Property Management Services

The Gauteng Partnership Fund (GPF), a PFMA Schedule 3C provincial public entity under the Gauteng Department of Human Settlements, is seeking a property management service provider to act as managing agent for its property at 32 End Street, Johannesburg CBD. The property comprises 50 residential units and 6 retail units. The appointment is for a fixed term of 24 months and will be governed by a Service Level Agreement (SLA) with defined performance indicators. This is a Request for Quotation (RFQ) and GPF will only accept submissions from service providers that have been formally invited. The submission deadline is 9 November 2026.

The scope of work includes acting as rental agent, marketing vacant units and conducting property viewings to reduce vacancy levels, screening prospective tenants, and processing rental applications. The appointed agent will conduct affordability, reference and credit checks, negotiate lease terms, prepare representation contracts, lease agreements and monthly tenant statements, and manage bad debt processing and arrears recovery. Rent must be collected through a computerised rental collection and management system, with separate accounting records and tenant ledgers maintained for GPF. Maintenance and repair coordination is also required, with the agent ensuring compliance with legal, health and safety, and municipal by-law requirements. Deliverables include monthly rental collection reports, quarterly maintenance and repair reports, and annual compliance audit reports. Performance is measured against rental collection rates, vacancy reduction, arrears recovery, maintenance completion against the maintenance plan, operational cash flow, regulatory compliance, and the timeliness and accuracy of progress reports.

Trust account management is a critical requirement. All rentals, deposits and service charges collected on GPF's behalf must be treated as trust money and deposited immediately into a compliant section 54(1) trust account at a registered bank, unless a valid PPRA trust account exemption applies. Trust reconciliations must be completed monthly and supplied to GPF with supporting statements and reports. Mandatory requirements include PPRA registration for the applicable practitioner activities, valid Fidelity Fund Certificates for the principal and relevant practitioners, and a project leader who is a registered PPRA practitioner with at least five years of residential leasing experience. Bidders must also submit a valid Tax Compliance Status PIN, CSD registration, SBD 4 and SBD 6.1 forms, and proof of banking details. Evaluation is based on an 80/20 price and preference system, with 20 points available for GEYODI ownership (women 8, youth 8, persons with disabilities 4). The functionality stage requires a minimum score of 70 out of 100, assessed on client reference letters, the qualifications and experience of the lead agent, and the organogram of the team assigned to the project. Bidders must also state a commission percentage on total rent collected, in line with market practice for full management (collection and maintenance).