Proposals for Management of Municipal Rental Stock (3) Years
Tender Overview
- Tender Number: 003/2026
- Department: Dihlabeng Local Municipality
- Tender Type: Open Tender / Request for Bid
- Location: Bethlehem
- Contract Duration: Three (3) Years from Date of Appointment
- Closing Date: 07 July 2026 at 12:00
Purpose of the Tender
The purpose of this tender is to appoint a qualified property management service provider to manage the municipality’s rental property portfolio for a period of three years.
The successful bidder will be responsible for the efficient administration, management, and oversight of municipal rental stock to ensure effective occupancy management, rental collection, lease administration, and property management services.
Scope of Work
The appointed service provider will be responsible for the comprehensive management of municipal rental properties.
Property Management Services
- Administration of municipal rental stock.
- Management of tenant relationships.
- Occupancy management.
- Lease administration.
- Property inspections.
- Rental account administration.
Tenant Management
- Tenant onboarding and allocation processes.
- Verification of tenant information.
- Handling tenant queries and complaints.
- Managing lease renewals and terminations.
- Maintaining tenant records and databases.
Rental Administration
- Rental billing and collection.
- Monitoring rental payments.
- Management of arrear accounts.
- Revenue enhancement initiatives.
- Reporting on rental income performance.
Contract and Lease Management
- Preparation and administration of lease agreements.
- Monitoring lease compliance.
- Updating lease records.
- Managing lease expiry dates and renewals.
Reporting and Compliance
- Monthly management reports.
- Occupancy reports.
- Rental income reports.
- Arrear debt reports.
- Compliance reports to the municipality.
Technical Requirements
Bidders must provide:
Tender Documentation
- Completed bid documents.
- One original submission.
- One scanned PDF copy on a flash drive.
- All prescribed forms and supporting documents.
Municipal Compliance
- Proof of payment of municipal services (not older than three months), or
- Valid lease agreement where applicable.
Joint Venture Requirements
Where applicable:
- Joint Venture Agreement.
- Power of Attorney.
Professional Registration
Proof of registration with:
- Estate Agency Affairs Board (EAAB), and/or
- Property Practitioners Regulatory Authority (PPRA).
Financial Information
- Clear total bid price.
- VAT-inclusive pricing where applicable.
Submission Requirements
- Sealed bid submission.
- Clearly marked tender number and description.
- Submission before the stipulated closing date and time.
Skills and Experience Required
The municipality seeks service providers with demonstrated expertise in:
Property Management
- Residential Property Management
- Rental Portfolio Management
- Social Housing Administration
- Municipal Property Management
Financial Administration
- Rental Collection
- Revenue Management
- Debt Collection
- Financial Reporting
Tenant Relations
- Tenant Liaison
- Occupancy Management
- Dispute Resolution
- Customer Service
Compliance and Governance
- Lease Administration
- Contract Management
- Regulatory Compliance
- Risk Management
Key Competencies
The successful bidder should demonstrate:
- Strong property management experience.
- Knowledge of municipal housing and rental environments.
- Effective rental collection systems.
- Strong administrative and reporting capabilities.
- Ability to manage large property portfolios.
- Sound financial controls and governance practices.
- Experience dealing with tenants, municipalities, and regulatory authorities.
Evaluation Considerations
The municipality is likely to assess:
Functionality
- Relevant property management experience.
- Technical capacity.
- Professional registrations.
- Staffing and operational resources.
- Methodology and management approach.
Financial Offer
- Competitive pricing.
- Value for money.
Compliance
- Bid responsiveness.
- Regulatory compliance.
- Required supporting documentation.