Objectives

The primary objective of this tender is to secure a suitable lease for office space within the Port Shepstone Central Business District for a period of three (3) years (36 months). The aim is to find a property that meets specified technical and operational requirements, including adequate space, security, accessibility, and facilities, to support the municipality's administrative functions.

Scope

The scope encompasses the leasing of an office building approximately 500m² in size within Port Shepstone CBD. The lease term is three years, with detailed specifications for the building's features, amenities, and security measures. The scope also includes compliance with technical standards, provision of necessary certificates, and adherence to pricing and contractual conditions as outlined in the tender documents.

Technical Requirements

• Office space of approximately 500m² within Port Shepstone CBD.
• Fully air-conditioned offices, including a reception, boardroom (~25m²), storage, printing room, and basic kitchen facilities.
• At least 25 demarcated parking bays with a plan depicting parking layout.
• Security features such as burglar bars on windows, security measures, and fire extinguishers.
• Accessibility features for physically challenged individuals, including wheelchair ramps or elevators.
• Building to have proper lighting, ventilation, insulation, and no dampness or leaks.
• Electrical compliance certificates and proof of maintenance for elevators, if applicable.
• IT infrastructure including a designated server room, Ethernet cabling, and surge protection.
• Water storage facilities to mitigate water shortages.
• Building to be fully energised within three months of award, including IT equipment installation if not already in place.

Skills and Skills Requirements

• Understanding of property leasing and contractual obligations.
• Knowledge of technical standards for office buildings, including electrical, security, and IT infrastructure.
• Ability to prepare and submit detailed pricing schedules and supporting documentation.
• Compliance with legal and regulatory requirements, including certificates for fire safety, electrical compliance, and building standards.
• Experience in bid preparation, including completing official forms, attaching necessary documentation, and understanding procurement procedures.
• Ability to attend clarification meetings and site inspections, and to provide accurate floor plans and security plans.
• Knowledge of the municipal procurement policies, preferential points system, and evaluation criteria.