Objectives

The primary objective of this tender is to secure office accommodation for the Limpopo Province (Polokwane) to support the operations of the Commission for Gender Equality (CGE). The selected service provider will be responsible for providing suitable office space that meets the CGE's operational needs in Polokwane CBD, ensuring accessibility, compliance with relevant legislation, and supporting the CGE's mandate to promote gender equality.

Scope

The scope of the tender includes:

• Leasing or providing office accommodation in Polokwane CBD within a 1-6 km radius from the city center.
• Ensuring the property has a minimum gross leasable area of 340 m².
• Providing external support services such as security, cleaning (external areas), gardening, and maintenance.
• Managing the property to meet legislative and municipal requirements, including compliance certificates.
• Implementing facility management services, either through insourcing or outsourcing arrangements.
• Ensuring accessibility features such as disability-friendly ablution facilities and ramps.
• Providing detailed proposals on management, maintenance, and public transport accessibility.
• Facilitating site inspections and complying with mandatory and functional criteria for evaluation.

Technical Requirements

The technical requirements for the office accommodation include:

• Property ownership or signed deed of sale agreement.
• Property size of at least 340 m² GLA, excluding parking and off-site areas.
• Location within 6 km of Polokwane CBD, with proof via GPS coordinates or maps.
• Compliance with all relevant legislative, municipal, and safety standards, including municipal clearance certificates.
• Availability of building support services such as security (PSIRA registered), cleaning, and gardening services.
• Provision of a maintenance plan covering routine, preventative, and reactive maintenance, with clear responsibilities and response times.
• Management of the facility either through insourcing (qualified facility management team) or outsourcing (contract management service).
• Delivery of a comprehensive development and implementation plan, including timelines, workflows, and team structure.
• Site inspection to verify property boundaries, security, cleanliness, accessibility, and overall suitability.

Skills Requirements

The skills and experience required from the bidder include:

• Facility Management Expertise: Minimum 5 years of experience for a facility manager, with proven ability to oversee strategic and operational functions.
• Administrative Skills: Administrative assistants with at least 3 years of experience in contract administration and general office management.
• Maintenance Skills: Maintenance officers with at least 3 years of relevant experience in building maintenance and repairs.
• Security Services: Ability to secure PSIRA-registered security providers, with proof of registration and compliance.
• Cleaning and Gardening Services: Demonstrated ability to source and manage service providers compliant with sectoral wage determinations and industry standards.
• Project Management: Ability to develop detailed implementation plans, timelines, workflows, and team structures, with relevant CVs and qualifications.
• Legislative and Compliance Knowledge: Understanding of municipal, safety, and legislative requirements related to property and facility management.