Pietermaritzburg: 5-Year lease of 3 084 m² office accommodation with 274 parking bays for department of social development head office

Closing date and time: 5 November 2026 at 11:00

Compulsory briefing session:

• Date: 14 October 2026
• Time: 11:00
• Venue: Warehouse, Southern Region Office, 10 Prince Alfred Street Extension, Pietermaritzburg, 3200
• Attendance: mandatory; certificate must be signed and stamped by department representative during briefing
• No tender documents issued at briefing
• No site inspection certificates issued at briefing
• No late arrivals admitted
• Bidders must bring hard copy of bid document to attend

Bidding procedure enquiries:

• Name: Ms J. Ngidi
• Role: Bidding procedure contact
• Telephone: 072 514 5484
• Email: [email protected]

Technical enquiries:

• Name: Ms Z. Ndlazi
• Role: Technical contact
• Telephone: 074 239 1029
• Email: [email protected]

Submission address:

Department of Public Works and Infrastructure

Southern Regional Office

10 Prince Alfred Street

Pietermaritzburg

3201

Submission method: physical delivery to bid box only

• Venue: Department of Public Works and Infrastructure, Southern Regional Office, 10 Prince Alfred Street, Pietermaritzburg, 3201
• Closing: 5 November 2026 at 11:00
• Late bids, telegraphic, telephonic, telex, facsimile and e-mail submissions will not be accepted
• Each bid must be in a separate sealed envelope with bidder name, bid number and closing date on the envelope
• Bids must be submitted on official forms provided; forms may not be re-typed
• Photocopies permitted but must carry original signatures
• Any alteration must be initialed; correcting fluid is prohibited
• Bidder must initial every page of the bid document
• Bids must not include samples in the same package
• Offer validity: 90 days from closing date

Returnable forms required:

• SBD 1 (Invitation to Bid): cover page with bidder and contact details, signed as the offer
• SBD 3.1 (Pricing Schedule – Firm Prices): completed pricing for the lease
• SBD 4 (Bidder's Disclosure): declares state employment interests and CSD-linked companies
• SBD 6.1 (Preference Points Claim Form): claims B-BBEE points under 80/20 system
• SBD 7.1 (Contract Form): to be completed by successful bidder post-award
• Authority to Sign / Board Resolution: proof that signatory may bind the bidder
• Section D (Briefing Session/Site Inspection Certificate): proof of compulsory attendance, signed and stamped by department representative during briefing

Disqualification risks:

• Failure to attend compulsory briefing session
• Briefing certificate not signed and stamped by department representative
• Arriving at briefing without hard copy of bid document
• Late arrival at briefing (will not be admitted)
• Bid received after closing time
• Bid submitted by fax, email or other electronic means
• Missing or unsigned returnable forms
• CSD registration not active at closing time
• Failure to provide TCS PIN or CSD number
• Person in service of state bidding or as director/member

Evaluation phases:

• Phase 1: Administrative compliance (compliance with bid requirements and procurement regulations)
• Phase 2: Mandatory requirements (property ownership, size, parking, zoning, building support services, location, EPC)
• Phase 3: Preference point system

Preference point system: 80/20

• Price points: 80
• Specific goals points: 20
• Total: 100 points

Specific goals allocation (20 points):

• Ownership by black people: 5 points
• Ownership by women: 5 points
• Ownership by youth: 5 points
• Ownership by military veterans (51%): 5 points

Price scoring formula (80/20 system):

• Ps = 80(1 - (Pt - Pmin) / Pmin)
• Where Ps = points for price, Pt = price of tender under consideration, Pmin = price of lowest acceptable tender

Important notes:

• Failure to submit proof/documentation for specific goals means no preference points claimed
• Department reserves right to require substantiation of any preference claim
• Department reserves right not to award to lowest bidder
• Department may conduct detailed risk assessment prior to award

Procurement: lease of office accommodation for Department of Social Development Head Office, Pietermaritzburg

Lease duration: 5 years with option to renew for further 4 years 11 months

Space requirements:

• Assignable office space: 2 467 m²
• Non-assignable space: 20%–25% (616.75 m²)
• Total gross lettable area: 3 083.75 m²
• Measurement standard: latest SAPOA Method for Measuring Floor Areas (MOMFA) for Offices

Parking requirements:

• Total: 274 bays
• Undercover: 273 bays
• Bay for persons with disabilities: 1 bay (must be undercover and within 50m of building entrance)
• Alternative if 274 bays not available on site: minimum 70% on site (192 bays), balance within 100m of building
• Off-site parking if applicable: 83 undercover bays maximum

Property ownership:

• Bidder should ideally be owner
• If not owner: power of attorney or signed mandate letter required; copy of title deed and ID of owner required
• Property in process of purchase: signed deed of sale acceptable; transfer must finalize within 36 months of award or penalties apply

Space planning requirements:

• Proposed layout plan must be legible, fully dimensioned, with actual areas in m²
• Room names must correspond with client needs
• Site plan with dimensioned and numbered parking layout (on-site and off-site)
• Clear demarcation and numbering if parking in shared building
• Identify assignable and non-assignable areas
• Emergency and evacuation routes with assembly areas
• Calculations for sanitary fixtures per SANS 10400 Part A (occupancy and population)
• Plan signed off by registered professional architect
• Letter from registered professional architect confirming minimum gross lettable area (registration number must be shown)

Building support services:

• Business continuity plan for water and electricity
• Back-up water tank for toilets; drinking water during municipal disruption
• Functional back-up electricity supply for 100% capacity during municipal disruption
• Energy saving measures (globes, motion sensors, solar panels, natural lighting)
• Letter of commitment at bid closing confirming back-up water and electricity available before occupation

Occupation certificate:

• Latest occupation certificate required at bid closing for existing previously occupied buildings
• For partially constructed buildings: certificate required before occupation
• Post-award: occupation certificate required before occupation after reconfiguration
• Proof of plans submission to relevant local authority within 14 days of sign-off between DPWI/user department and bidder

Zoning:

• Must be Commercial, Office, Public Buildings, or Mixed Use
• Valid town planning certificate from local municipality confirming zoning (valid 12 months)

Location:

• Within 1km radius of Pietermaritzburg CBD taxi rank
• On public transport route
• Google Map required showing location and distance

Maintenance plan:

• Scheduled maintenance dates over lease duration (structural, mechanical, electrical, plumbing, finishes)
• Strategy for unplanned maintenance with turnaround times
• Sub-contractor details addressing locality, targeted groups and job creation

Previous government occupancy:

• Bidder must state if building was occupied by any government department in last 2 years or currently occupied
• If yes: name and contact details of department required
• Reference letter required if previously leased in less than 2 years or currently occupied, covering maintenance history and landlord co-operativeness
• Department reserves right to verify reference letter validity

Firm prices only on SBD 3.1. Non-firm prices and exchange-rate-linked prices rejected. Bid price includes VAT. Offer valid 90 days from closing date. Separate pricing schedule per delivery point if applicable.

Pricing format: firm prices only on SBD 3.1

• Non-firm prices, including those subject to exchange rate variations, will not be considered
• Bid price must include VAT
• Offer validity: 90 days from closing date

No bid security, bonds, guarantees, retention or payment terms specified in extracted text

• Draft lease agreement (Section P) contains detailed contractual terms but specific financial penalties and payment schedules not recovered from extracted text

Post-award requirements:

• Successful bidder must complete SBD 7.1 contract form and lease agreement

CSD registration:

• Mandatory; bidder must be registered on Central Supplier Database at closing time
• CSD number must be provided
• False or incorrect information may result in bid cancellation or contract termination
• CSD registration must be updated for changed particulars

Tax compliance:

• SARS TCS PIN required to verify taxpayer profile and status
• Printed TCS certificate may alternatively be submitted
• Application via eFiling at www.sars.gov.za
• For consortia/joint ventures/sub-contractors: each party must submit separate TCS certificate/PIN/CSD number

B-BBEE requirements:

• Preference points claimed via SBD 6.1
• Specific goals (20 points under 80/20 system):
• Black ownership: 5 points (sworn affidavit or SANAS-approved B-BBEE certificate)
• Women ownership: 5 points (sworn affidavit or SANAS-approved B-BBEE certificate, certified ID)
• Youth ownership: 5 points (certified ID, SANAS-approved B-BBEE certificate, or sworn affidavit)
• Military veterans ownership (51%): 5 points (military veteran certificate, certificate from Military Veterans Department database registration)
• EMEs (revenue ≤ R10 million): may submit sworn affidavit
• QSEs (revenue R10–R50 million): applicable affidavit or certificate
• Revenue above R50 million: valid B-BBEE certificate required
• Affidavit valid 12 months from date signed by commissioner

Energy Performance Certificate (EPC):

• Mandatory for buildings with net floor area over 1 000 m²
• Certified copy of EPC required at bid closing
• If major renovation within 2 years: occupation certificate plus written commitment to submit EPC within 24 months after practical completion or lease commencement (whichever sooner)
• EPC must be displayed at building entrance
• EPC validity: maximum 5 years from issue date
• Penalties and/or breach clause for non-compliance

Other mandatory documents:

• Copy of title deed or WinDeed printout
• Power of attorney/mandate letter if not owner
• Sale agreement with title deed if property being purchased
• Certified ID copies of bidder and property owner(s)
• Google Maps printout showing distance for off-site parking
• Layout plans for off-site parking with bay allocation
• Proof of address for off-site parking
• Lease agreement or letter of intent for off-site parking if not owner
• Proof of security for off-site parking (access control or 24-hour guards)
• Town planning certificate (valid 12 months)
• Google Map showing CBD location and distance
• Business continuity plan
• Letter of commitment for back-up water and electricity
• Occupation certificate (existing buildings)
• Maintenance plan
• Reference letter if previously government-occupied (within 2 years)
• Proof of authority to sign (company resolution)

Standard forms (compress to one line each):

• SBD 1 (Invitation to Bid): bidder and contact details, signed as offer cover page
• SBD 3.1 (Pricing Schedule – Firm Prices): completed pricing submission
• SBD 4 (Bidder's Disclosure): declares state employment interests and CSD-linked companies; false disclosure disqualifies
• SBD 6.1 (Preference Points Claim Form): claims B-BBEE points; fraudulent claims lead to disqualification, restriction up to 10 years, and criminal prosecution
• SBD 7.1 (Contract Form): purchase contract to be completed by successful bidder
• Section C (CSD Declaration): certifies CSD information correct and up to date
• Section D (Briefing Certificate): proof of compulsory attendance
• Authority to Sign/Board Resolution: authorizes signatory to bind bidder

Maintenance plan requirements: scheduled maintenance dates over lease duration covering structural, mechanical, electrical, plumbing and finishes. Strategy for unplanned maintenance with turnaround times. Sub-contractor details addressing locality, targeted groups and job creation. Previous government occupancy disclosure required with reference letter if applicable.

Energy Performance Certificate obligations: EPC required for buildings over 1 000 m² net floor area. Certified copy submitted at bid closing. If major renovation within 2 years: occupation certificate plus commitment to submit EPC within 24 months after practical completion or lease commencement (whichever sooner). EPC displayed at entrance, validity maximum 5 years from issue. Penalties and breach clause for non-compliance. Lease duration: 5 years with option to renew for 4 years 11 months. Property transfer must finalize within 36 months of award or penalties apply.

Preference point system: 80/20 (80 points price, 20 points specific goals). Specific goals: black ownership 5 points, women ownership 5 points, youth ownership 5 points, military veterans ownership (51%) 5 points. Price formula: Ps = 80(1 - (Pt - Pmin)/Pmin). Failure to submit proof for specific goals means no points claimed. Department reserves right to substantiate any preference claim.