Request for quotation: boiler operations and repairs services at kirkwood prison (5-Month contract)

• SCM enquiries: Bokkie Robers. Email: [email protected]. Telephone: 041 408 2020 (office hours). Cell: 041 408 2020.
• Technical/Project enquiries: Portia U Mvana. Email: [email protected]. Telephone: 041 408 2181 (office hours). Cell: 082 327 4062.
• Bid document collection: Free download from e-Tender portal: www.etenders.gov.za. Alternatively, collect during working hours at: NDPWI, Eben Donges Building, Corner Robert and Hancock Street, Gqeberha, 6056. No fee payable.
• Submission address (Bid Box): Department of Public Works & Infrastructure, Eben Donges Building, Corner Robert & Hancock Street, Gqeberha, 6001. Attention: Acquisition Section (SCM), 2nd Floor.

• Submit your bid by the closing date and time: Tuesday, 09 June 2026 at 11:00. Late submissions will not be accepted.
• Delivery method: Deposit in the Bid Box at Department of Public Works & Infrastructure, Eben Donges Building, Corner Robert & Hancock Street, Gqeberha, 6001. Attention: Acquisition Section (SCM), 2nd Floor. Alternatively, post to: The Director-General, Department of Public Works and Infrastructure, Private Bag X 3193, Gqeberha, 6001.
• Format: Complete all forms in non-erasable ink on the official documents (do not re-type). Use of correction fluid is prohibited.
• Required forms: Fully price the Bill of Quantities (Pricing Schedule). Unpriced items will disqualify your bid. Indicate your percentage mark-up on provisional amounts; failure to do so will lead to elimination.
• Returnables: Submit PA-11 (Bidder’s Disclosure), PA-15.1/15.2/15.3 (Resolution of Board), PA-40 (Declaration of Designated Groups), DPW-09 (Particulars of Tenderer’s Projects), and DPW-21 (Record of Addenda).
• Compliance: Register on the National Treasury’s Central Supplier Database (CSD) and include your CSD number on the form of offer. Submit a valid, non-expired Letter of Good Standing for COIDA from the Department of Labour.
• Disqualification risks: Telegraphic, telephonic, telex, facsimile, or electronic submissions are not accepted. Previously certified documents are invalid. Non-compliance with addenda or Special Conditions of Bid (SCB-01) may disqualify your bid.
• No compulsory briefing, clarification, or site inspection meeting is required for this tender.

• Evaluation method: 80/20 Preference Points System (80 points for price, 20 points for preference goals).
• Responsiveness criteria: Bids must meet substantive requirements to qualify. Failure to comply with any of the following will result in disqualification:

• Submission of a properly completed bid on time, in the required format.
• Full pricing of the Bill of Quantities (BOQ) or Pricing Schedule.
• Indication of percentage mark-up on provisional amounts.
• Compliance with Special Conditions of Bid (SCB-01).
• Registration on the National Treasury’s Central Supplier Database (CSD).
• Submission of a valid Letter of Good Standing for COIDA.
• No use of correction fluid or improperly signed/unsigned documents.
• Submission of only one bid per entity (or consortium/JV).
• No evidence of collusion or communication with competitors or officials.

• Functionality: This bid will NOT be evaluated on functionality.
• CIDB grading: Minimum required is 3 ME/3 ME or higher. Bidders must be registered with CIDB or capable of registration within 21 working days from the closing date. Proof of application for CIDB registration/upgrade must be submitted if non-compliant at the time of bidding.
• Key staff: Minimum of 6 personnel required:

• 1 Mechanical Fitter or Millwright (trade test certificate required).
• 2 Boiler Operator Technicians (trade test certificates required).
• 2 Boiler Operator Assistants (no qualification required).
• 1 Electrician with a valid wireman’s license card.

Proof of qualifications (trade test certificates, wireman’s license) and CVs must be submitted for all key staff.

• Preference points (20 points total): Allocated for specific goals under Preferential Procurement Regulations 2022. Submit PA-16 (Preference Points Claim Form) and supporting documentation to claim points. Goals include:

• 10 points: EME/QSE or entity at least 51% black-owned (SANAS B-BBEE Certificate or sworn affidavit).
• 2 points: Located in Eastern Cape Province (proof: municipal rates statement, account statement, PTO, or lease agreement in bidder’s name).
• 4 points: EME/QSE or entity at least 51% black women-owned (SANAS B-BBEE Certificate or sworn affidavit).
• 2 points: EME/QSE or entity at least 51% owned by black people with disability (SANAS B-BBEE Certificate or sworn affidavit + medical certificate/SASSA/NCPPDSA registration).
• 2 points: EME/QSE or entity at least 51% black youth-owned (SANAS B-BBEE Certificate or sworn affidavit + ID copy).

• Objective criteria: The Department may award multiple bids for similar services (GQET-26/27-034 to 037) to promote competition and avoid monopolies. If a bidder is positioned to win more than one bid, they may be asked to select their preferred bid. The Department reserves the right to negotiate with the next highest bidder if necessary.

• Scope: Boiler operations and repairs at Kirkwood Prison for a period of five (5) months.
• Contract type: Rates-based contract. Estimated quantities are provided for evaluation purposes only and are not guaranteed. Actual volumes may vary based on the Department’s needs.
• Key staff requirements: Minimum of 6 personnel:

• 1 Mechanical Fitter or Millwright (must have completed trade test; submit valid trade test certificate).
• 2 Boiler Operator Technicians (must have completed trade test; submit valid trade test certificates).
• 2 Boiler Operator Assistants (no specific qualification required).
• 1 Electrician with a valid wireman’s license card (submit copy of license).

CVs and proof of qualifications for all key staff must be submitted with the bid.

• Pricing schedule components:

• Boiler operations: Two shifts per day (fixed monthly rate).
• Labour for breakdowns/call-outs: Variable, as needed (estimated 30 hours/month for Fitters/Millwright, Electrician, and Assistants; 300 km/month for travel).
• Material costs: Provisional amount of R64,800.00 per month. Bidders must indicate their percentage mark-up on this amount.

• Service delivery: Must comply with Special Conditions of Bid (SCB-01) and Facilities Management Conditions of Contract (DPW).
• Note: The Department reserves the right to use none, part, all, or exceed the provisional amounts. Compensation for provisional amounts used will be actual cost incurred plus the bidder’s indicated mark-up. No rate adjustments will be allowed if actual quantities differ from estimates.

• Pricing: Submit financial offer using the provided Pricing Schedule/Bill of Quantities. Fully price all items; unpriced items will disqualify your bid.
• VAT: Include VAT in your bid prices if your final bid price before VAT exceeds R1 million.
• Mark-up: Indicate your percentage mark-up on the provisional amount for materials (R64,800.00/month). Failure to do so will lead to elimination.
• Provisional amounts: Not guaranteed. The Department may use none, part, all, or exceed the provisional amount. Compensation will be actual cost incurred plus your indicated mark-up.
• Rates: No adjustments to tendered rates will be allowed if actual quantities differ from estimated quantities.
• Evaluation: Total bid price (including VAT) will be used for evaluation only. The contract value is not limited to this amount.
• Security: Not required for this quotation/bid.

• Mandatory registrations:

• National Treasury’s Central Supplier Database (CSD): Must be registered. Include your CSD supplier number on the form of offer.
• Construction Industry Development Board (CIDB): Minimum grading of 3 ME/3 ME or higher. Must be registered or capable of registration within 21 working days from the closing date. If non-compliant, submit proof of application for correction/upgrade/registration by the closing date.

• Tax compliance: Provide your Income Tax Reference Number.
• B-BBEE: Submit a SANAS-accredited B-BBEE Certificate or sworn affidavit (for EMEs). For trusts, consortia, or joint ventures, submit a consolidated B-BBEE Certificate.
• Preferential Procurement: Submit PA-16 (Preference Points Claim Form) to claim specific goal points. Also submit PA-40 (Declaration of Designated Groups).
• Labour compliance: Submit a valid Letter of Good Standing for COIDA issued by the Department of Labour. The letter must not be expired at the bid closing date.
• Entity documentation: Submit PA-11 (Bidder’s Disclosure) and the applicable resolution (PA-15.1, PA-15.2, or PA-15.3) authorising the signatory.
• Project history: Submit DPW-09 (Particulars of Tenderer’s Projects) detailing current and previous projects. If using your own form or portfolio, ensure details match DPW-09 and cross-reference the document.
• Additional: Upon request, submit a completed security clearance application form (if applicable). Non-VAT vendors who included VAT in their prices must submit proof of VAT registration with SARS within 21 days if requested.