Objectives

The primary objective of this tender is to procure suitable local office accommodation within Buffalo City (King William's Town) for the Electoral Commission to support its electoral activities at a municipal level. The office must meet operational requirements to facilitate election delivery, including storage, administrative functions, and accessibility for staff and the public.

Scope

The scope involves leasing or developing a commercial office space in Buffalo City (King William's Town) that complies with specified size, location, and facility requirements. The office should be ready for occupation within three months of award, with a lease term of approximately nine years and eleven months. The scope also includes providing necessary infrastructure such as telecommunication lines, security, parking, and insurance, as well as ensuring the building meets safety, accessibility, and operational standards.

Technical Requirements

• Location within Buffalo City (King William's Town) municipal area.
• Office Gross Lettable Area (GLA) of approximately 127m², with a permissible variance of +15% or -5%.
• Existing or new building in good condition; dilapidated buildings are not acceptable.
• Accessibility from public transport and main roads, including facilities for persons with disabilities.
• Office layout to include:
  • Two lockable offices (~12m² each) for single occupants.
  • One lockable office (~24m²) for multiple occupants.
  • One boardroom (~24m²).
  • Lockable equipment/storage room (~12m²).
  • Lockable storage area (~15m²).
• Facilities such as:
  • Kitchen with built-in cupboards, space for fridge/microwave, and sink with hot/cold water.
  • Separate male and female ablution facilities.
  • Air conditioning and adequate lighting.
  • Telecommunication and data lines available within three months.
  • Back-up power supply (generator or solar) to ensure continuous operation.
  • Sufficient parking spaces (minimum four).
  • Security measures including burglar proofing, alarm systems, and security personnel if applicable.
  • Building insurance (liability and property) paid by the bidder.
• Building type: Commercial (not industrial), with proof of business rights if in residential zone.
• Lease duration: approximately 9 years and 11 months, with escalation factors and tenant allowances specified.
• Insurance, maintenance, and security responsibilities to be clearly defined and maintained by the bidder.

Skills and Compliance Requirements

• Proven experience of at least two years in leasing or developing commercial property.
• Demonstrated track record in property management or development, with supporting documentation.
• Compliance with all legal, safety, and building regulations, including Occupational Health and Safety Act.
• Registration on the Central Supplier Database (CSD) and tax compliance verified.
• Submission of B-BBEE status level certificates or affidavits, with supporting ownership documents.
• Provision of detailed floor plans, photographs (if available), and written proposals addressing all technical specifications.
• Insurance cover for liability and property, with proof of coverage.
• Ability to deliver within specified timeframes and adhere to contractual obligations.

Summary

This tender seeks a qualified property service provider with a solid track record in commercial property leasing or development, capable of providing a compliant, accessible, and operationally suitable office space in Buffalo City (King William's Town). The successful bidder must meet all technical, legal, and operational criteria, including infrastructure, security, insurance, and sustainability requirements, to support the Electoral Commission's electoral activities effectively.