Property Letting / Accommodation Tender Response Template

HOW TO USE THIS TEMPLATE
Property letting tenders (commonly issued by DPWI, provincial public works, and large entities) have very specific structural, location, and compliance requirements. Use this as the spine of your technical response and attach the supporting evidence as labelled annexures.

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PROPERTY LETTING / ACCOMMODATION RESPONSE
Tender No: [Tender No]   Closing: [Date]
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1. PROPERTY OVERVIEW
Property Name:           [e.g. ABC Office Park]
Property Type:           [Office / Retail / Mixed]
Year Built / Refurbished: [Year]
Grade / Class:           [A / B / C]

2. LOCATION & ADDRESS
Full Physical Address:    [Street, Suburb, City, Province, Postal Code]
GPS Coordinates:          [Lat, Long]
Municipality / Metro:     [Name]
Proximity to Entity Office: [Distance / drive time]

3. USABLE AREA (GLA)
Total Lettable Area:        [m²]
Offered Area for this Bid:  [m²]
Floor Plate Size:           [m²]
Number of Floors Offered:   [#]
Floor Plans:                Attached as Annexure A

4. PARKING
Bays Offered (Total):       [#]
  - Open Bays:              [#]
  - Shaded:                 [#]
  - Basement / Covered:     [#]
  - Visitor Bays:           [#]
Disabled Bays:              [# — confirm SANS 10400-S compliance]

5. ACCESSIBILITY
Wheelchair access:          Yes / No
Lifts:                      [# / capacity]
Disability-friendly ablutions: Yes / No
Ramps / accessible entrances: Yes / No

6. PUBLIC TRANSPORT
Nearest taxi rank / BRT / train station: [Name and distance]
Walking distance to public transport: [m or min]

7. SECURITY
24/7 access control:        Yes / No
CCTV coverage:              Internal / External / Both
Manned security:            [# / shifts]
Boom gates / vehicle access control: Yes / No
Alarm system & response:    [Provider]

8. BACKUP POWER
Generator:                  [kVA capacity, fuel type]
Automatic changeover:       Yes / No
Generator load coverage:    [Full building / Common areas only]
Backup runtime (full tank): [Hours]
UPS for IT rooms:           Yes / No

9. BACKUP WATER
Water storage tanks:        [Capacity in litres]
Borehole:                   Yes / No
Backup water duration:      [Hours / days]

10. MAINTENANCE
Maintenance model:          [Internal team / Outsourced contractor]
Response SLA — emergency:   [Hours]
Response SLA — routine:     [Hours / days]
Planned preventative maintenance schedule: Attached as Annexure B

11. OCCUPATION READINESS
Current occupation status:  [Vacant / Tenant exiting on date]
Fit-out condition:          [White-box / Furnished / Tenant-installed]
Beneficial occupation date: [Date]
Customisation allowance:    [Yes / No, scope]

12. COMPLIANCE
Occupancy Certificate:      Yes — Annexure C
Fire Compliance Certificate: Yes — Annexure D
Electrical CoC:             Yes — Annexure E
Municipal Rates Cleared:    Yes — Annexure F
SANS 10400 / OHS Compliance: [Confirm]
Title Deed / Lease Authority: Annexure G

13. SUPPORTING DOCUMENTS REQUIRED
[ ] Title deed or proof of authority to let
[ ] Floor plans (DWG / PDF)
[ ] Site / locality plan
[ ] Occupancy & fire certificates
[ ] Electrical Certificate of Compliance
[ ] Recent municipal rates clearance
[ ] Photographs (interior & exterior)
[ ] Zoning certificate
[ ] Landlord company profile and B-BBEE

14. COMMERCIAL OFFER
Proposed Rental Rate:       R [X] / m² / month
Operating Costs:            R [X] / m² / month
Escalation:                 [X]% per annum
Lease Term Offered:         [Years]
Deposit / Guarantee:        [R / months]

Signed: ____________________
[Authorised Signatory], [Position]
Date: ____________________

— Cross-check every item against the tender specification and the immovable asset register requirements before submitting.