Appointment of a service provider to provide office space for hwseta north west provincial office

Closing date and time: 21 September 2026 at 11h00. Compulsory briefing session: 7 September 2026 at 14h00.

Bidding procedure enquiries: Nolwazi Luthuli, telephone (011) 607 6944, email [email protected]. Technical enquiries: Shalendra Ballasur, telephone (011) 607 6900, email [email protected]. Submission address: Bid box, Suite No. 3, Total Mafikeng Complex, Corner Nelson Mandela Drive & Shippard Street, Mafikeng, 2745.

Bids must be delivered by the stipulated time to the correct address; late bids will not be accepted. Bids must be submitted on the official forms provided (not re-typed) or in the manner prescribed. The bid document comprises: Part 1 – HWSETA Invitation to Bid (SBD 1), Part 2 – SARS Tax Compliance Status PIN, Part 3 – Declaration of Interest (SBD 4), Part 4 – Preference Points Claim Form (SBD 6.1), Part 5 – Pricing Schedule, Part 6 – proof of CSD registration (detailed CSD report with MAAA number), Part 7 – evaluation criteria supporting documents, Part 8 – General Conditions of Contract (initialled on each page), Part 9 – mandatory requirements (Annexure A pricing schedule completed in full, copy of title deed, and if an agent, a formal Power of Attorney or Letter of Authority signed by the property owner). Failure to submit any mandatory document leads to disqualification. Bids must be deposited in the bid box at Suite No. 3, Total Mafikeng Complex, Corner Nelson Mandela Drive & Shippard Street, Mafikeng, 2745. Bids must be sealed and marked with the bid number, closing date and time. Original plus six copies are required.

Bids are evaluated in four phases: Phase 1 – Administrative and Mandatory Requirements (Parts 1–4, 6, 8 and 9); Phase 2 – Technical and Functional Requirements, minimum threshold 80% to qualify; Phase 3 – Site Evaluation/Inspection, minimum threshold 80% to qualify; Phase 4 – Price and HWSETA Specific Goals. Price is scored using the 80/20 preference point system (maximum 80 points for price, 20 points for specific goals). The price formula is Ps = 80(1 - Pt/Pmin) for bids up to R50 million. Specific goals points: Black woman ownership 51%-100% = 3 points; People with disability ownership 20% or more = 4 points; Black youth ownership 30%-100% = 5 points; QSE/EME = 5 points; Black ownership 51%-100% = 3 points. Total maximum 20 points. Points are added to price points; the highest total is awarded. In case of equal points, the bidder with the highest specific goal points wins; if still equal, award by drawing of lots. HWSETA may award to a bidder that did not score highest on justifiable grounds.

The HWSETA seeks a suitably qualified bidder to provide office space for its North West Provincial Office. The office space must be in a business environment within a 0–10 km radius of Total Mafikeng Complex, Corner Nelson Mandela Drive & Shippard Street, Mafikeng. The space must be available for occupation from 01 March 2027 to 31 March 2030. Requirements include: office space size 375 m² to 412 m² GLA, single space not split, existing building, toilet facilities (2 male, 2 female, 1 disability friendly), functional elevator connected to backup power, tenants in building evaluated, parking (6 covered staff, 1 visitor, 1 disability friendly), alternate energy supply, lessor maintenance obligations (alternate energy, health and safety equipment, HVAC, elevators), tenant installation allowance (one month's gross rent per year), fit-out by landlord's professional team. Mandatory documents: copy of title deed, power of attorney if agent, certificate of occupancy. The bidder shall maintain and service all building health and safety equipment and systems, including fire extinguishers, fire hoses, fire alarm systems, fire sprinkler systems, smoke detector systems, and access control systems.

Bidders must submit a Company Profile as part of the evaluation criteria evidence (Part 7).

HWSETA reserves the right to carry out site inspections, product evaluations or explanatory meetings to verify the nature and quality of the services offered, whether before or after adjudication. HWSETA may conduct supplier due diligence prior to final award or at any time during the contract period, including site visits and requests for additional information such as the Occupancy Certificate.

A fully completed Annexure A: Pricing Schedule must be submitted. Additional information may be attached to the pricing schedule template. Failure to complete the template leads to disqualification. Bids without all mandatory documents or with pricing schedules not in the required format may not be considered for evaluation. Shortlisted bidders might be invited to make a presentation to HWSETA, either virtually via TEAMS or physically at the HWSETA Head Office, 17 Bradford Road, Bedfordview. The pricing schedule must include the total bid price for the stated scope of work and operational costs. VAT must be included and shown separately; all prices inclusive of 15% VAT where applicable.

The pricing schedule (Annexure A) must be completed in full and submitted; failure to complete the template leads to disqualification. All bid prices must be inclusive of 15% VAT, with VAT shown separately. The pricing schedule must include the total bid price for the stated scope of work and operational costs. Payment terms: 30 days after receipt of a valid invoice. No additional amounts are payable. HWSETA reserves the right to negotiate rates submitted by bidders.

Bidders must be registered on the National Treasury Central Supplier Database (CSD) and submit a detailed CSD report with MAAA number. A valid SARS Tax Compliance Status PIN must accompany the proposal; for consortia/joint ventures, each member and sub-contractor must submit a separate PIN. No bids will be considered from persons in the service of the State, or companies with directors who are persons in the service of the State. B-BBEE certificate required (consolidated certificate for consortia/joint ventures). For specific goals, proof required: Sworn Affidavit (EME/QSE) or B-BBEE certificate from a SANAS accredited agency, or certified disability certificate issued by a registered medical professional (or medical report and functional assessment report not older than three months).

All intellectual property arising from the execution of the agreement vests in HWSETA, which may cede and assign it to the Department of Higher Education and Training. The service provider must keep all know-how and unpublished material confidential and may not disclose information or products to other clients without written approval. Use of information or data generated by the service requires prior written permission from HWSETA. The service provider irrevocably cedes, assigns and transfers all rights, title and interest in all IP connected with the services. The contract contains stipulatio alteri in favour of the Department of Higher Education and Training, which rights continue after termination. Waiver of a breach does not prejudice remedies for continuing or other breaches. No favour, delay, relaxation or indulgence in exercising any power or right affects that power or right.

Bidders must complete and submit the Invitation to Bid (SBD 1), SARS Tax Compliance Status PIN, Declaration of Interest (SBD 4), Preference Points Claim Form (SBD 6.1), Pricing Schedule, proof of CSD registration, evaluation criteria documents, General Conditions of Contract, and mandatory requirements including title deed, power of attorney if agent, and completed pricing schedule.

21.4 HWSETA SPECIFIC GOALS (Phase 1c)

For this tenderer will be allocating 20 points for the HWSETA specific goals stated in the table below as

may be supported by proof/documentation stated in the condition of this tender.

Note to the tenders: the tenderer must indicate how they claim the points for each preference point

system – Refer to the attached SBD 6.1 form)

Hwseta specific definition point

No.

Goals allocation

Classification

1. Black woman 3

ownership is a generic term which

percentage 51% means African woman,

to 100% (3 Coloured woman and

points) Indian woman

Less than 51%

(0 points)

2. People with people who have a long- 4

disability term or recurring physical

ownership or mental impairment

percentage 20% which substantially limits

or more (4 their prospects of entry

points) Less into, or advancement in,

than 20% (0 employment.

points)

3. Black youth persons between the 5

ownership ages of 14 and 35

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percentage

30%-100%

ownership (5

points) Less

than 30% (0

points)

A Qualifying Small Business 4 QSE/EME (5 5

points) Enterprise (QSE) in terms of a code

of good practise on black economic

empowerment issued in terms of

section 9(1) of the Broad-Based

Black Economic Empowerment Act

An Exempted Micro

Enterprise (EME)in terms

of the code of good

practise on black

economic empowerment

issued in terms of section

9(1) of the Broad -Based

Black Economic

Empowerment Act

Black ownership Is a generic term which

5. percentage means Africans, 3

51%-100% (3 Coloureds and Indians

points) Less

than 51% (0

points

Total maximum points 20

NB: Points will be allocated based on ownership to the company (main tendering entity). Please

attach proof/required documents.

 Sworn Affidavit (EME/QSE) or

 B-BBEE certificate by SANAS accredited agency

 Certified disability certificate issued by a registered medical professional in case of claiming

points for disability. This certificate should clearly state the nature and severity of your

disability, confirming that you’re unable to work.

Or

 A medical report and functional assessment report completed by a registered doctor and

should not be older than three months.

Note to tenderers: the tenderer must indicate how they claim points for each preference point system)

Failure on the part of a tenderer to submit proof or documentation required in terms of this tender to claim points for

specific goals with the tender, will be interpreted to mean that preference points for specific goals are not claimed.

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HWSETA reserves the right to require of a tenderer, either before a tender is adjudicated or at any time subsequently,

to substantiate any claim in regard to preferences, in any manner required.

The points scored by a bidder in respect of points indicated above will be added to the points scored for price.

Bidders are requested to complete the various specific goals forms in order to claim points.

Only a bidder who has completed and signed the declaration part of the preference claim form will be considered for

specific goal points.

21.5. PRICE/FINANCIAL FORMULAR AND POINTS ALLOCATION (Phase 1d)

The Preferential Procurement Regulations 2022 were gazetted on 4 November 2022 (No.47452) with

effect from 16 January 2023. The 80/20 preference points systems will be applied in accordance with

the formula and applicable points provided for in the respective status level contributor tables in the

Regulations.

Price/financial proposals must be submitted in South African rand. HWSETA reserves the right to

negotiate rates submitted by bidders. The pricing schedule must include the total bid price for the stated

scope of work.

In terms of Regulation 4 of the Preferential Regulations pertaining to the Preferential Procurement Policy

Framework Act 2000 (Act ) Preferential Procurement Regulations, 2022 responsive bids will be

adjudicated by the state on the 80/20 preference point for Specific goals in terms of which points are awarded

to the bidders on the bases of:

The bidder’s price (maximum 80 points)

Specific goals (maximum 20 points)

The following formula will be used to calculate the points for price in respect of bidders with Rand value up to

R50 000 000:

− bddd

ɐe = 80(1 −be bddd )

Where

Ps= Points scored for price of tender under consideration;

Pt= Price for tender under consideration; and

Pmin = Price of lowest acceptable tender

A maximum of 80 points may be allocated for price and 20 points may be awarded to a tenderer for the specific goal

specified for the tender. The points scored for the specific goal must be added to the points scored for the price and

the total must be rounded off to the nearest two decimal places. Subject to section 2(1) (f) of the Act, the contract

must be awarded to the tenderer scoring- the highest points.

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21.6 Adjudication of bid

HWSETA reserves the right to arrange contracts with more than one contractor.

In the event that two or more bids have sored equal total points, the contract will be awarded to the bidder

scoring the highest number of points for specific goals. Should two or more bids be equal in all respects, the

award shall be decided by drawing of lots.

A contract may, on reasonable and justifiable grounds, be awarded to a bid that did not score the highest

number of points.

The Board will consider the recommendations of the Bid Adjudication Committee as well as the Tender

Standing Committee and make the final award.

The successful bidder will usually be the service provider scoring the highest number of points, or it may be

a lower scoring bid on justifiable grounds, or no award at all.

Part a evaluation criteria

The bids will be evaluated on functionality separately first. Bids scoring less than 80% on the functionality will not be

considered further in the evaluation and will be disregarded.

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Appointment of a service provider to provide office space for the health

And welfare sector education and training authority (hwseta) north

West provincial office.

Part b

Section 1: introduction and background

1. The HWSETA is a statutory entity established in March 2000. The HWSETA is responsible for education,

training and skills development of the health, social development and veterinary sectors. The HWSETA

seeks to achieve the following within the sector:

a) Develop and implement the Sector Skills Plan.

b) Skills development planning, programs, and initiatives.

c) Monitoring of education and training.

d) Identification of workplaces for practical work experience.

e) Support and facilitate the development of the National Skills Development Strategy.

f) Disbursement of levies collected.

g) Forge links with all stakeholders and relevant bodies.

h) Account for the effective and efficient use of public monies in line with the provisions of the

Public Finance Management Act.

i) Promotion of the employment of disabled persons.

1. 2. The HWSETA is seeking a suitably qualified bidder to provide office space for their North West

Provincial Office.

3. The office space must be in a business environment 0 -10km radius of Total Mafikeng Complex, Corner

Nelson Mandela Drive & Shippard Street, Mafikeng.

4. The office space must be available for occupation from 01 March 2027 up until 31 March 2030.

Section 2: evaluation criteria

Bids will be evaluated in four phases:

Phase 1: Administrative and Mandatory Requirements (Part A)

Bidders must comply with the administrative requirements as per Parts 1– 4, Part 6 and Part 8

read with 3.1 of the condition of contract as well as the mandatory requirements as per

paragraph 15.1, Part 9. Bidders who comply with these requirements will qualify for evaluation

in Phase 2: Technical and Functional Requirements.

Phase 2: Technical and Functional Requirements

In Phase 2: Technical and Functional Requirements, bidders are required to achieve 80 points

out of 100 to qualify for evaluation in Phase 3: Site Evaluation/Inspection.

Phase 3: Site Evaluation/Inspection

In Phase 3: Site Evaluation/Inspection, bidders are required to achieve 80 points out of 100 to

qualify for evaluation in Phase 4: Price and HWSETA specific goals.

Phase 4: Price and HWSETA Specific Goals

All proposals submitted will be evaluated in accordance with either the 80/20 or 90/10

preference point system where the lowest acceptable tender will be used to determine the

applicable preference point system.

Section 3: phase 2 – technical and functional evaluation

In Phase 2: Technical and Functional Requirements, bidders are required to achieve 80 points

out of 100 to qualify for evaluation in Phase 3: Site Evaluation/Inspection.

Table 1: technical & functional requirements. Criteria 1 – 10.

Instructions:

The bidder is required to complete Table 1, which details the first 10 (ten) technical & functional

requirements of the bid. Please indicate the page in the bid where the supporting information and or

documentation can be found. If the bidder does not answer “YES” to the first ten criteria and

if Table 1 is not fully completed, the bid will unfortunately not be considered further.

Table 1

Technical & functional supporting information and / or

Requirements documentation

1. Duration of Agreement (Lease Period)

Yes NO

The bidder agrees to the lease period of 01

March 2027 up until 31 March 2030, with

beneficial occupation provided before the

start date of the lease for renovations and

installations.

2. Location

Please provide the buildings’ The office space is in a business environment 0 -

YES NO address details:

10km radius of Total Mafikeng Complex,

Corner Nelson Mandela Drive & Shippard

Street, Mafikeng.

3. Building Requirements

YES NO Please indicate the actual size of The office space size is between 375m2 to 412m2

the office space in m2 (GLA) that is Gross Lettable Area.

being tendered.

The proposed space must not be split

between two separate floors or two separate m2

buildings. It must be one single space.

The office space is in an existing building that is a YES NO

complete built structure.

Toilet facilities:

NO yes

Separate Male (minimum quantity of 2),

Separate Female (minimum quantity of 2),

disability friendly toilet (minimum quantity

of 1) that is conveniently accessible. 3

• There is a functional elevator to cater for the NO YES

movement of goods, persons, and disabled

persons between floors.

• The elevator is connected to the backup

power supply in the building.

Tenants in building: NO

YES Please indicate page in the The names of the current tenants together with,

a detailed description of the nature of the bid were information on the

respective tenants’ business must be submitted. tenants in the building can be

reviewed.

Note:

The current tenants of the proposed building/s Page:

will be evaluated by determining if the nature of

their business is conducive to the HWSETA ____________________

operations and shall be deemed acceptable

by the HWSETA in its sole and absolute

discretion, e.g. if a neighboring business

poses a security risk.

4. Parking

The bidder shall provide the following: YES NO

• Six (6) on-site, dedicated staff parking bays

available as covered parking.

• One (1) on-site, dedicated open parking bay

for HWSETA visitor.

• One (1) on site, dedicated, demarcated and

disability friendly open parking bay.

Total = 8

5. Business Continuity

Electricity Outage: YES NO

The bidder agrees to provide an alternate energy

supply for the proposed office space in the event of

electricity interruptions. 4

6. Maintenance

Lessor maintenance obligations

Yes NO

The Lessor shall assume full financial and

operational responsibility for the installation,

servicing, maintenance, repair, and

replacement of all building equipment and

systems detailed below for the entire duration

of the lease.

Alternate energy supply system

• Scope: The Bidder shall install, maintain, and

service the alternate energy supply system.

Health and safety equipment

• Scope: The Bidder shall maintain and service all

building health and safety equipment and

systems.

• Inclusions: This includes, but is not limited to:

fire extinguishers, fire hoses, fire alarm systems,

fire sprinkler systems, smoke detector systems,

and access control systems.

Heating, ventilation, and air

Conditioning (HVAC)

• Installation: The Bidder shall install a fully

decentralized HVAC system upon completion

of the fit-out.

• Funding: The cost of system decentralization,

including the supply and installation of any

additional air-conditioning units, shall be funded

through the Tenant Installation Allowance.

• Maintenance: All ongoing repair and

replacement costs for the HVAC system shall

be borne entirely by the Bidder.

Elevators and escalators

• Scope: The Bidder shall maintain and service

all elevators and escalators within the building.

Note:

Maintenance and servicing costs will form part of the

bidders Operational Cost that must be specified in 5

Annexure A: Pricing Schedule.

7. Tenant Installation Allowance

The bidder agrees to provide a Tenant

Installation Allowance of an amount equal to

one month’s gross rent for every year of the YES NO

lease term.

The HWSETA reserves the right to view the

invoices received by the bidder for the fit out

of the premises.

8. Fit-Out

The landlord will hire a professional team to

complete the internal fit-out of the office

premises. All fees for this team and all fit-

out costs will be deducted from the Tenant

Installation Allowance. YES NO

The team's responsibilities include, but are not

limited to, the following activities:

• Layout designs and detailed spatial planning.
• Core drilling for network cables where required.
• Supply and installation of HVAC systems.
• Securing the necessary municipal approvals.
• Ensuring that the fit-out of the premises is

compliant with all South African Statutory

Regulations and Acts.

• Ensuring that the fit-out requirements is to the

satisfaction of the HWSETA.

• Providing a complete turnkey solution.

9. Documents / Information

• A copy of the title deed to prove ownership of the YES NO property must be submitted.

• If the bidder is an agent, a formal Power of Attorney

or Letter of Authority, signed by the property owner

must be submitted.

• Certificate of Occupancy.