Objectives

The primary objective of this tender is for the Road Accident Fund (RAF) to appoint a suitable service provider to supply office space for rental at the RAF Venda Client Experience Centre (CEC). The lease is intended to support the RAF’s mandate of providing social insurance, rehabilitation, and compensation services related to road accidents, by establishing a functional office environment for a period of six months starting from 01 July 2026.

Scope

The scope of the tender includes:

• Provision of approximately 400m² of Grade B office space in the Vhembe District, preferably on street level, suitable for open plan and enclosed offices.
• Facilities such as reception area, meeting rooms, storeroom, ablution facilities (including accessible facilities for persons with disabilities), and pause/kitchen areas.
• Provision of nineteen (19) secure parking bays, with at least two designated for persons with disabilities, ideally on-site and on the ground floor.
• Building must be compliant with health, safety, and accessibility regulations, including backup power (generator and UPS), backup water supply, and fire safety systems.
• The building must be an existing Grade B structure, preferably located in a secure, accessible area near public transport routes within the specified district.
• Lease agreement for six months, with detailed cost breakdowns covering rent, operational costs, parking, storage, maintenance, and other related expenses.

Technical Requirements

The technical specifications for the office space and building include:

• 400m² maximum office area, suitable for open plan and enclosed offices.
• Ground floor location preferred; alternative floors acceptable if proper lift access for persons with disabilities is available.
• Facilities for persons with disabilities, including ramps, handrails, accessible ablution facilities, and appropriate signage.
• Office space must be fully air-conditioned, ventilated, and compliant with SAPOA Grade B standards.
• Provision for backup power (generator and UPS), backup water supply, and fire detection/prevention systems.
• Building must have its own electrical distribution board, electrical compliance certificate, and adequate lighting.
• Facilities such as reception, meeting rooms, storeroom, ablutions, pause area, and kitchen with water supply and electrical appliances.
• Security measures including controlled access, security systems, burglar proofing, and emergency evacuation provisions.
• Building systems should include lifts (if multi-storey), cable trays, and maintenance provisions for air conditioning, fire safety, and backup systems.

Skills Requirements

The service provider must demonstrate:

• Experience in providing office space rentals, particularly in Grade B buildings within the specified district.
• Capability to deliver and manage office facilities that meet health, safety, and accessibility standards.
• Ability to prepare and submit detailed lease agreements, floor plans, and compliance documentation.
• Proficiency in managing security, safety, and building maintenance services, including backup power and water systems.
• Knowledge of relevant legislation and regulations such as the National Building Regulations, SANS standards, and the Protection of Personal Information Act (POPIA).
• Capacity to coordinate site visits, inspections, and ensure building compliance with technical and safety standards.
• Proven track record in delivering office accommodation solutions within the public sector or similar environments.