Office accommodation for elliot local offices – 36-Month tender in eastern cape

{"closingDate":"29 September 2026","closingTime":"11:00 am","briefingSession":"{"date":"29 September 2026","time":"11:00","venue":"a Road, Cala","is_compulsory":true}"}

There will be a compulsory briefing session on 16 September 2026 at 11:00 at Department of Agriculture Cala Offices, 5556 Umtata Road, Cala. Attendance is mandatory.

{"name":"Ms K Mbuqwa","email":null,"phone":"045 807 7035","department":"OF AGRICULTURE","address":null}

Landlords must take cognisance of the details, conditions and requirements stipulated in this annexure.

10.2 Tenders that are not accompanied by written proof that the Landlord is authorised to offer the accommodation for

leasing will not be considered and will be eliminated.

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10.3 The Department of Agriculture is the sole adjudicator of the suitability of the accommodation for the purpose for

which it is required. The Department’s decision in this regard will be final.

10.4 The Department of Agriculture will in no way be responsible for or committed to negotiations that a user

department may or might have conducted with a lessor or owner of a building.

10.5 It is a requirement that the accommodation offered, including all equipment and installations, must comply with

the National Building Regulations and the requirements of the Occupational Health and Safety Act, 1993 (Act ), as amended.

10.6 The commencement date from which rental will be payable, or the lease shall begin is subject to the approval of

the Department of Agriculture.

10.7 Landlords are welcome to be present at the opening of tenders.

10.8 The tender forms must not be retyped or redrafted. Additional offers may be made but only on original documents

or on other forms requisitioned. Additional offers are regarded as separate tenders and must be treated as such

by Landlords. The inclusion of various offers as part of a single submission in one envelope is not allowed.

Additional offers must be submitted under separate cover.

10.9 The successful Landlord will be responsible for the cost of alterations necessary to adapt the offered

accommodation to the specific needs of the user department in accordance with the norm document and/or

specified and minimum requirements.

10.10 Landlords who do not comply with the above-mentioned conditions will be eliminated.

11. Fees and charges

The stipulated bid prices shall be subject to yearly escalation for the duration of contract, to be in-line with market-related

escalations.

Payment of any consideration in terms of the contract shall not constitute acceptance of any defective or non-conforming

Services.

To the extent that the DOA disputes the correctness, nature, extent or calculation of any fees or expenses payable to

Landlord in terms of the contract, DOA shall be entitled to withhold payment of such disputed amounts until such time as

such dispute is resolved.

12. General responsibilities of the landlord

Problem identification and reporting. The Landlord shall be proactive in reporting any matters which it may become

aware of which may impact on the business continuity or operations of the DOA at the relevant institution. Without

detracting from the generality of this statement, Landlord shall:-

Without delay inform the DOA and the appointed DOA Technical Support Manager, of all incidents or accidents which

may occur at the relevant Complex which involve demolitions of the building;

Co-operate fully with the DOA and its appointed Technical Support Manager in analyzing and investigating such incidents

or accidents.

Other Service Providers: The Landlord acknowledges that it may be required to provide the Services in conjunction

with third party service providers and shall, where requested by the DOA, co-operate fully with such persons.

Regulations and statutes: The Landlord shall, in the provision of the Services observe and comply with all relevant

provisions of all applicable legislation and regulations.

Compliance with procedures:

It is recorded that during the currency of the contract the DOA may implement procedures and policies at the relevant

Institution/Building. The Landlord shall comply fully with any such reasonable procedures and policies, including the

permit to work procedures and health and safety procedures.

The Landlord shall ensure that it and its personnel shall at all times comply fully with any safety, fire, emergency and

security procedures and policies applicable at the relevant Institution/Building.

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Should the DOA at any time believe that any member of Landlord’s personnel is failing to comply with any such

procedures or policies, the DOA shall be entitled to deny such personnel member access to the relevant premises and

require the Landlord to replace such person without delay.

Landlord’s procedures: The Landlord shall, upon receipt of written request from the DOA or its appointed Technical

Support Manager:-

Provide the DOA with copies of all Landlord’s operating procedures and processes relating to the renovations of the

building;

13. Hazardous materials

The Landlord will be held liable for any expenses that may be incurred by the DOA as a result of damage to property

and injury to personnel as a result of poor quality products.

14. Fire risks

The Landlord shall ensure that its personnel shall, if at any time they believe that any matter constitutes a fire risk, report

this immediately to the DoA/Institution and take such remedial action as may be necessary.

15. Occupational health and safety

In this clause the term “Act” shall mean the Occupational Health & Safety Act, No. , as amended from time to

time, (including any act which may take its place should it be repealed during the currency of the agreement between the

parties) as read with all regulations and standards promulgated in terms of the former Machinery and Occupational Act,

No , as amended, and all regulations & standards promulgated in terms of the Occupational Health & Safety

Act from time to time;

The Landlord:-

15.1. acknowledges that he is fully aware of the terms and conditions of the Act;

15.2. acknowledges that he is an employer in its own right with duties and responsibilities as prescribed in the Act;

15.3. agrees to comply with all rules and regulations implemented by or on behalf of the DOA at the relevant Instituion in

covering letter relating to health and safety and will inform the DOA immediately should Landlord for any reason be

unable to comply with the provisions of the Act and such rules and regulations.

16. Lease agreement

It is recorded that the DOA and the service provider may from time to time agree in writing to additional quality

requirements (whether engaged in a service contract or when repair is required out of guarantee without the maintenance

contract option) and standards relating to the maintenance together with performance measurement provisions, which

quality requirements, performance measurement provisions shall be reduced to writing in a lease agreement if required

and signed by both parties.

17. Performance measurement provisions

17.1 Introduction.

Landlord shall provide the services during the term of the contract in compliance with the quality and related standards

stipulated in the technical proposal - minimum specifications and the service level agreement (if any).

Compliance. For purposes of the contract the compliance by Landlord with the stipulated responsibilities and service

standards will be determined: -

17.1.1 with reference to reports provided by Landlord.

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17.1.2 with reference to reports or complaints received from third parties.

17.1.3 by means of user satisfaction surveys conducted by DOA

17.1.4 by means of service reviews, inspections or any audit carried out by or on behalf of the DOA.

17.1.5 Refer to Annexure A “Responsibilities” for maintenance and repairs

17.2 Records. Landlord shall at all times keep full and accurate records of all Services provided in terms of the

contract and shall retain such records for the currency of the contract. Upon termination of the contract such

records must be provided to the DOA upon request.

17.3 Measurement of performance

17.3.1 Periodic checks: DOA and/or its appointed Technical Support Manager shall carry out periodic checks (the

intervals to be determined by DOA) the purpose of which shall be to determine whether Landlord is providing the

Services or leasing the property in accordance with the terms and conditions of the contract if accepted by DOA.

17.3.2 Service complaints: All service complaints, deviations, non-conforming services and suggestions that are

reported to Landlord by DOA, its appointed facilities manager, or any other party shall be given proper and speedy

consideration by Landlord. Landlord shall investigate complaints, deviations and non-conforming services in

accordance with procedures approved by the DOA

18. Breach and terminaton

Landlords are referred to Paragraph 23 of General Conditions of Contract (GCC) relating to failure to comply with

conditions of this contract.

19. Loss and damage

Landlord hereby indemnifies the State, and will hold the State harmless, against any loss or damages which the State

may suffer, or any claims lodged against the State by any third party arising out of or relating to any loss that the State

or such third party may suffer as a result of, or arising out of any act or omission of any personnel of Landlord or the

failure of Landlord to provide the Services in accordance with the provisions of the contract.

20. Sub-landlords

Landlord may only sub-contract its obligations under the contract with the prior written consent of the DOA (or any other

authorized authority) and then only to a person and to the extent approved by the DOA or such authority and upon such

terms and conditions as the DOA or such authority require. It is recorded that where such consent is given Landlord shall

remain liable to DOA for the performance of the Services.

Bidders must submit the following documents: completed and signed SBD documents, CSD registration report with compliant tax status, proof of attendance of compulsory briefing session, joint venture agreement if applicable, power of attorney if signing on behalf of owner, certified copy of title deed or signed deed of sale, and all forms and verification documents to qualify for preference points. At contracting stage, the following certificates must be submitted: fire regulation compliance certificate, electricity compliance certificate, disability accessibility compliance certificate, occupation certificate, certificate of compliance to the national building regulations, and municipal rates certificate or exemption certificate.

Bidders must be registered on the Central Supplier Database (CSD) and be tax compliant.

Bidders must be property owners or facilities management service providers.

The proposed accommodation must be within the town of Elliot.

Bidders must comply with all technical specifications and requirements, including office space norms and standards.

Bidders must submit a comprehensive implementation plan detailing how the accommodation will be delivered.

Bidders must provide a written warranty that the building complies with all National Building Regulations and other applicable laws.

Section 3:

1. Detailed quotation (show breakdowns)

Section 4:

1. Certificate of authority for signatory must be completed and signed

in full.

2. Schedule of work carried out by the bidder must be completed.
3. Equity Ownership Declaration must be completed and signed in

full.

4. All SBD documents must be completed signed in full and

witnessed, failure to do so will result in the quotation/bid being

eliminated.

All forms to be completed in black ink

NO correction fluid to be used in the document

Changes should be made by drawing a line through the incorrect information, and initialing the

Change

NO late quotations / bids will be accepted

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Bid notice

Department of agriculture

Project NO. project description

SCMU8- 26/27-0032 Provision of Office Accommodation for the Elliot DoA Office in the Chris

Hani District for a period of 36 months

AVAILABILITY OF DOCUMENTS : 07 September 2026

COMPULSORY BRIEFING : 16 September 202,11:00 ,Department of Agriculture Cala

Offices,5556 Umtata Road, Cala

CLOSING DATE : 29 September 2026

Bid notice

BIDS are hereby invited from suitable and qualified service providers for the Provision of Office Accommodation for the Elliot DoA

Office in the Chris Hani District for a period of 36 months

Documents will be available from the 07 September 2026. Service providers should request documents via email from the Assistant

Director Acquisition Services, Ms K Mbuqwa (email: khutala.mbuqwa@ecagriculture .gov.za) between 08:00 and 16:30 from Mondays

to Thursdays and from 08:00 to 16:00 on Fridays.

There will be a site briefing on 16 September 2026, 11:00 Department of Agriculture Cala Offices,5556 Umtata Road, Cala

The completed document and all supporting documentation must be placed in a sealed envelope clearly marked with the project

number and description must be delivered to the tender box situated at:

DoA , Block H,Bathandwa Ndondo , Office Park

Komani

5320

By 11.00am on 29 September 2026 AT 11:00 when the BIDS will be opened in public.

Prospective service providers must take particular note of the following:-

1. Bids received will be evaluated according to 80/20-point system, were 80 points will be scored toward price and the remainder

20 points according to the specific goals as detailed under specification. Kindly note that all documentation listed that

must be submitted to qualify for the preference points for each specific goal must be attached. Failure to attach will

result in no allocation of preference points.

2. All prospective bidders not registered on the CSD AND LOGIS must do so before the closing date of the bid, as bids cannot

be awarded to bidders not registered on the system.

3. Tax compliance and company directors of bidders will be verified on CSD for all price quotations and bids.
4. Failure to supply all supplementary information will result in the tender being deemed an incomplete tender and will be

disqualified.

5. If specifications are not adhered to the Department of Agriculture reserves the right to terminate the contract.
6. Bidders are to submit the supplier arrangement form in the event that bidder is a general dealer.
7. Suppliers and Service Providers are to provide references to confirm previous delivery of similar nature were delivered

satisfactorily in order for DOA to perform risk assessment.

8. The department reserves the right not to award the bid to the most favorable tenderer, if any of the situations occur: if it is

not assisting in the advancement of designated groups; risk profile of the favorable firm is too high; the bidder has been

awarded a considerable number of projects by the department or provincial government; has performed unsatisfactorily in

the past, etc.”.

9. Use of correction fluid will result in a bid being non responsive.

The Department of Agriculture will not entertain any late submissions. Closing time is 11:00 the 29 September 2026 .

All proposals shall hold good for 90 (ninety days) after bid closing date. The lowest or any bid will not necessarily be accepted.

Electronic, telegraphic or facsimile bids will not be considered.

Enquiries should be directed to: Ms Msi 045 807 7035 (Technical) Ms Mbuqwa 045 807 7016 (Administrative)

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Bid rules

Annexure: Standard Conditions of Tender

F.1 General

F.1.1 Actions

The employer and each tenderer submitting a tender offer shall comply with these conditions of tender. In their dealings

with each other, they shall discharge their duties and obligations as set out in F.2 and F.3, timeously and with integrity,

and behave equitably, honestly and transparently.

F.1.2 Tender Documents

The documents issued by the employer for the purpose of a tender offer are listed in the tender data.

F.1.3 Interpretation

F.1.3.1 The tender data and additional requirements contained in the tender schedules that are included in the returnable

documents are deemed to be part of these conditions of tender.

F.1.3.2 These conditions of tender, the tender data and tender schedules which are only required for tender evaluation

purposes, shall not form part of any contract arising from the invitation to tender.

F.1.3.3 For the purposes of these conditions for the calling for expressions of interest, the following definitions apply:

a) comparative offer means the tenderer’s financial offer after the factors of non-firm prices, all unconditional

discounts and any other tendered parameters that will affect the value of the financial offer have been taken into

consideration

b) corrupt practice means the offering, giving, receiving or soliciting of anything of value to influence the action of

the employer or his staff or agents in the tender process; and

c) fraudulent practice means the misrepresentation of the facts in order to influence the tender process or the

award of a contract arising from a tender offer to the detriment of the employer, including collusive practices

intended to establish prices at artificial levels

d) quality (functionality) means the totality of features and characteristics of a product or service that bear on its

ability to satisfy stated or implied needs

F.1.4 Communication and employer’s agent

Each communication between the employer and a tenderer shall be to or from the employer's agent only, and in a form

that can be read, copied and recorded. Writing shall be in the English language. The employer shall not take any

responsibility for non-receipt of communications from or by a tenderer. The name and contact details of the employer’s

agent are stated in the tender data.

F.1.5 The employer’s right to accept or reject any tender offer

F.1.5.1 The employer may accept or reject any variation, deviation, tender offer, or alternative tender offer, and may

cancel the tender process and reject all tender offers at any time before the formation of a contract. The employer shall

not accept or incur any liability to a tenderer for such cancellation and rejection, but will give written reasons for such

action upon written request to do so.

F.1.5.2 The employer may not subsequent to the cancellation or abandonment of a tender process or the rejection of all

responsive tender offers re-issue a tender covering substantially the same scope of work within a period of six months

unless only one tender was received and such tender was returned unopened to the tenderer.

F.2 Tenderer’s obligations

F.2.1 Eligibility

Submit a tender offer only if the tenderer satisfies the criteria stated in the tender data and the tenderer, or any of his

principals, is not under any restriction to do business with employer.

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F.2.2 Cost of tendering

Accept that the employer will not compensate the tenderer for any costs incurred in the preparation and submission of a

tender offer, including the costs of any testing necessary to demonstrate that aspects of the offer satisfy requirements.

F.2.3 Check documents

Check the tender documents on receipt for completeness and notify the employer of any discrepancy or omission.

F.2.4 Confidentiality and copyright of documents

Treat as confidential all matters arising in connection with the tender. Use and copy the documents issued by the

employer only for the purpose of preparing and submitting a tender offer in response to the invitation.

F.2.5 Reference documents

Obtain, as necessary for submitting a tender offer, copies of the latest versions of standards, specifications, conditions

of contract and other publications, which are not attached but which are incorporated into the tender documents by

reference.

F.2.6 Acknowledge addenda

Acknowledge receipt of addenda to the tender documents, which the employer may issue, and if necessary apply for an

extension to the closing time stated in the tender data, in order to take the addenda into account.

F.2.7 Clarification meeting

Attend, where required, a clarification meeting at which tenderers may familiarize themselves with aspects of the

proposed work, services or supply and raise questions. Details of the meeting(s) are stated in the tender data.

F.2.8 Seek clarification

Request clarification of the tender documents, if necessary, by notifying the employer at least five working days before

the closing time stated in the tender data.

F.2.9 Insurance

Be aware that the extent of insurance to be provided by the employer (if any) might not be for the full cover required in

terms of the conditions of contract identified in the contract data. The tenderer is advised to seek qualified advice

regarding insurance.

F.2.10 Pricing the tender offer

F.2.10.1 Include in the rates, prices, and the tendered total of the prices (if any) all duties, taxes (except Value Added

Tax (VAT), and other levies payable by the successful tenderer, such duties, taxes and levies being those applicable 14

days before the closing time stated in the tender data.

F2.10.2 Show VAT payable by the employer separately as an addition to the tendered total of the prices.

F.2.10.3 Provide rates and prices that are fixed for the duration of the contract and not subject to adjustment except as

provided for in the conditions of contract identified in the contract data.

F.2.10.4 State the rates and prices in Rand unless instructed otherwise in the tender data. The conditions of contract

identified in the contract data may provide for part payment in other currencies.

F.2.11 Alterations to documents

Not make any alterations or additions to the tender documents, except to comply with instructions issued by the employer,

or necessary to correct errors made by the tenderer. All signatories to the tender offer shall initial all such alterations.

Erasures and the use of masking fluid are prohibited.

F.2.12 Alternative tender offers

F.2.12.1 Submit alternative tender offers only if a main tender offer, strictly in accordance with all the requirements of

the tender documents, is also submitted. The alternative tender offer is to be submitted with the main tender offer

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together with a schedule that compares the requirements of the tender documents with the alternative requirements the

tenderer proposes.

F.2.12.2 Accept that an alternative tender offer may be based only on the criteria stated in the tender data or criteria

otherwise acceptable to the employer.

F.2.13 Submitting a tender offer

F.2.13.1 Submit a tender offer to provide the whole of the works, services or supply identified in the contract data and

described in the scope of works, unless stated otherwise in the tender data.

F.2.13.2 Return all returnable documents to the employer after completing them in their entirety, either electronically (if

they were issued in electronic format) or by writing in black ink.

F.2.13.3 Submit the parts of the tender offer communicated on paper as an original plus the number of copies stated in

the tender data, with an English translation of any documentation in a language other than English, and the parts

communicated electronically in the same format as they were issued by the employer.

F.2.13.4 Sign the original and all copies of the tender offer where required in terms of the tender data. The employer

will hold all authorized signatories liable on behalf of the tenderer. Signatories for tenderers proposing to contract as

joint ventures shall state which of the signatories is the lead partner whom the employer shall hold liable for the purpose

of the tender offer.

F.2.13.5 Seal the original and each copy of the tender offer as separate packages marking the packages as "ORIGINAL"

and "COPY". Each package shall state on the outside the employer's address and identification details stated in the

tender data, as well as the tenderer's name and contact address.

F.2.13.6 Where a two-envelope system is required in terms of the tender data, place and seal the returnable documents

listed in the tender data in an envelope marked “financial proposal” and place the remaining returnable documents in an

envelope marked “technical proposal”. Each envelope shall state on the outside the employer’s address and identification

details stated in the tender data, as well as the tenderer's name and contact address.

F.2.13.7 Seal the original tender offer and copy packages together in an outer package that states on the outside only

the employer's address and identification details as stated in the tender data.

F.2.13.8 Accept that the employer will not assume any responsibility for the misplacement or premature opening of the

tender offer if the outer package is not sealed and marked as stated.

F.2.14 Information and data to be completed in all respects

Accept that tender offers, which do not provide all the data or information requested completely and in the form required,

may be regarded by the employer as non-responsive.

F.2.15 Closing time

F.2.15.1 Ensure that the employer receives the tender offer at the address specified in the tender data not later than the

closing time stated in the tender data. Proof of posting shall not be accepted as proof of delivery. The employer shall not

accept tender offers submitted by telegraph, telex, facsimile or e-mail, unless stated otherwise in the tender data.

F.2.15.2 Accept that, if the employer extends the closing time stated in the tender data for any reason, the requirements

of these conditions of tender apply equally to the extended deadline.

F.2.16 Tender offer validity

F.2.16.1 Hold the tender offer(s) valid for acceptance by the employer at any time during the validity period stated in the

tender data after the closing time stated in the tender data.

F.2.16.2 If requested by the employer, consider extending the validity period stated in the tender data for an agreed

additional period.

F.2.17 Clarification of tender offer after submission

Provide clarification of a tender offer in response to a request to do so from the employer during the evaluation of tender

offers. This may include providing a breakdown of rates or prices and correction of arithmetical errors by the adjustment

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of certain rates or item prices (or both). No change in the total of the prices or substance of the tender offer is sought,

offered, or permitted. The total of the prices stated by the tenderer shall be binding upon the tenderer.

Note: Sub-clause F.2.17 does not preclude the negotiation of the final terms of the contract with a preferred tenderer

following a competitive selection process, should the Employer elect to do so.

F.2.18 Provide other material

F.2.18.1 Provide, on request by the employer, any other material that has a bearing on the tender offer, the tenderer’s

commercial position (including notarized joint venture agreements), preferencing arrangements, or samples of materials,

considered necessary by the employer for the purpose of a full and fair risk assessment. Should the tenderer not provide

the material, or a satisfactory reason as to why it cannot be provided, by the time for submission stated in the employer’s

request, the employer may regard the tender offer as non-responsive.

F.2.18.2 Dispose of samples of materials provided for evaluation by the employer, where required.

F.2.19 Inspections, tests and analysis

Provide access during working hours to premises for inspections, tests and analysis as provided for in the tender data.

F.2.20 Submit securities, bonds, policies, etc.

If requested, submit for the employer’s acceptance before formation of the contract, all securities, bonds, guarantees,

policies and certificates of insurance required in terms of the conditions of contract identified in the contract data.

F.2.21 Check final draft

Check the final draft of the contract provided by the employer within the time available for the employer to issue the

contract.

F.2.22 Return of other tender documents

If so instructed by the employer, return all retained tender documents within 28 days after the expiry of the validity period

stated in the tender data.

F.2.23 Certificates

Include in the tender submission or provide the employer with any certificates as stated in the tender data.

F.3 The employer’s undertakings

F.3.1 Respond to clarification

Respond to a request for clarification received up to five working days before the tender closing time stated in the Tender

Data and notify all tenderers who drew procurement documents.

F.3.2 Issue Addenda

If necessary, issue addenda that may amend or amplify the tender documents to each tenderer during the period from

the date that tender documents are available until seven days before the tender closing time stated in the Tender Data.

If, as a result a tenderer applies for an extension to the closing time stated in the Tender Data, the Employer may grant

such extension and, shall then notify all tenderers who drew documents.

F.3.3 Return late tender offers

Return tender offers received after the closing time stated in the Tender Data, unopened, (unless it is necessary to open

a tender submission to obtain a forwarding address), to the tenderer concerned.

F.3.4 Opening of tender submissions

F.3.4.1 Unless the two-envelope system is to be followed, open valid tender submissions in the presence of tenderers’

agents who choose to attend at the time and place stated in the tender data. Tender submissions for which acceptable

reasons for withdrawal have been submitted will not be opened.

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F.3.4.2 Announce at the meeting held immediately after the opening of tender submissions, at a venue indicated in the

tender data, the name of each tenderer whose tender offer is opened, the total of his prices, preferences claimed and

time for completion, if any, for the main tender offer only.

F.3.4.3 Make available the record outlined in F.3.4.2 to all interested persons upon request.

F.3.5 Two-envelope system

F.3.5.1 Where stated in the tender data that a two-envelope system is to be followed, open only the technical proposal

of valid tenders in the presence of tenderers’ agents who choose to attend at the time and place stated in the tender data

and announce the name of each tenderer whose technical proposal is opened.

F.3.5.2 Evaluate the quality of the technical proposals offered by tenderers, then advise tenderers who remain in

contention for the award of the contract of the time and place when the financial proposals will be opened. Open only

the financial proposals of tenderers, who score in the quality evaluation more than the minimum number of points for

quality stated in the tender data, and announce the score obtained for the technical proposals and the total price and any

preferences claimed. Return unopened financial proposals to tenderers whose technical proposals failed to achieve the

minimum number of points for quality.

F.3.6 Non-disclosure

Not disclose to tenderers, or to any other person not officially concerned with such processes, information relating to the

evaluation and comparison of tender offers, the final evaluation price and recommendations for the award of a contract,

until after the award of the contract to the successful tenderer.

F.3.7 Grounds for rejection and disqualification

Determine whether there has been any effort by a tenderer to influence the processing of tender offers and instantly

disqualify a tenderer (and his tender offer) if it is established that he engaged in corrupt or fraudulent practices.

F.3.8 Test for responsiveness

F.3.8.1 Determine, on opening and before detailed evaluation, whether each tender offer properly received:

a) complies with the requirements of these Conditions of Tender,

b) has been properly and fully completed and signed, and

c) is responsive to the other requirements of the tender documents.

F.3.8.2 A responsive tender is one that conforms to all the terms, conditions, and specifications of the tender documents

without material deviation or qualification. A material deviation or qualification is one which, in the Employer's opinion,

would:

a) detrimentally affect the scope, quality, or performance of the works, services or supply identified in the Scope of

Work,

b) change the Employer's or the tenderer's risks and responsibilities under the contract, or

c) affect the competitive position of other tenderers presenting responsive tenders, if it were to be rectified.

Reject a non-responsive tender offer, and not allow it to be subsequently made responsive by correction or withdrawal

of the non-conforming deviation or reservation.

F.3.9 Arithmetical errors

F.3.9.1 Check responsive tender offers for arithmetical errors, correcting them in the following manner:

a) Where there is a discrepancy between the amounts in figures and in words, the amount in words shall govern.

b) If bills of quantities (or schedule of quantities or schedule of rates) apply and there is an error in the line item total

resulting from the product of the unit rate and the quantity, the line item total shall govern and the rate shall be

corrected. Where there is an obviously gross misplacement of the decimal point in the unit rate, the line item total

as quoted shall govern, and the unit rate shall be corrected.

c) Where there is an error in the total of the prices either as a result of other corrections required by this checking

process or in the tenderer's addition of prices, the total of the prices shall govern and the tenderer will be asked to

revise selected item prices (and their rates if bills of quantities apply) to achieve the tendered total of the prices.

F.3.9.2 Consider the rejection of a tender offer if the tenderer does not correct or accept the correction of his arithmetical

errors in the manner described in F.3.9.1.

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F.3.10 Clarification of a tender offer

Obtain clarification from a tenderer on any matter that could give rise to ambiguity in a contract arising from the tender

offer.

F.3.11 Evaluation of tender offers

F.3.11.1 General

Appoint an evaluation panel of not less than three persons. Reduce each responsive tender offer to a comparative offer

and evaluate it using the tender evaluation method that is indicated in the advertised evaluation criteria utilizing either:

Method 1: 1) Rank tender offers from the most favourable to the least favourable comparative

Financial offer.

offer 2) Recommend highest ranked tenderer for the award of the contract, unless there

are compelling and justifiable reasons not to do so.

Method 2: 1) Score tender evaluation points for financial offer.

Financial 2) Confirm that tenderers are eligible for the preferences claimed and if so, score

offer and tender evaluation points for preferencing.

preferences

3. Calculate total tender evaluation points.
4. Rank tender offers from the highest number of tender evaluation points to the

lowest.

5. Recommend tenderer with the highest number of tender evaluation points for the

award of the contract, unless there are compelling and justifiable reasons not to do

so.

Method 3: 1) Score quality, rejecting all tender offers that fail to score the minimum number of

Financial points for quality stated in the Tender data.

offer and 2) Score tender evaluation points for financial offer.

quality

3. Calculate total tender evaluation points.
4. Rank tender offers from the highest number of tender evaluation points to the

lowest.

5. Recommend tenderer with the highest number of tender evaluation points for the

award of the contract, unless there are compelling and justifiable reasons not to do

so.

Method 4: 1) Score quality, rejecting all tender offers that fail to score the minimum number of

Financial points for quality stated in the Tender data.

offer, quality 2) Score tender evaluation points for financial offer.

and

preferences 3) Confirm that tenderers are eligible for the preferences claimed, and if so, score

tender evaluation points for preferencing.

4. Calculate total tender evaluation points.
5. Rank tender offers from the highest number of tender evaluation points to the

lowest.

6. Recommend tenderer with the highest number of tender evaluation points for the

award of the contract, unless there are compelling and justifiable reasons not to do

so.

Score financial offers, preferences and quality, as relevant, to two decimal places.

F.3.11.2 Scoring Financial Offers

The points scored for the financial component will be calculated using the formula as set out in form ECBD 6.1 –

PURCHASES, paragraph 5.

F.3.11.3 Scoring quality (functionality)

Score quality in each of the categories in accordance with the Tender Data and calculate total score for quality.

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F.3.12 Insurance provided by the employer

If requested by the proposed successful tenderer, submit for the tenderer's information the policies and / or certificates

of insurance which the conditions of contract identified in the contract data, require the employer to provide.

F.3.13 Acceptance of tender offer

F.3.13.1 Accept tender offer only if the tenderer complies with the legal requirements stated in the Tender Data.

F.3.13.2 Accept the tender offer; if in the opinion of the employer, it does not present any risk to the department.

F.3.13.3 Notify the successful tenderer of the employer's acceptance of his tender offer by completing and returning

one copy of the form of offer and acceptance before the expiry of the validity period stated in the tender data, or agreed

additional period. Providing the form of offer and acceptance does not contain any qualifying statements, it will constitute

the formation of a contract between the employer and the successful tenderer as described in the form of offer and

acceptance.

F.3.14 Notice to unsuccessful tenderers

After the successful tenderer has acknowledged the employer’s notice of acceptance, notify other tenderers that their

tender offers have not been accepted through same medium utilized for advert.

F.3.15. Prepare contract documents

If necessary, revise documents that shall form part of the contract and that were issued by the employer as part of the

tender documents to take account of:

a) addenda issued during the tender period,

b) inclusion of some of the returnable documents,

c) other revisions agreed between the employer and the successful tenderer, and

d) the schedule of deviations attached to the form of offer and acceptance, if any.

F.3.16 Issue final contract

Prepare and issue the final draft of contract documents to the successful tenderer for acceptance as soon as possible

after the date of the employer's signing of the form of offer and acceptance (including the schedule of deviations, if any).

Only those documents that the conditions of tender require the tenderer to submit, after acceptance by the employer,

shall be included.

F.3.17 Complete adjudicator's contract

Unless alternative arrangements have been agreed or otherwise provided for in the contract, arrange for both parties to

complete formalities for appointing the selected adjudicator at the same time as the main contract is signed.

F.3.18 Provide copies of the contracts

Provide to the successful tenderer the number of copies stated in the Tender Data of the signed copy of the contract as

soon as possible after completion and signing of the form of offer and acceptance.

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Provision of Office Accommodation for the Department of Agriculture– Local Office at Elliot for a period of 36 months.

Area/locality – elliot

Operational narrative:

• The proposed office accommodation should be within the town of Elliot.
• Maintenance of electricity and plumbing are the responsibilities of the lessor.
• This office should be considered as a One-Stop Centre for these three components:

o Administration

o Extension Services

o Veterinary Services

(i) The Department is responsible for procuring all leased office accommodation on behalf of the Provincial

Government. In securing leased office accommodation, the primary objective of the Department, inter-alia, is

to provide functional and best fit for use, type and location of office accommodation at optimal value to the

Provincial Government.

(ii) The department is looking to lease a building which complies with the following Acts,

➢ Occupational Safety Act, 1993 (Act )

➢ Government Immovable Asset Management Act No.;

➢ National Building Regulations and Building Standards Act, 1977 (Act No. ) and published

under Government Notice No. R June 1988;

➢ Office space norms and standards which all Government departments must comply with, except in

situations where written permission from the Minister under which the department operates, has been

received.

(iii) The successful service provider will be required to sign a contract with the department for the leasing of office

accommodation specified under these Terms of Reference and agreeing to clearly identified service levels.

2. Objective

1.1 The Department of Agriculture (DoA) in Chris Hani District is looking for building/facilities/property to be

utilized for implementation of DoA’s mandate. The facility should be located in Elliot area. The distance of the

office building must not be more than 05-kilometre radius from town.

1.2 The department invites suitably qualified and experienced Property owners or Facilities Management service

providers (s) to submit bids for the leasing of their office accommodation facilities/properties to meet its day-to-

day office space requirements.

1.3 All bidders MUST respond to and comply with the following technical specifications and requirements that will

be utilised by the Department to evaluate whether or not the building being offered by the bidder meets the

technical requirements of the Department.

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The scope of this project includes the provision of office accommodation for Elliot Local Service Centre as outlined below

and as per attached office needs requirements.

The office will be utilized by Ten (10) personnel as stated in table 1

Table1:

No Officer Number of Specification

• Compliance (tick correct column)

warm bodies Complies Does not

comply

1 Deputy Director: 1 x Office 12m2

Coordination

2 State VET 1 x Office 12m2

3 Assistant Director: 1 x Office 9m2

Extension Ser.

4 Agricultural Advisors x 1 x Open 16m2

2 Plan Office

5 Animal Health 1 x Open 24m2

Technicians x3 Plan Office

6 Provisioning Admin 1 x Office 8m2

Clerk plus Reception

Area

7 Cleaner 1 4 m2

All offices to have at least 2 power points and network

cabling Cat 6 – minimum of 2 network points per office

TOTAL OFFICES 10 85m2

*All measurements to be approximate. In case of a current structure, layout can differ as long as square meters are

covered.

Offices facilities

Description Specification

• Compliance (tick correct column)

Complies Does not comply

Storeroom/ Storage 12m2

Main Boardroom with 3 power points 30m2

Kitchen 6m2

Server Room 4m2

2 Ablution Areas (1 x Male and 1 x 8m2

female)

Disability Toilet 5m2

Passages and Ablution Areas (OHSA

Spec)

• 1 Disabled
• 2 Ablution Areas (1 x Male and

1 x female)

Parking Areas: Minimum of 60 m2

2X Carports for GG Vehicles and plus

minus 10 parking bays for officials.

Total square meters:

FACILITIES 125 m2

GRAND TOTAL 210m2

*All measurements to be approximate. In case of a current structure, layout can differ as long as square meters are

covered.

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Services

Description Compliance (tick correct column)

Complies Does not comply

• Monthly rental includes all costs for rates and

Municipal Services, including water and

electricity and maintenance costs.

General

NO. ITEM DESCRIPTION Indicate YES/NO and sign

next to each item

1 Condition of the Both water meter and electricity meter

Property/Building box must be separated

Bidders must provide a comprehensive implementation plan detailing how and when outstanding requirements will be addressed if the building does not fully comply with all requirements. The implementation period shall not exceed two months from the date of occupancy. The plan must include clear milestones, deliverables, and completion dates for achieving full compliance, and is subject to the Department's review and approval.

tender offer, including the costs of any testing necessary to demonstrate that aspects of the offer satisfy requirements.

F.2.3 Check documents

offers. This may include providing a breakdown of rates or prices and correction of arithmetical errors by the adjustment

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of certain rates or item prices (or both). No change in the total of the prices or substance of the tender offer is sought,

offered, or permitted. The total of the prices stated by the tenderer shall be binding upon the tenderer.

Note: Sub-clause F.2.17 does not preclude the negotiation of the final terms of the contract with a preferred tenderer

following a competitive selection process, should the Employer elect to do so.

F.2.18 Provide other material

F.2.18.1 Provide, on request by the employer, any other material that has a bearing on the tender offer, the tenderer’s

commercial position (including notarized joint venture agreements), preferencing arrangements, or samples of materials,

considered necessary by the employer for the purpose of a full and fair risk assessment. Should the tenderer not provide

the material, or a satisfactory reason as to why it cannot be provided, by the time for submission stated in the employer’s

request, the employer may regard the tender offer as non-responsive.

F.2.18.2 Dispose of samples of materials provided for evaluation by the employer, where required.

F.2.19 Inspections, tests and analysis

6.1 The Department will conduct a site inspection to verify the property descriptions, location and accessibility.

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7.9 Inspection

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a. The Department of Agriculture considers it a condition of contract that in consultation with the lessor and

with reasonable frequency during the process of refurbishment its inspector shall be given access to the

building. The inspector’s approval of any part of the building does not exempt the owner from complying

with any of these minimum standard requirements. A deviation from the minimum requirements may only

be allowed with written permission from the Department of Agriculture.

7.10 Availability

a. The building MUST be available for occupation by the Department on receipt of the letter of award. In cases

that the building is not ready on the date stated above. The landlord will be liable for rental whereby the User

1. Accessibility – in loco inspection 30

1.1 The proposed offices/facility should be located at Elliot area within a maximum of 5km radius

from town (15 points).

1.2 Proximity to main road and public transport (8 points).

1.3 Proximity to Other Service Centres, Including Retail and Healthcare Facilities (7 points).

2. Physical facilities – in loco inspection 30

• Leasable Area of minimum of 210m2 on occupation (15 points).
• Ablution facilities include for people with disabilities (3 points).
• ramp (2 points).
• Secure parking (5 points).
• Standby generator & backup water (5 points).

3. Bulding provision plan 30

building/accommodation will be ready for occupancy within the number of months from the award

of the tender. (Maximum 2 months)

The plan must include the following: -

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• Critical project stages and schedule (timelines) for all requirements of the department = 15

points. OR In case of existing and specification compliant building bidder must provide

detail of conformance to the specification = 15 points

• Building Inspections. = 5 points.

• Compliance Certification = 5 points.

• Periodic progress meetings. = 5 points.

• Building provision plan submitted and does not address relevant activities and realistic

allocated timelines OR conformance to specification. = 0 point.

4. Maintenance plan 10

the closing time stated in the tender data.

F.2.9 Insurance

Be aware that the extent of insurance to be provided by the employer (if any) might not be for the full cover required in

terms of the conditions of contract identified in the contract data. The tenderer is advised to seek qualified advice

regarding insurance.

F.2.10 Pricing the tender offer

F.2.10.1 Include in the rates, prices, and the tendered total of the prices (if any) all duties, taxes (except Value Added

Tax (VAT), and other levies payable by the successful tenderer, such duties, taxes and levies being those applicable 14

days before the closing time stated in the tender data.

F2.10.2 Show VAT payable by the employer separately as an addition to the tendered total of the prices.

F.2.10.3 Provide rates and prices that are fixed for the duration of the contract and not subject to adjustment except as

provided for in the conditions of contract identified in the contract data.

F.2.10.4 State the rates and prices in Rand unless instructed otherwise in the tender data. The conditions of contract

identified in the contract data may provide for part payment in other currencies.

F.2.11 Alterations to documents

of the non-conforming deviation or reservation.

F.3.9 Arithmetical errors

F.3.9.1 Check responsive tender offers for arithmetical errors, correcting them in the following manner:

a) Where there is a discrepancy between the amounts in figures and in words, the amount in words shall govern.

b) If bills of quantities (or schedule of quantities or schedule of rates) apply and there is an error in the line item total

resulting from the product of the unit rate and the quantity, the line item total shall govern and the rate shall be

corrected. Where there is an obviously gross misplacement of the decimal point in the unit rate, the line item total

as quoted shall govern, and the unit rate shall be corrected.

c) Where there is an error in the total of the prices either as a result of other corrections required by this checking

process or in the tenderer's addition of prices, the total of the prices shall govern and the tenderer will be asked to

revise selected item prices (and their rates if bills of quantities apply) to achieve the tendered total of the prices.

F.3.9.2 Consider the rejection of a tender offer if the tenderer does not correct or accept the correction of his arithmetical

errors in the manner described in F.3.9.1.

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F.3.10 Clarification of a tender offer

• Monthly rental includes all costs for rates and

• Fire regulation - compliance certificate

• Electricity compliance certificate

• Disability accessibility compliance certificate

• Occupation certificate

• Certificate of compliance to the national building regulations

• Municipal Rates Certificate or Exemption Certificate

10 special conditions

allocated out of the 20 bidders to validate their claim for points

EME or QSE which is at least 51% 5 ID Copy

• CIPC (Company registration)

owned by black people CSD report (the ownership status of the 2

documents must correspond in order to be

awarded points)

Located in the Province of the Eastern 2 Municipal rates account OR

• Letter from

Cape councilor confirming residence OR

• Lease

disability from a relevant authority.

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Total points 20

• Please Note: The points scored for the specific goal must be added to the points scored for price and the total

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

must be awarded to the tenderer scoring the highest points.

Sbd 3.1

Note: only firm prices will be accepted. Non-firm prices (including prices

Subject to rates of exchange variations) will not be considered

Property must be in a good condition and must have the following documentation prior occupation

Certificate of occupation

Electrical COC certificate,

Fire Fighting Equipment Certificate

Occupational Health and Safety Certificate (OHS certificate)

Windows and outside doors must be fitted with burglar bars and windows must be fitted with blinds. 2 Property Bid proposal should clearly outline the Information following

Physical address, stand/ERF number,

Details of all partners to the offer,

Detailed rental option

Building insurance information 3 Main access to Proximity of the building to; (bidder to give a the building brief description or schematic presentation)

Pedestrian Walkways

Public transport etc. 4 Accessibility of Building must be user friendly for people office or building with disability, internally and externally, in compliance with relevant Acts. ➢ Wheelchair ramp with handrail to accommodate people living with disabilities. 5 Technology and Building must have the following communication infrastructure

Power supply: clean power to run all the lights, computers

Network Cabling of offices is compulsory and a minimum of 2 14 | P a g e network points per office (these can be fitted after award of the contract) 6 Health & Safety Building must comply with the required standards, OHS etc;

Fire extinguishers must be installed in compliance with safety regulations including safety symbolic signage.

The installed equipment must comply with all SABS regulations

They must be maintained and tested at frequent intervals

Emergency exit doors in compliance with OHS Act and Assemble point identified and properly labelled. 7 Maintenance Maintenance plan

The office premises (interior and exterior) to be fully serviced and maintained by the Landlord; 8 Building support Bidders are expected to ensure the services availability of the following services on occupation

Electricity;

gardening; and

Refuse removal services. NB: SERVICE PROVIDERS ARE REQUIRED TO COMPLY WITH OFFICE ACCOMMODATION NORMS AND STANDARDS JULY 2015

Service contract duration

Contract will be valid for a period of 36 months

Contract Agreement and SLA to be signed after award of contract and before commencement of work

The contract for the required Service in terms of this invitation to bid shall come into being on the date of issue of the letter of acceptance of the Landlords bid by the DOA or any other authorized authority or person (as the case may be) and shall continue in force for the period stated in the agreement. The Landlord is further obliged for the future support while the contract is in force.

Payment for the service will be made on a monthly basis on receipt of an invoice for services rendered.

DUE DILIGENCE 6.1 The Department will conduct a site inspection to verify the property descriptions, location and accessibility. 15 | P a g e

GENERAL Any requirements laid down in the terms of reference shall be considered as supplementary to those set out in the written offer of the bidder and on the drawings. The fact that the Department checked the documentation and approved thereof does not exempt the bidder from his responsibilities with regard to the fulfilment of the requirements of this bid. 7.1 CONSTRUCTION AND APPEARANCE OF BUILDING

The design, construction and appearance of the building, including the internal and external finishes shall be of a standard acceptable to the Department of Agriculture. The building shall be fully accessible to the physically challenged. 7.2 FLOOR TO CEILING HEIGHTS

B-BBEE Details: CLOSING DATE: 29 September 2026

CLOSING TIME: 11:00 am

Bid amount inclusive

Of all applicable r.....................................................

Taxes

Prepared by:

Supply chain management

Department of agriculture

Private bag x7187

Komani, 5320

Administrative enquires:

Ms K Mbuqwa

Tel: (045) 807 7016

E-MAIL: khutala.mbuqwa@ecagriculture .gov.za

Technical enquires:

Ms N Msi

Tel: 045 807 7035

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Contents

Section . Check list 3

2. Bid Notice 4
3. Bid Rules 5
4. Terms of reference 12
5. Forms to be completed by the bidder 30
6. Forms to be signed after award of bid 43

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Check list

Please ensure that all the following documents have been submitted with your Bid / tender document.

Failure to submit these documents could result in your quotation/bid being seen as unresponsive.

Description Done

Tax Status Verification for Price Quotations and Competitive Bids

Tax Compliance status and company directors of bidders will be verified on the

CSD for all price quotations and competitive bids. Tax status must remain

Compliant for conducting business with state.

Copy of company registration or CK documents to be submitted

All forms and verification documents are attached to qualify for preference points

as per each specific goal.

Joint Venture: In the case of a joint venture a Joint Venture Agreement or an

Intention to form a Joint Venture Agreement must be attached

This tender will be subject to the Government Procurement: General Conditions of

Contract of July 2010

Please ensure that all the following sections of the Quotation / Bid Document have been completed in full.

Failure to comply will result in the Quotation / Bid being seen as unresponsive.

satisfactorily in order for DOA to perform risk assessment.

8. The department reserves the right not to award the bid to the most favorable tenderer, if any of the situations occur: if it is

not assisting in the advancement of designated groups; risk profile of the favorable firm is too high; the bidder has been

awarded a considerable number of projects by the department or provincial government; has performed unsatisfactorily in

the past, etc.”.

disqualify a tenderer (and his tender offer) if it is established that he engaged in corrupt or fraudulent practices.

F.3.8 Test for responsiveness

F.3.8.1 Determine, on opening and before detailed evaluation, whether each tender offer properly received:

a) complies with the requirements of these Conditions of Tender,

b) has been properly and fully completed and signed, and

c) is responsive to the other requirements of the tender documents.

F.3.8.2 A responsive tender is one that conforms to all the terms, conditions, and specifications of the tender documents

without material deviation or qualification. A material deviation or qualification is one which, in the Employer's opinion,

would:

a) detrimentally affect the scope, quality, or performance of the works, services or supply identified in the Scope of

(ii) The department is looking to lease a building which complies with the following Acts,

➢ Occupational Safety Act, 1993 (Act )

➢ Government Immovable Asset Management Act No.;

➢ National Building Regulations and Building Standards Act, 1977 (Act No. ) and published

under Government Notice No. R June 1988;

➢ Office space norms and standards which all Government departments must comply with, except in

situations where written permission from the Minister under which the department operates, has been

received.

(iii) The successful service provider will be required to sign a contract with the department for the leasing of office

accommodation specified under these Terms of Reference and agreeing to clearly identified service levels.

must have the following documentation

prior occupation:

• Certificate of occupation
• Electrical COC certificate,
• Fire Fighting Equipment Certificate
• Occupational Health and Safety

Certificate (OHS certificate)

• Windows and outside doors must be

fitted with burglar bars and windows

must be fitted with blinds.

standards, OHS etc;

• Fire extinguishers must be installed in

compliance with safety regulations

including safety symbolic signage.

• The installed equipment must comply

with all SABS regulations

• They must be maintained and tested at

frequent intervals

• Emergency exit doors in compliance

with OHS Act and Assemble point

identified and properly labelled.

offer of the bidder and on the drawings. The fact that the Department checked the documentation and approved thereof

does not exempt the bidder from his responsibilities with regard to the fulfilment of the requirements of this bid.

7.1 Construction and appearance of building:

a. The design, construction and appearance of the building, including the internal and external finishes shall be

of a standard acceptable to the Department of Agriculture. The building shall be fully accessible to the

physically challenged.

7.2 Floor to ceiling heights:

a. A clear floor to ceiling height of as close as possible to 2.7m throughout shall be maintained in all general

areas of the building. Where a certain function inside a building necessitates a higher floor to ceiling height,

the specific areas will be identified and the height specified as part of the accommodation particulars.

the building, but the owner of the building shall make provision for conduits, draw wires and telephone jacks.

7.7 External perimeter

a. The external perimeter must be well illuminated at night.

b. Entrances to the building must be limited to the minimum.

7.8 Material and finishes

a. All walls and ceilings, whether painted or finished otherwise, shall be of a neutral colour.

e The Department requires a single tenant occupancy scenario and sharing the building with other tenants is

not permitted.

f The accommodation must allow for the corporate image of the Provincial Government department to be

enhanced and clearly visible from the street front.

g The accommodation must have adequate trunking and communication service shafts for network

communication infrastructure.

h The electrical supply to the office accommodation must cater for both normal and clean power. Provision

must be made for one (1) clean and one (1) normal plug point for every 10 m2 of usable office

accommodation, an additional two (2) plug points per 150 m2 of usable office accommodation to be allowed

for to cater for fax, copies etc. In addition normal plugs to be provided in passages in order to accommodate

cleaning machinery. Electrical circuits for socket outlets shall be secured by means of single phase earth

leakage relays having a sensitivity of

25 mA. The installation off all electrical components will comply in all respects with the requirements and

regulations of the following: SANS 10142-:2003: The Occupational Safety Act and Regulations; and the

i The accommodation must provide for adequate access for persons with physical disabilities, i.e.

handicapped, etc. including toilet facilities both for the office environment as well as public interface area.

j The office accommodation must cater for a combination of general open plan environment (for staff

workstations, filing cabinets and a number of high-density filing cabinets) and enclosed offices for identified

persons.

k Within the office accommodation, secure onsite archive/filing areas (not necessarily in one location in the

building) must be provided for active official files of business units as indicated on the spatial template

attached. (if applicable)

l The accommodation must comply with: The National Building Regulations and Standards Act, 1977 (Act

) and The Occupational Health and Safety Act, 1993 (Act ), as amended. All

certificates of electrical wiring complying with the Fire Regulations and Municipal By-Laws and certificate of

compliance with the Occupational Health and Safety Act must be provided as part of the Returnable

17 | P a g e

Documents. All interior lighting to be in compliance with SANS 10114-1, Interior lighting – Part 1: Artificial

lighting of interiors

m Bidders must also provide a written warranty that on occupation, the building will comply with all the National

10.2 Tenders that are not accompanied by written proof that the Landlord is authorised to offer the accommodation for

leasing will not be considered and will be eliminated.

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10.3 The Department of Agriculture is the sole adjudicator of the suitability of the accommodation for the purpose for

which it is required. The Department’s decision in this regard will be final.

10.4 The Department of Agriculture will in no way be responsible for or committed to negotiations that a user

department may or might have conducted with a lessor or owner of a building.

10.5 It is a requirement that the accommodation offered, including all equipment and installations, must comply with

the National Building Regulations and the requirements of the Occupational Health and Safety Act, 1993 (Act ), as amended.

10.6 The commencement date from which rental will be payable, or the lease shall begin is subject to the approval of

the Department of Agriculture.

10.7 Landlords are welcome to be present at the opening of tenders.

10.8 The tender forms must not be retyped or redrafted. Additional offers may be made but only on original documents

or on other forms requisitioned. Additional offers are regarded as separate tenders and must be treated as such

by Landlords. The inclusion of various offers as part of a single submission in one envelope is not allowed.

permit to work procedures and health and safety procedures.

In this clause the term “Act” shall mean the Occupational Health & Safety Act, No. , as amended from time to

time, (including any act which may take its place should it be repealed during the currency of the agreement between the

parties) as read with all regulations and standards promulgated in terms of the former Machinery and Occupational Act,

Act from time to time;

The Landlord:-

15.1. acknowledges that he is fully aware of the terms and conditions of the Act;

15.2. acknowledges that he is an employer in its own right with duties and responsibilities as prescribed in the Act;

15.3. agrees to comply with all rules and regulations implemented by or on behalf of the DOA at the relevant Instituion in

covering letter relating to health and safety and will inform the DOA immediately should Landlord for any reason be

unable to comply with the provisions of the Act and such rules and regulations.

• Occupational Health and Safety Certificate (OHS certificate)

Stage two: functionality criteria

accordance with the given formats. These schedules shall then be bound together with a suitable contents page

and submitted with the bid documents. All such schedules must be signed, and clearly marked as appendices

to these relevant forms.

that can be read, copied and recorded. Writing shall be in the English language. The employer shall not take any

responsibility for non-receipt of communications from or by a tenderer. The name and contact details of the employer’s

agent are stated in the tender data.

F.1.5 The employer’s right to accept or reject any tender offer

F.1.5.1 The employer may accept or reject any variation, deviation, tender offer, or alternative tender offer, and may

cancel the tender process and reject all tender offers at any time before the formation of a contract. The employer shall

not accept or incur any liability to a tenderer for such cancellation and rejection, but will give written reasons for such

action upon written request to do so.

F.1.5.2 The employer may not subsequent to the cancellation or abandonment of a tender process or the rejection of all

responsive tender offers re-issue a tender covering substantially the same scope of work within a period of six months

unless only one tender was received and such tender was returned unopened to the tenderer.

F.2 Tenderer’s obligations

F.2.1 Eligibility

F.2.4 Confidentiality and copyright of documents

F.2.20 Submit securities, bonds, policies, etc.

If requested, submit for the employer’s acceptance before formation of the contract, all securities, bonds, guarantees,

policies and certificates of insurance required in terms of the conditions of contract identified in the contract data.

F.2.21 Check final draft

10 | P a g e

F.3.12 Insurance provided by the employer

of insurance which the conditions of contract identified in the contract data, require the employer to provide.

F.3.13 Acceptance of tender offer

F.3.13.1 Accept tender offer only if the tenderer complies with the legal requirements stated in the Tender Data.

F.3.13.2 Accept the tender offer; if in the opinion of the employer, it does not present any risk to the department.

F.3.13.3 Notify the successful tenderer of the employer's acceptance of his tender offer by completing and returning

one copy of the form of offer and acceptance before the expiry of the validity period stated in the tender data, or agreed

additional period. Providing the form of offer and acceptance does not contain any qualifying statements, it will constitute

the formation of a contract between the employer and the successful tenderer as described in the form of offer and

acceptance.

F.3.14 Notice to unsuccessful tenderers

After the successful tenderer has acknowledged the employer’s notice of acceptance, notify other tenderers that their

tender offers have not been accepted through same medium utilized for advert.

F.3.15. Prepare contract documents

Information following:-

• Physical address, stand/ERF number,
• Details of all partners to the offer,
• Detailed rental option
• Building insurance information

3 Main access to Proximity of the building to; (bidder to give a

the building brief description or schematic presentation)

• Main Roads
• Pedestrian Walkways
• Amenities
• Public transport etc.

b. In cases where the proposed building does not fully comply with all the requirements set out in the

bid document, the landlord shall submit a comprehensive implementation plan detailing how and

when the outstanding requirements will be addressed. The implementation period shall not exceed

two (2) months from the date of occupancy. The Department must be able to occupy and utilize the

building while the outstanding issues are being rectified, without disruption to its operations. The

implementation plan shall include clear milestones, deliverables, and completion dates for achieving

full compliance and shall be subject to the Department's review and approval. Should a service

provider fail to comply it will result in breach of contract.

7.11 General accommodation

a The total size of office accommodation and facilities required by the Department and to be offered by the

bidder is approximately 210 m2 usable area. A variance of only 5% on the usable area shall be accepted

b Suspended ceilings to be provided

c The building must also have access to ample street parking for visitors.

d Building Area Certificate for the building issued by a suitably qualified entity confirming the total building

such dispute is resolved.

requirements (whether engaged in a service contract or when repair is required out of guarantee without the maintenance

contract option) and standards relating to the maintenance together with performance measurement provisions, which

quality requirements, performance measurement provisions shall be reduced to writing in a lease agreement if required

and signed by both parties.

standards will be determined: -

17.1.1 with reference to reports provided by Landlord.

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17.1.2 with reference to reports or complaints received from third parties.

17.1.3 by means of user satisfaction surveys conducted by DOA

17.1.4 by means of service reviews, inspections or any audit carried out by or on behalf of the DOA.

17.1.5 Refer to Annexure A “Responsibilities” for maintenance and repairs

17.2 Records. Landlord shall at all times keep full and accurate records of all Services provided in terms of the

contract and shall retain such records for the currency of the contract. Upon termination of the contract such

records must be provided to the DOA upon request.

17.3 Measurement of performance

17.3.1 Periodic checks: DOA and/or its appointed Technical Support Manager shall carry out periodic checks (the

intervals to be determined by DOA) the purpose of which shall be to determine whether Landlord is providing the

Special conditions include: The Department of Agriculture is the sole adjudicator of the suitability of the accommodation; the department will not be responsible for negotiations conducted by user departments; the commencement date of the lease is subject to departmental approval; landlords may be present at the opening of tenders; tender forms must not be retyped or redrafted; additional offers must be submitted under separate cover; the successful landlord is responsible for the cost of alterations necessary to adapt the accommodation; landlords who do not comply with conditions will be eliminated. The contract will be valid for 36 months, and the contract agreement and SLA must be signed after award and before commencement. Payment will be made monthly on receipt of invoice. The stipulated bid prices shall be subject to yearly escalation in line with market-related escalations.

Bidders must be registered on CSD and LOGIS before closing date. Tax compliance and company directors will be verified on CSD. Bidders must provide references to confirm previous delivery of similar nature. Bidders must submit a supplier arrangement form if a general dealer. Bidders must provide written proof that they are authorised to offer the accommodation for leasing. Bidders must comply with the technical specifications and requirements, including the building must be within a 5 km radius from Elliot town, have a minimum usable area of 210 m² (with 5% variance), be a single tenant occupancy, and comply with relevant Acts (Occupational Safety Act, Government Immovable Asset Management Act, National Building Regulations). The building must be available for occupation on receipt of the letter of award, and if not fully compliant, a comprehensive implementation plan must be submitted with a maximum implementation period of two months.

The evaluation of the bids will be done in a three-stage process. Administrative Compliance Requirements (completion

or attachment of Compulsory documents) followed by technical evaluation will be the evaluation of bids on functionality

and during this stage bids that do not meet the minimum threshold of 65 points on the functionality score will

be disqualified and will not be considered for the third stage of evaluation i.e. price and specific goals.

Stage one – administrative compliance and mandatory requirements

Note: a bidder who fails to meet the below mandatory requirements will be disqualified

From further evaluation

Part A: Administrative compliance

• Completed and signed SBD documents
• CSD Registration report with compliant Tax status
• Attendance of compulsory briefing session

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• In the event of a consortia/joint venture, a signed agreement by all parties must be

submitted with the bid.

Part B: MANDATORY REQUIREMENTS Comply (Yes/ No)

1. Property ownership

Bidder must be the owner of the leased property. If the owner provides the power of attorney

to act on his/her behalf a copy of the power of attorney must be included in the submission of

the bid.

A signed deed of sale agreement will be considered for property that is sold to one entity to the

other.

Compliance requirement:

• Certified copy of the Title deed if owner is directly bidding

or

• If acting on behalf of the owner attach both certified copy tittle deed and copy of power

of attorney/ signed mandate letter

or

• Signed deed of sale agreement by both the buyer and seller

2. Occupational health and safety.

• Occupational Health and Safety Certificate (OHS certificate)

Stage two: functionality criteria

Proposals received will be evaluated for functionality to determine if prospective supplier does meet the minimum

requirements as stated in the specification or terms of reference and must score a minimum of 65 points. Responses

received that fail to score the minimum points on functionality will be eliminated and not considered further.

Stage 2 will be based on written proposals and shall be evaluated based on the following parameters for functionality:

FUNCTIONALITY REQUIREMENTS / IN LOCO INSPECTION Score

1. Accessibility – in loco inspection 30

1.1 The proposed offices/facility should be located at Elliot area within a maximum of 5km radius

from town (15 points).

1.2 Proximity to main road and public transport (8 points).

1.3 Proximity to Other Service Centres, Including Retail and Healthcare Facilities (7 points).

2. Physical facilities – in loco inspection 30

• Leasable Area of minimum of 210m2 on occupation (15 points).
• Ablution facilities include for people with disabilities (3 points).
• ramp (2 points).
• Secure parking (5 points).
• Standby generator & backup water (5 points).

3. Bulding provision plan 30

The bidder must submit a detailed Building Provision Plan demonstrating how the

building/accommodation will be ready for occupancy within the number of months from the award

of the tender. (Maximum 2 months)

The plan must include the following: -

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• Critical project stages and schedule (timelines) for all requirements of the department = 15

points. OR In case of existing and specification compliant building bidder must provide

detail of conformance to the specification = 15 points

• Building Inspections. = 5 points.

• Compliance Certification = 5 points.

• Periodic progress meetings. = 5 points.

• Building provision plan submitted and does not address relevant activities and realistic

allocated timelines OR conformance to specification. = 0 point.

4. Maintenance plan 10

The bidder must complete maintenance schedule outlining the following variables:

• Routine/ preventative maintenance (Internal and External) (5 points).

• Reactive Maintenance (Internal and External) (5 points).

Bidder should clearly specify the turnaround times around maintenance issues (air conditioning

units, fire equipment, electricity, plumbing work, garden services, etc.)

Total 100

Stage three: price and specific goals

Bids will be evaluated according to 80/20 preference point system, as prescribed in terms of the Preferential Procurement

Policy Regulations, 2022 issued in terms of section 5 of the Preferential Procurement Policy Framework Act, Act Number

(PPPFA) The 80/20 preference point system (80 points for price and 20 points for specific goals) is applicable

to price quotations and tenders with a Rand value equal to, or above R30 000 and up to a Rand value of R50 million (all

applicable taxes included). Bidders are required to provide evidence as listed below for points claimed for specific goals.

Price evaluation 80

Price or quotation offer under

consideration

Total for price 80

Specific Goals Preference Points Documentation to be submitted by

allocated out of the 20 bidders to validate their claim for points

EME or QSE which is at least 51% 5 ID Copy

• CIPC (Company registration)

owned by black people CSD report (the ownership status of the 2

documents must correspond in order to be

awarded points)

Located in the Province of the Eastern 2 Municipal rates account OR

• Letter from

Cape councilor confirming residence OR

• Lease

Agreement

An EME or QSE which is at least 51% 7 ID Copy

• CIPC (Company registration)

owned by women CSD report (the ownership status of the 2

documents must correspond in order to be

awarded points)

An EME or QSE which is at least 51% 4 ID Copy

• CIPC (Company registration)

owned by youth (up to 35 years of age) CSD report (the ownership status of the 2

documents must correspond in order to be

awarded points)

An EME or QSE which is at least 51% 2 ID Copy

• CIPC (Company registration)

owned by people with disability CSD report (the ownership status of the 2

documents must correspond in order to be

awarded points)

• Medical certificate

SASSA registration or confirmation of

disability from a relevant authority.

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Total points 20

• Please Note: The points scored for the specific goal must be added to the points scored for price and the total

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

must be awarded to the tenderer scoring the highest points.

Sbd 3.1

Note: only firm prices will be accepted. Non-firm prices (including prices

Subject to rates of exchange variations) will not be considered

In cases where different delivery points influence the pricing, a

Separate pricing schedule must be submitted for each delivery point

Name of Service Provider: ................................................................

Quotation NUMBER: SCMU8- 26/27-0032

Closing Time 11:00 on 29 September 2026

Offer to be valid for 90 days from the closing date

Description Unit Price Total

(Monthly Rental - Including

Municipal Services and

Maintenance costs as per

Annexure A)

Rental – YEAR 1 (12 months)

Rental – YEAR 2 (12 months)

Rental – YEAR 3 (12 months)

15 % VAT

TOTAL – 36 months rental –

all inclusive of all applicable

taxes

Annexure a

Maintenance responsibilities

Note: The Department is not prepared to accept responsibility for services or costs involved within

grey coloured column. (Indicate where applicable)

Maintenance DoA Lessor Estimated cost

per month

1. Internal maintenance (Routine and X

Reactive)

1. External (Routine and Reactive) x

x

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3. Garden (if applicable) x

4. Air conditioning x

5. Ramps/ stairways etc x

6. Floor covering: normal wear x

7. Plumbing work x

8. Fire Fighting equipment x

9. Electrical related x

10. Other Responsibilities DoA Lessor Estimated cost

per month

Other (specify)

Amount in words:

Signature of bidder: ...................................................

Capacity under which this bid is signed: ...................................................

(Proof of authority must be submitted e.g. company resolution)

Date: ____________________________

*PLEASE NOTE: This Quotation IS NOT SUBJECT TO ANY PRICE ADJUSTMENTS

*Quoted price to be all inclusive

1.1 The total quoted price to be all inclusive. All increases over the period of the contract to be

included in the total price. No price adjustments or increases will be considered during the

period of the contract.

Signature of bidder: ...........................................

Name of service provider/ company: ..............................................................................

Name of authorised signatory (in capitals) ...............................................................

Signature of authorised representative ...............................................................

Signed on this.................DAY Of....................................OF The year..................................

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On behalf of: ......................................................................................................................

Address: ..............................................................................................................................

Forms to be completed by the bidder

These forms must be completed using black ink

Where the space provided in the bound document is insufficient, separate schedules may be drawn up in

accordance with the given formats. These schedules shall then be bound together with a suitable contents page

and submitted with the bid documents. All such schedules must be signed, and clearly marked as appendices

to these relevant forms.

All ECBD documents must be completed, signed in full and witnessed, failure to do so may

result in the quotation/bid being eliminated.

Part a: certificate of authority for signatory

Signatory for companies shall confirm their authority thereto by attaching a duly signed and dated copy of the relevant resolution of

the board of directors to this form.

An example is given below:

By resolution of the board of directors passed at a meeting held on ........................................................

Mr. /Ms ................................................................, whose signature appears below, has been duly authorized

to sign all documents in connection with the Bid No: .................................... and any Contract that

may arise there from on behalf of (name of Service Provider in block capitals) ............................................................

................................................................................................................................................................................

Signed on behalf of the company: ...............................................................................................

In his/her capacity as: .........................................................................................................................

Date: ................................................................................................................................................................

Signature of signatory: ..................................................................................

Witnesses: 1. ...................................................................................

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2. ...................................................................................

‘

Part b: certificate of authority for joint ventures

This Returnable Schedule is to be completed by joint ventures.

We, the undersigned, are submitting this Bid in Joint Venture and hereby authorise Mr/Ms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . , authorised signatory of the company . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . , acting in the capacity of lead partner, to sign all documents in connection with the tender offer and any contract resulting

from it on our behalf.

Duly authorised

Name of firm address

Signatory

Lead partner

Signature. . . . . . . . . . . . .

Name ........

Designation

Signature. . . . . . . . . . . . .

Name ........

Designation

Signature. . . . . . . . . . . . .

Name ........

Designation

Signature. . . . . . . . . . . . .

Name ........

Designation

Attach service level agreement between joint venture parties to next page. “Failure to

Submit joint venture agreement as part of the completion of the bid will result in your

Bid being rejected.”

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Sbd1

Part a

Invitation to bid

You are hereby invited to bid for requirements of the (name of department/ public entity)

BID NUMBER: SCMU8- 26/27-0032 CLOSING DATE: 29 September 2026 CLOSING TIME: 11:00

Provision of Office Accommodation for the Elliot DoA office for a period of Thirty-Six (36) months - Department

DESCRIPTION of Agriculture

Bid response documents may be deposited in the bid box situated at (street address)

DOA, Block H, Bathandwa Ndondo

Office Park

Komani

Bidding procedure enquiries may be directed to technical enquiries may be directed to:

CONTACT PERSON Ms Mbuqwa CONTACT PERSON Ms Msi

Telephone

Number 045 807 7016 telephone number 045 807 7035

Facsimile

Number facsimile number

E-MAIL ADDRESS [email protected] E-MAIL ADDRESS [email protected]

Supplier information

Name of bidder

Postal address

Street address

Telephone

Number code number

Cellphone

Number

Facsimile

Number code number

E-mail address

VAT

Registration

Number

Supplier tax central

Compliance compliance supplier

Or

Status system pin: database

No: MAAA

Are you the

Are you a foreign

Accredited

BASED SUPPLIER REPRESENTATIVE IN Yes No

For the goods

SOUTH AFRICA FOR Yes No

/Services

The goods [if yes, answer the questionnaire offered?

/Services [if yes enclose proof] below]

Offered?

Questionnaire to bidding foreign suppliers

Is the entity a resident of the republic of south africa (RSA)? yes NO

Does the entity have a branch in the RSA? yes NO

Does the entity have a permanent establishment in the RSA? yes NO

Does the entity have any source of income in the RSA? yes NO

Is the entity liable in the RSA for any form of taxation? Yes NO

If the answer is “NO” to all of the above, then IT is not a requirement to register for a tax compliance

Status system pin code from the south african revenue service (SARS) and if not register as per 2.3 Below.

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Part b

Terms and conditions for bidding

1. Bid submission:

1.1. Bids must be delivered by the stipulated time to the correct address. Late bids will not be accepted for

Consideration.

1.2. All bids must be submitted on the official forms provided (not to be re-typed) or in the manner

Prescribed in the bid document.

1.3. This bid is subject to the preferential procurement policy framework act, 2000 and the preferential

Procurement regulations, the general conditions of contract (gcc) and, if applicable, any other special

Conditions of contract.

1.4. The successful bidder will be required to fill in and sign a written contract form (sbd7).

2. Tax compliance requirements

2.1 Bidders must ensure compliance with their tax obligations.

2.2 Bidders are required to submit their unique personal identification number (pin) issued by SARS to enable

The organ of state to verify the taxpayer’s profile and tax status.

2.3 Application for tax compliance status (tcs) pin may be made via e-filing through the SARS website

Www.SARS.GOV.ZA.

2.4 Bidders may also submit a printed tcs certificate together with the bid.

2.5 In bids where consortia / joint ventures / sub-contractors are involved; each party must submit a

Separate tcs certificate / pin / csd number.

2.6 Where NO tcs pin is available but the bidder is registered on the central supplier database (csd), a csd

Number must be provided.

2.7 NO bids will be considered from persons in the service of the state, companies with directors who are

Persons in the service of the state, or close corporations with members persons in the service of the

State.”

Nb: failure to provide / or comply with any of the above particulars may render the bid invalid.

Signature of bidder: ...................................................

Capacity under which this bid is signed: ...................................................

(Proof of authority must be submitted e.g. company resolution)

Date: .........................................

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