Servicing, repairs, supply and installation of air conditioning units (CIDB 2me+)

Compulsory briefing session: 9 September 2026 at 11:00, venue 2 Mzuzu Street, Pellissier, Bloemfontein, 9322. Non-attendance leads to disqualification.

Quotation closing date and time: 18 September 2026 at 12:00.

Clarification responses: any requested clarification must be returned within 2 days.

Supply Chain Management (SCM) – telephone (051) 403 0800, facsimile (051) 422 5333.

Technical and procurement enquiries: [email protected].

Physical submission address: Vaal Central Water Head Office, 2 Mzuzu Street, Pellissier, Bloemfontein, 9301 (bid box at security entrance).

Submission method: email to [email protected] with the reference number in the subject line, or hand-deliver to the bid box at 2 Mzuzu Street, Pellissier, Bloemfontein (security entrance).

Closing: 18 September 2026 at 12:00. Late submissions will not be accepted.

Returnable documents (all must be fully completed, signed and submitted with the quotation):

• SBD 1 (Invitation to Bid) – signed offer cover page with bidder details and authority to sign.
• SBD 3.1 (Pricing Schedule – Firm Prices) – completed with all line items, prices inclusive of VAT and transport.
• SBD 4 (Bidder’s Disclosure) – declares any state employment or relationships with procuring institution staff.
• SBD 6.1 (Preference Points Claim) – claims specific-goal points with supporting proof.
• Quotation on company letterhead or stamped.
• Proof of active CIDB grading 2ME or higher.
• Valid SARS Tax Compliance Status PIN (or CSD number if PIN not available).
• Certified ID copy of the authorised signatory.
• CIPC registration / CSD report.
• For specific-goal points: municipal rates statement or lease agreement showing Free State / Northern Cape address; medical certificate or Department of Labour letter for disability; B-BBEE certificate or sworn affidavit.

Disqualification risks: non-attendance of compulsory briefing; any returnable form unsigned or omitted; submission after closing time; quotation not on letterhead/stamped; bidder or directors in state service.

Two-stage evaluation:

Stage 1 – Responsiveness (pre-qualifiers, all mandatory):

1. One-folder bid submission.
2. Fully completed and signed SBD 1, SBD 3.1, SBD 4, SBD 6.1.
3. Attendance at compulsory onsite briefing on 9 September 2026 at 11:00, 2 Mzuzu Street, Pellissier, Bloemfontein.
4. Valid SARS Tax Compliance Status PIN (or CSD number) – must be provided within 2 days if requested.
5. Quotation on company letterhead or stamped – must be provided within 2 days if requested.
6. Active CIDB grading 2ME or above – must be provided within 2 days if requested.
7. Arithmetic error check – within 2 days if requested.

Only bidders passing all pre-qualifiers proceed.

Stage 2 – 80/20 preference point system (PPPFA 2022):

• Price: 80 points (lowest acceptable price scores maximum).
• Specific Goals: 20 points allocated as follows:

• Black ownership >50% (certified ID + CIPC/CSD): 5 points.
• Women ownership >50% (certified ID + CIPC/CSD): 5 points.
• Youth ownership >50% (certified ID + CIPC/CSD): 5 points.
• Disability ownership >50% (medical certificate + CIPC/CSD): 5 points.
• Locality – Free State / Northern Cape based (municipal rates/lease/permission to occupy): 10 points.
• B-BBEE level (sworn affidavit/certificate): level 1 = 5 pts, level 2 = 2 pts, level 3 = 0 pts, level 4+ = 0 pts.

Failure to submit required proof for any specific goal = zero points for that goal.

Highest total points wins; Vaal Central Water may award in whole or in part to a lower-scoring bidder on objective grounds.

Scope: major servicing, repairs, supply and installation of air-conditioning units at multiple Vaal Central Water sites in Bloemfontein.

All prices must be firm, inclusive of VAT (15%), travel and delivery costs (transport not as a separate line item).

Quotation validity: 60 days from closing date.

Detailed schedule of quantities (SBD 3.1):

Brandkop:

• Major service: 12 000 Btu mid-wall split R410a – 6 units (Fleet & Assets Office).
• Major service: 12 000 Btu mid-wall R410a – 5 units (Security Office).
• Major service: 12 000 Btu mid-wall split R410a – 1 unit (Security Guard Room – Main gate).
• Supply & install: new 18 000 Btu under-ceiling split R410a with power supply – 1 unit (Fleet Boardroom).
• Supply & install: new 9 000 Btu mid-wall split R410a with power supply – 2 units (Security Office).

IT and facilities management offices:

• Major service: 12 000 Btu mid-wall split R410a – 15 units.
• Major service: 18 000 Btu mid-wall split R410a – 1 unit (IT Offices).
• Supply & install: new 12 000 Btu under-ceiling split R410a with power supply – 3 units (Bethulie Office).

Projects, telemetry & other offices (park homes):

• Major service: 12 000 Btu mid-wall split R410a – 18 units.

SCM and finance park homes:

• Major service: 12 000 Btu mid-wall split R410a – 17 units.
• Major service: 18 000 Btu mid-wall split R410a – 1 unit (SCM Open Plan).
• Major service: 12 000 Btu mid-wall split R410a – 1 unit.
• Supply & install: new potable kitchen geyser, Heat Tech 3100707 Compact Under/Overbasin 15 L (or equivalent) – 1 unit (SCM & Finance kitchen).

HR main building – 1st floor:

• Major service: 12 000 Btu mid-wall split R410a – 7 units (HR Offices).
• Supply & install: new 12 000 Btu under-ceiling split R410a with power supply – 1 unit (HR Offices).
• Major service: 18 000 Btu under-ceiling split R410a with power supply – 2 units (HR Open Plan).
• Major service: 18 000 Btu under-ceiling split R410a with power supply – 3 units (Server Room).
• Major service: 18 000 Btu under-ceiling split R410a with power supply – 2 units (UPS Room).

Archives office:

• Major service: 12 000 Btu mid-wall split R410a – 3 units.
• Major service: 18 000 Btu under-ceiling split R410a with power supply – 5 units (Archives & Boardrooms).
• Major service: 12 000 Btu mid-wall split R410a with power supply – 1 unit (IR Small Office).
• Major service: 24 000 Btu mid-wall split R410a – 1 unit (General Reception Area).

Finance main building – 2nd floor:

• Major service: 12 000 Btu mid-wall split R410a – 10 units (Finance Offices).
• Supply & install: new 9 000 Btu mid-wall split R410a with power supply – 1 unit (Finance Stores).
• Major service: 18 000 Btu under-ceiling split R410a – 2 units (Finance Open Plan).

Executive offices & main boardroom:

• Major service: 18 000 Btu under-ceiling split R410a – 6 units (Executive Offices).
• Major service: 12 000 Btu mid-wall split R410a – 3 units (Executive Support Offices).
• Major service: 18 000 Btu mid-wall split R410a – 1 unit (Secretariat Office).
• Major service: 18 000 Btu under-ceiling split R410a – 2 units (Main Boardroom).
• Major service: 18 000 Btu under-ceiling split R410a – 2 units (Executive Passage).

Other costs:

• Refilling of refrigerant R410a, 11.3 kg disposable cylinder – 3 cylinders.

Delivery: firm delivery period must be indicated; all costs included in unit prices.

Pricing must be submitted on SBD 3.1 (Firm Prices schedule). Only firm prices are accepted; non-firm or exchange-rate-linked prices will be rejected. The schedule lists every line item with description, quantity, unit price and total. All prices include 15% VAT and all transport/delivery costs. A grand total with VAT is required. The schedule covers major services on existing units (various capacities and locations), supply and installation of new units with power supplies, a kitchen geyser replacement, and refrigerant refills (11.3 kg R410a disposable cylinders). A firm delivery period must be indicated.

Pricing: firm prices only (no escalation, no exchange-rate variation). Use SBD 3.1 pricing schedule; complete every line item. Prices inclusive of 15% VAT and all transport/delivery costs (transport not a stand-alone item).

Quotation validity: 60 days from closing date (18 September 2026).

No advance payment terms stated; Vaal Central Water reserves the right not to process partial payments on procurement below R1 000 000.

No bid bond, performance guarantee or retention percentage specified in the document.

Successful bidder must sign SBD 7 (Contract Form) and comply with National Treasury General Conditions of Contract (GCC).

Mandatory registrations and certifications:

• Active CIDB grading 2ME or higher (mechanical engineering).
• Central Supplier Database (CSD) registration (MAAA number).
• Valid SARS Tax Compliance Status PIN (or CSD number if PIN unavailable).
• CIPC company registration.
• FICA-approved documents (where applicable).
• Certified ID copy of authorised signatory.
• Authority to sign (board resolution or similar).

Specific-goal documentation (required to claim points):

• Municipal rates statement or valid lease agreement in bidder’s name showing Free State / Northern Cape address, or Permission to Occupy from local chief (rural areas).
• Medical certificate from registered practitioner or Department of Labour letter confirming disability (for disability ownership points).
• B-BBEE certificate or sworn affidavit.

Returnable forms (all must be completed and signed):

• SBD 1 – Invitation to Bid.
• SBD 3.1 – Pricing Schedule (Firm Prices).
• SBD 4 – Bidder’s Disclosure (state employment, relationships, conflicts of interest).
• SBD 6.1 – Preference Points Claim (specific goals).

Exclusions: no bids accepted from persons in the service of the state, companies with directors in state service, or close corporations with members in state service.

Contract will be governed by the National Treasury General Conditions of Contract (GCC). The successful bidder must complete and sign SBD 7 (Contract Form). All prices are firm for the contract duration. Delivery costs and transport are included in the quoted rates (not a separate line item). Quotation validity is 60 days from closing. Vaal Central Water reserves the right not to process partial payments on contracts below R1 000 000. No liquidated damages, retention, or performance bond percentages are specified in the document.

Evaluation follows a two-stage process. Stage 1 is a responsiveness check with seven pre-qualifying criteria (one-folder bid, four signed SBD forms, compulsory briefing attendance, tax pin, letterhead quotation, CIDB 2ME+, arithmetic check). Only bidders passing all pre-qualifiers advance. Stage 2 applies the 80/20 preference point system: 80 points for price (lowest acceptable price formula), 20 points for specific goals (black ownership, women ownership, youth ownership, disability ownership, Free State/Northern Cape locality, B-BBEE level). Documentary proof is mandatory for each goal claimed; missing proof scores zero for that goal. The highest total points wins, though the organ of state may award to a lower-scoring bidder on objective grounds.