Kimberley office accommodation lease (5 years) for northern cape department of social development

Closing date: 18 September 2026

Closing time: 11:00

Compulsory briefing session: 7 September 2026 at 11:00 (compulsory)

Venue: Department of Roads and Public Works, Tebogo Leon Tume Complex, 9/11 Stockroos Street, Squarehill Park, Kimberley, 8301

Contact for briefing: Mr T. Mgijima, 053-839 2299

Bidders must sign attendance register and have Compulsory Briefing Session Certificate signed by department representative.

Project Manager (technical): Mr S. Moroka, Tel: 053 831 3048, Email: [email protected]

Briefing session contact: Mr T. Mgijima, Tel: 053-839 2299

Submission address: Department of Roads and Public Works, 9/11 Stokroos Street, Tebogo Leon Tume Complex, Squarehill Park, Kimberley, 8301

Bidding procedure enquiries: Directed to the contact person listed on SBD 1 (details not fully legible in extracted text).

Submission method: Physical bid documents must be deposited in the bid box at Department of Roads and Public Works, 9/11 Stokroos Street, Tebogo Leon Tume Complex, Squarehill Park, Kimberley, 8301. Bids deposited elsewhere will be treated as late and rejected.

Closing: 18 September 2026 at 11:00. Late bids will not be accepted.

Format: Bids must be submitted on the official forms provided (not re-typed) or in the manner prescribed in the bid document.

Compulsory briefing session: 7 September 2026 at 11:00 at the same venue. Attendance register must be signed and the Compulsory Briefing Session Certificate must be signed by the department representative.

Returnable documents (all marked X in the Yes column must be completed and submitted; failure may invalidate the bid):

1. Compulsory Briefing Session Certificate
2. Resolution of Board of Directors
3. Resolution of Directors to Enter into Consortia/Joint Venture (if applicable)
4. Special Resolution of Consortia or Joint Ventures (if applicable)
5. Schedule of Proposed Subcontractors (if applicable)
6. Capacity of the Tenderer
7. NCP Standard Bidding Documents
8. General Conditions of Contract (as attached)
9. Special Conditions of Contract (as attached)
10. Price Breakdown Schedule as requested in Terms of Reference (Compulsory)
11. Legal Joint Venture Agreement (if applicable)
12. Central Supplier Database Report or Number
13. Valid Lease Agreement for the duration of the lease contract (between owner and proxy, covering payments, renovations, accounts, litigation processes)
14. Valid Electrical Certificate of Compliance
15. Valid Zoning Certificate of the Building (if applicable)

Additional certificates required: Site Clarification Meeting Certificate, Certificate of Single Tender Submission, Certificate of Fronting Practices, Certificate of Permission to Conduct Due Diligence Investigation.

Standard forms to complete and sign: SBD 1 (Invitation to Bid), SBD 3.1 (Pricing Schedule – Firm Prices), SBD 4 (Declaration of Interest), SBD 6.1 (Preference Points Claim), SBD 7.1 and SBD 7.2 (Contract Forms).

Disqualification risks: Any returnable form left unsigned or omitted; bid received after closing time; failure to attend compulsory briefing; non-compliance with tax requirements; false declarations on SBD 4 or fronting certificate.

Preference point system: 80/20 (80 points for price, 20 points for specific goals). The 80/20 system applies to requirements up to R50 million; the 90/10 system applies above R50 million. The document states the applicable system for this tender is 80/20, but also notes that either system may apply and the final determination will be made once tenders are received.

Points allocation: Price 80, Specific Goals 20, Total 100.

Failure to submit proof or documentation required to claim specific goals points will be interpreted as not claiming those points.

No minimum qualifying score or functionality threshold is stated in the extracted text. Evaluation stages beyond the preference points are not detailed in the provided sections.

Scope: Provisioning of office accommodation for the Northern Cape Department of Social Development in Kimberley.

Lease period: 5 years (pricing schedule requires total bid price over 5 years).

Accommodation components (pricing schedule line items):

• Offices (m²)
• Ablutions (Male & Female) (Toilet Units)
• Other spaces (m²)
• Circulation Space (at least 30% of Items 1 to 3) (m²)
• Secure lockable parking (8 bays)
• Shaded parking (56 bays)
• Clients/Visitors parking bays (10 bays)

Required certificates: Valid Electrical Certificate of Compliance, Valid Zoning Certificate of the building (if applicable).

Valid lease agreement for the duration of the contract between owner and proxy, covering payments, renovations, accounts, and litigation processes.

Capacity of the Tenderer: Must provide details of skilled/unskilled employees, machinery, plant, workshops, current and previous projects relating to office space (references, contract amounts, periods, contact persons).

Escalation: CPI used for escalation; Year 1 at 0%, Years 2–5 at 6.5% each.

Offer validity: 120 days from closing date.

Prices must be firm (non-firm prices, including those subject to exchange rate variations, will not be considered). All applicable taxes included.

Pricing schedule (SBD 3.1) requires firm prices in RSA currency, all taxes included. Monthly cost breakdown:

1. Offices (m²)
2. Ablutions – Male & Female (Toilet Units)
3. Other spaces (m²)
4. Circulation Space (minimum 30% of Items 1–3) (m²)
5. Sub-total
6. Secure lockable parking (8 bays)
7. Shaded parking (56 bays)
8. Clients/Visitors parking bays (10 bays)
9. Total Cost Per Month
10. Add 15% VAT
11. Total Cost Per Month (Incl. VAT)
12. × 12 Months
13. Total Cost Per Annum (Incl. VAT)

Five-year total bid price: Year 1 at base rate, Years 2–5 each escalated at 6.5% (CPI). VAT at 15% applied annually. Offer valid for 120 days from closing date. Non-firm prices (including exchange-rate-linked prices) are not accepted.

Pricing format: Firm prices only (SBD 3.1). Monthly rental breakdown by component (offices, ablutions, other spaces, circulation, parking) with VAT at 15% added. Total monthly cost multiplied by 12 for annual cost. Five-year total bid price calculated with escalation: Year 1 base, Years 2–5 each escalated at 6.5% (CPI). VAT at 15% applied to each year. Offer must be valid for 120 days from closing date.

No bid bond, guarantee, or insurance requirement is stated in the extracted text.

Tax compliance: Bidders must submit SARS Tax Compliance Status (TCS) PIN or printed TCS certificate. Each party in a consortium/JV/sub-contractor arrangement must submit separate TCS PIN/certificate/CSD number. If no TCS PIN but registered on CSD, CSD number must be provided. Non-tax-compliant bidders will be given 7 calendar days to provide proof of compliance; failure results in rejection.

Central Supplier Database (CSD) registration required (CSD report or number must be submitted).

Mandatory registrations and compliance:

• Central Supplier Database (CSD) registration (report or number must be submitted).
• Tax compliance: Valid SARS Tax Compliance Status (TCS) PIN or printed TCS certificate; CSD number accepted if no PIN. Each JV/consortium member must comply separately.
• B-BBEE: Preference points claimed via SBD 6.1 (20 points for specific goals). Certificate of Fronting Practices must be completed and signed, declaring understanding of fronting practices and acceptance that the employer may report fronting to the DTI/B-BBEE Commissioner.
• Declaration of Interest: SBD 4 must be completed fully and truthfully; false declaration leads to disqualification, penalties, contract cancellation, and listing on National Treasury Database of Restricted Suppliers.
• Certificate of Independent Bid Determination (implied by SBD 9 reference in index, though not detailed in extracted text).
• Authority to sign: Resolution of Board of Directors authorising signatory (company resolution required as proof).
• Joint Venture/Consortium requirements (if applicable): Resolution of Directors to Enter into Consortia/JV, Special Resolution of Consortia/JV, Legal Joint Venture Agreement.
• Valid Electrical Certificate of Compliance.
• Valid Zoning Certificate of the building (if applicable).
• Valid lease agreement for lease duration covering payments, renovations, accounts, litigation.
• Capacity of the Tenderer form detailing staff, plant, and project experience.
• Compulsory briefing session attendance with signed certificate.
• No bids from persons in the service of the state, companies with directors in the service of the state, or close corporations with members in the service of the state.

Contract form: SBD 7.1 (Contract Form Part 1 & 2) and SBD 7.2 (Contract Form – Rendering of Services Part 1 & 2) must be completed and signed by the successful bidder. General Conditions of Contract (GCC) and Special Conditions of Contract (as attached) apply. For Joint Ventures/Consortia: a Special Resolution of Consortia/JV is required, including joint and several liability, domicilium citandi et executandi, 30 days' written notice for termination (liability remains), and no cession/assignment without prior written consent of all parties and the Department. A Service Level Agreement will be concluded with the successful bidder only. Lease agreement must be valid for the duration of the lease contract between owner and proxy, covering payments, renovations, accounts, and litigation processes.

The evaluation uses the Preferential Procurement Regulations 2022. The applicable preference point system is 80/20 for contracts up to R50 million (all taxes included) and 90/10 above R50 million. The tender document states the 80/20 system applies, but notes the final system will be determined once tenders are received. Points: Price 80, Specific Goals 20, Total 100. Bidders must submit proof/documentation to claim specific goals points; failure to do so means points are not claimed. No minimum functionality score or further evaluation stages are detailed in the provided text.