HVAC service provider for air conditioning supply, installation, removal, and disposal at luthuli museum

Compulsory briefing session: 12 June 2026 at 11h00 at Luthuli Museum, 3233 Nokukhanya Luthuli Street, Groutville, KwaDukuza, 4450. Arrival after 11h15 disqualifies attendance. Closing date and time: 17 June 2026 at 11h00.

Compulsory site inspection/briefing meeting: Date: 12 June 2026. Time: 11h00 (arrival after 11h15 disqualifies attendance). Venue: Luthuli Museum, 3233 Nokukhanya Luthuli Street, Groutville, KwaDukuza, 4450. Purpose: Ascertain the specified work to quote appropriately. Attendance is mandatory for bidders.

For enquiries and submissions, contact the SCM Officer at [email protected]. Submission address: [email protected]. Delivery address: Luthuli Museum, 3233 Nokukhanya Luthuli Street, Groutville, KwaDukuza, 4450.

Submit 1 soft copy of the completed and signed quotation via email to [email protected] by 17 June 2026 at 11h00. Hand-delivered proposals will not be accepted. Late or incomplete submissions will be disqualified. Ensure all requested information is provided and the quotation is signed by an authorised company representative.

Supplier name: ............................................................................................................................. National treasury (csd) supplier number: ................................................................................. Postal address: .......................................................................................................................... Cell/ telephone NO: ................................................................................................................... Email address: ............................................................................................................................ Contact person: ......................................................................................................................... Signature of bidder: ................................................................................................................... Bid price: .........................................................................................................................

Evaluation occurs in 3 stages: 1) Mandatory criteria: Bidders must submit all 18 required documents (e.g., CSD registration, tax pin, BBBEE certificate, CIDB 1ME or higher, wireman’s license, SBD 4/6.1 forms). Failure to meet any mandatory criterion results in elimination. 2) Functionality: Technical proposals are scored out of 100 points (minimum 70 required to advance). Criteria and weights: HVAC Technician Accreditation (10%), Company Profile (30% based on years of operation), Company Experience (30% based on number of relevant projects 2020–2025), Reference Letters (30% based on number of relevant references). 3) Price and Specific Goals: 80/20 preference point system. Price = 80 points. Specific Goals = 20 points (10 for 100% Black Equity Ownership, 4 for 51%+ Women Equity Ownership, 4 for 100% Youth Equity Ownership, 2 for Disability Ownership). Proof of ownership (certified IDs, CIPC documents, medical certificates) must be submitted to claim points.

Scope of work: Remove existing 12000BTU unit at NLRC boardroom and reinstall it at the security guardhouse. Remove and dispose of dysfunctional 12000BTU unit at guardhouse and faulty 18000BTU unit at Education/Collections office. Supply and install: 1) 18000BTU ceiling cassette inverter unit at NLRC boardroom (with +8m piping, cooling/heating 18–30°C, auto restart, remote control, 12h timer, 5-year warranty), 2) 18000BTU inverter wall-mounted unit at Education/Collections office (with +4m piping, same features). Reconnect to existing power supply, test, commission, and provide wiring/electrical certification. Adhere to site constraints (working hours, sensitive equipment). Guarantee and maintain installed units for 12 months post-installation. Brands must be equivalent to LG, Carrier, Samsung, or Daikin.

Required documents: 3+ traceable reference letters on company letterhead (<5 years), CVs and education qualifications of key personnel, HVAC Technician Accreditation, Registration with SAIRAC/SARACCA/ECASA (proof), Certified wireman’s license, Public Liability Insurance, COIDA Certificate/Letter of Good Standing, SBD 4 (Bidder Declaration), SBD 6.1 (Preferential Procurement Claim Form), Initialed GCC. CIDB compliance: Contractor grading 1ME or higher. Joint ventures must have all members CIDB-registered; lead partner must meet grading requirements. Experience: Proven track record in HVAC supply, installation, maintenance, and repairs, with relevant certifications (SAQA, SAQCC Gas Card).

Submit a pricing schedule with the following items: 1) New 18000BTU ceiling cassette inverter unit for NLRC boardroom (equivalent to LG, Carrier, Samsung, Daikin; +8m piping; 5-year warranty). 2) New 18000BTU inverter wall-mounted unit for Collections/Education office (equivalent brands; +4m piping; 5-year warranty). 3) Removal and disposal of faulty 18000BTU unit at Collections/Education office. 4) Removal and disposal of dysfunctional 12000BTU unit at Security Guardhouse. 5) Removal of 12000BTU unit at NLRC boardroom and reinstallation at guardhouse. Include subtotal, 15% VAT, and grand total. Prices must be fixed, final, and binding for 60 days from closing date. Work completion: 14 days after appointment.

Pricing must include all costs (materials, equipment, labour, risks, liabilities, overheads, profit). Submit a fixed, final, and binding price valid for 60 days from closing date. Work must be completed within 14 days of appointment. Pricing schedule must detail: 1) New cassette unit for NLRC boardroom, 2) New mid-wall split unit for Collections/Education office, 3) Removal/disposal of faulty units, 4) Removal/reinstallation of existing unit. Include 15% VAT. Grand total required. Payment terms: 30 days after invoice submission.

Mandatory documents: CSD Full Registration Report, Valid SARS Tax Pin, BBBEE Affidavit/Certificate, CIDB Registration (1ME or higher), CIPC Registration Documents, Certified ID copies of directors, Company Profile, 3+ traceable reference letters (<5 years), CVs and qualifications of key personnel, HVAC Technician Accreditation, Registration with SAIRAC/SARACCA/ECASA (proof), Certified wireman’s license, Public Liability Insurance, COIDA Certificate/Letter of Good Standing, SBD 4 (Bidder Declaration), SBD 6.1 (Preferential Procurement Claim Form), Initialed General Conditions of Contract (GCC). Joint ventures: All members must be CIDB-registered; lead partner must have 1ME or higher grading. Subcontracting requires Project Officer approval. COIDA Letter of Good Standing must be submitted before work commencement.

B-BBEE preference points (20 total) under the 80/20 system: 10 points for 100% Black Equity Ownership, 4 points for 51%+ Women Equity Ownership, 4 points for 100% Youth Equity Ownership, 2 points for Disability Ownership. Proof required: Certified ID copies of directors (<3 months old), CIPC documents/shareholder certificates, medical doctor’s certificate for disability. Points are cumulative. Non-HDP-owned enterprises receive 0 points. Failure to submit proof forfeits specific goals points.

Compliance with environmental safety legislation and the Occupational Health and Safety Act (OHSA) is mandatory. Ensure all equipment is properly secured, maintained, and equipped with required safety devices. Report any damages caused by operations/testing to the Project Officer on the day of occurrence. Service Provider is liable for property damage resulting from their work. Take all reasonable care to prevent injury to people or damage to property.

Warranty: Newly supplied air-conditioning units must have a 5-year warranty post-installation, testing, and approval. After-sale service: Provide post-delivery support for faults/defects within the first 12 months. General Conditions of Contract (GCC) apply, including clauses on definitions, application, standards, inspections, delivery, payment, penalties, termination, and force majeure. Key terms: Contract price is fixed; supplier bears all bidding costs; purchaser may terminate for default, delay, or fraud; penalties apply for late delivery; payments within 30 days of invoice submission.

Special conditions: 1) No subcontracting without Project Officer approval due to required HVAC expertise. 2) All anticipated costs must be included in the quotation; no additional costs will be accepted post-appointment. 3) Successful bidder must submit a COIDA Letter of Good Standing (or latest assessment/proof of payment or registration) before starting work. 4) Compliance with environmental safety legislation and OHSA is mandatory to protect workers and workplace safety. Damages: Notify Project Officer immediately of any damages caused by operations/testing. Service Provider is liable for property damage resulting from their work. Safety: Take all reasonable care to prevent injury/damage by securing and maintaining equipment with required safety devices.

Prospective suppliers must register on the National Treasury Central Supplier Database (CSD) per National Treasury Circular No. 4A of 2016/17 prior to submitting a bid. CIDB compliance: Only tenderers registered with CIDB (or capable of registration before evaluation) with a grading of 1ME or higher for construction work are eligible. Joint ventures: All members must be CIDB-registered; lead partner must meet grading requirements; combined grading must meet the tender’s class of work.

RFQ issue date 05 june 2026 closing date & time 17 june 2026 at 11h00