Supply and installation of 21 air conditioning units at port of east london (tnpa)

Supply, delivery, removal of existing air conditioning units, installation and testing of twenty-one (21) air conditioning units at the Port of East London for a period of four (4) months.

{"name":null,"email":null,"phone":null,"department":"S, INSTALLATION","address":"n the conditionsofcontract identified"}

• Complete the Form of Offer manually; amounts must match the prices submitted electronically.
• Submit a Schedule of Deviations (if any) detailing any deviations from the tender documents.
• The Employer accepts the Offer by signing the Acceptance part and returning one copy to the tenderer before the end of the validity period stated in the Tender Data.
• The tenderer must provide required securities, bonds, guarantees, proof of insurance, and other documentation within two weeks of receiving the completed agreement.
• Failure to fulfil these obligations constitutes repudiation of the agreement.
• The agreement comes into effect when the tenderer receives one fully completed original copy of the Form of Offer and Acceptance, including the Schedule of Deviations (if any).
• Unless the tenderer notifies the Employer in writing within five working days of receipt of the agreement of any reason for non-acceptance, the agreement becomes a binding contract.

• Tenderers must have a valid CIDB registration number (to be provided in the Form of Offer).
• Tenderers must examine all tender documents, including addenda, and accept the Conditions of Tender.
• The contractor must be able to provide required securities, bonds, guarantees, and proof of insurance within two weeks of contract acceptance.
• No other explicit evaluation criteria are stated in the provided excerpt.

• Supply, delivery, removal of existing air conditioning units, installation and testing of twenty-one (21) air conditioning units at the Port of East London.
• Work to be completed within a period of four (4) months.
• Supply all cabling, circuit breakers, plugs, and any other materials required for complete installation.
• Cable lengths estimated per unit type (e.g., +/-3 metres for some, +/-12 metres for others).
• Specific units include: 9000BTU mid-wall split inverter (5), 12000BTU ceiling cassette inverter (3), 12000BTU mid-wall split inverter (6), 24000BTU ceiling cassette inverter (1), 24000BTU mid-wall split inverter (2), 18000BTU ceiling cassette inverter (1), 12000BTU console inverter (3).
• Removal of existing units: 9 sets; Certificate of Compliance: 12.
• All work must be carried out in accordance with the specifications and the contract.

• Supply all necessary cabling, circuit breakers, plugs, and other materials required for complete installation.
• All work must be carried out in accordance with the specifications and the contract.
• Testing of each air conditioning unit is required as per the specification.

• Complete the Activity Schedule (C2.2) manually and electronically.
• The Activity Schedule includes items for health and safety, removal of existing units, supply and installation of new units, cabling, testing, and delivery.
• Prices must include all direct and indirect costs, overheads, profits, risks, liabilities, and obligations.
• Add 15% VAT to the subtotal to arrive at the total price inclusive of VAT.
• The total price must be carried over to the Form of Offer and Acceptance.

• Pricing must be submitted via the Activity Schedule (Part C2).
• The Activity Schedule must include all direct and indirect costs, overheads, profits, risks, liabilities, and obligations.
• The tendered total of prices must be carried over to the Form of Offer and Acceptance.
• Prices are exclusive of VAT; add 15% VAT to arrive at the total price inclusive of VAT.
• Payment is based on completed activities and/or milestones as per the Activity Schedule.
• The Activity Schedule is integrated with the Prices, Accepted Programme, and forecast rate of payment schedule.

• Provide a valid CIDB registration number.
• Submit a Certificate of Compliance (as per the Activity Schedule item A.1.2.2).
• Comply with all health and safety requirements as outlined in the contract.
• Accept the Conditions of Tender and the terms of the contract.
• Provide required securities, bonds, guarantees, and proof of insurance within two weeks of contract acceptance.

• Provide a Certificate of Compliance (as per Activity Schedule item A.1.2.2).
• Comply with all health and safety requirements as outlined in the contract.
• Health and safety requirements are a separate line item in the Activity Schedule (A.1.1).

• The contract is governed by the Form of Offer and Acceptance and the conditions of contract identified in the Contract Data.
• The contract includes Parts C1 (Agreements and Contract Data), C2 (Pricing Data), C3 (Works Information), and C4 (Site Information).
• Deviations from tender documents are only valid if included in the Schedule of Deviations.
• The agreement comes into effect when the tenderer receives a fully completed original copy of the Form of Offer and Acceptance.
• The tenderer must provide securities, bonds, guarantees, and proof of insurance within two weeks of receiving the agreement.
• Failure to fulfil these obligations constitutes repudiation of the agreement.
• Unless the tenderer notifies the Employer in writing within five working days of receipt of the agreement, the agreement becomes binding.

• The Schedule of Deviations is to be completed by the Employer prior to award of contract.
• This part is not required if the contract is developed by negotiation rather than competitive tendering.
• Deviations from tender documents are limited to those permitted in the Conditions of Tender.
• A tenderer's covering letter must not be included in the final contract document; any deviations agreed upon must be recorded in the Schedule of Deviations.

• Most air conditioners were replaced in 2023/24; some now due for replacement due to working conditions or coastal corrosion.
• Some units are irreparable due to compressor damage; others stolen, leaving areas without cooling.
• New inverter units required for energy efficiency (aligning with ISO 50001), lower noise, consistent temperature control.
• Works involve removal of old units, supply, delivery, installation and testing of new units.
• Objective: provide comfortable, safe, well-ventilated environment in offices, boardroom and gymnasium.
• Site is within Port of East London boundary; access to Port Control, Port Admin, Marine, EMD, SAPS and Customs buildings.

• Contractor personnel must have ID documents or driver’s licence for site access.
• Mandatory PPE: safety boots, overalls, reflector vest, hard hats.
• Normal working hours: 07:00–16:30, Monday to Friday.
• Mandatory induction must be arranged by Port personnel at no cost to the supplier; prior arrangement required with the Purchaser.

• Work must be executed with best quality materials in a substantial manner.
• All supplied/installed items must conform to current SANS or BS standards for quality, manufacture, tests and performance.
• Cable glands must be CCG or Pratley type IP 65 rated, conforming to SANS 1213.

• Remove 9 existing air conditioners from specified buildings (Port Control Drawing Office, Port Admin Boardroom, Marine Computer Room, EMD Server Room, SAPS offices).
• Transport and place removed units at the Bomb shelter.
• Supply, deliver, install and test 21 new air conditioning units.
• New unit types and locations:

• 5 x 9000 BTU console units (midwall split) – Port Control Drawing Office (2), Marine Computer Room (1), SAPS Server Room (1), SAPS Office G15 (1).
• 3 x 12000 BTU midwall split units – SAPS Office G14 (1), SAPS Office G13 (1), SAPS Office G10 (1).
• 6 x 12000 BTU ceiling cassette units – EMD Server Room (2), SAPS Cargo Office (1), SAPS Office G12 (1), SAPS Office 104 (1), SAPS Office 105 (1).
• 3 x 12000 BTU ceiling cassette units – SAPS Office G01 (1), SAPS Office G10 (1), SAPS Office 110 (1).
• 1 x 18000 BTU ceiling cassette unit – SAPS Service Centre Admin Boardroom.
• 1 x 24000 BTU ceiling cassette unit – Customs building (Gym).
• 2 x 24000 BTU midwall split units – Customs building (2).

• Technical requirements:

• Units must be inverter type with A-rated energy efficiency, low noise, voltage 220-240V, 50Hz.
• Remote control operation; remotes mounted at eye level.
• Must use R410A/R32 refrigerant; R22 not accepted.
• Must comply with SANS 1125 for sound levels.
• Indoor units: suitable filter, variable fan speed, adjustable grille, thermostat, drain pan/piping, cooling coil, controls.
• Outdoor units: corrosion-protected casing, copper-to-copper coil, corrosion-protected terminals.
• Electrical: contractor provides all components (plugs, circuit breakers, isolators). No joints in control wiring.
• Piping: refrigerant piping sized per manufacturer; suction lines insulated; gas piping and wiring in trunking.
• Coastal application: all steel parts hot-dip galvanised or electroplated before painting; internal parts treated with rust preventive.
• Mounting: outdoor units on galvanised steel brackets; indoor units wall-mounted as agreed with TNPA.
• Cabling: low voltage cables PVC/SWA/PVC ECC per SANS 1507; labelled at terminations; cable glands IP 65 rated per SANS 1213.
• Workmanship: all materials provided by contractor; no second-hand equipment; holes closed, ceilings replaced for clean finish.

• Completion and testing:

• Complete all work by agreed completion date.
• On-site testing required to ensure units are working.
• Certificate of compliance, handover document and drawings must be supplied post-installation.
• Guarantees: minimum 2-year guarantee on new units from takeover date; minimum 12-month guarantee on associated works.

• Remove existing air conditioners from stipulated areas.
• Transport and place removed units at Bomb shelter.

• All work must be executed with best quality materials under TNPA inspection and satisfaction.
• All materials and workmanship must conform to current SANS or BS standards.
• No second-hand equipment allowed.
• Contractor must provide all materials.
• Cables must be labelled at terminations with origin, destination, size, core count, conductor type.
• Final cable routes determined on site.
• Completion: all work done by agreed date; on-site testing required.
• Handover after defects period; certificate of compliance, handover document and drawings supplied.
• Guarantees: 2 years on new units, 12 months on associated works.
• Environmental: waste separated, minimised and disposed responsibly with proof submitted.

• Adhere to SANS 10111 (Engineering drawing).
• Comply with Occupational Health and Safety Act and Regulations.
• Follow municipal by-laws, local authority requirements, National Building Regulations (SANS 10400).
• Wiring per SANS 10142.
• Refrigeration and air-conditioning installations per SABS 0147.
• Installation, testing and balancing of air per SABS 0173.
• Paint colours per SABS 1091.
• Motor starters and controllers per BS 587.
• Contractor must fully comply with Transnet safety requirements.
• Provide a written Health and Safety plan and basic risk assessment.
• Maintain a safety file, site diary and instruction book.
• Provide proof of induction before work commencement.
• TNPA reserves right to audit tenderer’s office and workshop.
• Environmental responsibility: separate hazardous/non-hazardous waste, minimise waste, dispose responsibly and submit proof of disposal.
• New air conditioner units must have minimum 5-year warranty on compressor and 12-month warranty on unit.
• Units must be A-rated energy efficiency, low noise, 220-240V, 50Hz.
• Split-type units must have cooling and heating options.
• Refrigerant must be R410A/R32; R22 not accepted.
• Must comply with SANS 1125 for sound levels.
• Indoor units require filter, variable fan, adjustable grille, thermostat, drain, cooling coil, controls.
• Outdoor units must have corrosion-protected casing.
• Electrical interlocking required; contractor provides all electrical components.
• Piping and wiring must be in trunking; refrigerant piping sized per manufacturer.
• Coastal application: steel parts galvanised/electroplated; internal parts rust-proofed.
• Mounting: outdoor units on galvanised brackets; indoor units wall-mounted as agreed.
• No second-hand equipment permitted.

• Comply with Occupational Health and Safety Act and Regulations.
• Provide written Health and Safety plan and basic risk assessment.
• Maintain safety file, site diary, instruction book.
• Provide proof of induction before work starts.
• TNPA may audit tenderer’s office and workshop.
• Contractor responsible for arranging inductions.
• Personnel must wear PPE: safety boots, overalls, reflector vest, hard hats.
• Normal working hours: 07:00–16:30, Monday–Friday.

• Separate hazardous and non-hazardous waste; recycle where practical.
• Minimise waste generation.
• Dispose of all waste responsibly and submit proof of disposal to Project Manager.

• Standards adherence not limited to listed ones.
• Air conditioners must be split-type with cooling and heating.
• Must use R410A/R32 refrigerant; R22 not accepted.

• Comply with SANS 1125 for sound levels.
• Indoor units require filter, variable fan speed, adjustable grille, thermostat, drain, cooling coil, controls.
• Outdoor units must have corrosion-protected casing.

• Issue Date: 24 July 2026.
• Non-Compulsory Briefing Session: 03 August 2026 at 11:00 AM via MS Teams (link provided in document).
• Non-Compulsory Site Visit: 27 July to 07 August 2026. Must email [email protected] to schedule, confirming date, time, company name, and attendees. Safety shoes and visibility vests required.
• Closing Date and Time: 10 August 2026 at 16:00 PM.
• Tender Validity Period: 12 weeks from closing date.

• Contact Person: Xolelwa Gwele (Commodity Officer).
• Email: [email protected].
• Address: 01 Hely Hutchinson Road, Quigney East London, 5201.
• Technical and bidding procedure enquiries to be directed to the above contact.

• Submit electronically via the Transnet e-Tender Submission Portal (https://esupplierportal.transnet.net/portal/).
• Register your company profile on the portal and log an intent to bid.
• Upload all bid documents; each upload is limited to 30MB, but multiple uploads are allowed.
• All pricing must be completed electronically within the eSupplier portal.
• Submit at least one day before the closing date to avoid last-minute technical issues.
• No late submissions will be accepted.
• Each company must submit using its own registered profile; submissions through another company's profile will be disqualified.
• For joint ventures, any member may submit using its registered profile on behalf of the JV.
• Required returnable documents include: Authority to submit tender, Record of addenda, Letter of Good Standing/COIDA, Valid Tax Clearance Certificate or TCS PIN, Proof of CSD registration, Certified JV agreement (if applicable), CIDB SFU Annex G Compulsory Enterprise Questionnaire, Non-Disclosure Agreement, RFQ Declaration Form, RFQ Breach of Law, Certificate of Acquaintance, Supplier Integrity Pact, and Supplier Code of Conduct.

• Stage 1: Administrative and substantive responsiveness checks (timely submission, signed documents, priced offer, CIDB compliance).
• Stage 1 Step 3: Eligibility – CIDB registration in grading designation 2ME or higher (or capable of being registered prior to evaluation). For JVs: each member must be CIDB registered, lead partner not lower than one level below required class, combined grading meets requirement, and certified JV agreement required.
• Stage 2: Functionality – minimum qualifying score of 60 points. Criteria: Company Experience (30 points, minimum 3 signed reference letters or practical completion certificates), Key Personnel Qualification (15 points, N4 Mechanical Artisan with Trade Test), Key Personnel Experience (15 points, minimum 3 years' experience), Method Statement (20 points, covering at least 3 of 5 aspects), SHE Management Plan & Risk Assessment (20 points, at least 3 of 4 documents).
• Stage 3: Preference points – 80/20 system. Price (80 points), Specific goals (20 points): B-BBEE Level 1 or 2 (10 points), EME/QSE 51% Black Owned (10 points). Non-compliant or Level 3-8 get 0.
• Stage 4: Post-tender negotiations may be conducted if price not market-related; sequential negotiation with highest ranked first.
• Stage 5: Award to highest scoring tenderer unless objective criteria justify otherwise.

• Scope: Supply, delivery, removal of existing air conditioning units, installation, and testing of twenty-one (21) air conditioning units at the Port of East London.
• Contract Period: Four (4) months.
• Key Personnel Requirement: Mechanical Artisan with N4 qualification and Trade Test Certificate, plus minimum three years' experience in air conditioner installation.
• Method Statement: Must detail execution plan covering procurement, installation, testing, waste disposal, and project scheduling.
• Safety and Environmental: Compliance with Occupational Safety and Health Act and Construction Regulations 2014; submit SHE management plan, risk assessment, and letter of good standing.

• Pricing must be completed electronically in the eSupplier portal.
• Tender offer validity period is 12 weeks after closing date; may be extended if evaluation not completed.
• No alternative tender offers will be considered.
• All tenders must be in English.
• Post-tender negotiations may occur if prices are deemed not market-related.

• Tax Compliance: Submit a valid Tax Clearance Certificate or TCS PIN from SARS. Foreign suppliers without local entity may be exempt.
• Central Supplier Database (CSD): Proof of registration required; self-register at https://secure.csd.gov.za/.
• B-BBEE: Submit a valid B-BBEE Certificate from a SANAS-accredited verification agency, or a sworn affidavit for EMEs/QSEs. JVs require consolidated scorecard.
• CIDB Registration: Must be registered with CIDB in grading designation 2ME or higher, or capable of registration prior to evaluation. JVs must meet combined grading requirements.
• Other Requirements: Provide signed joint venture agreement (if applicable), Letter of Good Standing/COIDA, and complete compulsory enterprise questionnaire.
• Disqualification Risks: Tenderers listed on Register of Tender Defaulters, Transnet's restricted list, or convicted of serious law breaches in past five years will be excluded.

• Starting date: September 2026.
• Completion date for the whole of the works: Not specified in the provided data.
• Submit first programme for acceptance within two weeks of the Contract Date.
• Submit revised programmes at intervals no longer than two weeks.
• Defects date: Fifty-two weeks after completion of the whole of the works.
• Defect correction period: Two weeks.

• Employer: Transnet SOC Ltd (Registration No. 1990/000900/30). Registered address: Transnet National Ports Authority, Port Control Building, Ganteaume Crescent, Port of East London, 5201.
• Project Manager: Siphokazi Mpetshwa-Masondo. Address: Transnet National Ports Authority, EMD Building, 01 DR Zahn & Nuffield Road, West Bank, Port of East London, 5201.
• Port Engineer: Zanele Ntantala. Address: Transnet National Ports Authority, Port Control Building, Ganteaume Crescent, East London, 5201.
• Weather data contact: South African Weather Service, Phone: 012 367 6023, Email: [email protected].

• Complete the Contract Data in Part C1.2 Part Two, including Contractor name, address, contact details, key persons, fee percentages, programme, activity schedule, and pricing data.
• An example of completed data is provided on pages 156-158 of the NEC3 ECC3 Guidance Notes.
• Read the NEC3 Engineering and Construction Contract and its Guidance Notes to understand the implications of the data.
• Ensure all required forms and schedules are submitted as per the tender document.

• Must be a legally registered entity capable of entering into a contract under South African law.
• Must have capacity to obtain required insurances from approved insurers.
• If a joint venture, must provide a detailed joint venture agreement meeting specified requirements.
• Subject to vetting by State Security Agency (SSA) for security clearances due to access to National Key Points.
• Must not be involved in tender rigging/collusion.

• Scope: Supply, delivery, removal of existing air conditioning units, installation and testing of twenty-one (21) air conditioning units at the Port of East London.
• Contract period: Four (4) months.
• Site boundaries: As stated in Part C4.1 "Description of the Site and its surroundings".
• Site Information: Contained in Part C4.
• Works Information: Contained in Part C3.
• Working areas: The site only.
• Key personnel: Provide details of key persons (names, jobs, responsibilities, qualifications, experience) with CVs appended to the tender schedule.

• Starting date: September 2026.
• The Contractor must submit the first programme for acceptance within two weeks of the Contract Date.
• Revised programmes are to be submitted at intervals no longer than two weeks.
• Access dates are part of the site information.

• The works include testing of the twenty-one (21) air conditioning units.

• Contract type: Priced contract with activity schedule.
• Activity schedule is in C2, Pricing data.
• Tenderer must state the tendered total of the Prices (excluding VAT).
• Pricing components include: direct fee percentage, subcontracted fee percentage, percentage for people overheads, percentage for design overheads, rates for equipment, and hourly rates for design employees.
• Currency: South African Rand.
• Payment terms: Monthly assessments on the 25th of each month. Payment on or before the last day of the month following receipt of a valid Tax Invoice and Statement.
• Interest rate: Prime lending rate of Rand Merchant Bank.

• Contract law: Law of the Republic of South Africa.
• Contract language: English.
• Insurance: Comply with specified insurance requirements, including:

• Professional indemnity insurance if design is provided by the Contractor.
• Insurance for manufactured/fabricated goods during production and transport.
• Motor Vehicle Liability Insurance with minimum indemnity limit of R5,000,000.
• Compliance with the Compensation for Occupational Injuries and Diseases Act.
• All insurance from an insurer approved by the Employer, with policies and certificates submitted to the Project Manager.

• Joint venture requirements: If a joint venture, provide a certified copy of the joint venture agreement (and Memorandum of Incorporation if applicable) within four weeks of the Contract Date. The agreement must include specific details on constituents, liabilities, insurance, and financial requirements.
• Security vetting: Employer reserves the right to conduct State Security Agency (SSA) vetting for contractors accessing National Key Points.
• Anti-collusion: Contract award is without prejudice to actions against declared tender rigging.
• Data protection: Both parties must process information in accordance with the Protection of Personal Information Act.

• The Contractor must comply, at a minimum, with the Compensation for Occupational Injuries and Diseases Act No. 130 of 1993 as amended for employee injury/death insurance.

• Contract form: NEC3 Engineering and Construction Contract June 2005 (amended June 2006 and April 2013).
• Main Option: A - Priced contract with activity schedule.
• Dispute resolution: Option W1.
• Secondary Options: X7 (Delay damages) and X18 (Limitation of liability).
• Delay damages: R200.00 per day for completion of the whole of the works.
• Liability limitations: Contractor's liability for indirect/consequential loss is nil; for loss/damage to Employer's property is limited to cost of correcting the defect; for design defects is limited to the Total of the Prices; total liability is limited to 36 months after completion.
• Insurance provided by Employer: Covers loss/damage to works, plant, materials; property damage and third-party bodily injury; equipment (temporary works); and SASRIA insurance for contract works.
• Additional Contractor insurance: Required for professional indemnity, manufacture/fabrication transit, motor vehicle liability (min R5,000,000).
• Termination: Employer may terminate for non-performance based on weekly/monthly service level agreement.
• Dispute adjudication: Parties agree on an adjudicator; failing agreement, the Chairman of the Association of Arbitrators (Southern Africa) appoints one.
• Arbitration: Final tribunal is arbitration under the Rules of the Association of Arbitrators (Southern Africa).
• Joint venture: Contractor must not alter joint venture composition without Employer approval.
• Termination grounds: Include commencement of business rescue proceedings (R22) and repudiation of contract (R23).
• Weather data: To be recorded on site and obtained from South African Weather Service.
• Period for reply: Two weeks.
• Defects correction period: Two weeks.
• Assessment interval: Monthly on the 25th.
• Interest rate: Prime lending rate of Rand Merchant Bank.

10.1 The Employeris: Transnet SOC Ltd (Registration No. 1990/000900/30)