Objectives

The primary objective of this tender is for the Road Accident Fund (RAF) to appoint a suitable service provider to supply and lease office space in Tzaneen. The office space will serve as a Client Service Centre (CSC) for a period of six (6) months starting from 01 March 2026. The space must meet specific standards to facilitate RAF’s operations, including accommodating staff, clients, and service requirements.

Scope

The scope of the tender includes:

• Provision of approximately 400m² Grade B office accommodation in Tzaneen CBD, preferably on the ground floor with parking facilities.
• Furnishing office space suitable for open plan and enclosed offices, reception, meeting rooms, storeroom, and ablution facilities.
• Ensuring accessibility features for persons with disabilities, including ramps and accessible ablutions.
• Provision of 19 parking bays, with 2 designated for persons with disabilities.
• Inclusion of backup power (generator and UPS) and water supply systems.
• Compliance with relevant safety, security, and building regulations.
• Preparation of lease agreement, including tenant installation and allowances, with detailed cost breakdowns.

Technical Requirements

The technical specifications for the office space include:

• Location in Tzaneen Central Business District, accessible via public transport.
• Building must be an existing Grade B structure, 10-30 years old, with modern refurbishments.
• Space must be on the ground floor or accessible via lifts if on higher floors.
• Provision of 400m² of rentable area, plus 30m² storage with suitable load capacity.
• Facilities must include:
• Reception area, meeting rooms, storeroom, kitchen, and ablutions.
• Facilities for persons with disabilities (ramps, accessible toilets).
• Full air conditioning, ventilation, and natural lighting.
• Provision for lifts, fire detection, and prevention systems.
• Electrical systems with separate distribution boards and compliance certificates.
• Backup water and power supply systems.
• Building security features, including controlled access, security measures, and emergency evacuation provisions.

Skills and Response Requirements

Service providers must:

• Submit a comprehensive lease proposal, including layout drawings and proof of building ownership or mandate.
• Provide evidence of compliance with Grade B standards (e.g., SAPOA membership certificate).
• Ensure the building is free of defects such as water leaks or pest infestations.
• Demonstrate ability to meet safety, security, and accessibility standards.
• Complete all mandatory annexures and documentation, including signed declarations of compliance.
• Participate in site inspections if required, and meet all site visit criteria.
• Provide detailed cost breakdowns for rent, operational costs, parking, storage, maintenance, and ad-hoc services.
• Ensure responses are submitted via email to [email protected] before the deadline.