Objectives

The primary objective of this tender is to procure suitable local office accommodation within the TSANTSABANE municipal area for the Electoral Commission. The selected property should meet operational needs for election activities, including serving as an administrative hub, electoral material storage, and distribution point during elections.

Scope

The scope encompasses the leasing or development of a commercial office space in TSANTSABANE that complies with specified size, facilities, and operational requirements. The accommodation must be ready for occupation within three months (preferably), with a lease term of approximately nine years and eleven months. The project may include existing buildings or greenfield developments, subject to operational and budgetary considerations.

• Location: TSANTSABANE municipal area
• Size: 113m² GLA, with a permissible variance of +15% or -5%
• Facilities: Offices, boardroom, storage, kitchen, ablutions, security, parking, and accessibility features
• Operational readiness: Infrastructure for telecommunication, power backup, security, and safety measures

Technical Requirements

• Size & Layout: 113m² GLA (±15%), including:
  • One lockable office of 12m²
  • One lockable office of 24m²
  • Boardroom of 24m²
  • Lockable equipment room of 12m²
  • Storage area of 15m²
• Accessibility: Easily accessible via public transport and main roads; suitable for persons with disabilities.
• Facilities: Equipped kitchen with built-in cupboards, space for fridge/microwave, sink with hot and cold water, air conditioning, adequate lighting, and stable 220V/50Hz power supply.
• Security & Safety: Burglar proofing, alarm system linked to armed response, fire protection systems, burglar bars, and secure parking.
• Telecommunications: Infrastructure for telephone and data lines, available within three months of award.
• Utilities & Maintenance: Municipal services (water, sanitation, electricity), property insurance, and maintenance costs to be covered by the bidder.
• Insurance & Ownership: The Electoral Commission shall retain ownership of all goods and equipment at the premises; insurance coverage to be provided by the bidder.

Skills & Compliance Requirements

• Experience: Bidders must demonstrate at least two years of experience in leasing or developing commercial property.
• Legal & Administrative: Registration on the Central Supplier Database (CSD), tax compliance, and submission of valid B-BBEE certificates or sworn affidavits.
• Documentation: Complete all tender forms in original ink, signed and initialed; provide detailed company profile, floor plans, photographs (if available), and supporting documents for B-BBEE claims.
• Financial & Technical: Submit audited financial statements, rental and cost schedules, and proof of insurance coverage.
• Operational Readiness: Ability to deliver the premises within three months, with necessary infrastructure, security, and utilities in place.
• Compliance: Adherence to all tender conditions, including confidentiality, anti-collusion, and conflict of interest declarations.