Objectives

The primary objective of this tender is to appoint a qualified service provider to lease office space in Thohoyandou for the Private Security Industry Regulatory Authority (PSIRA). The leased premises will serve as the new office for a period of 5 years, supporting PSIRA’s mandate to establish and manage regional offices and facilitate stakeholder engagement in the Thulamela Local Municipality.

Scope

The scope of the tender includes:

• Provision of approximately 200 square meters of office space on the ground floor within the Thulamela business district, accessible to public transport and key stakeholders.
• Design, space planning, and renovation of the office space, including layout specifications such as offices, waiting areas, parking, and facilities for persons with disabilities.
• Provision of necessary infrastructure such as air conditioning, backup water supply, generator, security, and compliance with relevant health and safety standards.
• Signing of lease and service level agreements, with a lease term of 5 years and an exit clause after 3 years.
• Coordination of site inspections, building compliance, and timely availability of the premises for occupation.

Technical Requirements

The technical requirements for the leased office space include:

• Building must be existing, compliant with the Occupational Health and Safety Act (OHSA), and have a valid Certificate of Occupancy from the municipality or registered engineer.
• Office layout must include:
• Ground floor space of at least 200 sqm
• Specific offices such as a team leader office (9 sqm), consulting rooms (16 sqm), reception, waiting area, filing room, security desk, fire-arm safe, staff and public toilets, disabled access toilets, kitchenette, server room, and parking bays.
• Facilities must cater for physically challenged persons and include adequate parking for staff and clients.
• Air conditioning, backup water supply, generator, and compliance with OHSA are mandatory.
• Building should be in proximity to stakeholders such as the Department of Labour, Department of Home Affairs, and SAPS.
• Landlord to handle maintenance of fixtures, and the lease agreement must include an exit clause after 3 years.

Skills and Documentation Requirements

Applicants must demonstrate the following skills and provide comprehensive documentation:

• Complete and sign all compulsory bid forms, including:
• SBD 1: Invitation to Bid
• SBD 3.3: Pricing Schedule
• SBD 4: Declaration of Interest
• SBD 6.1: Preference Claim Forms
• Provide proof of building ownership or proxy confirmation, building compliance certificates, and detailed floor plans with photos.
• Submit a draft lease agreement, map of the building, and a breakdown of renovation costs and timelines.
• Include a total cost of the contract with yearly rental breakdown, escalation rates, operating costs, parking, and maintenance estimates.
• Demonstrate capacity to meet project timelines, including design, renovation, and occupation within 60 days.
• Provide evidence of compliance with OHSA and accessibility standards for persons with disabilities.
• Sign all pages of the Terms of Reference and General Conditions of Contract, initial each page, and submit a Certificate of Compliance from the municipality or registered engineer.