Objectives

The primary objective of this tender is to procure office accommodation for Legal Aid South Africa's Ga-rankuwa Local Office for a period of up to five (5) years. The aim is to secure a suitable, habitable, and compliant office space that meets the organization’s operational, safety, and accessibility requirements, with the possibility of extending the lease up to a maximum of 9 years and 11 months.

Scope

The scope includes:

• Provision of office premises located within Ga-Rankuwa, meeting specified space, accessibility, and compliance standards.
• Lease agreement negotiations, including tenant installation allowances and refurbishment costs.
• Ensuring the premises are suitable for office use, with necessary facilities such as parking, toilets, and accessibility features.
• Compliance with legal, safety, and building standards, including obtaining necessary certificates and approvals.
• Post-occupation defect management and maintenance responsibilities.

Technical Requirements

The technical specifications and evaluation criteria include:

• Lease Terms: Minimum 5-year operational lease, with negotiations possible for up to 9 years and 11 months.
• Building Condition: Must be habitable, structurally sound, free from rising damp or significant cracks (>5mm), and compliant with CIDB requirements.
• Refurbishments: Landlord to undertake all refurbishments; costs to be estimated and documented; tenant to approve excess costs.
• Facilities & Compliance:
  • Water and electricity meters controlled by the municipality or Eskom.
  • Building compliance documents including floor plans, occupancy certificates, zoning certificates, fire safety, electrical, pest control, and maintenance plans.
  • Accessibility features such as lifts with braille buttons, ramps, and emergency exits.
• Location & Accessibility: Building must be within Ga-Rankuwa, within 2.5 km walking distance from public transport, and accessible to persons with disabilities.
• Office Space & Facilities: Adequate office space with specified room allocations, cubicles, toilets (including disabled facilities), parking bays, and security features.
• Documentation & Due Diligence: Submission of all required legal, compliance, and building documents within specified timelines.

Skills Requirements

The tender process and execution require the following skills:

• Property Evaluation & Negotiation: Ability to assess property suitability, negotiate lease terms, and manage refurbishment agreements.
• Legal & Regulatory Compliance: Knowledge of building codes, safety standards, zoning laws, and procurement policies.
• Technical Inspection & Certification: Skills to verify building compliance, safety certificates, and maintenance plans.
• Project Management: Coordination of site inspections, document submissions, and refurbishment activities.
• Financial & Cost Analysis: Ability to prepare cost estimates, evaluate proposals, and ensure value for money.
• Accessibility & Safety Expertise: Ensuring premises meet accessibility standards and safety regulations.