use SBD 3.1 Pricing Schedule – firm prices. Provide monthly rate per m² for each accommodation category (Assistant Director, Advisors, Technicians, etc.) as listed. Show total for Year 1, Year 2, Year 3 exclusive of VAT, then VAT, then total inclusive. Offer valid 90 days. Prices include all duties, taxes (except VAT). Rental must include maintenance and municipal services. Yearly escalation in line with market.

Pricing: firm for duration of contract; yearly escalation in line with market. Use SBD 3.1 Pricing Schedule. Quote monthly rate per m² for each space type (offices, boardroom, storeroom, kitchen, toilets) and total for Year 1, Year 2, Year 3. All rates inclusive of taxes except VAT, which must be shown separately. Rent must include maintenance and all municipal services. No price adjustments within the contract period. Payment monthly on receipt of invoice. No bond or guarantee specified, but standard clause allows employer to request securities before contract formation.

CSD registration with compliant tax status (verified on CSD) – mandatory before closing.

LOGIS registration required for all bidders.

Tax clearance status must be compliant for the duration.

Proof of property ownership: certified title deed, or power of attorney from owner with title deed, or signed deed of sale.

OHS certificate (Occupational Health and Safety Act) required as part of bid.

B-BBEE: specific goals points claimed require evidence: ID copies, CIPC registration, CSD report, and additional documents for disability (medical certificate, SASSA confirmation).

At contract stage: electricity compliance certificate, fire regulation compliance certificate, disability accessibility compliance certificate, occupation certificate, certificate of compliance to National Building Regulations, Municipal Rates Clearance Certificate or exemption.

All SBD forms must be completed, signed, and witnessed.

Building must comply with Occupational Health and Safety Act, 1993. OHS certificate required. Fire extinguishers installed per safety regulations, maintained and tested. Emergency exit doors and assembly point labelled. All equipment must meet SABS standards. Landlord must follow health and safety procedures, report fire risks. Hazardous materials: landlord liable for damage/injury from poor quality products.

Contract duration: 36 months. SLA signed after award. Payment monthly on invoice. Landlord bears all building maintenance costs. Landlord must report incidents, cooperate with DOA, comply with all regulations, provide operating procedures, replace non-compliant personnel. Landlord indemnifies the state for losses due to acts/omissions. Sub-contracting only with DOA's written consent.

Landlord must provide written proof of authority to offer accommodation. Department is sole adjudicator of suitability. Accommodation must comply with National Building Regulations and OHS Act. Commencement of rental subject to Department approval. Landlord responsible for alteration costs to meet specifications. Tender forms must not be retyped; additional offers submitted separately. Non-compliance leads to elimination.

Mandatory: completed SBD documents, CSD registration with compliant tax status, compulsory briefing attendance, joint venture agreement if applicable, certified title deed or power of attorney. Bidders must be registered on CSD and LOGIS. Tax compliance verified. Late submissions not accepted. Proposals valid 90 days.

Three-stage evaluation: Stage 1 – mandatory compliance (SBD documents, CSD, attendance, ownership proof, OHS). Stage 2 – functionality (100 points, minimum 65). Sub-criteria: location/accessibility (30), physical facilities (30), infrastructure/security (30), project plan (30), maintenance plan (10). Stage 3 – price (80) and specific goals (20). Specific goals points for EME/QSE owned by black, women, youth, disabled, and located in Eastern Cape. Award to highest total.