Property Letting / Accommodation Tender Response Template

PROPERTY LETTING / ACCOMMODATION TENDER — RESPONSE
[Your Company Name / Property Owner]

Tender No:     [Tender Number]
Tender Title:  [Tender Title]
Closing Date:  [Date / Time]

How to use this template:
• Replace every [bracketed] field.
• Where the entity provides a layout / floor plan requirement, mark each one as Compliant / Partially Compliant / Not Compliant.
• Attach photographs, floor plans, title deed, zoning certificate and OHS certificates as annexures.

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1. PROPERTY OVERVIEW
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Property Name:        [Building / Estate name]
Property Type:        [Office / Mixed-use / Retail / Industrial]
Grade:                [A / B / C]
Year Built:           [Year]
Last Refurbishment:   [Year]
Ownership:            [Sole owner / Co-owned / Body Corporate]
Title Deed Reference: [Reference]
Zoning:               [Business 1 / Office / Mixed-use / etc.]

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2. ADDRESS & LOCATION
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Physical Address:     [Street, Suburb, City, Province, Postal]
GPS Coordinates:      [Latitude, Longitude]
Municipality:         [Local municipality]
Distance from key landmarks:
• [Government department / hub]: [X km]
• Nearest CBD:                   [X km]
• Nearest hospital:              [X km]
• Nearest police station:        [X km]

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3. USABLE AREA & LAYOUT
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Total Lettable Area:  [m²]
Of which:
• Open-plan office:   [m²]
• Closed offices:     [#] x [average size m²]
• Boardrooms:         [#] x [size m²]
• Meeting rooms:      [#] x [size m²]
• Reception:          [m²]
• Server / comms room: [m²]
• Storage / archive:  [m²]
• Kitchen / pause area: [m²]
• Ablutions (M / F / Disabled): [#]

Ceiling height:       [Average m]
Floor loading:        [kg/m²]
Floor finish:         [Carpet tiles / vinyl / tiles]
Lighting:             [LED / fluorescent + lux level]

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4. PARKING
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Total bays available:        [#]
• Covered / basement:        [#]
• Open / shaded:             [#]
• Visitor bays:              [#]
• Disabled bays (compliant): [#]
Allocation per [m²]:         [Bays per 100 m²]

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5. ACCESSIBILITY & UNIVERSAL DESIGN
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• Wheelchair access at all entrances:  YES / NO
• Lifts (if multi-storey):              [# lifts, capacity]
• Disabled ablutions on every floor:    YES / NO
• Compliant ramps and signage:          YES / NO
• Tactile / Braille signage:            YES / NO
• OHS Act 85 of 1993 compliance:        YES / NO (attach certificate)
• National Building Regulations & SANS 10400 compliance: YES / NO

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6. PUBLIC TRANSPORT & ACCESS
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• Distance to nearest bus / taxi rank:  [X m / km]
• Distance to nearest train station:    [X m / km]
• MyCiti / Rea Vaya / Gautrain access:  [Yes / No / N/A]
• Major roads providing access:         [List]
• Pedestrian access & lighting:         [Description]

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7. SECURITY
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• Access control:           [Biometric / card / boom]
• Perimeter:                [Walling / palisade / electric fence]
• 24/7 manned security:     [Yes / No]
• CCTV coverage:            [# cameras, areas covered, retention days]
• Armed response provider:  [Provider name]
• Visitor management:       [System / procedure]
• Fire detection & suppression: [System type, last service date]

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8. BACKUP POWER
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UPS:        [kVA, runtime, areas covered]
Generator:  [kVA, fuel type, runtime at full load, automatic cut-over]
Solar / battery: [If applicable — kWp, kWh]
Load-shedding readiness: [Stage 6 ready: YES / NO]
Service contract: [Provider, service interval]

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9. BACKUP WATER
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Municipal supply:  Connected
Backup tanks:      [# tanks, total litres]
Borehole:          [Yes / No, certified potable: Yes / No]
Water filtration:  [If applicable]
Days of autonomy:  [Estimated days at normal occupancy]

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10. CONNECTIVITY
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Fibre providers on site: [List]
Backup connectivity:     [LTE / microwave / second fibre]
In-building cabling:     [Cat 6 / Cat 6A / fibre backbone]
Riser space:             [Available / shared]

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11. MAINTENANCE & FACILITIES MANAGEMENT
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FM provider:        [In-house / outsourced — name]
Response SLAs:      [Routine / urgent / emergency]
Planned maintenance: [Cleaning, HVAC, fire, lifts — frequencies]
Reactive maintenance: [How tenants log calls]

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12. OCCUPATION READINESS
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Available from:        [Date]
Tenant fit-out scope:  [Landlord / Tenant / Negotiable]
Tenant installation allowance: [If offered — R/m²]
Escalation:            [% per annum]
Lease term offered:    [Years]

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13. SUPPORTING DOCUMENTS — to attach as annexures
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[ ] Title Deed
[ ] Zoning certificate
[ ] Approved building plans
[ ] Occupation certificate
[ ] Floor plans (with measurements)
[ ] Photographs (interior + exterior)
[ ] Recent OHS audit / certificate
[ ] Fire compliance certificate
[ ] Electrical Certificate of Compliance (CoC)
[ ] Beneficial / disability access certification (if applicable)
[ ] Insurance certificate (public liability)
[ ] Owner CIPC documents / ID
[ ] CSD Summary Report
[ ] Tax Compliance Status PIN
[ ] B-BBEE certificate / affidavit

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DECLARATION
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We confirm that all information provided in this response is accurate and that we are authorised to let / lease the property described above.

Authorised Signatory: _____________________________
Name:                _____________________________
Designation:         _____________________________
Date:                _____________________________

— Generated from a BidBetter template. Always confirm format and required annexures against the issuing entity's tender document.