Panel appointment: 5-Year ad hoc building repairs & maintenance for arc farms/sites

Closing date: 06 July 2026 at 11:00. Proposals remain valid for 180 days from submission date.

Supply Chain Management Office: Mr Bheki Khoza / Mr Sibusiso Mazibuko. Landline: +27 13 753 7157 / +27 13 753 7000 / +27 13 753 7046. Email: [email protected] / [email protected]. Technical enquiries: Mr. Andries Nkuna, Tel: +27 13 753 7000, Email: [email protected]. All enquiries must be submitted in writing to Supply Chain Management.

Submit two (2) complete documents via e-Tenders by 11:00 on 06 July 2026: one technical proposal and one financial proposal. Both must be sealed and labeled with "ARC/20/08/2025/1" and your company name. Late, emailed, faxed, or tender box submissions are not accepted. Failure to submit both documents will disqualify your bid. Ensure all required SBD forms are completed and signed.

Completed and sealed tender submissions reflecting “ARC/20/08/2025/1 and the name

of the tenderer” must be submitted through e-submission on e-Tenders; by no later

than 11:00 (eleven o’clock) on 06 July 2026.

considered. No submissions sent by email or facsimile will be accepted. No tenders

should be deposited into the tender box situated at the ARC offices. Tenders

deposited in the tender box will not be considered or accepted.

Tenderers are requested to submit two (2) complete documents through e-Submission on

e-Tenders, failure to do so will result in the disqualification of your bid (one original

proposal/technical proposal and one for financial proposal).

Evaluation follows the 80/20 principle under the PPPFA. Price scores 80 points (lowest acceptable price scores highest). Specific Goals score 20 points allocated as: HDI ownership (51%+) = 6 points, Women ownership (51%+) = 4 points, Youth ownership (51%+) = 4 points, Persons with Disabilities ownership (51%+) = 2 points, B-BBEE Level 1-4 = 2 points, RDP goals = 2 points. Functionality is not applicable. Only bids compliant with all compulsory requirements proceed to price and preference points evaluation.

Scope: Day-to-day general building repairs and maintenance on an ad hoc basis at various ARC farms/sites for a 5-year period. Services include: roof coverings (asbestos, metal, tiles, fibre cement), ceilings, gutters, excavation, waterproofing, timber work, vibracrete walls, brickwork, concrete work, and floor coverings. You must confirm ability to render each listed service with a "YES" in the document; failure to do so disqualifies the bid. Quantities are illustrative; no claims for rate adjustments due to quantity changes are allowed. Work must comply with SABS standards, OHS Act (including asbestos regulations), National Building Regulations, and municipal by-laws.

Bidders must propose a comprehensive methodology for buildings and related structural repairs and maintenance. Include: a breakdown of the complete specification with associated costs; completed and signed SBD forms. Methodology should align with the scope of work and demonstrate capability to handle ad hoc requests across multiple ARC sites.

Bidders must provide: one referral letter from a company for which similar services were rendered; a minimum of 3 contactable completion letters/certificates (on company letterhead) for general building/infrastructure repairs and maintenance in the past 36 months. Each certificate must include: company name, contact person, telephone number, type of work, period, and project value. Appointment letters and purchase orders are not accepted.

Submit a detailed pricing schedule (SBD 3.3) with: ceiling price for total estimated time (including all phases and expenses); hourly/daily rates for personnel; travel expenses (R4.76/km, actual costs only); call-out costs (normal and after-hours); other expenses (e.g., accommodation). All prices must be in ZAR, inclusive of VAT and all applicable taxes. Provide a breakdown of costs per phase and man-days. Indicate if rates are firm for the contract period or if adjustments (e.g., CPI-based) apply.

Pricing must be in ZAR, inclusive of VAT (15%) and all applicable taxes. Submit a detailed breakdown per the pricing schedule (SBD 3.3). Include: ceiling price for total estimated time, hourly/daily rates for personnel, travel expenses (R4.76/km), call-out costs (normal/after-hours), and other expenses. Prices must be firm for the 5-year contract period, including escalations. Maximum profit mark-up is 10%. Payment is upon submission of invoices for satisfactory work. Outsourced services require a detailed cost breakdown. No price changes allowed after submission.

Mandatory: CIDB registration (GB1 or higher), valid Tax Clearance Certificate (original), valid SARS Tax PIN, CSD report (not older than 3 months), completed and signed SBD forms, certified company registration documents, and a minimum of 3 contactable completion letters/certificates for similar work in the past 36 months. B-BBEE certificate (Level 1-4) required for preference points. Joint Ventures/Consortia must submit a combined B-BBEE certificate. Failure to comply with any compulsory requirement results in disqualification.

BBBEE status level points (Level 1-4) score 2 points under Specific Goals. Submit a certified copy of a BBBEE certificate or original certificate from a SANAS accredited agency/IRBA registered auditor, or a BBBEE letter from an auditor/accountant. Joint Ventures/Consortia must submit a BBBEE document for that entity; otherwise no points are awarded.

Compliance with Occupational Health and Safety Act (including asbestos regulations) is mandatory. Requirements: Conduct risk assessments before work; submit a complete safety file (SF) per ARC checklist before commencement; ensure on-site supervision by a competent person; use SABS-compliant materials; remove and dispose of waste (including asbestos) per environmental regulations; leave workspace clean; implement measures to prevent damage/loss to ARC property/employees. For asbestos work: Registration with the Department of Labour as an asbestos contractor is required.

Contract duration: 5 years (60 months). No alterations unless agreed in writing. Submissions remain open for acceptance for 180 days. Prices are firm for the contract duration and inclusive of VAT. Payment is upon invoice submission for satisfactory work. ARC retains rights to: negotiate partial execution, enter non-exclusive agreements, require written permission for personnel replacements, and inspect premises. Service providers accept professional liability, including for sub-contracted work. ARC is not liable for bid preparation costs or injuries/damages to the service provider's property/employees.

Successful service providers must: conduct a risk assessment and submit it to ARC before starting work; remove and dispose of waste per environmental regulations; provide a guarantee/warranty with a confirmatory letter (failure disqualifies); allow ARC to inspect premises unannounced; comply with OHS Act, National Building Regulations, and SABS standards; sign a 5-year performance-based contract; submit a complete safety file (SF) per ARC checklist before work begins; disclose sub-contracting details in the proposal; ensure on-site supervision by a competent person; use SABS-compliant materials (ARC may inspect and reject non-compliant materials); leave the workspace clean; prevent damage/loss to ARC property/employees.

Mandatory requirements: CIDB GB1 and above, Letter of Good Standing (COIDA), valid Tax PIN from SARS, CSD report (not older than 3 months), complete and signed SBD forms, certified company registration documents, and a minimum of 3 contactable completion letters/certificates for similar work in the past 36 months. Failure to comply results in disqualification.

Evaluation is based on compliance with compulsory requirements, then the PPPFA 80/20 principle. Price scores 80 points (lowest acceptable price = highest score). Specific Goals (20 points): HDI ownership (51%+) = 6, Women ownership (51%+) = 4, Youth ownership (51%+) = 4, Persons with Disabilities ownership (51%+) = 2, B-BBEE Level 1-4 = 2, RDP goals = 2. Functionality is not applicable.