Accommodation services for necsa learners (as-and-when-needed basis) - south africa

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Returnable Documents:

• The document states that returnable documents are required, but does not specify what they are.

• Bid for appointment of a panel of suppliers (Estate Agent/Property Management/accommodation providers) to provide accommodation services for Necsa learners placed at skills development centres/colleges nationwide.
• Services required on an as-and-when-needed basis for 3 years.
• Objective: secure accommodation supporting independent living, study, and wellbeing, meeting statutory, fire, health, safety, and municipal requirements.
• Panel formation: bidders meeting requirements placed on panel; Necsa will issue RFQs to panel members as needed, awarding to highest scorer.
• Preference given to accommodation located close to the institution where students study.

• Closing date: 19 August 2026.
• Closing time: 11:00.
• Compulsory site meeting: Not applicable.
• Bid validity period: 120 working days from closing date.

• Enquiries: Mr Fhatuwani Mukwevho.
• Email: [email protected].
• Tel: +27 (0) 12 305 5531.
• Submission address: Necsa Gate 3, R104 Elias Motsoaledi Street (Church Street West Ext), Pelindaba, Brits Magisterial District, Madibeng Municipality, North West, 0240.

• Submit two sealed envelopes: Envelope One (Technical Proposal) and Envelope Two (Pricing Proposal).
• Envelope One must contain: two hard copies (one original, one copy) and one electronic copy (disk or memory stick). No pricing information allowed.
• Envelope Two must contain: one hard copy, one electronic copy, and all compulsory returnable documents.
• Physical submission: deposit in the bid box at Necsa Gate 3, R104 Elias Motsoaledi Street, Pelindaba, Brits, North West, 0240.
• Closing date and time: 19 August 2026 at 11:00. Late submissions will not be considered.
• Bid response size limit: 400mm x 100mm x 150mm.
• Ensure all documents are properly labelled, signed in black ink, and each page initialled by the authorised signatory.
• Include a cover letter on company letterhead referencing the bid.
• Returnable documents checklist must be completed; missing documents may invalidate the bid.

• Pre-qualification: Must meet all mandatory requirements (e.g., COIDA, returnable documents, minimum experience).
• Technical/Functional evaluation: 100 points based on bidder's number of years' experience in accommodation industry (list of entities/individuals served). Scoring: >15 references = 100 points; 12-15 = 80 points; <12 = 0 points.
• Minimum qualifying score: 80 out of 100. Bidders scoring below 80 are non-responsive and disqualified.
• Price and preference: 80/20 preference point system (PPPFA). Price points calculated using formula; preference points up to 20 based on B-BBEE ownership.
• Contract awarded to highest total points, subject to market-related price negotiation.

• Scope: Provide secure, safe, fully equipped student accommodation for Necsa learners placed at skills development centres/colleges nationwide on an as-and-when-needed basis for 3 years.
• Accommodation deliverables per unit/room: single or sharing rooms; furnishings (bed, cupboard, chair, study table); sanitation and laundry facilities; self-catering kitchen with stove and refrigerator; recreation facility; building fixtures for safe occupation.
• Security and access: 24/7 access control, physical security, burglar proofing, Wi-Fi connectivity.
• Utilities and resilience: power backup (generator/UPS); water backup (JoJo tanks minimum 5000L or borehole) installed within one month at no cost to Necsa.
• Technical and safety: building in good structural condition; fire protection (smoke detectors, extinguishers, emergency exits, assembly point); compliance with health and safety legislation; adequate lighting, ventilation, sanitation.
• Capacity: bidders must state maximum number of learners they can accommodate; preference given to higher capacity.
• Maximum tariff: R5,500 per student per month inclusive of VAT.

• Maximum accommodation tariff: R5,500 (inclusive of VAT) per student per month.
• Budget per student: R5,500 including VAT.
• Pricing proposal submitted separately in Envelope Two.
• Bidder to provide solvency statement signed by qualified authority confirming sound financial position and ability to mobilise resources.

• Tax clearance certificate and PIN required.
• Valid B-BBEE certificate or sworn affidavit required.
• Proof of valid registration with Compensation for Occupational Injuries and Diseases Act (COIDA) or letter from Compensation Fund.
• Company registration documents showing ownership percentages.
• Consortium/Joint Venture agreement if applicable.
• Compliance with Necsa policies: Safety, Health and Environmental Requirements; Alcohol and Drug Control Policy; Confidentiality Agreement; Terms and Conditions of Contract.
• Standard Bid Documents (SBD 1, 3.1, 4, 6.1, 7.1, 8) must be completed and signed.
• Past performance: service providers previously terminated by Necsa for poor performance are disqualified.

• The contract covers the supply of goods, works, or rendering of services.

• No specific contact names, emails, or phone numbers are provided in the document.
• Notices under the contract must be in writing and sent to the addresses chosen in the SLA.
• Physical delivery is deemed received upon delivery; registered post after 7 days; fax on the day sent; email on the day transmitted.
• Parties may change their domicilium address within South Africa on 14 days' notice.

• The bid is for the appointment of an estate agent company, property management company, accommodation provider, or service provider to supply accommodation services for NECSA learners placed at skills development centres, colleges, on-the-job training companies, or NECSA itself, on an as-and-when-needed basis across South Africa.
• Submission must be made before the closing date and time: 19 August 2026 at 11:00 (as per the tender record).
• The contract is governed by NECSA's Terms and Conditions of Contract (Rev 3, June 2017).
• A Service Level Agreement (SLA) will apply to specific services; where the SLA conflicts with the standard terms, the SLA prevails.
• Bidders must ensure all required forms and annexures (e.g., Proposal as Annexure A, Project Plan as Annexure B, Pricing Schedule as Annexure E) are completed and submitted.
• Bidders must have their tax matters in order; a valid original SARS tax clearance certificate is required before award.
• Bidders must not have any conflict with NECSA's terms and conditions.
• Ensure all submissions are in English, as the governing language is English.
• Bidders should be prepared to sign confidentiality agreements, especially regarding the Nuclear Energy Act, 1999.
• Bidders must be able to comply with the requirement to give preference to Black Empowerment Companies when subcontracting.

• The bid is open to estate agent companies, property management companies, accommodation providers, and service providers.
• Bidders must have tax matters in order and provide a valid original SARS tax clearance certificate.
• NECSA evaluates deliverables within a 7-day Evaluation Period after submission.
• If deliverables do not conform to requirements, the bidder must correct them promptly at its own expense.
• Acceptance is deemed if NECSA does not notify the bidder of non-conformity by the end of the evaluation period.
• Bidders should note that the evaluation may consider the proposed Project Plan and Schedule of Deliverables (Annexure B) and the Proposal (Annexure A).
• No specific scoring weights or preference points are stated in the available document.

• The scope is the provision of accommodation services for NECSA learners placed at skills development centres, colleges, on-the-job training companies, or NECSA itself, on an as-and-when-needed basis across South Africa.
• A Project Plan and Schedule of Deliverables (Annexure B) must show how and when services will be achieved, including activities, deliverables, and milestones.
• A Proposal (Annexure A) must detail the bidder's proposed course of action, solutions, and resources required.
• Services must be completed according to the Project Plan.
• Variations to the plan may be agreed in writing if unforeseen circumstances arise.
• Deliverables are evaluated within a 7-day Evaluation Period; non-conformities must be corrected promptly.
• NECSA may provide assistance to verify and correct non-conformities.
• Acceptance is deemed if no notification is given by the end of the evaluation period.

• A Project Plan and Schedule of Deliverables (Annexure B) must show how and when services will be achieved.
• A Proposal (Annexure A) must detail the service provider's plan and resources.
• Services must be completed according to the Project Plan.
• Variations to the plan may be agreed in writing for unforeseen circumstances.

• Deliverables are evaluated within a 7-day Evaluation Period.
• Non-conformities must be corrected promptly by the service provider.
• NECSA provides assistance to verify and correct non-conformities.
• Acceptance is deemed if no notification is given by the end of the evaluation period.

• Fees are set out in the Pricing Schedule (Annexure E).

• Fees are as per the Pricing Schedule (Annexure E).
• Payment is made only after services are fully performed and deliverables accepted.
• Submit monthly statements by the last day of the month with an original invoice and associated documents.
• Payments are made within 30 days after the statement date via electronic transfer to the bidder's nominated bank account.
• Travel and accommodation expenses not included in fees may be reimbursed if NECSA agrees, subject to invoicing.
• NECSA may retain a 10% retention fee of the contract value, payable within 3 months after receipt of all goods/services and issuance of a certificate of acceptance.
• For labour costs on a recovery basis, submit monthly statements for payment within 30 days.
• Bidders must be prepared for potential penalties for delays, as per the Penalty Formula (Annexure D).

• Must have a valid original SARS tax clearance certificate; no contract will be concluded with bidders whose tax matters are not in order.
• Foreign service providers are responsible for all taxes, duties, and levies imposed outside South Africa; local providers are responsible for taxes until delivery.
• Subcontracting must give preference to Black Empowerment Companies.
• Assignment or subcontracting requires prior written consent from NECSA.
• Bidders must maintain sufficient insurance cover for their liabilities; goods must be fully insured.
• Bidders must comply with strict confidentiality requirements, including ensuring employees sign confidentiality agreements and are aware of the Nuclear Energy Act, 1999.
• Bidders must indemnify NECSA against losses, third-party claims, and breaches.
• Bidders must not solicit NECSA personnel for employment for 6 months post-contract.
• The contract is governed by South African law and written in English.

• These terms apply to all NECSA bids, contracts, and orders.
• Service Level Agreements (SLAs) may supplement these terms; in case of conflict, the SLA prevails.
• No agency relationship is created.
• Assignment or subcontracting requires prior written consent.
• Subcontracting should favour Black Empowerment Companies.
• Service provider indemnifies NECSA against losses, third-party claims, and breaches.
• Liability excludes indirect or consequential losses except for criminal negligence or wilful misconduct.
• Goods must be fully insured.
• Fees are paid after performance and acceptance of deliverables.
• Monthly statements and invoices must be submitted for payment within 30 days.
• Retention fees may apply.
• Deliverables are evaluated within 7 days; corrections trigger a 7-day verification period.
• Contract variations require written amendments.
• Penalties for delays are specified in Annexure D.
• Force majeure events excuse performance.
• Confidentiality is strict, including compliance with the Nuclear Energy Act.
• Intellectual property remains with the originating party.
• Disputes are resolved first by project managers, then executives, before legal action.
• Breaches allow 7 days to remedy before termination or damages.
• Insolvency allows immediate termination.
• Notices must be in writing via specified methods.
• Non-solicitation of personnel applies for 6 months post-contract.
• No relaxation of terms constitutes a waiver.
• Invalid provisions are severable.
• Warranties cover goods for 12-18 months.
• South African law and English language govern.
• Tax clearance is mandatory for award.

• Service Level Agreements (SLAs) are special conditions that amplify or amend the standard terms.
• SLAs may be provided for specific services.
• In conflicts, the SLA prevails over the standard terms.

• Tax matters must be in order; a valid original SARS tax clearance certificate is required before contract award.

• NECSA evaluates deliverables within a 7-day Evaluation Period.
• Non-conformities must be corrected promptly by the service provider.
• Acceptance is deemed if no notification is given by the end of the evaluation period.

• The bid is for the appointment of service providers to supply accommodation services for Necsa learners placed at various training institutions across South Africa, on an as-and-when-needed basis.
• Failure to provide or comply with any required particulars may render the bid invalid.

• Closing date: 19 August 2026.
• Closing time: 11:00 AM.

• Bidding procedure enquiries: Mr Fhatuwani Mukwevho.
• Telephone: 012 305 5531.
• Email: [email protected].
• Submission address: Bid box at Necsa gate 3, Elias Motsoaledi street extension, Madibeng.

• Submit bids by the stipulated closing time (11:00 AM on 19 August 2026); late bids will not be accepted for consideration.
• Deposit bid documents in the bid box at Necsa gate 3, Elias Motsoaledi street extension, Madibeng.
• Use the official forms provided – do not retype them.
• Ensure all required particulars and documentation are provided; failure to comply may render the bid invalid.
• The successful bidder will be required to fill in and sign a written contract form (SBD7).
• Bids must be delivered physically to the correct address by the stipulated time.

• Bidders must not be listed in the Register for Tender Defaulters or the List of Restricted Suppliers – automatic disqualification.
• Bidders must have a valid tax compliance status (TCS PIN or CSD number).
• Bidders must disclose any employment by the state or relationships with state employees; bids from persons in service of the state will not be considered.
• B-BBEE preference points will be awarded based on specific goals as claimed in the SBD 6.1 form; failure to submit proof means no preference points claimed.
• The applicable preference point system is either 80/20 or 90/10; the lowest acceptable tender will determine the system.
• Price points: 80 (80/20 system) or 90 (90/10 system); Specific Goals points: 20 or 10 respectively.
• Specific goals for this tender (as per table): 20 points for 100% black ownership, 15 points for >51% but <100% black ownership, 10 points for >40% but ≤51% black ownership, 5 points for >0% but ≤40% black ownership, 0 points for 0% black ownership.
• Foreign suppliers must complete the questionnaire regarding tax residency and establishment in South Africa.

• The bid is for the appointment of an Estate Agent company, Property Management Company, accommodation providers, or service providers for the provision of accommodation services for Necsa learners placed at Skills Development Centres, Colleges, on-the-job training companies, or Necsa itself, across South Africa.
• Services are required on an as-and-when-needed basis.
• The scope covers accommodation services only; no further technical specifications are provided in the document.

• The offer must remain valid for 120 days from the closing date of the bid.
• Payment will be made within 30 days after receipt of an invoice accompanied by a delivery note.
• Pricing must be submitted on the official pricing schedule (SBD 3.1) with all applicable taxes included.
• No bid bonds, guarantees, or financial capacity requirements are stated in the document.

• Submit a valid Tax Compliance Status PIN from SARS, or a CSD number if registered on the Central Supplier Database.
• Submit a B-BBEE Status Level Verification Certificate or Sworn Affidavit (for EMEs & QSEs) to qualify for preference points.
• Complete and submit the SBD 6.1 Preference Points Claim Form.
• Complete the Bidder's Disclosure (SBD 4) declaring any state employment, relationships with state employees, or interests in other enterprises.
• Bidders listed in the Register for Tender Defaulters or List of Restricted Suppliers will be disqualified.
• Foreign suppliers must complete the questionnaire on tax residency and establishment in South Africa.
• Each party in a consortium/joint venture/sub-contractor arrangement must submit separate TCS certificates/PINs/CSD numbers.
• Bids from persons in service of the state, or companies/close corporations with directors/members in service of the state, will not be considered.