Electrical repairs for borehole system at mbizana red hub

1.1 Introduction

The ECRDA is a Provincial Public Entity as referred to in Schedule 3C of the PFMA. The entity

was established following a decision by the Government of the Eastern Cape to consolidate

and integrate the overlapping mandates of provincial entities on matters pertaining to Rural

Development and Agrarian reform. The ECRDA hereby invites suitably qualified bidders to

submit quotations to conduct electrical repairs to an existing borehole system at Mbizana

RED Hub.

1.2.1 Bid Specific Conditions

Bidders are required to properly complete the bid document, attach relevant information

and adhere to the conditions as stipulated below.

1.2.1 Returnable documents

a) Bidders must submit proof of registration on the National Central Supplier Database

(CSD). In terms of National Treasury Instruction No. 4A of 2016/17 regarding the CSD,

all bidders must register on the CSD to provide the following information to be

verified through the CSD:

(i) Business registration, including details of directorship and

membership;

(ii) Bank Account holder information;

(iii) In the service of the State status;

(iv) Tax compliance status;

(v) Identity number;

(vi) Tender default and restriction status.

b) The following Standard Bidding Documents (SBDs) must be completed in full and

duly signed where relevant.

(i) Authority of signature/Resolution

(ii) Invitation to bid (SBD 1).

(iii) Pricing schedule (SBD 3.1)

(iv) Bidder’s Disclosure (SBD 4)

(v) Preference Points claim form (SBD 6.1)

(vi) Contract form (SBD7.1)

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c) Failure by the bidder to submit duly completed documents as mentioned above will

render the bid proposal non-responsive, while incomplete SBD6.1 will result in non-

allocation of points for specific goals.

d) While there is no requirement for the issued General Conditions of Contract to be

signed, bidders must return copy thereof as part of the bid proposal.

1.2.2 Submission of Bid Documents

a) All standard bidding documents, forms, annexures and addenda (where applicable)

shall be completed in full and signed where required.

b) Any expenses incurred by the bidder in the preparation and submission of tender will

be solely for the bidder’s account and ECRDA shall not be liable for such expenses in

whatsoever manner.

c) The completed bid document must be submitted via email only to

[email protected].

d) All email submissions must be broken into size smaller that 30MB per email (1 bid, 1

email).

e) Bidders must refrain from submitting different bid documents under one email.

f) All documents must preferably be sent in PDF (compressed if possible) format.

g) Bidders are to note that bids must be received by ECRDA by the deadline. It is not

sufficient to send it before the deadline.

h) Bidders are therefore required to make sure that large emails, that may take long to

be transported through email system, be sent well in advance of the required receipt

deadline.

i) Bidders MUST make use of the tender reference in their email subject lines.

j) Bidders are recommended to make use of logical subject names for emails when

submitting bids, for example (SCMU/RFP/RFQ/EOI REF NUMBER followed by a bid

description).

1.2.3 Validity of prices

a) All prices shall be quoted in South African currency inclusive of VAT and will hold

good for 90 days (validity period of bids) from the closing date.

b) Only firm prices will be accepted in respect of this bid.

1.2.4 Negotiating a fair market price

a) The ECRDA reserves the right to enter into negotiations with the preferred bidders

for a fair market price if on its own assessment is of the view that the highest scoring

bidder is charging prices higher than the fair market price.

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1.2.5 Authority to sign

a) Bidders must indicate the capacity under which the bid is signed by a delegated

individual (e.g., director) and provide proof of authority (e.g., a resolution).

b) The specimen of authority of signature/resolution has been attached in the bid

document for both companies/close corporations/partnerships and sole

proprietorship.

1.2.6 Trust/Consortium/Joint Ventures

a) A trust/consortium/joint venture agreement must be formalized prior to submitting

the bid.

b) The trust/consortium/joint venture agreement must be submitted with the bid

proposal bearing signatures of all the parties concerned and disclosing at a minimum

the following key information:

- Names of the parties to the agreement;

- Management;

- Percentage participation by each member;

- Banking details

1.2 Bid Enquiries

1.2.1 Administrative Enquiries should be directed Mr. Aviwe Langa -Telephone:

043 703 6300 or email: [email protected].

1.4 Contracting

1.4.1 The final award of the contract to the successful bidder is subject to issue of

the following documents by ECRDA:

a) Contract form - SBD 7.1 for completion and signature by both ECRDA and the

successful bidder. The contract form has been attached in the bid document for

bidders to understand its contents as it will have a binding effect at contract award

stage;

b) Letter of award (in terms of which the bidder must indicate acceptance/non-

acceptance thereof by way of signature);

c) Service Level Agreement;

b) Purchase order.

1.5 Important to Note

1.5.1 The ECRDA reserves the right not to appoint the highest scoring bidder and/or

not to appoint any bidder

.

1.5.2 The ECRDA reserves the right to conduct due diligence to satisfy itself of the

accuracy of the information provided.

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SECTION B

2. AUTHORITY TO SIGN

ANNEXURE 1 (a): AUTHORITY TO SIGN

Signatories for business entities shall confirm their authority thereto by attaching a duly

signed and dated copy of the relevant resolution to this form.

An example is given below:

“By resolution passed at a meeting held on .........................................................................

Mr./Ms ................................................................, whose signature appears below, has been duly

authorized

to sign all documents in connection with the bid for Contract NO, RFQ 35 – 2025 2026 and

any Contract that may arise there from on behalf of (name of Bidder in block capitals)

..............................................................................................................................

SIGNED ON BEHALF OF THE COMPANY: .....................................................

IN HIS/HER CAPACITY AS: .....................................................

DATE: .....................................................

SIGNATURE OF SIGNATORY: .....................................................

WITNESSES: 1. Name and Surname : ............................................................................

Signature: ............................................................

2. Name and Surname : ......................................................................

Signature: ............................................................

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ANNEXURE 1 (b): AUTHORITY TO SIGN

Sole Proprietorship/Sole Ownership of Business Enterprise Resolution of Authority

I, ........................................................................................................, certify that I am the

sole owner (“Owner”/ “Director”) of the business operating under the

name................................................................(“Business”), ID Number/Registration

Number........................................................................

I further certify that the Business is a sole proprietorship/owned solely by myself and that

there is no one else having any right, title, or interest therein. I am the only person authorized

to act in the name of or on behalf of the Business.

I have no knowledge of any other business that is using, or being operated under, a name

which could be considered confusingly similar to the name of this sole proprietorship. All

deposits which are to be made into the account of the sole proprietorship/ business

enterprise will consist of funds to which I, the sole proprietor/ director, am legally entitled.

SIGNATURE OF THE SOLE PROPRIETOR/ DIRECTOR: ...................................................

DATE: .....................................................

WITNESSES: 1. Name and Surname : ............................................................................

Signature: ............................................................

2. Name and Surname : ......................................................................

Signature: ............................................................

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SECTION C

3. SPECIFICATIONS FOR APPOINTMENT OF A PROFESSIONAL ELECTRICAL SERVICE

PROVIDER TO CONDUCT ELECTRICAL REPAIRS TO AN EXISTING BOREHOLE SYSTEM

AT MBIZANA RED HUB

3.1 Scope of Work

3.1.1 Background

The ECRDA, is a Provincial Public Entity as referred to in Schedule 3C of the PFMA. The entity

was established following a decision by the Government of the Eastern Cape to consolidate

and integrate the overlapping mandates of provincial entities on matters pertaining to Rural

Development and Agrarian reform. The entity hereby invites experienced and suitably

qualified suppliers to submit quotations to conduct electrical repairs on an existing borehole

system at Mbizana RED Hub.

3.1.2 Purpose

The purpose of this bid is to appoint a professional electrical service provider to conduct

electrical repairs to an existing borehole system at Mbizana RED Hub.

3.1.3 Work Scope

3.1.3.1 Background

The Mbizana RED Hub has a borehole as a water source and has been experiencing water

disruptions. Upon borehole assessment, it was confirmed that the borehole still has water.

There is however a need to assess the electrical component of the water system.

The assessment confirmed that there are faulty components and must be attended to

urgently to restore efficient water supply to the facility.

3.1.3.2 Specifications

A. Scope of works

The works shall include the following:

• Supply, delivery and installation of electrical material, including a water pump kit

• Trench digging, backfilling, cable and conduit installation, float switch wiring

correction and replacement

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• Testing and commissioning.

B. Reporting Standards

A completion report shall be submitted upon completion of the works done.

C. Special Conditions

• Bidders must provide a minimum of one reference letter for previous similar project.

• The company must have valid CIDB grading of 1EB/EP or higher. (Provide valid proof).

• Bidders must submit a CV of the Lead Electrician with National Diploma-Electrical

Engineering and/or Trade Test Certifications.

• Bidders must submit a detailed quotation (as per BOQ)

D. Warranties

• Bidders must provide a one (1) year warranty on electrical installations which must be

confirmed in writing.

NB: There will be no compulsory briefing session, however potential bidders are encouraged

to visit the site to acquaint themselves with the requirements as outlined under the scope of

works in A, above.

E. Duration of the Project

• The works shall commence within seven (07) days from date of the issuing of the

purchase order.

• The assignment shall be for a period of ten (10) days.

F. Costing

• A detailed costing (see attached BOQ) must be provided.

• Costing provided must be VAT inclusive.

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SECTION D

4. EVALUATION PROCESS AND CRITERIA

Proposals will be evaluated in terms of the ECRDA Supply Chain Management Policy,

Preferential Procurement Policy Framework Act 2000 and the Preferential Procurement

Regulation of 2022.

The evaluation of bid responses will be conducted in three (3) phases as follows:

4.1 Phase 1: Eligibility/Pre-qualification criteria

Bidders will be evaluated according to pre-qualification requirements which include the

submission of mandatory information or documentation. Bidders that fail to meet the pre-

qualification requirements of the bid will not be considered further for evaluation.

The bidder must meet the following pre-qualification requirements:

a) The firm must be registered on the National Treasury supplier database at the time of

submitting the proposal.

b) Submission of the following Signed and Completed Standard Bid Documents (SBD)

Forms:

• Authority to sign/ Resolution

• SBD 1: Invitation to Bid

• SBD 3.1 Pricing Schedule

• SBD 4: Bidder’s Disclosure

c) Failure to comply with the above pre-qualification requirements will lead to the

disqualification of the bid while incomplete SBD 6.1 will result in non-allocation of points

for specific goals.

4.2 Phase 2: Technical Evaluation

4.2.1 Bidders must submit required information with the bid proposal as outlined in section

C above, in the terms of reference and section E below.

4.2.2 The service provider must commence within seven (07) days of purchase order issued.

The period must be clearly outlined in SBD 3.1.

4.3 Phase 3: Financial Proposal and Specific Goals evaluation

Bids that meet the technical specifications will be evaluated further in terms of the 80/20

preference point system.

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The preference point’s claim is in terms of the Preferential Procurement Regulations 2022.

As per the table below, price is evaluated over 80 points and 80 Points

preference points over 20:

Price Assessment 80 Points

Specific Goals: 20 Points

Race 6

Gender 6

Disability 4

Youth 4

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SECTION E

5. Technical Information

5.1 Documentation to be submitted by interested Bidder - Specific

5.1.1 Interested persons (hereinafter referred to as Bidders) are required to respond to the

specifications by submitting their detailed responses with supporting documentation

as stipulated hereunder. Incomplete and non-compliant responses will not be

considered.

5.2 Contractual Requirements

5.2.1 Bidders are invited to submit quotations to conduct electrical repairs to an existing

borehole system at Mbizana RED Hub.

5.2.2 The service provider must be able to commence within seven (07) days of purchase

order issued.

5.3 Consideration of Bids

5.3.1 There will be no compulsory briefing session for this bid.

5.3.2 Only bidders who have met the prequalification criteria and technical requirements

following an assessment of the proposal submitted in response to this RFQ will be

evaluated further based on price and specific goal points.

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SECTION F: STANDARD BIDDING DOCUMENTS

ANNEXURE II: PART A: INVITATION TO BID : SBD 1

CLOSING CLOSING

BID NUMBER: RFQ 35 – 2025 2026 DATE: 20 FEBRUARY 2026 TIME: 11H00

APPOINTMENT OF A PROFESSIONAL ELECTRICAL SERVICE PROVIDER TO

CONDUCT ELECTRICAL REPAIRS TO AN EXISTING BOREHOLE SYSTEM AT

DESCRIPTION MBIZANA RED HUB

BID RESPONSE DOCUMENTS MUST BE SUBMITTED VIA EMAIL TO: [email protected]

BIDDING PROCEDURE ENQUIRIES MAY BE TECHNICAL ENQUIRIES MAY BE DIRECTED

DIRECTED TO TO:

CONTACT PERSON Mr A Langa CONTACT PERSON

TELEPHONE

NUMBER 043 703 6300 TELEPHONE NUMBER

FACSIMILE

NUMBER FACSIMILE NUMBER

E-MAIL ADDRESS [email protected] E-MAIL ADDRESS

SUPPLIER INFORMATION

NAME OF BIDDER

POSTAL ADDRESS

STREET ADDRESS

TELEPHONE

NUMBER CODE NUMBER

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CELLPHONE

NUMBER

FACSIMILE

NUMBER CODE NUMBER

E-MAIL ADDRESS

VAT

REGISTRATION

NUMBER

SUPPLIER TAX CENTRAL

COMPLIANCE COMPLIANCE SUPPLIER

OR

STATUS SYSTEM PIN: DATABASE

No: MAAA

Yes No

ARE YOU THE Yes No ARE YOU A

ACCREDITED

FOREIGN BASED [IF YES, ANSWER THEREPRESENTATIVE SUPPLIER FOR THE QUESTIONNAIREIN SOUTH AFRICA

GOODS /SERVICESFOR THE GOODS [IF YES ENCLOSE PROOF] BELOW]

OFFERED?/SERVICES

OFFERED?

QUESTIONNAIRE TO BIDDING FOREIGN SUPPLIERS

IS THE ENTITY A RESIDENT OF THE REPUBLIC OF SOUTH AFRICA (RSA)?

YES NO

DOES THE ENTITY HAVE A BRANCH IN THE RSA? YES

NO

DOES THE ENTITY HAVE A PERMANENT ESTABLISHMENT IN THE RSA?

YES NO

DOES THE ENTITY HAVE ANY SOURCE OF INCOME IN THE RSA?

YES NO

IS THE ENTITY LIABLE IN THE RSA FOR ANY FORM OF TAXATION?

YES NO

IF THE ANSWER IS “NO” TO ALL OF THE ABOVE, THEN IT IS NOT A REQUIREMENT TO REGISTER

FOR A TAX COMPLIANCE STATUS SYSTEM PIN CODE FROM THE SOUTH AFRICAN REVENUE

SERVICE (SARS) AND IF NOT REGISTER AS PER 2.3 BELOW.

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PART B

TERMS AND CONDITIONS FOR BIDDING

1. BID SUBMISSION:

1.1. BIDS MUST BE DELIVERED BY THE STIPULATED TIME TO THE CORRECT ADDRESS. LATE BIDS WILL

NOT BE ACCEPTED FOR CONSIDERATION.

1.2. ALL BIDS MUST BE SUBMITTED ON THE OFFICIAL FORMS PROVIDED (NOT TO BE RE-TYPED) OR

IN THE MANNER PRESCRIBED IN THE BID DOCUMENT.

1.3. THIS BID IS SUBJECT TO THE PREFERENTIAL PROCUREMENT POLICY FRAMEWORK ACT, 2000 AND

THE PREFERENTIAL PROCUREMENT REGULATIONS, THE GENERAL CONDITIONS OF CONTRACT

(GCC) AND, IF APPLICABLE, ANY OTHER SPECIAL CONDITIONS OF CONTRACT.

1.4. THE SUCCESSFUL BIDDER WILL BE REQUIRED TO FILL IN AND SIGN A WRITTEN CONTRACT

FORM (SBD7).

2. TAX COMPLIANCE REQUIREMENTS

2.1 BIDDERS MUST ENSURE COMPLIANCE WITH THEIR TAX OBLIGATIONS.

2.2 BIDDERS ARE REQUIRED TO SUBMIT THEIR UNIQUE PERSONAL IDENTIFICATION NUMBER (PIN)

ISSUED BY SARS TO ENABLE THE ORGAN OF STATE TO VERIFY THE TAXPAYER’S PROFILE AND TAX

STATUS.

2.3 APPLICATION FOR TAX COMPLIANCE STATUS (TCS) PIN MAY BE MADE VIA E-FILING THROUGH THE

SARS WEBSITE WWW.SARS.GOV.ZA

2.4 BIDDERS MAY ALSO SUBMIT A PRINTED TCS CERTIFICATE TOGETHER WITH THE BID.

2.5 IN BIDS WHERE CONSORTIA / JOINT VENTURES / SUB-CONTRACTORS ARE INVOLVED; EACH PARTY

MUST SUBMIT A SEPARATE TCS CERTIFICATE / PIN / CSD NUMBER.

2.6 WHERE NO TCS PIN IS AVAILABLE BUT THE BIDDER IS REGISTERED ON THE CENTRAL SUPPLIER

DATABASE (CSD), A CSD NUMBER MUST BE PROVIDED.

2.7 NO BIDS WILL BE CONSIDERED FROM PERSONS IN THE SERVICE OF THE STATE, COMPANIES WITH

DIRECTORS WHO ARE PERSONS IN THE SERVICE OF THE STATE, OR CLOSE CORPORATIONS WITH

MEMBERS PERSONS IN THE SERVICE OF THE STATE.”

NB: FAILURE TO PROVIDE / OR COMPLY WITH ANY OF THE ABOVE PARTICULARS MAY

RENDER THE BID INVALID.

SIGNATURE OF THE BIDDER: .........................................................

CAPACITY UNDER WHICH THIS BID IS SIGNED:.........................................................

(Proof of authority must be submitted e.g. company resolution)

DATE: .........................................................

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ANNEXURE III - DETAILED QUOTATION

BIDDERS MUST ATTACH A DETAILED QUOTATION

EASTERN CAPE RURAL DEVELOPMENT AGENCY

Electrical works Borehole - MBIZANA RED HUB

Item Description Unit Rate Amount

Quantity

Electrical works

Supply and install 20mm Conduits, all works executed

1 No 100 R -

complete (including fttings and all accessories)

Supply and install 20mm Couplings, all works executed

2 No 50 R -

complete (including fttings and all accessories)

Supply and install 4mm Surfix cable, all works executed

3 No. 500 R -

complete (including fttings and all accessories)

Supply and install 0,55kw Borehole pump kit, all works

4 executed complete (including fttings and all No. 1 R -

accessories)

Supply and install Paddle float switch, all works

5 executed complete (including fttings and all No. 1 R -

accessories)

Supply and install 2.5mm Surfix cable, all works

6 executed complete (including fttings and all No. 10 R -

accessories)

Supply and install Weatherproof box for the float

7 switch wiring, all works executed complete (including No. 1 R -

fttings and all accessories)

Supply and install Weatherproof box for the well

8 electrical system connection, all works executed No. 1 R -

complete (including fttings and all accessories)

Supply and install Joint Kits, all works executed

9 No 1 R -

complete (including fttings and all accessories)

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Supply and install Insulation tapes R, B&G, all works

10 executed complete (including fttings and all No. 3 R -

accessories)

Trench digging 800mm,backfilling,cable and conduit

installation, float switch wiring correction and

11 m 400 R -

replacement, as well as the water pump wiring repairs

as the supply is damaged

Subtotal R -

Add Contingencies @ 5% R -

Total R -

Add VAT @ 15% R -

Total Amount Including VAT R -

SIGNED ON BEHALF OF THE BIDDER: .....................................................................

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ANNEXURE IV: PRICING SCHEDULE – FIRM PRICES: SBD 3.1

(PURCHASES)

NOTE: ONLY FIRM PRICES WILL BE ACCEPTED. NON-FIRM PRICES (INCLUDING PRICES

SUBJECT TO RATES OF EXCHANGE VARIATIONS) WILL NOT BE CONSIDERED

IN CASES WHERE DIFFERENT DELIVERY POINTS INFLUENCE THE PRICING, A

SEPARATE PRICING SCHEDULE MUST BE SUBMITTED FOR EACH DELIVERY

POINT

Name of

Bidder

Bid Number RFQ 35 – 2025 2026

11h00

Closing Time

Closing Date 20 February 2026

Offer to be Valid For 90 Days from The Closing Date Of The Bid

ITEM NO. QUANTITY DESCRIPTION BID PRICE IN RSA

CURRENCY

**(ALL APPLICABLE

TAXES INCLUDED)

APPOINTMENT OF A PROFESSIONAL

ELECTRICAL SERVICE PROVIDER TO

CONDUCT ELECTRICAL REPAIRS TO

AN EXISTING BOREHOLE SYSTEM AT

MBIZANA RED HUB

Required by ECRDA

At Mbizana RED HUb

Brand and Model

Country of Origin

Does the offer comply with the specification(s)? Yes No

If not to specification, indicate deviation(s)

Firm Prices (Are the prices quoted firm?) clearly indicate Yes No

with either a Yes or No

Period required for delivery?

*Delivery: Firm/not firm? Please clearly indicate with a Yes No

(tick) on the applicable box

Note: All delivery costs must be included in the bid price, for delivery at the prescribed

destination.

** “all applicable taxes” includes value- added tax, pay as you earn, income tax,

unemployment insurance fund contributions and skills development levies.

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ANNEXURE V: SBD 4: BIDDER’S DISCLOSURE

1. PURPOSE OF THE FORM

Any person (natural or juristic) may make an offer or offers in terms of this invitation to

bid. In line with the principles of transparency, accountability, impartiality, and ethics as

enshrined in the Constitution of the Republic of South Africa and further expressed in

various pieces of legislation, it is required for the bidder to make this declaration in

respect of the details required hereunder.

Where a person/s are listed in the Register for Tender Defaulters and / or the List of

Restricted Suppliers, that person will automatically be disqualified from the bid process.

2. Bidder’s declaration

2.1 Is the bidder, or any of its directors / trustees / shareholders / members / partners or any

person having a controlling interest1 in the enterprise,

employed by the state? YES/NO

2.1.1 If so, furnish particulars of the names, individual identity numbers, and, if applicable,

state employee numbers of sole proprietor/ directors / trustees / shareholders /

members/ partners or any person having a controlling interest in the enterprise, in table

below.

Full Name Identity Number Name of State

institution

1 the power, by one person or a group of persons holding the majority of the

equity of an enterprise, alternatively, the person/s having the deciding

vote or power to influence or to direct the course and decisions of the

enterprise.

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2.2 Do you, or any person connected with the bidder, have a relationship with any person

who is employed by the procuring institution? YES/NO

2.2.1 If so, furnish particulars:

................................................................................................

................................................................................................

2.3 Does the bidder or any of its directors / trustees / shareholders / members / partners or

any person having a controlling interest in the enterprise have any interest in any other

related enterprise whether or not they are bidding for this contract? YES/NO

2.3.1 If so, furnish particulars:

........................................................................................

........................................................................................

No specific requirements found