Local office accommodation – ethekwini (north) umhlanga (IEC/KZN-02/2026)

Closing date: 23 October 2026 at 11:00.

Tender briefing session: 01 October 2026 at 11:00, at the Electoral Commission office, 2 Buckingham Terrace, 1 on Langford Road, Dawncliffe, Westville, Durban. Attendance is not stated as compulsory.

A tender briefing session will be held at 11:00 on 01 October 2026 at the Electoral Commission's office, 2 Buckingham Terrace, 1 on Langford Road, Dawncliffe, Westville, Durban. Attendance is not stated as compulsory.

Enquiries:

• Contact: Supply Chain Management
• Email: [email protected]
• Telephone: 012 622 5700

Submission address:

2 Buckingham Terrace

1 on Langford Road

Dawncliffe, Westville

Durban

Submission method: sealed envelope or suitable container, deposited in the tender box or designated room at the Electoral Commission office. Write the company name and tender reference number (IEC/KZN-02/2026) on the envelope/container.

Submission address: 2 Buckingham Terrace, 1 on Langford Road, Dawncliffe, Westville, Durban.

Closing time: 23 October 2026 at 11:00.

Bids submitted by telegram, facsimile, post, or email will not be accepted. Late bids are recorded and set aside.

Returnable documents (all must be completed and signed in original ink; photocopied signatures or initials will lead to rejection):

• Tender Questionnaire: company details, CIPC registration, CSD number, contact person, business activities, enterprise size, B-BBEE status.
• SBD 4 (Declaration of Interest): discloses any director or shareholder employed by the state or connected to the procuring institution.
• SBD 9 (Certificate of Independent Bid Determination): certifies the price was set independently, with no collusion.
• B-BBEE status level certificate, CIPC B-BBEE certificate, or sworn affidavit (as applicable).
• POPIA consent and Political Party affiliation declaration.
• Authority to sign / board resolution (if applicable).
• All applicable pages of the tender document must be returned; do not retype or substitute pages.

Disqualification risks:

• Failure to register on the CSD.
• Non-compliant tax status at the time of award.
• Incomplete or unsigned forms, alterations not initialled, use of correction fluid/tape.
• Incomplete pricing schedules.
• For subcontractors (>25% of work) or joint ventures/consortia, failure to complete the required forms (pages 13-25) or submit evidence of tax compliance.

Evaluation is based on the Preferential Procurement Policy Framework Act, 2000 (PPPFA) and Preferential Procurement Regulations, 2022. The 80/20 preference point system applies as the tender value is estimated not to exceed R50,000,000.

Scoring split:

• Price: maximum 80 points, calculated using the formula Ps = 80(1 - (Pt - Pmin)/Pmin), where Pt is the price of the bid under consideration and Pmin is the price of the lowest acceptable bid.
• Specific goals (B-BBEE status level): maximum 20 points, awarded as follows: Level 1 = 20, Level 2 = 18, Level 3 = 14, Level 4 = 12, Level 5 = 8, Level 6 = 6, Level 7 = 4, Level 8 = 2, Non-compliant = 0.

Points are rounded to two decimal places. In the event of equal total points, the bid scoring the highest number of points for specific goals wins. If still equal, the award is decided by drawing of lots.

The bidder is not required to fill in the tender evaluation criteria.

The Electoral Commission requires local office accommodation for the eThekwini (North) region, Umhlanga (ETH). The scope includes providing suitable office space that meets the Electoral Commission's operational needs for managing elections. Specific requirements such as floor area, layout, and facilities are not detailed in the available text. The successful bidder will be required to sign a service level agreement (SLA) and/or receive an official purchase order.

Pricing schedules must be completed comprehensively. Where pricing is not charged, mark as N/A. Failure to complete all required pricing schedules in detail leads to disqualification. Prices must be all-inclusive, including VAT for VAT-registered vendors. Prices must be firm for the contract duration unless otherwise stated. The Electoral Commission will only accept market-related prices and may negotiate or cancel if not.

Pricing must be all-inclusive, including VAT for VAT-registered vendors. Non-VAT registered bidders shall not charge or be eligible for VAT payment.

Prices must be firm for the duration of the SLA/contract, unless otherwise stated. Price adjustments are only allowed for changes in customs or excise duty, or other legally imposed taxes.

The Electoral Commission will only accept market-related prices; it reserves the right to negotiate or cancel the tender if prices are not market-related.

Payment will be effected within 30 days of receipt of a valid invoice, unless a dispute arises. Banking details must be correct and validated on the CSD to avoid payment delays.

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

CSD registration: Mandatory. The Electoral Commission will not contract any tenderer not registered on the Central Supplier Database (CSD). Failure to register invalidates the tender.

Tax compliance: The tenderer's tax affairs must be in order. Tax compliance status is verified against the CSD at the time of award. A non-compliant tax status leads to rejection. Subcontractors must also be tax compliant.

B-BBEE: A valid B-BBEE status level certificate (issued by a SANAS-accredited verification agency), CIPC B-BBEE certificate, or sworn affidavit must be submitted to claim preference points. Failure to submit results in zero points for specific goals.

• EMEs (annual revenue ≤ R10 million): may submit a CIPC B-BBEE certificate or sworn affidavit (unless under a sector code, then comply with sector code).
• QSEs (annual revenue ≤ R50 million): with at least 51% black ownership must submit a QSE sworn affidavit; with 50% or less black ownership must submit a valid B-BBEE status level certificate from a SANAS-accredited agency.
• Entities other than EMEs or QSEs: must submit a valid B-BBEE status level certificate from a SANAS-accredited agency.
• Start-ups that are EMEs bidding for contracts of R10 million or more must be verified using the QSE scorecard; for R50 million or more, the generic scorecard.

Employment Equity Act: Bidders must comply with the relevant chapters of the EEA and attach a certificate or declaration of compliance. Failure to comply is grounds for rejection.

Political party affiliation: The Electoral Commission reserves the right not to award the tender to a bidder affiliated with any registered political party, candidate, or contestant.

B-BBEE requirements: EMEs must submit a CIPC B-BBEE certificate or sworn affidavit (unless under a sector code, then comply with sector code). QSEs with at least 51% black ownership must submit a QSE sworn affidavit; QSEs with 50% or less black ownership must submit a valid B-BBEE status level certificate from a SANAS-accredited agency. Entities other than EMEs or QSEs must submit a valid B-BBEE status level certificate from a SANAS-accredited agency. Failure to submit results in zero points for specific goals. Incorporated joint ventures qualify as legal entities; trusts, consortia, or unincorporated joint ventures must submit a consolidated certificate. Start-ups that are EMEs bidding for contracts of R10 million or more must be verified using the QSE scorecard; for R50 million or more, the generic scorecard. Bidders may not subcontract more than 25% of the contract value to an enterprise that does not qualify for at least the same points.

The successful bidder will enter into a service level agreement (SLA) with the Electoral Commission. The SLA may be extended at the Commission's discretion. The Commission may procure goods/services outside the SLA in emergencies or if the service provider's point of supply is not near the place of service. The Commission may cancel the tender for reasons including changed circumstances, lack of funds, no acceptable bid, material irregularity, or non-market-related prices. The Commission reserves the right not to award to a bidder affiliated with any registered political party. The bid is subject to the PPPFA, Preferential Procurement Regulations 2022, and the General Conditions of Contract (GCC). Payment is due within 30 days of a valid invoice. The Commission may cancel the contract if delivery is not met, and recover costs, losses, or damages. No price adjustments are accepted unless stipulated. The Commission is not responsible for risk before delivery and may return defective goods.

Prospective tenderers must register on the Central Supplier Database (CSD) prior to submitting bids; failure to register invalidates the tender. Tax affairs must be in order; the tender is only awarded to tax-compliant tenderers, verified against the CSD. Bidders must resolve pending tax issues with SARS timeously. In terms of Section 53 of the Employment Equity Act, bidders must comply with relevant chapters and attach a certificate or declaration of compliance; failure is grounds for rejection.

The 80/20 preference point system applies as the tender value is estimated not to exceed R50,000,000. Price is scored out of 80 points using the formula Ps = 80(1 - (Pt - Pmin)/Pmin). Specific goals (B-BBEE status level) are scored out of 20 points: Level 1 = 20, Level 2 = 18, Level 3 = 14, Level 4 = 12, Level 5 = 8, Level 6 = 6, Level 7 = 4, Level 8 = 2, Non-compliant = 0. Points are rounded to two decimal places. In case of equal total points, the bid with the highest specific goal points wins; if still equal, the award is decided by drawing of lots.