HVAC service, repair, replacement and maintenance for nnr cape town office (3‑year contract)

3.1 The successful service provider will be expected to provide service, repairs, maintenance

and replacement (when necessary) the following:

Item Description QTY

3.1.1 Service, Repairs and Maintenance of HVAC System:

 Midea cassette indoor units. 17

 Midea hide away indoor units 5

 Midea high wall units (DX Units) 4

 VFR Midea condenser 3

 Fresh air Fan 1

 Midea rooftop unit 1

3.2 Replacement and repairs will be done as and when required and will be requested from

the service provider by means of a quotation. Approval from the NNR will be by means of

a purchase order as per submitted quotation.

3.3 The successful service provider will enter a 36 months contract with NNR.

3.4 The service providers must include the cost of scaffolding or lifting machine for the

reception and Auditorium HVAC system.

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NNRCSSRFQ-02-2026: APPOINTMENT OF A SERVICE PROVIDER TO PROVIDE SERVICE, REPAIR,

REPLACEMENT AND MAINTENANCE OF HVAC SYSTEM AT THE NNR CAPE TOWN OFFICE FOR A PERIOD

OF THREE (3) YEARS.

SECTION 5: PRICE PROPOSAL

PRICING SCHEDULE (Professional Services- FIRM PRICES)

NAME OF BIDDER:

CLOSING TIME :11H00 CLOSING DATE:17 February 2026

DESCRIPTION: APPOINTMENT OF A SERVICE PROVIDER TO PROVIDE SERVICE,

REPAIR, REPLACEMENT AND MAINTENANCE OF HVAC SYSTEM AT THE NNR CAPE

TOWN OFFICE FOR A PERIOD OF THREE (3) YEARS.

TOTAL COST DESCRIPTION QUANTITY UNIT PRICE

Quarterly Maintenance and Service

Midea cassette indoor units 17 R

5 Midea hide away indoor units R

4 Midea high wall units (DX Units) R

3 VFR Midea condenser R

1 Fresh air Fan R

1 Midea rooftop unit R

Scaffolding/ lifting

R

R

Any other(specify) R

SUB-TOTAL R

VAT R

TOTAL COST (INCL. VAT) R

CONDITIONS AND REQUIREMENTS APPLICABLE TO THE PRICING PROPOSAL

1. Bidders are requested to submit a separate Price schedule (use the table above as a guide).

The Pricing schedule must reflect on all the services, activities required, listing all the items as

per the scope of work . Failure to submit a pricing schedule will lead to disqualification. (different

price options with different or amended scope of work will not be considered, only one

price proposal must be submitted as per the bid requirements)

2. It is mandatory to indicate your total price on the price declaration form below. This price must

be the same as the total price submitted on the bidders pricing schedule. Should the total price

differ (i.e. have discrepancies), the price indicated on the price declaration form below shall be

considered and used for evaluation. Omission and /or errors will not be considered.

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NNRCSSRFQ-02-2026: APPOINTMENT OF A SERVICE PROVIDER TO PROVIDE SERVICE, REPAIR,

REPLACEMENT AND MAINTENANCE OF HVAC SYSTEM AT THE NNR CAPE TOWN OFFICE FOR A PERIOD

OF THREE (3) YEARS.

3. Fees must be quoted in South African Rands and must be vat inclusive (Value Added Tax at

15%), inclusive of any escalation or any potential future alteration required. Prices are to remain

fixed and valid for the period of the project.

4. Bidders must ensure that all rates/amounts include all costs, disbursements, and

escalations deemed necessary. No additional costs will be allowed.

5. Only fixed prices will be accepted. Non-fixed (including prices subject to rates of exchange

variations) will not be considered. Failure to provide fixed prices may result in disqualification.

6. The bidder is responsible for any costs associated with the preparation of this bid.

PRICE DECLARATION FORM

1. Having read through and examined the Request for Bid (RFB Document, General

Conditions, The requirement and all other Annexures to the RFB Document, we offer to

provide services to NNR at the total bid amount of:

R......................................................................................................... (Including VAT)

In words..........................................................................................................(Including VAT)

2. We confirm that this price covers all costs associated with the scope of work as required for

the project. We confirm that NNR will incur no additional costs whatsoever over and above

this amount in connection with the provision of this service.

3. We undertake to hold this offer open for acceptance for a period of 90 days from the date of

submission of offers. We further undertake that upon final acceptance of our offer, we will

commence with the provision of services when required to do so by the NNR.

4. We understand that you are not bound to accept the lowest or any offer and that we must

bear all costs which we have incurred in connection with preparing and submitting this bid.

5. We hereby undertake for the period during which this bid remains open for acceptance not

to divulge to any persons, other than the persons to which the bid is submitted, any

information relating to the submission of this bid or the details therein except where such is

necessary for the submission of this bid

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

Signature Date

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NNRCSSRFQ-02-2026: APPOINTMENT OF A SERVICE PROVIDER TO PROVIDE SERVICE, REPAIR,

REPLACEMENT AND MAINTENANCE OF HVAC SYSTEM AT THE NNR CAPE TOWN OFFICE FOR A PERIOD

OF THREE (3) YEARS.

SECTION 6: EVALUATION AND SELECTION PROCESS

1. EVALUATION PROCESS

1.1 The Bid will be evaluated in four phases as follows:

1.1.1 Phase 1: Administrative Compliance

Administrative criteria will be applied in the initial stage of the evaluation. Bidders who do

not meet all the administrative compliance criteria may not be considered for Phase 2 of

the evaluation.

1.1.2 Phase 2: Specific Goals and Price

In terms of Regulation 4(2); 5(2); 6(2) and 7(2) of the Preferential Procurement

Regulations, preference points must be awarded for specific goals stated in the tender.

For the purposes of this tender the tenderer will be allocated points based on the specific

goals prescribed and must be supported by proof/ documentation stated in the conditions

of this tender.

The Bidders will be scored based on price and specific goals allocation in accordance with

the applicable legislation.

The successful bidder will typically be the Bidder that scores the highest number of points

on price and specific goals unless the NNR exercises its right to cancel the tender or finds

that there are valid businesses or transformative reasons that justify the award to a

company that did not obtain the highest score.

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NNRCSSRFQ-02-2026: APPOINTMENT OF A SERVICE PROVIDER TO PROVIDE SERVICE, REPAIR,

REPLACEMENT AND MAINTENANCE OF HVAC SYSTEM AT THE NNR CAPE TOWN OFFICE FOR A PERIOD

OF THREE (3) YEARS.

PHASE 1: Administrative Compliance

The following administrative compliance will be applied in the initial stage of the evaluation.

Bidders who do not meet the administrative compliance may not be considered for price

and specific goals.

Bidders are required to complete the table below by indicating whether they comply with the

requirement by marking the appropriate column with an ‘X’ on the table below. Bidders are

required to corroborate each requirement, where applicable.

Requirements Non- Compliant Comment or reference to

Compliant section in the bid

Document

1. Tenders must be tax

compliant with the SARS.

Submit unique personal

identification number

(PIN) issued by SARS to

enable the NNR to view

the taxpayer’s profile and

tax status.

2. Central Supplier

Database (CSD) submit

proof of registration.

3. Bidder has submitted all

returnable documentation

to the NNR (Annexures

and SBD forms)

(SBD 4, SBD 6.1, pricing

proposal)

4. General Conditions of

Contract – signed

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of 31

NNRCSSRFQ-02-2026: APPOINTMENT OF A SERVICE PROVIDER TO PROVIDE SERVICE, REPAIR,

REPLACEMENT AND MAINTENANCE OF HVAC SYSTEM AT THE NNR CAPE TOWN OFFICE FOR A PERIOD

OF THREE (3) YEARS.

PHASE 2: Price and Specific Goals

In terms of Regulation of the preferential Procurement Regulations pertaining to the

Preferential Procurement Framework Act,2000(Act ) responsive bids will be

evaluated on the 80/20-point system in terms of which points are awarded to bidders based

on:

 Price points 80

 Specific goals 20

Price points

The following formula will be used to calculate the points for price:

 Pt  P min  Ps  801  

 P min 

Where

Ps = Points scored for price of bid under consideration

Pt = Price of bid under consideration

P-min = Price of lowest acceptable bid

Specific goals

A maximum of 20 points may be awarded in respect of specific goals, which points must

be awarded to a bidder for attaining the specific goals in accordance with the table

below:

Number of points Number of points

allocated claimed (80/20

Specific goals allocated points in

(80/20 system) system)

terms this tender

(To be completed by (To be completed by

the organ of state) the tenderer)

50% or more: Owned by black people 10

30% or more: Owned by black women 5

20% or more: Owned by white women 3

10% or more: Owned by people with

disabilities

The following documentary proof must be submitted to claim for specific goals:

a. Black ownership: Certified identity document, BBBEE certificate or sworn affidavit.

b. Black women ownership: Certified identity document, BBBEE certificate or sworn

affidavit.

c. Disability ownership: Certified identity document, BBBEE certificate or sworn affidavit.

d. White women ownership: Certified identity document, BBBEE certificate or sworn

affidavit.

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NNRCSSRFQ-02-2026: APPOINTMENT OF A SERVICE PROVIDER TO PROVIDE SERVICE, REPAIR,

REPLACEMENT AND MAINTENANCE OF HVAC SYSTEM AT THE NNR CAPE TOWN OFFICE FOR A PERIOD

OF THREE (3) YEARS.

ANNEXURE 1

BIDDER’S DISCLOSURE SBD 4

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

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:....................................................................................

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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NNRCSSRFQ-02-2026: APPOINTMENT OF A SERVICE PROVIDER TO PROVIDE SERVICE, REPAIR,

REPLACEMENT AND MAINTENANCE OF HVAC SYSTEM AT THE NNR CAPE TOWN OFFICE FOR A PERIOD

OF THREE (3) YEARS.

No specific requirements found