Hire of office accommodation for department of education: uthukela district office, ladysmith (znt6092w)

Closing date: 23 October 2026 at 11:00.

Compulsory briefing session: 6 October 2026 at 10:00.

Venue: Midlands Regional Office (Executive Boardroom), 40 Shepstone Road, Ladysmith.

Attendance is compulsory; the Section D certificate must be completed and signed.

Bidding procedure enquiries:

• Contact: Mrs. N. Sikhakhane
• Email: [email protected]
• Telephone: 036 638 8095

Technical enquiries:

• Contact: Mr. V.A Ngcobo
• Email: [email protected]
• Telephone: 036 638 8031

Submission address:

Department of Public Works and Infrastructure, Midlands Regional Office

40 Shepstone Road

Ladysmith, 3370

Submission method: physical delivery to the bid box.

Submission address: Department of Public Works and Infrastructure, Midlands Regional Office, 40 Shepstone Road, Ladysmith, 3370.

Closing date: 23 October 2026 at 11:00.

Bids must be delivered by the closing time; late bids are not accepted.

Bids must be submitted on the official forms provided, not retyped or redrafted.

Each bid must be in a separate sealed envelope, marked with the bidder's name and address, the bid number (ZNT6092W) and the closing date.

Bids must be signed in black ink; every page must be initialled.

Faxed, emailed, telegraphic or telephonic bids are not accepted.

Bids sent by post are only considered if received by the closing time; proof of posting is not proof of delivery.

Bids must not be included in packages containing samples.

Returnable documents (all must be completed and signed):

• SBD 1 (Invitation to Bid) – bidder and contact details, signed as the offer cover page.
• Section C – declaration that CSD information is correct and up to date.
• Section D – Official Briefing Session/Site Inspection Certificate, completed and signed in full.
• SBD 4 (Bidder's Disclosure) – declaration of any relationship with state employees or conflicts of interest.
• SBD 6.1 (Preference Points Claim Form) – claim for specific goals points.
• SBD 3.1 (Pricing Schedule – Firm Prices) – firm price, valid for 90 days.
• SBD 7.1 (Contract Form) – to be signed by the successful bidder.
• Section K (Authority to Sign the Bid) – proof of authority, e.g. company resolution.
• Certified copy of the building's Energy Performance Certificate (EPC) – if applicable.
• If the building has undergone major renovation within 2 years: proof of plans approval or Occupation Certificate, and a commitment to submit the EPC within 24 months after practical completion.
• Letter from a registered professional architect confirming the minimum gross lettable area, with a certified copy of the architect's registration.
• Certified copy of the Title Deed or Windeed printout (if owner), or Title Deed and Power of Attorney (if agent/broker).
• Town planning certificate from the local municipality confirming zoning.
• Letter of commitment for backup water and electricity supply.
• Business Continuity Plan.
• Maintenance plan.
• Letter of reference if the building was previously leased to or occupied by a government department.
• Map showing the building is within 3 km of the main taxi rank.
• Sworn affidavit and certified ID to claim Black ownership points.

Disqualification risks:

• Not registered on the Central Suppliers Database (CSD) at bid closing.
• Failure to attend the compulsory briefing session.
• Incomplete or unsigned returnable forms.
• Late submission, regardless of reason.
• False or incorrect information on the CSD or in the bid.

Evaluation is in three phases:

Phase 1 – Administrative compliance:

• Bidder must be registered on the Central Suppliers Database (CSD) at bid closing.
• Form of Offer (SBD 1) must be fully completed and signed in black ink.
• Bid must be received on time and at the correct address.
• Attendance of the compulsory pre-tender briefing and site inspection (Section D certificate).
• Completion of bidder's disclosure (SBD 4).

Phase 2 – Mandatory requirements (failure results in disqualification):

• Property ownership or authority to act on behalf of the owner.
• Property size and space planning requirements.
• Provision of parking.
• Building support services (backup water and electricity).
• Zoning of premises.
• Maintenance plan.
• Location within 3 km of the main taxi rank.
• EPC regulation compliance.

Phase 3 – Specific goals (preference points):

• Preference point system: 90/10.
• Price: 90 points.
• Specific goals: 10 points, allocated to Ownership by Black People.
• Documentary proof required: original sworn affidavit signed and dated by Commissioner of Oaths, and certified copy of Identity Document(s).
• Failure to submit proof means no preference points are claimed.

The department reserves the right not to award to the lowest bidder and may conduct a detailed risk assessment prior to award.

The department requires the hire of suitable office accommodation for the Department of Education: uThukela District office, Ladysmith.

Property size:

• Minimum 7156.25 m² gross lettable area (GLA), comprising 5725 m² assignable plus 1431.25 m² (25%) non-assignable.
• Measured according to the latest SAPOA Method for Measuring Floor Areas (MOMFA) for offices.
• Must be under one single roof (no split building).

Parking:

• Total 193 parking bays, all on site, paved and secured.
• 185 undercover bays.
• 8 disabled parking bays, undercover, within 50 m of the building entrance.
• A 10-ton or larger truck must be able to access the yard and manoeuvre safely for delivery and collection of examination papers.

Space planning:

• Bidder must provide a space planning layout with dimensions, actual areas in m², room names corresponding to client needs, and a site plan showing dimensioned and numbered parking layout.
• Plans must be legible, fully dimensioned, and signed off by a registered professional architect.
• Plans must show emergency and evacuation routes/points with assembly areas.

Building support services:

• Business Continuity Plan covering backup water (tank for toilets and drinking water) and backup electricity supply at 100% capacity.
• Letter of commitment for backup water and electricity, to be available before occupation.
• Latest Occupation Certificate if the building was previously occupied; required prior to occupation after reconfiguration.
• Within 14 days of design plan sign-off, proof of application to the local authority for approval.

Zoning:

• Building must be zoned Commercial, Office, Public Building, or Mixed Use.
• Town planning certificate from the local municipality, valid for 12 months.

Maintenance plan:

• Comprehensive plan with scheduled maintenance dates for structural, mechanical, electrical, plumbing, and finishes.
• Strategy for unplanned maintenance and turnaround time.
• Plan to include sub-contractors, locality, targeted groups, and job creation.
• Indicate in writing whether the building was occupied by any government department in the last two years; if so, provide a letter of reference.

Location:

• Building must be within 3 km of the main taxi rank; provide a map showing the radius.

Energy Performance Certificate (EPC):

• Mandatory for buildings with dominant occupancy A1, A2, A3, or G1, in operation for 2+ years, with total net floor area over 1000 m².
• Submit a certified copy of the building's EPC at bid closing.
• If major renovation within 2 years, submit proof of plans approval or Occupation Certificate, and commitment to submit EPC within 24 months after practical completion.

Lease period: 9 years and 11 months.

The bidder must provide a comprehensive maintenance plan covering scheduled maintenance for structural, mechanical, electrical, plumbing, and finishes, as well as a strategy for unplanned maintenance and turnaround time. The plan must include sub-contractors and address locality, targeted groups, and job creation. The bidder must also provide a letter from a registered professional architect confirming the minimum gross lettable area, and plans must be signed off by the architect.

Pricing must be submitted on SBD 3.1 – Pricing Schedule (Firm Prices). Only firm prices are accepted; non-firm prices are not considered. The offer must be valid for 90 days from the closing date. The bid price must be inclusive of VAT. The pricing schedule must be completed and signed.

Pricing schedule: SBD 3.1 – Firm Prices only. Non-firm prices (including those subject to exchange rate variations) will not be considered.

Offer must be valid for 90 days from the closing date of the bid.

Bid price must be inclusive of VAT.

No bid security, guarantee, or retention is specified in the document.

The department reserves the right not to award to the lowest bidder.

Central Suppliers Database (CSD):

• Bidder must be registered on the CSD at bid closing; non-registration leads to disqualification.
• Section C declaration that CSD information is correct and up to date.

Tax compliance:

• Bidder must be tax compliant; provide SARS Tax Compliance Status PIN or TCS certificate, or CSD number.
• Each party in a consortium/JV/sub-contractor must submit a separate TCS certificate/PIN/CSD number.
• No bids from persons in the service of the state, or companies/close corporations with directors/members in the service of the state.

B-bbee:

• Preference point system: 90/10.
• Specific goals: 10 points for Ownership by Black People.
• Documentary proof: original sworn affidavit signed and dated by Commissioner of Oaths, and certified copy of Identity Document(s).
• EMEs (revenue ≤ R10 million) may submit a sworn affidavit; QSEs (revenue R10–R50 million) may submit a sworn affidavit; entities above R50 million must submit a valid B-BBEE certificate.
• The sworn affidavit is valid for 12 months from date signed by commissioner.

Property ownership:

• Bidder should ideally be the owner of the property; if not, provide power of attorney.
• If property is being purchased, a signed deed of sale agreement is required; transfer must be finalised within 12 months of award, failing which penalties apply.
• Certified copy of Title Deed or Windeed printout (if owner), or Title Deed and Power of Attorney (if agent/broker).

Architect:

• Letter from a registered professional architect confirming minimum gross lettable area; certified copy of architect's registration to be submitted at bid closing.

Energy Performance Certificate (EPC):

• Certified copy of the building's EPC to be submitted at bid closing (if applicable).

Zoning:

• Town planning certificate from local municipality confirming zoning, valid for 12 months.

Reference letter:

• If the building was previously leased to or occupied by a government department, a letter of reference must be submitted at bid closing.

The bidder must provide a Business Continuity Plan covering backup water and electricity supply. The building must have functional backup electricity at 100% capacity and backup water for toilets and drinking water. Plans must show emergency and evacuation routes with assembly areas. The building must have a valid Occupation Certificate prior to occupation.

The successful bidder will be required to sign a written contract form (SBD 7.1) and a lease agreement. The lease period is 9 years and 11 months. If the property is being purchased, transfer must be finalised within 12 months of award, failing which penalties will be charged in terms of the lease agreement. The department reserves the right to withdraw or cancel the award at any stage should the bidder fail to comply with the requirements.

Evaluation is in three phases: administrative compliance, mandatory requirements, and specific goals. The 90/10 preference point system applies, with 90 points for price and 10 points for specific goals (Ownership by Black People). Bidders must complete the preference points claim form and provide documentary proof to claim the 10 points. Failure to submit proof means no preference points are claimed.