Lease of 500–600 m² office space in durban for tia KZN regional office

Enquiries:

• Contact: Bongani Mtshali
• Email: [email protected]
• Subject line for enquiries: 'TIA KZN Regional Office Space'
• Note: This email is not for tender submissions.

Submission:

• Method: email
• Submission email: [email protected]

Submission method: electronic only, by email to [email protected].

• Subject line must include the tender number TIA006/2026 and, if split, 'Part 1', 'Part 2', etc.
• Files larger than 200MB must be split into parts of 200MB or less.
• All documentation must be in English.
• Submit a cover letter addressing the proposal package to the Technology Innovation Agency.
• Returnable forms (all must be completed and signed):
• SBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• SBD 4 (Declaration of Interest): discloses whether any director or shareholder is employed by the state or connected to anyone at the procuring institution.
• SBD 6.1 (Preference Points Claim): claims B-BBEE points under the PPPFA system.
• Pricing schedule as per the attached template (refer to section 13 of the pricing schedule).
• Bidders must check page numbers to ensure no pages are missing or duplicated; TIA accepts no liability for missing or duplicated pages.
• TIA may disregard any submission if the bidder or any of its directors has abused the SCM system of any government department/institution, committed fraud, failed to perform on a previous contract, or is restricted from doing business with the public sector.
• TIA reserves the right to amend conditions, verify information, not appoint any bidder, vary terms, and not accept the lowest or any proposal.

The bidder must submit a cover letter, completed SBD 1, SBD 4, and SBD 6.1, and the pricing schedule as attached.

Evaluation is conducted in five stages:

1. Mandatory Compliance: assessment against mandatory requirements; failure results in disqualification.
2. Functionality (Technical Evaluation): scored against the criteria below. Minimum qualifying score: 70%.

• Office space and size (500–600 m²): weight 0.05, max 5
• Building ready for immediate occupation: weight 0.05, max 5
• Close to academic precinct, government departments, agencies and funders: weight 0.05, max 5
• Close to major transport arterials and Metro bus route: weight 0.05, max 5
• Backup generator or solar system: weight 0.05, max 5
• On-site canteen/eating area/tuckshop: weight 0.05, max 2
• Fibre cable connectivity installed: weight 0.05, max 5
• Corporate branding rights (exterior and interior visibility): weight 0.05, max 5
• TIA office block on any floor except ground floor: weight 0.05, max 5
• Separate/dedicated ablution facilities (3 male, 3 female, 1 paraplegic): weight 0.05, max 5
• Adequate opening windows: weight 0.05, max 5
• 3 x 6-seater meeting rooms: weight 0.05, max 2
• 1 x boardroom (20-seater): weight 0.05, max 2
• Open plan (200–250 m²) or 4 x 30 m² offices, plus 6 individual offices: weight 0.05, max 5
• Shared/communal reception area at ground floor main entrance 24/7: weight 0.05, max 5
• 20 covered/under-cover parking bays for TIA staff: weight 0.05, max 5
• Accessible safe and secure communal visitor parking: weight 0.05, max 5
• Ramps with slope and handrails: weight 0.05, max 2
• Designated disabled parking and accessible signage: weight 0.05, max 2
• Building services and maintenance (plumbing, electrical, air-conditioning, refuse removal): weight 0.05, max 5

3. Site Visits: Bid Evaluation Committee inspects premises to verify information and assess suitability. Minimum qualifying threshold: 100%.

• Office space and size (500–600 m²): weight 0.10
• Readiness for occupation: weight 0.10
• Location and accessibility: weight 0.10
• Backup power: weight 0.10
• ICT connectivity readiness: weight 0.10
• Office layout and functionality: weight 0.10
• Ablution facilities: weight 0.05
• Parking: weight 0.10
• Universal access: weight 0.05
• Building services and maintenance: weight 0.10
• Security and reception: weight 0.05
• Branding visibility: weight 0.05

4. Specific Goals: up to 20 points.

• At least 51% black ownership: 5 points (proof: CSD report)
• At least 51% Black youth ownership: 5 points (proof: certified ID)
• At least 51% Black women ownership: 5 points (proof: CSD report)
• Owner/s has a disability: 5 points (proof: doctor's letter with practice number)

5. Price: 80 points. All prices must include VAT for VAT-registered bidders.

Total: 100 points.

The Technology Innovation Agency (TIA), an entity of the Department of Science, Technology and Innovation (DSTI), requires office accommodation for its KwaZulu-Natal Regional Office in Durban.

• Office space: approximately 500–600 m² gross rentable area.
• Lease period: three (3) years, with an option to extend for a further two (2) years.
• Preferred locations: Berea, Sherwood, Morningside, Essenwood, Greyville, Musgrave, Westville Westway Office park.
• Excluded locations: Durban Central Business District (CBD), North Beach, Overport, Stamford Hill.
• The office block must be on any floor except the ground floor.
• Staff complement: currently less than 20.

Required floor plan layout:

• Reception and visitors waiting area: 1
• Small meeting rooms (6-seater): 3
• Boardroom (20-seater): 1
• Shared offices (3 working stations each): 4
• Individual offices (1 desk each): 6
• Male toilet cubicles: 3 or more
• Female toilet cubicles: 3 or more
• Paraplegic/disabled toilet: 1 or more
• Kitchen: 1
• Eating/pause area (20 seats): 1

Building requirements:

• Ready and available for immediate occupation after contract signature.
• Close to academic precinct, government departments, agencies, funders, and shopping centres.
• Close to major transport arterials and a Metro bus route.
• Backup generator or solar system for power outages.
• On-site canteen/eating area/tuckshop if possible.
• Fibre connectivity available at the street address and fibre cable installed in the office space.
• Corporate branding rights for strong TIA identity with high exterior and interior visibility.
• Separate or dedicated ablution facilities for males, females, and paraplegics.
• Adequate opening windows.
• Shared or communal reception area at ground floor main entrance, available 24/7.
• 20 covered/under-cover parking bays for TIA staff, secured and accessible 24/7.
• Easily accessible safe and secure communal visitor parking bays.
• Access and entrances from parking/street to building, with at least one accessible entrance.
• Ramps with slope and handrails.
• Doors with clear opening width of at least 750mm, with handles, locks, and signage designed for ease of use.
• Passages and corridors at least 900mm wide (ideally 1100mm).
• Turning spaces of 1500mm or T-shaped for wheelchair users.
• Lifts accessible and large enough for wheelchairs.
• At least one wheelchair-accessible toilet, minimum 1.7m x 1.8m, with grab rails and door mechanisms.
• Designated disabled parking spaces with clear, accessible signage; floor surfaces stable, firm, and slip-resistant.
• Plumbing, electrical repairs and fittings, working air-conditioning, and refuse removal available.
• Valid occupation certificate and compliance with National Building Regulation and Building Standards Act.

Landlord obligations after award:

• Provide a tenant installation allowance to cover fit-out and customisation.
• Appoint a qualified architect for design and development of the office floor plan.
• Appoint and manage contractors for construction, fit-out, and partitioning.
• Appoint qualified electricians for electrical installations and modifications; provide a valid Certificate of Compliance (CoC).
• Appoint qualified plumbers for plumbing installations and modifications.
• Appoint qualified installers for access control and CCTV surveillance systems.
• All works must comply with legislation, building regulations, OHS requirements, and industry standards.
• All installations must be completed to an acceptable standard and fully operational before occupation.
• Fit-out works must be completed within agreed timelines and before lease commencement or occupation date.

Pricing must be submitted on the provided pricing schedule, with all prices VAT inclusive for VAT-registered bidders.

Three-year pricing schedule (per item, monthly cost and cost for each year):

• Office size: gross rentable office area of 500–600 m²
• Rates per square metre (m²)
• Annual escalation percentage
• Tenant installation allowance (if available)
• Covered or basement parking: 16 parking bays
• Parking rates per bay
• Yearly operating cost (building maintenance and repairs)
• Yearly physical security cost (access control, if available)
• Yearly alarm and detection system cost (armed response, if available)
• Security costing: proposal must clearly outline provision of security (access control and armed response alarm system)
• Total cost for rental for three years, VAT inclusive
• Tenant installations allowance provided by landlord, VAT inclusive

Separate quotation required for the option to extend for a further two years, including:

• Office size: gross rentable office area of 500 m²
• Rates per square metre
• Annual escalation percentage
• Tenant installation allowance
• Yearly covered or basement parking (16 bays)
• Parking rates per bay
• Yearly operating cost
• Yearly physical security cost
• Yearly alarm and detection system cost
• Security costing
• Total cost for rental for two years, VAT inclusive
• Tenant installations allowance, VAT inclusive

No bid security, bonds, guarantees, or retention are specified.

Mandatory requirements (failure to comply results in disqualification):

• Registration on the Central Supplier Database (CSD).
• Tax compliant by the time TIA appoints; submit a valid Tax Compliance Status (TCS) with PIN.
• Proof of property ownership or authority to lease the premises.
• Certificate of Occupancy (COO).
• Electricity Certificate of Compliance (COC).
• Occupational Health and Safety (OHS) Occupancy certification.
• Emergency Assembly Point available.
• Fire compliance with Certificate of Compliance (COC).
• Paraplegic friendly with wheelchair ramps, parking bays, and toilets compliance.
• Valid Fidelity Fund certificate and compliance with Estate Agency Affairs Board (EAAB).
• B-BBEE: Specific goals are evaluated (see evaluation criteria). No specific B-BBEE level threshold is stated; SBD 6.1 is required to claim preference points.