Objectives

The primary objective of this tender is to procure a suitable warehouse facility in the Eastern Cape Province that meets the operational needs of the Electoral Commission. The selected service provider will lease an existing, ready-built warehouse that can be adapted to support electoral logistics, including storage, handling, and distribution of electoral materials, for an initial period of seven years with possible extension.

Scope

The scope includes:

• Provision of a warehouse facility located within 30 km of the Electoral Commission’s Eastern Cape provincial office in East London.
• Leasing an existing warehouse of approximately 4,500 m² (with a tolerance of ±5% for smaller or ±20% for larger facilities, up to a maximum of 5,400 m²).
• Maintenance of the building infrastructure, surrounding yard, security systems, fire safety, electrical systems, and water backup systems.
• Provision of security, fire protection, lighting, ventilation, air conditioning, telecommunication infrastructure, and office facilities within the warehouse.
• Installation and maintenance of security measures including electric fencing, burglar bars, security guards, and alarm systems.
• Provision of water supply, backup power (generator of approximately 100 KVA), and fuel for continuous operation.
• Compliance with all relevant safety, health, and legal requirements, including obtaining occupancy and fire safety certificates.
• Preparation of detailed floor plans, photographs, and documentation demonstrating compliance with specifications.

Technical Requirements

The warehouse facility must meet the following technical specifications:

• Location within 30 km of the East London office.
• Existing, operational warehouse in good condition, ready for occupation.
• Gross Lettable Area (GLA) approximately 4,500 m², with a tolerance of ±5% (minimum 4,275 m²) and up to 5,400 m² maximum.
• Structural integrity, good roof condition with a minimum height of 6 meters at the lowest point, and adequate drainage.
• Sufficient ventilation, lighting (150 lux), and fire safety systems including extinguishers, hose reels, fire doors, and emergency exits.
• At least three (3) vehicle access doors (including roller doors) and a secure enclosed area of approximately 250 m² for storage or security purposes.
• Office space with at least three (3) offices, a maintenance room, server room, ablution facilities (male, female, disabled), kitchen with space for fridge and microwave.
• Electrical reticulation system capable of supporting electronic equipment, with a backup generator (~100 KVA) and fuel supply.
• Water backup system capable of providing water for at least five days (minimum 5,000 liters).
• Security features including electric fencing, burglar bars, security guard presence, access control, and alarm systems.
• Accessibility from main roads and public transport, with sufficient yard space for maneuvering large trucks and vehicles.

Skills and Other Requirements

• Proven track record in leasing or developing warehouse or commercial property, with relevant experience documented.
• Ability to adapt existing structures to meet operational needs, including installation of security, fire safety, electrical, water, and communication systems.
• Capacity to maintain the building, infrastructure, and security systems throughout the lease period.
• Compliance with all legal, safety, and environmental standards, including obtaining necessary occupancy and fire safety certificates.
• Provision of detailed floor plans, photographs, and documentation demonstrating compliance with specifications.
• Ability to provide ongoing maintenance, security, and operational support for the duration of the lease.
• Capacity to supply and manage backup power and water systems reliably.
• Demonstrated ability to meet delivery timelines, including readiness for occupation within three months of contract award.