Objectives

The Electoral Commission aims to secure long-term commercial office accommodation in the eThekwini (West) Pinetown municipal area to operate as a local electoral office. The primary objective is to establish a functional administrative and logistical hub for municipal-level election programmes, including the secure storage, packing, and distribution of electoral materials during voting periods.

Scope

This tender covers the leasing of suitable non-industrial office space for a fixed contract period of nine years and eleven months. The successful bidder will be responsible for providing fully equipped premises, maintaining ongoing facility operations, covering liability and property insurance, and assuming all maintenance liabilities. The scope requires bidders to submit comprehensive written proposals, architectural floor plans, company profiles, proven track records, and fully completed pricing schedules detailing monthly rentals, annual escalation factors, incidental service costs, and estimated municipal utility charges. Additionally, bidders must provide a tenant allowance equivalent to one month's rental per lease year, payable upfront to facilitate pre-occupation modifications.

Technical Requirements

• Location: Must be situated within the eThekwini (West) Pinetown municipal boundary.
• Size: Gross Lettable Area (GLA) of 140m², with an acceptable tolerance range between 133m² and 161m².
• Layout: Three single-occupant lockable offices (12m² each), one multi-occupant lockable office (24m²), one boardroom (24m²), one lockable equipment room (12m²), and one ground-floor or lift-accessible lockable storage area (15m²).
• Facilities: Separate male and female ablution rooms, a dedicated kitchen with built-in cupboards, hot/cold water taps, and designated space for refrigeration and microwaves. The kitchen must not adjoin ablution areas.
• Infrastructure: Adequate air conditioning, reliable telephone and data line installations, stable 220V/50Hz power supply, and sufficient lighting. Backup power (generator or solar) is strongly recommended.
• Security & Compliance: Fire protection systems compliant with the Occupational Health and Safety Act, burglar-proofed windows and doors, and an alarm system integrated with armed response.
• Accessibility: Easy access via public transport and main roads, plus full accessibility features for persons with disabilities.
• Parking: Minimum five dedicated staff parking spaces.
• Availability: Premises must be ready for occupation within three months of contract award (maximum six months for new constructions).
• Documentation: Valid floor plans, company profile, proof of >2 years commercial property leasing/development experience, B-BBEE documentation, Central Supplier Database (CSD) registration, and tax compliance verification.

Skills and Experience Requirements

• Proven track record of at least two years in leasing and/or developing commercial (non-industrial) property.
• Demonstrated capability in facility management, lease administration, and compliance with South African public sector supply chain management (SCM) regulations.
• Proficiency in preparing detailed financial proposals, pricing schedules, and written operational submissions.
• Understanding of B-BBEE compliance frameworks and the ability to submit valid status certificates or sworn affidavits.

Key Terms and Conditions

GLA (Gross Lettable Area): The standard commercial real estate metric for rentable space, used as the baseline for rental calculations and expense allocations.

B-BBEE (Broad-Based Black Economic Empowerment): A national policy framework designed to promote economic participation among historically disadvantaged groups. Preference points are allocated based on verified status levels submitted with the bid.

80/20 Preference Scoring: The evaluation methodology allocates 80 points for competitive pricing and 20 points for B-BBEE specific goals, applied because the estimated contract value does not exceed R50 million.

Tenant Allowance: An upfront financial provision calculated as one month's rental per year of the lease term, intended to fund initial fit-outs, renovations, or compliance upgrades prior to occupation.

Greenfield Projects: New constructions on vacant land are permissible but strictly evaluated against budgetary constraints and a maximum six-month delivery timeline.

SBD Forms: Standard Bidding Documents mandated for South African government procurement, requiring statutory declarations regarding tax compliance, state employment conflicts, and anti-collusion commitments.