Objectives

The primary objective of this tender is to procure suitable office accommodation for the Mpumalanga Provincial Office of the Electoral Commission. The selected premises must meet specific operational, technical, and safety requirements to support the Electoral Commission’s functions in the region.

Scope

The scope includes sourcing existing, Grade P or A office buildings within the municipal area of Mbombela (Nelspruit), Mpumalanga. The accommodation must be ready for occupation, adaptable to operational needs, and include facilities such as office space, parking, security, backup power, water supply, and fire safety systems. The lease term is nine (9) years, with specific conditions regarding size, location, facilities, and compliance standards.

Technical Requirements

• Location: In the municipal area of Mbombela (Nelspruit), Mpumalanga.
• Building Condition: Existing, in good condition, Grade P or A, with recent grading and valuation reports.
• Size: Gross Lettable Area (GLA) approximately 1006 m², with a permissible tolerance of 5% smaller (956 m²) or 15% larger (1157 m²). The lease will pay for a minimum of 956 m² and a maximum of 1157 m².
• Accessibility: Within 5 km of main arterial roads, accessible via public transport, with disability-friendly ramps and parking.
• Office Facilities: Adequate ventilation, air conditioning (preferably VRF), lighting (minimum 150 lux), and power supply with backup (generator of approximately 250 KVA).
• Security & Safety: Fire protection systems compliant with OHSA, fire extinguishers, hose reels, fire escapes, security alarm systems, perimeter fencing, burglar bars, and security guard facilities.
• Parking: At least 35 covered parking bays for staff, visitors, and pool vehicles.
• Water & Utilities: Water backup tanks of at least 5000 liters, compliant with SANS 1252, connected to power backup systems.
• Additional Facilities: Kitchen with hot and cold water, storage, server room with dedicated cooling, and a training room (~50 m²).
• Occupancy: Available for occupation within three months after lease signing, with tenant fit-out period included.

Skills & Skills Requirements

• Property Evaluation & Selection: Ability to assess existing buildings for compliance with technical, safety, and operational standards.
• Legal & Regulatory Compliance: Knowledge of municipal zoning, building grading, fire safety standards, and occupational health and safety legislation.
• Facility Management: Experience in managing office fit-outs, security systems, backup power solutions, water systems, and fire safety equipment.
• Technical Expertise: Skills in building inspection, HVAC systems (VRF), electrical reticulation, and infrastructure for ICT and security installations.
• Project Management: Ability to coordinate lease negotiations, building modifications, and compliance documentation within tight timelines.
• Environmental & Sustainability Knowledge: Understanding of green building standards and energy-efficient systems, especially for HVAC and lighting.
• Financial & Contractual Skills: Competence in preparing detailed cost schedules, lease agreements, and managing contractual obligations over the lease period.

Summary

This tender seeks a property service provider capable of sourcing, evaluating, and securing existing Grade P or A office premises within Mbombela (Nelspruit) that meet detailed operational, safety, and compliance standards. The successful bidder must demonstrate technical expertise in building assessment, facility management, and legal compliance, alongside strong project management and financial skills to deliver a suitable office environment for the Electoral Commission’s needs over a nine-year lease term.