Heritage architect services for roof replacement – durban regional office (RFQ26-27-52/DP) – south african post office

Submit a completed Annexure BR form, including:

• Client letterhead and details.
• Confirmation of experience with building structure assessments, specifically for heritage buildings (Yes/No response).
• Signature, name, title, and contact details of the signatory.
• Email address of the signatory.

Bidders must have prior experience in assessing and working on heritage building structures, confirmed by a client letter on official letterhead with signatory details (name, title, contact, and email).

• Objective: Secure services of a National Heritage Council-recognised architect, in good standing with SACAP, to assess roofing elements and determine methodology for replacing copper roof sheeting at Durban Post Office heritage building.
• Background: Heritage building with copper roof sheeting damaged by storm and theft, requiring assessment and replacement methodology.

• Compulsory briefing session: 16 July 2026 at 11:00, venue: 290 Dr Pixley Kaseme Street, Durban, 4000.
• Clarification questions deadline: 17 July 2026.
• Closing date and time: 22 July 2026 at 11:00.
• RFQ validity period: 120 days from closing date.

• Compulsory briefing session: 16 July 2026 at 11:00, 290 Dr Pixley Kaseme Street, Durban, 4000.

• Procurement enquiries: Desigan Pillay, Procurement Specialist.
• Telephone: 011 281 3328.
• Email: [email protected] (for enquiries) and [email protected] (for proposal submission).
• Clarification questions must be submitted in writing to the above contact by 17 July 2026.
• Oral communications are not valid unless confirmed in writing.

• Submit proposals via email to [email protected] or hand-deliver to the tender box.
• Deadline: 22 July 2026 at 11:00. Late submissions will not be considered.
• Proposals must be compiled as follows: one original in an arch lever file, loose-leaf (not bound).
• All documents must be in English. Pricing must be in South African Rands (ZAR).
• Required returnable documents: SBD1, SBD4, Confidentiality Agreement, Certificate of Acquaintance, latest CSD report/MAAA number.
• Hand-delivered proposals must be sealed with bidder name, description, RFQ number, closing date/time, and attention name on the outside; bidder name and address on reverse.
• Amendments to documents must be initialled by the bidder.
• Failure to comply with submission instructions may result in disqualification.

• Administrative documents: Completed SBD1, SBD4, Confidentiality and Non-Disclosure Agreement, Certificate of Acquaintance, latest CSD report/MAAA number.
• Gatekeeping documents: Pricing schedule, SACAP Accreditation, SACAP Good Standing.
• Bid condition documents: Annexure BC (on company letterhead), COIDA Letter of Good Standing, Annexure BR (on client letterhead).
• Specific goals documents: Valid BBBEE certificate (SANAS-accredited, sworn affidavit, or DTI certificate); consolidated certificate for JV/consortium.

• Evaluation phases: Attendance of compulsory site visit, gatekeeping criteria, bid conditions, commercial evaluation (80/20).
• Gatekeeping criteria: Pricing schedule completed in full; SACAP accreditation (valid membership certificate and Statement of Good Standing for the appointed architect, both valid on bid closing date).
• Bid conditions: Bidders experience (Annexure BR on client letterhead), conformance to specification (Annexure BC), CSD registration, COIDA Letter of Good Standing, SBD1 and SBD4 forms, tax compliance, not on restricted suppliers list.
• Commercial evaluation: Price (80 points) benchmarked against lowest quote; Specific Goals (20 points) as follows: ≥51% Black owned (10), ≥51% Youth owned (5), ≥51% Women owned (3), ≥1% disabled owned (2).
• Failure to submit specific goal documentation results in zero points for that goal, not disqualification.

• Service: Architectural services for assessment of roofing elements and methodology to replace copper roof sheeting on a heritage building in Durban, in accordance with heritage council requirements.
• Background: The Durban Post Office regional office is a three-storey heritage building (established 1902) with copper roof sheeting. Significant damage from a 2020 storm and theft of approximately 468 m² of copper sheets has left the building vulnerable.
• Scope of work (two phases):

• Phase 1: Inception and assessment (comprehensive inspection of roof covering and timber structure); technical documentation (report with remedial actions, specifications, bills of quantities, cost estimates, implementation methodology).
• Phase 2: Construction management and close-out (detailed professional consulting cost structure for project implementation, management, sign-off, and statutory approvals).

• Legislative requirements: Service provider must be a registered SACAP professional architect in good standing, with experience in building structures assessments, mainly heritage buildings.
• Note: The awarded architect will not be considered for the construction work RFQ, as they will manage and sign off on that work.

• Bidder must provide confirmation of experience with building structures assessments, mainly heritage buildings, using Annexure BR completed on client letterhead.
• Annexure BR requires client confirmation of experience on client letterhead.

• Post Office may conduct site inspections, product evaluations, or explanatory meetings to verify service quality before or after adjudication.
• Audited financial statements or other documentation may be requested for due diligence.
• Bids containing incorrect information may lead to contract cancellation and placement on Restricted Suppliers database for up to 10 years.

• Pricing schedule must be completed fully and correctly; incomplete pricing will be deemed non-responsive.
• Quotes must include all costs, inclusive of 15% VAT.
• Items: Phase 1 assessments (lump sum), Phase 2 management and sign-off (lump sum, billable once contractor is appointed).

• Pricing must be quoted in South African Rands (ZAR), inclusive of 15% VAT.
• Quotes must include all labour, insurance, equipment, materials, and consumables.
• Pricing schedule must be completed fully and correctly; incomplete pricing will be deemed non-responsive.
• Payment terms: Contract price is inclusive of VAT and payable 30 days upon statement date.
• The Post Office may not allocate total requirements to only one bidder.
• Successful bidder must commit to continuous improvement for cost-efficiencies.
• Pricing schedule items:

• Phase 1 assessments (lump sum).
• Phase 2 management and sign-off (lump sum, billable once a contractor is appointed and implementing recommendations).

• Tax compliance: Bidders must submit SARS PIN or CSD number for tax status verification. Foreign suppliers must answer questionnaire; if not liable for RSA taxation, tax compliance registration may not be required.
• Central Supplier Database (CSD): Registration is mandatory. If CSD indicates government employment, bid will be disqualified.
• B-BBEE: Submit valid B-BBEE certificate (SANAS-accredited, sworn affidavit, or DTI certificate) for specific goals points. Joint ventures/consortia must submit consolidated certificate.
• SACAP registration: Valid membership certificate and Statement of Good Standing for the appointed architect, both valid on bid closing date.
• COIDA: Valid Letter of Good Standing for Compensation for Occupational Injuries.
• SBD forms: Complete SBD1 and SBD4.
• Restricted suppliers: Bidders on National Treasury list of restricted suppliers will be disqualified.
• Ethical compliance: No bids from persons in service of the state or companies with such directors. Bidders must disclose state employee details and declare independent bidding.

• Specific goals: Appoint service provider with ≥51% Black owned, ≥51% Youth owned, ≥51% Women owned, ≥1% disabled owned.
• Documentation: SANAS-accredited BEE certificate, sworn affidavit, or DTI BBBEE certificate.
• Joint ventures/consortia must submit consolidated BEE certificate.
• Failure to submit results in zero points for specific goals, not disqualification.

• Valid Letter of Good Standing for COIDA (Compensation for Occupational Injuries) required, valid on bid closing date.
• If using a consultant/agent/third party, certificate must indicate Certificate no/CF Reg no.

• RFQ validity: 120 days from closing date. Bidders may be requested to extend validity.
• Confidentiality agreement: Bidders must sign, protecting Post Office confidential information (commercial details, customer data, trade secrets).
• Non-disclosure: Confidential information may only be disclosed on a need-to-know basis to directors, employees, advisors under similar undertakings.
• Ownership: Post Office retains all rights to confidential information.
• Breach: Material breach may result in liability for costs on attorney-client scale and court interdict.
• General conditions: Subject to Preferential Procurement Policy Framework Act, 2000 and regulations. Successful bidder must sign written contract (SBD7).
• Post Office reserves rights to reject any bid, cancel RFQ, split award, negotiate with preferred bidders, and conduct due diligence.

• Project implementation in two phases:

• Phase 1: Assessment and methodology to remove remaining copper sheets and replace with suitable sheeting; assist in obtaining statutory approvals per FIDPIM and Heritage Council.
• Phase 2: Manage implementation, sign-off compliance, statutory approvals, manage appointment and roll-out of contractor scope per SAPO procurement policy.

• Service provider must be registered SACAP professional architect in good standing with heritage building assessment experience.
• Professional responsible for sign-off of Phase 2 completion and facilitating statutory approvals.

• Foreign suppliers must answer questionnaire on residency, branch, establishment, income, and taxation in RSA; if no to all, tax compliance registration may not be required.
• Bidders must disclose if any directors/trustees/shareholders/members/partners are employed by the state.
• Independent bidding declaration required, with no consultations/agreements with competitors or procuring institution officials.
• Joint ventures/consortia must submit concrete proof (signed agreements) and identify lead partner with power of attorney.

• Evaluation phases: Attendance of compulsory site visit, gatekeeping criteria, bid conditions, commercial evaluation (80/20).
• Price benchmarked against lowest quote.
• Specific goals points: Black owned (10), Youth owned (5), Women owned (3), Disabled owned (2).