Attend the compulsory briefing and site inspection on 19 June 2026 at 11:00 at Luthuli Museum (late arrivals disqualified).
Submit a complete soft copy quotation via email to [email protected] by 24 June 2026 at 11:00 (no hand-delivered or late submissions accepted).
Provide all 18 mandatory documents, including CSD registration, CIDB 1ME or higher grading, SARS Tax Pin, B-BBEE certificate, and HVAC technician accreditation.
Demonstrate proven experience in HVAC supply, installation, and maintenance with at least 3 traceable reference letters from the last 5 years.
Supply and install specified air conditioning units (e.g., 18000BTU inverter units equivalent to LG, Carrier, Samsung, or Daikin) with a 5-year warranty and 12-month post-installation service plan.
Comply with OHSA, environmental safety regulations, and provide COIDA and Public Liability Insurance certificates.
Ensure all costs (materials, labour, overheads) are included in a fixed, final, and binding quotation valid for 60 days.

The appointment of a qualified and experienced HVAC service provider for the provision of supply, delivery and installation of new air conditioning units; removal and repositioning an already existing air conditioning unit; and removal and disposal of an old air conditioning unit at luthuli museum

The Luthuli Museum requires removal, reallocation, disposal, supply, and installation of air conditioning units at the NLRC Boardroom, Education/Collections Office, and Security Guardhouse.
Background: Existing units have location, leakage, noise, or fault issues; two new units are needed; one functional unit will be relocated.
Purpose: Enhance HVAC needs in boardroom and staff offices, ensuring installations meet standards and operational requirements.
Scope of Work: Detailed tasks include removal, reinstallation, disposal, supply, installation, reconnection, testing, certification, and a 12-month guarantee.

Closing Date and Time: 24 June 2026 at 11:00.
Compulsory Briefing/Site Inspection: 19 June 2026 at 11:00 at The Luthuli Museum, 3233 Nokukhanya Luthuli Street, Groutville, KwaDukuza, 4450. Arrivals after 11:15 will not be considered as having attended.

Compulsory Site Inspection/Briefing: 19 June 2026 at 11:00 at The Luthuli Museum, 3233 Nokukhanya Luthuli Street, Groutville, KwaDukuza, 4450.
Persons arriving after 11:15 will not be considered as having attended.

For enquiries and submissions: [email protected].
No phone number or physical submission address is provided.

Submit one soft copy only via email to [email protected].
Deadline: 24 June 2026 at 11:00.
Hand-delivered proposals will not be accepted.
Late or incomplete submissions will be invalidated.
You must complete, sign, and submit the Quotation Invitation Document and all required returnable documents.
Refer to the Returnable Documents Checklist for the 18 mandatory items.

Stage 1: Mandatory Criteria – You must submit all 18 listed documents (e.g., CSD report, CIDB 1ME, SARS Tax Pin, B-BBEE certificate, etc.). Failure on any item leads to elimination.
Stage 2: Functionality Evaluation – Scored out of 100 points; you need a minimum of 70 points to proceed. Scoring covers Company Accreditation (10%), Company Profile (30%), Company Experience (30%), and Reference Letters (30%).
Stage 3: Price and Specific Goals – Uses the 80/20 preference point system (Price: 80 points, Specific Goals: 20 points). Specific goals are for 100% Black Equity Ownership (10 points), 51%+ Women Ownership (4 points), 100% Youth Ownership (4 points), and Disability Ownership (2 points). Points are cumulative.

Scope: Remove, reinstall, dispose, supply, and install air conditioning units at the NLRC Boardroom, Education/Collections Office, and Security Guardhouse.
Specific Tasks:

Remove 12000BTU unit from NLRC boardroom and reinstall it at the guardhouse.
Remove and dispose of dysfunctional 12000BTU unit at guardhouse and faulty 18000BTU unit at Education/Collections office.
Supply and install a new 18000BTU ceiling cassette inverter unit at NLRC boardroom.
Supply and install a new 18000BTU inverter wall-mounted unit at Education/Collections office.
Reconnect to existing power supply with safety compliance, test, commission, and provide wiring certification.
Adhere to site constraints and provide a 12-month guarantee.

Technical Requirements: Units must be equivalent to reputable brands (LG, Carrier, Samsung, Daikin), include specific features (cooling/heating 18-30°C, auto restart, remote, 5-year warranty), and have specified piping lengths.

Mandatory submission: At least 3 traceable reference letters on company letterhead (not older than 5 years).
CVs and education qualifications of key personnel.
HVAC Technician accreditation.
Registration with SAIRAC/SARACCA/ECASA or recognized national body (proof required).
Certified copy of wireman’s license.
Company profile indicating core function, age, resources, and capability.
Proven experience: Submit a list of similar projects executed between 2020 and 2025 (minimum 3 projects).

The bidder must demonstrate:

CIDB contractor grading designation of 1ME or higher.
Proven HVAC experience within the last five years.
Registration with SAIRAC, SARACCA, ECASA, or a recognized national body.
Certified copy of a wireman’s license.
CVs showing relevant industry certifications and qualifications (SAQA-recognized, e.g., National Diploma in Mechanical/Refrigeration).
Compliance with health and safety regulations and refrigerant handling standards.
Ability to provide detailed reporting and preventative maintenance advice.
Technical expertise in diagnosing leaks and faulty components.
Competence in project management for timely delivery.

Use the provided Pricing Schedule table to quote.
Items:

New Cassette Unit for NLRC Boardroom: 18,000 BTU ceiling cassette inverter unit equivalent to LG, Carrier, Samsung, or Daikin, with +8m piping and complete connections.
New Mid-Wall Split Unit for Collections/Education Office: 18,000 BTU inverter unit equivalent to LG, Carrier, Samsung, or Daikin, with +4m piping and complete connections.
Removal and Disposal: Remove and dispose of faulty 18,000 BTU unit at Collections/Education office and dysfunctional 12,000 BTU unit at Security Guardhouse.
Removal and Reinstallation: Remove existing 12,000 BTU unit at NLRC Boardroom and reinstall it at the Guardhouse.

Include subtotal, 15% VAT, and grand total.
Indicate delivery period and confirm if delivery period and prices are fixed.

Pricing must be fixed, final, and binding, inclusive of all expenses (materials, labour, overhead, profit).
Quotation must remain valid for 60 days from the closing date.
Work must be completed within 14 days after appointment.
Use the provided Pricing Schedule table to quote for each line item (new units, removal/disposal, removal/reinstallation). Include subtotal, 15% VAT, and grand total.
Indicate delivery period and confirm if delivery period and prices are fixed.

Mandatory Registrations/Documents:

Central Supplier Database (CSD) full registration report.
Valid SARS Tax Pin.
B-BBEE Affidavit/Certificate.
CIDB registration with contractor grading 1ME or higher.
CIPC registration documents.
Certified ID copies of directors.
Company profile.
At least 3 traceable reference letters (not older than 5 years).
CVs and qualifications of key personnel.
HVAC Technician accreditation.
Registration with SAIRAC/SARACCA/ECASA or recognized national body.
Certified copy of wireman’s license.
Public Liability Insurance.
COIDA Certificate/Letter of Good Standing.
SBD 4 – Bidder Declaration.
SBD 6.1 – Preferential Procurement Claim Form.
General Conditions of Contract (GCC) – initial all pages.

Additional Compliance: Adherence to environmental safety legislation and the Occupational Health and Safety Act (OHSA).

Specific Goals under the 80/20 preference point system:

Race HDP: 100% Black Equity Ownership – 10 points.
Gender HDP: 51% or more Women Equity Ownership – 4 points.
Youth: 100% Youth Equity Ownership – 4 points.
Disability: Ownership by people with disability – 2 points (proof via Doctor’s certificate).

Points are cumulative; non-HDP entities score 0.
Submit certified ID copies of directors (not older than 3 months), CIPC documents/shareholder certificate, and medical doctor certificate for disability confirmation.

The Service Provider must comply with environmental safety legislation and the Occupational Health and Safety Act (OHSA).
Take all necessary precautions to protect the health and safety of workers and others.
Ensure all equipment is properly secured, maintained, in good working order, and equipped with required safety devices.
Inform the Project Officer of any damages on the day they occur.
The Service Provider is responsible for any property damage resulting from their operations.

General Conditions of Contract (GCC) apply and must be initialed on all pages.
Key clauses include definitions, performance security, inspections, warranty, payment terms (within 30 days, in ZAR), penalties for delays, termination for default, and force majeure.
Special conditions: No sub-contracting without Project Officer approval; no additional costs accepted after appointment; successful bidder must submit COIDA Letter of Good Standing prior to commencement.
Damages: Service provider must inform Project Officer of any damages on the day they occur and is responsible for property damage.
Safety: Take all reasonable care to prevent injury or damage; ensure equipment is secure and maintained.
Warranty: Newly supplied units must have a 5-year warranty after installation, testing, and approval.
After-sale service: Provide post-delivery services for any faults within the first 12 months.

No sub-contracting without Project Officer approval.
No additional costs accepted after appointment; include all anticipated costs in the quotation.
Successful Service Provider must submit a COIDA Letter of Good Standing (or latest assessment/proof of payment or proof of new registration) prior to commencement.
Comply with environmental safety legislation and OHSA.

Technical Requirements: Comply with RFQ specifications, adhere to recommended brand names and delivery periods, meet minimum requirements for evaluation.
Skills Requirements: Demonstrate CIDB 1ME grading, proven HVAC experience (last 5 years), registration with SAIRAC/SARACCA/ECASA, wireman’s license, relevant qualifications (SAQA-recognized), compliance with health and safety regulations, knowledge of refrigerant handling, reporting ability, technical expertise in diagnostics, and project management competence.

Stage 1: Mandatory Criteria – 18 items including CSD report, CIDB 1ME, SARS Tax Pin, B-BBEE certificate, CIPC documents, director IDs, company profile, reference letters, CVs, HVAC accreditation, SAIRAC/SARACCA/ECASA registration, wireman’s license, Public Liability Insurance, COIDA, SBD 4, SBD 6.1, GCC. Failure leads to elimination.
Stage 2: Functionality Evaluation – Scored out of 100 (threshold 70). Criteria: Company 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 2020-2025).
Stage 3: Price and Specific Goals – 80/20 system. Specific goals for Black, Women, Youth, and Disability ownership as detailed.

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