Umlalazi municipality is inviting tenders from cidb-registered contractors (grading 2 me or higher) to form a three-year panel for heating, ventilation, air conditioning (HVAC) and refrigeration services across all municipal buildings and wards. The contract covers maintenance, repairs, installation, and emergency response, with appointments made via competitive bidding or rotation. Bidders must attend a compulsory briefing session and submit all required returnable documents by the closing date.
Key Requirements
Must be registered and in good standing with CIDB with grading 2 ME or higher.
Attend the compulsory briefing session on 23 July 2026 at 10:00 at KV Challenor Street, Eshowe; only 15 minutes lenience allowed.
Submit a sealed tender by hand to the Tender Box at SCM offices, KV Challenor Road (Industrial Area), Eshowe, by 12:00 on 07 August 2026.
Provide all compulsory returnable documents, including valid tax clearance, CSD registration, CIDB certificate, rates clearance, and Workmen's Compensation proof; audited financials and MBD5 if price is above R10 million.
Meet functionality criteria: Experience (25), Key Personnel/Expertise (30), Ability to handle multiple sites (20), Registration with relevant bodies (5), Quality Management system (10), Locality (10).
Maintain qualified, trade-tested refrigeration technicians with refrigerant handling certification and key personnel unchanged for contract duration.
Comply with response times: emergency strip and quote within 3 hours, normal within 24 hours, quotations within 3 days, and commence work within 2 days of order.
Document read. The full tender notice and its supporting documents are read end-to-end. Key sections, requirements, dates, and contact details are identified and pulled into a working summary you can act on.
Compliance review. The working summary is checked against South African procurement standards — PFMA, PPPFA, B-BBEE, CIDB, local content, and preferential procurement — so nothing critical is missed before you start your bid response.
DocumentTHREE YEAR CONTRACT - HVAC AND REFREGERATION SERVICES .pdfReview complete
Description
Source: THREE YEAR CONTRACT - HVAC AND REFREGERATION SERVICES .pdf
Important Dates
07 Jul
2026
PUBLICATION
Tender Published
Tender was published
07 Aug
2026
DEADLINE
Closing Date
Tender closing date
Procurement Rules & Compliance ContextThis tender may be governed by South African public procurement rules covering fairness, transparency, preferential procurement, anti-corruption, administrative justice and access to information.
7 rules
These references help suppliers understand the public-procurement framework around this opportunity. They are generated from the tender category, issuing organisation type and procurement context.
Core procurement rules
These rules commonly apply to South African public-sector procurement.
7
Broad-Based Black Economic Empowerment Act (B-BBEE Act)
Act 53 of 2003
high
Provides the empowerment-compliance context often used in public-sector supplier evaluation.
Relevant because this is a South African public-sector procurement opportunity.
Constitution of the Republic of South Africa, 1996 – Section 217
Act 108 of 1996 (s217)
high
This is general procurement context, not legal advice. Always verify requirements in the official tender documents and issuing authority notices.
THREE YEAR CONTRACT - HVAC AND REFREGERATION SERVICES .pdf
uMlalazi Municipality is establishing a three-year panel of contractors for HVAC and refrigeration services. The panel will be used for maintenance, repairs, installation, and servicing of air conditioning and refrigeration systems across municipal buildings. Contractors must be CIDB graded 2ME or higher. The tender involves a two-stage evaluation: functionality assessment followed by price and preferential procurement points evaluation.
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Bid-ready summary. The submission guidelines, evaluation criteria, technical, financial, and compliance sections are refined into professional, easy-to-scan prose. This is the final version you can rely on when preparing your bid or briefing your team.
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Document read
Compliance review
Bid-ready summary
The municipality seeks to appoint a panel of contractors for a three-year period to provide HVAC and refrigeration services.
Services include urgent attention, maintenance, installation, and strip-and-quote processes across municipal buildings.
Preference will be given to local or surrounding service providers.
Important Dates
Source: THREE YEAR CONTRACT - HVAC AND REFREGERATION SERVICES .pdf (TENDER)
Closing date and time: 07 August 2026 at 12:00.
Compulsory briefing session: 23 July 2026 at 10:00 at KV Challenor Street, Eshowe.
Tender document purchase period: From 07 July 2026 to 22 July 2026.
Last day for EFT payment for document purchase: 22 July 2026 by 16:00.
Validity period: Bids must remain valid for 90 days.
Only 15 minutes lenience allowed at briefing; late arrivals prohibited from further participation.
Briefing Session
Source: THREE YEAR CONTRACT - HVAC AND REFREGERATION SERVICES .pdf (TENDER)
Compulsory briefing session: 23 July 2026 at 10:00 at KV Challenor Street, Eshowe.
Only 15 minutes lenience allowed; late arrivals prohibited from further participation.
Contact Information
Source: THREE YEAR CONTRACT - HVAC AND REFREGERATION SERVICES .pdf (TENDER)
Submission address: Hand deliver to the Tender Box at SCM offices, KV Challenor Road (Industrial Area), Eshowe.
Council database registration enquiries: Supply Chain Management Unit, Tel: 035 473 3300 ext. 3445.
Submission Guidelines
Source: THREE YEAR CONTRACT - HVAC AND REFREGERATION SERVICES .pdf (TENDER)
Submit a sealed envelope clearly marked with the tender number and description.
Hand-deliver to the Tender Box at SCM offices, KV Challenor Road (Industrial Area), Eshowe.
Deadline: 07 August 2026 at 12:00. Late, emailed, or electronically altered submissions will not be accepted.
Must include all returnable documents listed in the tender, fully completed and signed on every page with allocated signing space.
Proof of purchase of the tender document (if purchased directly from the municipality) must be included.
A compulsory briefing session attendance certificate is required.
Canvassing or corrupt practices will lead to disqualification.
Returnable Documents
Source: THREE YEAR CONTRACT - HVAC AND REFREGERATION SERVICES .pdf (TENDER)
Sealed tenders endorsed tender number and description must reach the Municipal Manager, uMlalazi Municipality, and must be hand delivered and placed in the Tender Box at the Municipal Buildings, KV Challenor Street, Eshowe by no later than 12h00 on the above stipulated dates.
Registration on the Councils Database is preferred prior to the submission and closing of the tender. It is the responsibility of the Tenderer to ensure that the Data Base registration documents are received by the Supply Chain Management Office. Further information in this regard can be obtained from the Supply Chain Management Unit on 035 – 473 3300 ext. 3445. Tenderers are requested to register on Central Supplier Database (CSD).
Tender documents are available on E-Tenders Portal at no cost. The purchased tender documents must be collected at the Municipal offices Financial Services Revenue Section, Hutchinson Street, Eshowe on Monday to Fridays from 08:30 to 14:30. Tender Documents will be available from 07 July 2026 up to 22 July 2026 at a non-refundable cost of R1000.00. EFT payments will be accepted and must be made on or before 16:00 pm on the last day of purchasing tender document. Payment may be deposited to uMlalazi Municipality as per the following banking details; First National Bank; Account Number 52191090523, Branch 220230, use company name as reference. Proof of payment will be required to receive tender document.
The completed and signed set of Tender Documents shall be sealed in an envelope endorsed “THREE YEAR PANEL OF CONTRACTORS FOR HEATING VENTILATION, AND AIR CONDITIONING (HVAC) AND REFRIGERATION SERVICES – CIDB GRADING 2 ME OR HIGHER.” must reach the Municipal Manager, uMlalazi Municipality, by hand and placed in the Tender Box at the SCM offices, KV Challenor road (industrial Area), by no later than 12:00 pm on the date as per advert where they will be opened in public. NB: Late tenders, telegraphic or facsimile tenders will not be considered.
Bidders are required to submit all returnable documents listed in this bid on item 2.6 and to take note of each remarks made to weigh compliance with the critical requirements of this bid.
All returnable schedule documents must be fully completed and signed.
Bidders are required sign each page of returnable documents on the space provided as an acknowledgment of requested documentation.
All pages with allocated signatory space on the bottom must be signed.
Proof of purchase of tender documents is required from bidders who purchased the tender document directly from municipality only.
Bidders to take note of returnable and schedule documents which applies based on submitted tender price. The following returnable documents are compulsory if the tender price is 10 million or above: a. Audited annual financial statements if offer is above R10 Million; b. MBD5 Declaration for procurement above R10 Million (All applicable taxes included).
Compulsory returnable documents include: A. Proof of purchase of tender document (if document was purchased only); B. Proof of attendance to Compulsory Briefing session; C. Valid tax clearance certificate (original) valid as at date of tender closing; D. Company / CC /Trust / Partnership / Registration certificates and Certified copies of identity document of Directors / Owners / Members / Shareholders, Joint Venture Agreement and Power of Attorney in case of Joint Ventures; E. Proof of registration with CSD; F. Rates Clearance Certificate; G. Proof of Workman’s Compensation Registration; H. Audited annual financial statements if offer is above R10 Million; I. Valid and in good standing CIDB registration certificate; J. Preferential Procurement Points claim from in terms of the preferential procurement regulations 2022; K. Supporting documents for preferential procurement for goals points (refer to MBD 6.1); L. Declaration of interest; M. Declaration of Bidders past Supply Chain Management practices; N. Certificate of Independent Bid Determination; O. MBD5 Declaration for procurement above R10 Million (All applicable taxes included); P. Agreement in terms of section 37(2) of the occupational health and safety act no.; Q. Record of addenda to tender document; R. Certificate of authority to sign documents; S. Amendments or qualifications by the tenderer if applicable.
Evaluation Criteria
Source: THREE YEAR CONTRACT - HVAC AND REFREGERATION SERVICES .pdf (TENDER)
Must be registered and in good standing with CIDB with grading 2ME or higher.
Must not have municipal rates/tariffs arrears >3 months.
Must not have unsatisfactory performance on previous municipal contracts in last 5 years.
Must have qualified trade-tested refrigeration technicians with refrigerant handling certification.
Must maintain key personnel unchanged for contract duration without written approval.
Functionality criteria: Experience (25 points), Key Personnel/Expertise (30 points), Ability to handle multiple sites (20 points), Registration with relevant bodies (5 points), Quality Management system (10 points), Locality (10 points).
Preferential procurement points will be applied using the 80/20 system at project appointment stage, based on MBD 6.1.
Technical Specifications
Source: THREE YEAR CONTRACT - HVAC AND REFREGERATION SERVICES .pdf (TENDER)
Scope: Servicing, maintenance, repair, supply, and installation of HVAC and refrigeration systems across all uMlalazi Municipality wards.
Services include: Maintenance and repairs of air-conditioners and refrigerators, ventilation systems (ducting, fans, AHUs), commissioning, compliance with SANS standards and manufacturer specs, preventative maintenance, and assessments.
Contractor must provide qualified, trade-tested refrigeration technicians certified in refrigerant handling.
Minimum resources required: Qualified technicians, semi-skilled support staff, workshop premises, service vehicles, refrigerant recovery machines, vacuum pumps, leak detection equipment.
Response times: Emergency strip and quote within 3 hours; normal requests within 24 hours; submission of quotations within 3 days; commencement of work within 2 days of order.
Must comply with Occupational Health and Safety Act, environmental regulations for refrigerant handling, and use appropriate PPE.
Skills transfer to municipal personnel is required as part of the contract.
Preference will be given to local or surrounding service providers.
Successful provider must submit a skills transfer strategy.
Appointment to specific projects may be via competitive bidding or rotation among panel members, based on ability to deliver within timeframe.
Municipality determines work allocation based on need; does not guarantee work to all panel members.
Experience & Qualifications
Source: THREE YEAR CONTRACT - HVAC AND REFREGERATION SERVICES .pdf
Bidder experience scored (25 points).
Key personnel expertise scored (30 points); personnel must remain unchanged for contract duration unless written approval obtained.
Contractor must employ qualified, trade-tested refrigeration technicians with experience in HVAC installation and maintenance.
Company must have workshop premises, service vehicles, and appropriate tools (refrigerant recovery machines, vacuum pumps, leak detection equipment).
Quality Management
Source: THREE YEAR CONTRACT - HVAC AND REFREGERATION SERVICES .pdf
Tender documents must be fully completed, with all pages signed where required.
Provider must maintain all quality standards presented during bidding, which will form part of the service level agreement.
Inspections of service provider’s premises may be conducted as required.
Pricing Schedule
Source: THREE YEAR CONTRACT - HVAC AND REFREGERATION SERVICES .pdf
Pricing must be complete, clear, and inclusive.
Strip and quote: Inspection/strip cost included in total repair quote; no separate payment if unit irreparable.
No upward price amendments permitted.
Works orders will specify material type, quantity, and amount for each occasion.
Purchase orders issued as required; no work without official purchase order.
Financial Requirements
Source: THREE YEAR CONTRACT - HVAC AND REFREGERATION SERVICES .pdf (TENDER)
Pricing must be unconditional, clear, transparent, and inclusive of all costs.
Complete the pricing schedule in full; failure may render the quotation non-responsive.
Strip and quote pricing: Inspection and strip costs must be included in the total repair quotation; no separate payment for inspection if unit is deemed irreparable.
Vendors not VAT-registered with SARS will be treated as non-VAT vendors.
The municipality reserves the right to negotiate with the lowest acceptable bid.
No upward amendments to tendered prices are allowed.
Payment terms: Valid tax invoice submitted on the last day of each month; payment within 30 days. Invoices must be accompanied by signed monthly reports, job cards, or timesheets.
Penalties: A 10% deduction from the invoice amount for delays, subject to force majeure provisions.
Performance security: 10% of the contract value required within 30 days of award.
Works orders will specify material type, quantity, and amount for each occasion.
Purchase orders issued as required; no work without official purchase order.
Compliance Requirements
Source: THREE YEAR CONTRACT - HVAC AND REFREGERATION SERVICES .pdf (TENDER)
Mandatory: Valid CIDB registration and in good standing, grading 2 ME or higher.
Compulsory returnable documents include: Valid tax clearance certificate, proof of CSD registration, company registration certificates and IDs of directors/owners, Rates Clearance Certificate, proof of Workmen’s Compensation registration.
If tender price is R10 million or above: Audited annual financial statements and MBD5 declaration are required.
Joint ventures must submit a Joint Venture Agreement and Power of Attorney.
Preferential procurement points claim form (MBD 6.1) and supporting documents must be submitted.
Declaration of interest, past SCM practices, and certificate of independent bid determination are compulsory.
Registration on the Council’s database is mandatory for the successful bidder.
Compliance with Occupational Health and Safety Act and agreement under section 37(2) of the OHS Act is required for contract purposes.
Contract duration: Maximum 3 years (36 months) from date of appointment.
Bid validity: 90 days.
No upward price amendments allowed after submission.
Municipality not liable for bid preparation costs; withdrawal after acceptance incurs re-advertising costs.
Alternatives may be submitted alongside the base tender.
14-day objection period after award decision.
General terms: Successful provider must accept offer in writing; project personnel requirements fixed unless written consent; provider responsible for secretarial services; confidentiality of contract documents required.
Draft service level agreement included in tender documents.
Health & Safety
Source: THREE YEAR CONTRACT - HVAC AND REFREGERATION SERVICES .pdf
Compliance with Occupational Health and Safety Act (OHS Act) is mandatory.
Technicians must be properly certified (e.g., gas handling) and use appropriate PPE.
Refrigerant handling regulations must be adhered to; responsible disposal of refrigerants and waste required.
Agreement in terms of section 37(2) of the OHS Act is required for contract purposes.
Requirements
Source: THREE YEAR CONTRACT - HVAC AND REFREGERATION SERVICES .pdf (TENDER)
Eligibility: Contractor must be registered and in good standing with CIDB, grading 2 ME or higher.
Sets the constitutional standard for fair, equitable, transparent, competitive and cost-effective public procurement.
Relevant because this is a South African public-sector procurement opportunity.
This tender has strong source evidence, including source metadata and supporting tender information synced from the government tender portal.
Tenders SA is not the issuing authority. All tenders are automatically synced from the official government tender portal. Always confirm final submission details, closing dates, briefing sessions, eligibility requirements, and documents on the official government portal before applying.