Two-year HVAC maintenance contract for amathole district & buffalo city metro cluster one

• Bid documents available: 17 June 2026 (download from www.ecdpw.gov.za/tenders).
• Closing date/time: 20 July 2026 at 11:00.
• Tender opening: Immediately after closing time (public opening).
• Clarification deadline: Requests must be submitted at least 7 working days before closing (by 13 July 2026).
• Tender validity period: 120 days from closing date.
• Performance bond: Required within 21 days of appointment.
• Contract duration: 24 months from commencement date.

• SCM enquiries: Ms N. Hlonitshwayo, email: [email protected].
• Technical enquiries: Mr T. Bityo, tel: 082 828 1942, email: [email protected].
• Submission address: Department of Public Works and Infrastructure, Block B Building – Reception Area, Corner of Scholl & Amalinda Main Rd, East London, 5247.
• Employer (contracting authority): Eastern Cape Department of Social Development, Albertina Sisulu House, 7 Beatrice Street, King Williams Town, 5600.
• Employer’s agent: Thembinkosi Bityo (same contact as technical enquiries).
• Fraud/tender abuse hotline: 0800 701 701.

• Submit in sealed envelopes clearly marked: "SCMU5-26/27-0020-AMR INF TWO YEAR TERM CONTRACT FOR SUPPLY, SERVICING, REPAIRS AND MAINTENANCE OF MECHANICAL EQUIPMENT (HVAC) FOR AMATHOLE DISTRICT AND BUFFALO CITY METRO CLUSTER ONE".
• Deposit location: Tender box at Department of Public Works and Infrastructure, Block B Building – Reception Area, Corner of Scholl & Amalinda Main Rd, East London.
• Closing date/time: 20 July 2026 at 11:00. Late submissions are not accepted.
• No electronic submissions: Telephonic, fax, email, or telex submissions are invalid.
• Required copies: Original + specified copies of all documents.
• Mandatory registration: Must be registered on the National Treasury Central Supplier Database (CSD) and submit proof (CSD report).
• Returnable documents: Form of Offer and Acceptance, SBD 4 (Declaration of Interest), SBD 6.1 (Preference Points Claim), Compulsory Enterprise Questionnaire, complete priced Bills of Quantities, CIDB grading certificate, CSD report, certified copy of valid refrigeration/air-conditioning qualification, certified ID of technician, and minimum 3 project references (with completion certificates).
• Tender validity: 120 days from closing date.
• Disqualification risks: Late, unsigned, incomplete, or non-compliant submissions. Delivery to officials (not the tender box) may result in disqualification.

• Two-phase evaluation:

Phase 1: Compliance and responsiveness to bid rules/conditions (administrative requirements). Non-compliant bids are eliminated.

Phase 2: Price (80 points) and Specific Goals (20 points) under PPPFA.

• Mandatory requirements (Phase 1):

• CIDB Grading 3ME or higher in Mechanical Engineering (ME) class of works (active status).

• Registration on CSD with tax compliance (verified via CSD).

• Submission of all returnable documents (SBD 1, SBD 4, SBD 6.1, Enterprise Questionnaire, priced Bills of Quantities, CIDB certificate, CSD report, technician qualifications/ID).

• No late, unsigned, or electronic submissions.

• Valid refrigeration/air-conditioning qualifications (SAQA evaluation for foreign qualifications).

• 3 contactable project references with completion certificates.

• Attendance of compulsory briefing (if applicable) and signed attendance list.

• Preferential points (Phase 2):

• Price: 80 points (lowest price scores highest).

• Specific Goals (20 points):

• B-BBEE status (SBD 6.1 required).

• Locality: CSD address must be in Buffalo City Metro (BCM) or Amathole District (not edited post-bid).

• Local Content: 100% threshold for designated sectors (steel, PVC, concrete, components). Declaration certificate required.

• Disability: Medical certificate from a registered practitioner required.

• Joint ventures: Points allocated proportionately; JV agreement must be submitted.

• Exclusions:

• Persons in the service of the state (or their close family) cannot bid.

• Tenderers on the Register of Tender Defaulters are ineligible.

• Bidders with pending litigations, poor performance history, or fraudulent activities may be disqualified.

• Scope: Two-year term contract for supply, servicing, repairs, and maintenance of HVAC mechanical equipment for Amathole District and Buffalo City Metro Cluster One.
• Contract basis: NEC3 Term Service Contract (April 2013).
• CIDB requirement: Grading 3ME or higher in Mechanical Engineering (ME) class of works.
• Experience: Tenderers must have suitable experience and qualified personnel in similar services.
• Qualifications:
• Certified copy of valid refrigeration/air-conditioning qualification (technician).
• Authorised refrigeration practitioner certificate and safe handling of refrigerants.
• Foreign qualifications require SAQA evaluation certificate.
• References: Minimum 3 written, contactable project references (client name, contract value, term, contact details, completion certificates).
• Capacity: Submit company profile, list of resources, plant/machinery, and additional capacity details.
• Local content: 100% threshold for designated sectors (steel, PVC, concrete, components).
• Safety: Compliance with Construction Regulations, 2014 (OHS Act, 1993) and EPWP specifications.
• Quality: Products must meet specifications; non-compliance may result in contract termination.

• Currency: Pricing in South African Rands (ZAR).
• Rates/prices: Fixed for contract duration; adjustable only as per contract terms.
• Taxes: Include all duties/taxes except VAT; show VAT separately at 15%. VAT vendors must explicitly state VAT amount.
• VAT inclusive offers: If VAT is included, provide VAT registration number. Non-VAT vendors given 21 days to register after appointment.
• Bid amount precedence: Amount in words governs if discrepancy with figures. Form of Offer and Acceptance amount takes precedence over all other totals.
• Market-related offers: Department may negotiate if offer is not market-related (bidders cannot increase offers during negotiation).
• Performance bond/guarantee: Required from approved insurer within 21 days of appointment (format/standard as per contract).
• Tender security: Not specified (N/A).
• Payment terms: As per NEC3 Term Service Contract (April 2013).

• CSD registration: Mandatory; proof of registration (CSD report) must be submitted. Tax matters must be in order (verified via CSD).
• CIDB grading: 3ME or higher in ME class of works; status must remain active throughout bidding process.
• SBD forms: SBD 1 (Invitation to Bid), SBD 4 (Declaration of Interest), SBD 6.1 (Preference Points Claim) must be completed and signed.
• Local content: Declaration certificate for 100% local production in designated sectors (steel, PVC, concrete, components).
• B-BBEE: Points claimed via SBD 6.1; proof includes CIPC certificate (CK), certified ID copies, medical certificate for disability.
• Locality: CSD address must be in Buffalo City Metro or Amathole District (not edited post-bid) to claim locality points.
• Compensation Fund: Must be registered and in good standing with the Compensation Fund or licensed insurer (letter of good standing required post-award).
• Register of Tender Defaulters: Bidders cannot be listed.
• POPIA: Protection of Personal Information consent form (POPIA) must be submitted.
• EPWP policy: Applicable to the contract.
• Joint ventures: All members must be CIDB-registered; lead partner must have ME grading; JV agreement required.
• Foreign suppliers: Must comply with local registration requirements if applicable.