Accommodation provision and management for up to 98 necsa learners (11 months, nationwide)

The tender is for the appointment of a single estate agent, property management company, accommodation provider, or service provider to provide and manage accommodation services for at least 90 NECSA learners placed at skills development centres, colleges, and on-the-job training companies, for a period of eleven (11) months.

Closing date: 28 October 2026 at 11:00

Contact person: Mr Buyani Nsibande

Telephone: 012 305 6072

Email: [email protected]

Bids must be delivered to the bid box at Necsa Gate 3, R104 Elias Motsoaledi Street (Church Street West Ext), Pelindaba, by the closing time. Late bids will not be accepted. Bids must be submitted on the official forms provided and not re-typed. The following returnable forms must be completed and signed: SBD 3.3 (pricing schedule), the bidder's disclosure (declaration of interest and independent bid determination), SBD 6.1 (preference points claim form), and SBD 7.1 (contract form). Proof of authority to sign the bid (e.g. company resolution) must be submitted. Failure to provide or comply with any required particulars may render the bid invalid.

The bid is subject to the Preferential Procurement Policy Framework Act and the Preferential Procurement Regulations. The applicable preference point system is either the 80/20 or 90/10 system, to be determined based on the lowest acceptable tender once bids are received. Points are awarded for price and specific goals. A maximum of 100 points is available. Bidders must submit a B-BBEE status level verification certificate or sworn affidavit (for EMEs and QSEs) to qualify for preference points.

The scope is the provision and management of accommodation services for at least 90 NECSA learners placed at skills development centres, colleges, and on-the-job training companies. The contract period is eleven (11) months.

Bidders must be tax compliant and submit a unique SARS Tax Compliance Status PIN, or a CSD number if registered on the Central Supplier Database. In bids involving consortia, joint ventures, or subcontractors, each party must submit a separate TCS certificate, PIN, or CSD number. Bidders listed on the Register for Tender Defaulters or the List of Restricted Suppliers are automatically disqualified. 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 who are persons in the service of the state.

Closing: 28 October 2026 at 11:00.

Clarification meeting: non-compulsory, held online via Microsoft Teams (link provided in the bid document).

Bid validity period: 120 working days from the bid closing date.

Enquiries

• Contact: Mr Fhatuwani Mukwevho
• Email: [email protected]
• Telephone: +27 (0) 12 305 5531

Submission address (bid box)

Necsa Gate 3

R104 Elias Motsoaledi Street (Church Street West Ext)

Pelindaba

Brits Magisterial District

Madibeng Municipality

North West

0240

GPS coordinates: S25º47'03.0" E027º56'38.8"

Submission method: sealed envelopes deposited in the bid box at Necsa Gate 3, R104 Elias Motsoaledi Street (Church Street West Ext), Pelindaba, Brits Magisterial District, Madibeng Municipality, North West, 0240.

Two-envelope system:

• Envelope One (Technical Proposal): two hard copies (one original, one copy) plus one electronic copy on disk or memory stick. No pricing information may be included.
• Envelope Two (Pricing Proposal): one hard copy plus one electronic copy. All compulsory returnable documents must be placed in this envelope.

Packaging: the physical bid response may not exceed 400mm x 100mm x 150mm, as the tender box aperture cannot accept larger items.

Formatting: responses in English; a cover letter on the bidder's letterhead referencing the bid must accompany both the technical and pricing proposals; the original must be signed in black ink by an authorised representative and every page initialled by the same signatory; attachments must be clearly marked, bound and indexed.

Late bids: bids not placed in the tender box by the closing date and time will not be considered.

Returnable forms and documents (non-submission may result in disqualification):

• SBD 1 Invitation to Bid: bidder and contact details, signed as the offer cover page.
• SBD 3.1 Pricing Schedule – Firm Prices: the priced offer.
• SBD 4 Declaration of Interest: discloses any state employment or connection to the department.
• SBD 6.1 Preference Points Claim Form (PPPFA Regulations 2022): claims preference points.
• SBD 7.1 Contract Form – Purchase of Goods/Works.
• SBD 8 Declaration of Bidder's Past Supply Chain Management Practices.
• Bidder company information (Section 3, Paragraph 8).
• Bidder Declaration of Lead Bidder Responsibilities (Annexure A).
• Signed Letter of Intent from the property owner and the bidder confirming availability and consent to use the facility.
• Schedule of accommodation facilities: physical address, number of available beds/rooms, and monthly rate per learner inclusive of VAT.
• CV of the consultant assigned to the project, showing at least 5 years' experience in accommodation management and a matric qualification.
• Consortium or joint venture agreement, signed by all parties, where applicable.
• Necsa Safety, Health and Environmental Requirements for Contractors, Necsa Alcohol and Drug Control Policy, Necsa Confidentiality Agreement and Necsa Terms and Conditions of Contract: complete and sign the supplied pro forma documents.

Evaluation stages: pre-qualification (non-compliance results in automatic disqualification), then technical/functional evaluation, then price and preference points.

Preference point system: 80/20 (price out of 80, preference out of 20).

Functional threshold: bidders scoring below 80 out of 100 on the technical/functional evaluation are non-responsive and are not evaluated further. Only bidders scoring at least 80 points enter the panel for future RFQs.

Functional scoring — bidder's years of experience in the accommodation industry, evidenced by a list of entities or individuals accommodated (with contact person and number):

• More than 15 companies/students accommodated: 100 points.
• Between 12 and 15: 80 points.
• Fewer than 12: 0 points.

Preference points — black ownership, supported by a B-BBEE certificate, sworn affidavit, or company registration/shareholding documents:

• 100% black ownership: 20 points.
• More than 51% black ownership: 15 points.
• Less than 51% but more than 40%: 10 points.
• Less than 40% but more than 0%: 5 points.
• 0% black ownership: 0 points.

A bidder failing to submit proof of supporting documents for specific goals is not disqualified but scores 0 preference points.

Award: the contract is awarded to the bidder scoring the highest points, provided the price is market-related; if not, Necsa may negotiate a market-related price or cancel the tender.

Past performance: bidders whose contracts or purchase orders were previously terminated by Necsa for poor performance, non-performance or non-compliance are disqualified; Necsa may assess past performance when determining responsiveness and eligibility.

Scope: appoint one suitably qualified and experienced estate agent, property management company, accommodation provider or service provider to source, secure, manage and administer accommodation for learners on skills development programmes, college studies, internships, apprenticeships and workplace-based learning across South Africa.

Learners: up to 98 learners for a period of 11 months. 25 learners will be based at RCL Pretoria West and 65 at Necsa.

Location: accommodation must be as close as reasonably possible to the relevant training institution, college, skills development centre or workplace; preference is given to facilities closest to the training venue.

Occupancy: single-occupancy rooms or shared arrangements, depending on availability, budget and operational requirements.

Accommodation deliverables per unit or room type:

• Room configuration: single or sharing rooms.
• Furnishings: single bed, clothes cupboard, chair and study table.
• Sanitation and laundry: bathroom facility and laundry facility (hand wash and/or automatic).
• Self-catering: kitchen area with stove and refrigerator per unit or per shared kitchen.
• Recreation: lounge, outdoor area or common room.
• Building fixtures: lighting, shelving and curtains/blinds where applicable.

Security and access: 24/7 access control to building and parking; physical security at the gate and controlled pedestrian access; burglar proofing where appropriate; Wi-Fi connectivity for all occupants.

Utilities and resilience:

• Power backup: on-site generator or UPS supporting essential services.
• Water backup: JoJo tanks with a minimum combined capacity of 5000 L and a pressure pump, or a borehole with filtration, installed within one month of occupation at no additional cost to Necsa.

Structural and building condition: sound structural integrity, intact exterior walls, functioning plumbing, HVAC and electrical systems, and no environmental hazards affecting occupant health.

Fire protection and risk management: must be completed before occupation; no occupation permitted until Necsa confirms adherence. The building must have smoke detectors, fire extinguishers, approved emergency escape doors and a clearly marked emergency assembly point. A designated smoking area and waste disposal area must be provided.

Health and safety: free from environmental hazards, compliant with health and safety legislation, with adequate lighting, ventilation and sanitary conditions.

Compliance verification: Necsa may verify availability and adequacy of fixtures before occupation through site inspections or supporting evidence. Occupational Certificate and municipal Certificates of Compliance (Electrical, Glazing, Plumbing) may be required at the RFQ phase.

Service obligations: manage lease agreements and landlord relationships; facilitate learner placement, check-in and check-out; provide monthly occupancy reports and supporting documentation for invoicing; address accommodation-related complaints, incidents and emergencies; maintain accommodation standards throughout the contract.

Capacity: where no single bidder can accommodate all learners, Necsa may issue purchase orders to more than one appointed bidder in descending order of capacity and suitability.

Maximum allowable rate: R5,500.00 per learner per month, inclusive of VAT, covering accommodation and all associated costs. Bids exceeding this rate may be deemed non-responsive and excluded from further evaluation.

Pricing format: SBD 3.1 Pricing Schedule – Firm Prices.

Solvency: bidders must provide a solvency statement signed by a qualified authority confirming the bidder's financial position is sound and that the company can mobilise the required resources.

Bid validity: 120 working days from the closing date.

Tax: a valid tax clearance and tax compliance PIN must be submitted.

B-BBEE: a valid B-BBEE certificate, sworn affidavit, or company registration/shareholding documents showing black ownership percentage must be submitted to claim preference points.

Company registration: CIPC registration details required.

Health, safety and quality: bidders must submit a company Health, Safety and Environmental (SHE) Policy reflecting the intention to submit a SHE Plan, and a company Quality Policy reflecting the intention to submit a Quality Plan.

Accommodation compliance: proof of ownership or legal authority to lease, manage or provide the facility; municipal compliance certificates where applicable; evidence of health and safety compliance; and, where required, Occupational Certificate and municipal Certificates of Compliance (Electrical, Glazing, Plumbing).

Consortium/JV: a consortium agreement showing the form of agreement, roles and responsibilities, the lead company, the single point of contact empowered to act for all members, and joint and several liability to Necsa.

Subcontracting: bidders must detail any work to be subcontracted and the proposed subcontractors; Necsa may reject any proposed subcontractor.

Pre-employment screening: the successful bidder must demonstrate adequate pre-employment and security screening of staff and subcontractors, including identity authentication, right to work in the RSA, written declaration of any criminal record, and confirmation of relevant qualifications.

Past performance: bidders whose contracts or purchase orders were previously terminated by Necsa for poor performance, non-performance or non-compliance are disqualified.

Confidentiality: bidders must treat the bid document as confidential and may not disclose or publish it.