Property Management Services

The Gauteng Partnership Fund (GPF), a Schedule 3C provincial public entity under the Gauteng Department of Human Settlements, is seeking a registered managing agent to manage its property portfolio at 32 End Street, Johannesburg CBD. The portfolio comprises 50 residential units and 6 retail units. The appointed service provider will act as rental agent, market vacant units and conduct property showings to reduce vacancy levels, screen tenants, conduct affordability, reference and credit checks, negotiate lease terms, and prepare representation contracts, lease agreements and monthly tenant statements. The provider will also collect rent through a Computer Rental Collection Management System, process bad debts, maintain tenant and property ledgers, handle bookkeeping, and manage property maintenance and repairs in line with legal, health and safety, and municipal by-law requirements. The contract runs for 24 months under a Service Level Agreement with performance indicators covering rental collection rates, vacancy reduction, maintenance completion, operational cashflow surplus, regulatory compliance, and the timeliness and accuracy of reporting.

Trust account requirements are strict. The provider must be registered with the Property Practitioners Regulatory Authority (PPRA) and maintain valid Fidelity Fund Certificates for the principal and relevant practitioners throughout the contract. All GPF monies must be deposited immediately into a compliant section 54(1) trust account, never into an ordinary business account. Trust reconciliations, rent rolls, collection reports, arrears reports and remittance schedules must be provided at least monthly, and any trust shortage or irregularity must be reported immediately. The provider must also appoint an auditor in line with PPRA requirements. Deliverables include monthly rental collection reports, quarterly maintenance and repair reports, and annual compliance audit reports. Mandatory requirements include a certified, valid Fidelity Fund Certificate (expired certificates must be accompanied by proof of renewal). Non-compliance results in disqualification.

Evaluation uses a functionality stage followed by an 80/20 preference point system, with 80 points for price and 20 for preference points under the GEYODI categories (women 8, youth 8, persons with disabilities 4). Functionality is scored out of 100 and covers written reference letters from similar projects within five years (letters of award are not accepted), the qualifications and years of experience of the lead agent, and an organogram of the project team. Bidders must also submit a valid Tax Compliance Status PIN, CSD registration, completed SBD 4 and SBD 6.1 forms, and proof of banking details. Pricing is a commission percentage on total rent collected, which must align with standard market practice for full management (collection and maintenance). The Terms of Reference state both a 70-point and an 80-point minimum functionality threshold, so bidders should seek clarification from the buyer before submitting. Quotations remain valid for 90 days. Technical queries go to Maneo Moya (maneom@gpf.org.za) and supply chain queries to Constance Sambo (constances@gpf.org.za).