Supply, installation, service and repair of air conditioning systems for ray nkonyeni municipality (3-Year contract)

• Bid documents available: 18 May 2026.
• Compulsory clarification meeting: 02 June 2026 at 10:00am, 1 Protea Road, Marburg Offices Boardroom.
• Closing date and time: 17 June 2026 at 12:00.
• Bid validity period: 120 days from closing date.

• SCM/Technical Enquiries: Mr. Khulekani Ivan Mchunu, Email: [email protected], Phone: 065 878 8324.
• Treasury SCM Contact: Mr. Bongani Mfenqa, Email: [email protected], Phone: 039-312 8304.
• Submission Address: Bid box at Ray Nkonyeni Municipal Offices, 10 Connor Street, Port Shepstone, 4240.
• Postal Address: P.O. Box 5, Port Shepstone, 4240.

• Download bid documents from www.etenders.gov.za or www.rnm.gov.za starting 18 May 2026.
• Submit one (01) original bid document plus one (01) copy.
• Seal the envelope and mark it: 'Supplying, Installation, Service and Repair air-conditioning systems within Ray Nkonyeni Municipality Facilities for a duration of three (3) years'.
• Deposit into the bid box at Ray Nkonyeni Municipal Offices, 10 Connor Street, Port Shepstone, by 12:00 on 17 June 2026.
• Bids must be submitted on official forms (not re-typed).
• Bids must remain valid for 120 days from closing date.
• Failure to submit the original + 1 copy will result in disqualification.
• Attend the compulsory clarification meeting on 02 June 2026 at 10:00am, 1 Protea Road, Marburg Offices Boardroom.
• Bring downloaded bid documents to the meeting.

Evaluation Method: 80/20 Preference Points System (Financial Offer, Preference, and Quality/Functionality).

• Quality/Functionality: Minimum 60% threshold required to proceed. Points awarded for: - Relevant experience in supplying, installing, servicing, and repairing air conditioning systems (up to 30 points). Verification: Appointment letters, completion certificates, purchase orders, or delivery notes.
• Financial Offer: Scored using formula Nf = W1 x[1-(P-Pm)/Pm], where W1=80 for bids up to R50,000,000.
• Preference Points (up to 20): - Companies located within Ray Nkonyeni Municipality: 20 points (proof of business address required). - Companies located within uGu District Municipality: 10 points. - Companies located within KwaZulu-Natal: 5 points. - Companies outside KwaZulu-Natal: 0 points.
• Mandatory Requirements: - CSD registration. - Valid Tax Compliance Certificate or TCS PIN. - CIDB grading of 1ME/1EB or higher. - Valid Wireman Certification for at least one team member. - Attendance at compulsory briefing meeting. - Submission of original bid + 1 copy. - No outstanding municipal rates, taxes, or service charges. - Not listed on the Register for Bid Defaulters.

Scope: Supply, installation, service, and repair of air conditioning systems within Ray Nkonyeni Municipality facilities for 3 years.

• Systems to be supplied: New complete air conditioning units of varying capacities (9000BTU, 12000BTU, 18000BTU, 24000BTU, 36000BTU, 60000BTU).
• Services include: Inspection, service, and repair of all components (e.g., compressor, fan, fuse, gas, inside filter, remote batteries, bolts).
• Cooling tower inspection, service, and repair.
• All works and products must be SABS-approved and carry a 12-month guarantee for defects.
• Reaction time to call-out: 1 hour. Service must be rendered within 24 hours of request by Manager Facilities Management.
• Rate must include all related costs.
• Call-out rate to be specified.

• Pricing: Submit on official forms (MBD 3.2 Pricing Schedule). Non-firm prices allowed with annual escalation based on average CPI for each completed year.
• Price adjustment formula for non-firm prices: Pa = (1 - V)Pt (D1 + D2 + D3 + D4) + VPt, where V = 15%, Pt = original bid price, D1-D4 = factors (e.g., labour, transport) summing to 100%.
• 15% of the bid price remains firm (not subject to escalation).
• Payment terms: Payment within 30 days of invoice submission. Payment only after supplier submits database application form to Chief Financial Officer's satisfaction.
• All applicable taxes (VAT, PAYE, income tax, UIF, SDL) must be included in pricing.
• Performance security: Required within 30 days of contract award (bank guarantee, irrevocable letter of credit, or cashier’s/certified cheque).

• Central Supplier Database (CSD) registration: Mandatory. Attach proof of registration; failure results in disqualification.
• CIDB Grading: Minimum 1ME/1EB or higher. Attach proof.
• Tax Compliance: Submit valid Tax Compliance Certificate (TCS) or Tax Compliance Status PIN Sheet from SARS. Foreign suppliers must complete pre-award questionnaire.
• B-BBEE: Consolidated B-BBEE certificate from a SANAS-approved verification agency required for joint ventures/consortia.
• Wireman Certification: At least one team member must possess a valid Wireman Certification.
• No bids accepted from persons in the service of the state or their close associates (declare via MBD 4 form).
• Municipal rates and taxes must be up to date.
• Joint ventures must include MBD 4, 8, and 9 forms for each entity.
• Declarations: Submit MBD 4 (Declaration of Interest), MBD 6.1 (Past SCM Practices), MBD 8 (Declaration of Past SCM Practices), MBD 9 (Certificate of Independent Bid Determination, Certificate of attendance at Clarification Meeting).
• Company registration documents and certified ID copies of directors/owners/members/shareholders required.