Maintenance of cooling, refrigeration & freezing equipment – 3-Year tender in free state

Advertisement date: 22 October 2026

Non-compulsory site briefing: 30 October 2026 at 10:00 at Golden Gate Highlands National Park Free State Conference Room

Closing date: 06 November 2026

Closing time: 16:00

Bid validity period: 84 days from the closing date

Bidding procedure enquiries:

• Contact: Vuyiswa Makhathini
• Email: [email protected]
• Telephone: 058 255 1019

Technical enquiries:

• Contact: not specified
• Email: [email protected]
• Telephone: 058 255 1019

Submission address:

[email protected]

Service delivery address:

Golden Gate Highlands National Park

R712, Between Clarens & Qwaqwa

Free State, 9707

Submission method: email only to [email protected]. Submissions sent to any other email address will not be considered.

Closing time: 06 November 2026 at 16:00. Late bids will not be accepted for any reason.

Bids must be submitted on the official forms provided; re-typed forms are not accepted.

No alternative offers or options will be accepted.

Returnable forms (all must be completed and signed by an authorised representative):

• SBD 1 (Invitation to Bid): bidder and contact details; signed as the offer cover page.
• Pricing schedule: completed pricing for all items.
• SBD 4 (Declaration of Interest): discloses whether any director or shareholder is employed by the state or connected to anyone at SANParks.
• SBD 6.1 (Preference Points Claim): claims B-BBEE and specific-goal points; must be accompanied by an original or certified B-BBEE certificate or sworn affidavit.
• Proof of CSD registration.
• Proof of CIDB grading (1 ME or higher for returnable; 2 ME or higher for evaluation).
• Valid COIDA Letter of Good Standing.
• Red Seal Trade Test Certificate.
• Proof of SARACCA registration.
• Compulsory Enterprise Questionnaire.

If any returnable document is missing, SANParks may allow a grace period of 7 calendar days to submit or supplement before disqualifying the bidder.

Bidders must not contact any SANParks staff other than the officials named in SBD 1 or the enquiry contacts.

Evaluation stages:

1. Mandatory requirements (pass/fail): CIDB grading of 2 ME or higher, valid COIDA Letter of Good Standing, Red Seal Trade Test Certificate, SARACCA registration, and Compulsory Enterprise Questionnaire. Failure on any mandatory requirement means the bid is not considered.
2. Functionality (reference letters): maximum 100 points.

• 0 points: no reference letters submitted.
• 60 points: 1 reference letter.
• 80 points: 2 reference letters.
• 100 points: 3 reference letters.

Reference letters must be on the client's company letterhead, signed by the client, and demonstrate experience in maintenance of cooling, refrigeration and freezing equipment. Letters not meeting all requirements are not considered.

Quotations scoring less than 60% on functionality are eliminated from further consideration.

3. Preference points (80/20 system): 80 points for price, 20 points for specific goals.

Specific goals (20 points):

• Local enterprise (Thabo Mofutsanyane District Municipality): 10 points if the business operates within that municipality; 0 points if outside.
• Promotion of enterprises owned by black people with at least 51% shareholding: 10 points for 90%-100% black ownership, 8 points for 70%-89%, 6 points for 51%-69%, 0 points for 0%-50%.

Proof for specific goals: municipal rates bill in the name of the bidder or directors (not older than 3 months), or local municipality confirmation of business address (not older than 3 months), or a signed and valid lease agreement with proof of latest rental payment (not older than 3 months). For tenants, a copy of the municipal bill plus a letter of consent from the landlord is required.

B-BBEE proof: original or certified B-BBEE certificate with SANAS accreditation, or a certified copy of a sworn affidavit (for EMEs and QSEs).

Scope: Maintenance of cooling, refrigeration and freezing equipment, including replacement of parts, at Golden Gate Highlands National Park, Free State. Equipment must be serviced on a quarterly basis.

Contract period: 3 years.

Equipment list (by location):

Food & Beverage:

• Masutsa Restaurant: 3 walk-in freezers (asset nos. 700469, 624734, 624733)
• Under bar (silver): 3 Coolline fridges (asset nos. 624758, 624768, 624763)
• Brandwag Lounge: 3 Cool line under-bar fridges (asset nos. 624759, #3430, #3433)

Hotel & Chalets:

• Hotel Manager Bar: 1 Defy fridge (asset no. 608749)
• Hotel rooms (Room 1): 51 Midea 43L bar fridges (asset nos. 3733144-3733194)
• Rooms 10 & 15: 2 Mora 90L bar fridges (asset nos. 3733195, 3733196)
• Chalet 41: 1 Defy fridge (asset no. 3731433)
• Chalets 42-44: 3 Defy fridges (asset nos. 3731426, 3731427, 3731428)
• Chalets 45-48: 4 Defy fridges (asset nos. 3731431, 641979, 3731432, 611656)
• Chalets 49 & 52: 2 KIC 221L fridges (asset nos. 3731048, 3731042)
• Chalets 50 & 51: 2 Defy fridges (asset nos. 2006482, 3731434)
• Chalet 53: 2 Defy fridges (asset no. 3732113)
• Chalet 55: 1 KIC fridge (asset no. 3731046)
• Chalets 57, 58 & 63: 3 Defy fridges (asset nos. 373283, 373281, 3732821)
• Chalet 56: 1 Defy fridge (asset no. 705933)
• Chalet 59: 1 fridge (asset no. not stated)
• Chalets 60, 61, 65, 66 & 67: 6 Defy fridges (asset nos. 3732282, 3731426, 3732820, 3731851, 3731048)
• Chalet 68: 1 KIC fridge (asset no. 625950)
• Chalets 54, 62, 64, 70, 71 & 74: 6 Defy fridges (asset nos. 3732135, 3732133, 3732136, 3732134, 3731429, 3732137)

Wilgenhof:

• Pantry: 1 coolroom/freezer (no asset number)
• Kitchen: 1 Hisense side-by-side fridge (asset no. 3731445)
• Kitchen: 1 Defy chest freezer (asset no. 705950)

Experience is demonstrated through reference letters from clients, on company letterhead, signed by the client, showing experience in maintenance of cooling, refrigeration and freezing equipment. The number of letters determines functionality points: 1 letter = 60 points, 2 letters = 80 points, 3 letters = 100 points. No letters = 0 points.

Key personnel: a Red Seal Trade Test Certificate is required, indicating a qualified artisan in the relevant trade.

Pricing must be submitted per item in the schedule, in Rand excluding VAT. The schedule includes quantities, locations, descriptions, and asset numbers for each item. A delivery cost line is included for delivery to Golden Gate Highlands National Park. The schedule requires sub-total excluding VAT, VAT at 15%, total including VAT (T1), percentage increases for years 2 and 3 with totals (T2, T3), and a grand total (T1+T2+T3). No alternative offers or options are accepted.

Pricing format: unit prices per item in Rand, excluding VAT. The pricing schedule requires:

• Sub-total excluding VAT
• VAT at 15% (for VAT-registered vendors only)
• Total including VAT (T1)
• Percentage increase for 2nd year, and total including 2nd year increase (T2)
• Percentage increase for 3rd year, and total including 3rd year increase (T3)
• Grand total (VAT inclusive) = T1 + T2 + T3

Delivery cost to SANParks Golden Gate Highlands National Park must be included.

No alternative offers or options will be accepted.

Payment: within 30 days of receipt of invoice, in accordance with the PFMA.

CSD registration: mandatory. Bidders must be registered on the National Treasury Central Supplier Database before submitting, and provide proof of registration. Failure to do so may lead to disqualification.

Tax compliance: bidders must submit their SARS Tax Compliance Status (TCS) PIN, or a printed TCS certificate, or a CSD number if no TCS PIN is available. Each party in a consortium/joint venture/sub-contracting arrangement must submit a separate TCS PIN/certificate/CSD number.

B-BBEE: to claim preference points, bidders must submit an original or certified B-BBEE Status Level Verification Certificate, or a B-BBEE Sworn Affidavit (for EMEs and QSEs).

CIDB grading: 1 ME or higher to be eligible to apply (returnable requirement); 2 ME or higher is a mandatory evaluation requirement. Proof of CIDB grading registration must be submitted.

COIDA: a valid Letter of Good Standing is mandatory.

Red Seal Trade Test Certificate: must be attached to the bid.

SARACCA: the service provider must be registered with the South African Refrigeration and Air Conditioning Contractors Association.

Enterprise Questionnaire: the Compulsory Enterprise Questionnaire must be completed and signed.

Disqualification risks:

• Bidders who are persons in the service of the state, or companies/close corporations with directors/members in the service of the state, will not be considered.
• Bidders listed on the Register of Tender Defaulters or the List of Restricted Suppliers are automatically disqualified.
• False declarations in SBD 4 or SBD 6.1 may lead to disqualification, recovery of costs, contract cancellation, restriction from doing business with the state for up to 10 years, and criminal prosecution.
• Bidders must not have been convicted of fraud or corruption in the last five years.
• Bidders must not be associated with any other tendering entity or have a conflict of interest.

Specific goals for preference points (20 points total):

• Local enterprise: 10 points if the business operates within Thabo Mofutsanyane District Municipality (the local municipality for Golden Gate Highlands National Park); 0 points if outside.
• Promotion of enterprises owned by black people with at least 51% shareholding: 10 points for 90%-100% black ownership, 8 points for 70%-89%, 6 points for 51%-69%, 0 points for 0%-50%.

Proof required: municipal rates bill in the name of the bidder or directors (not older than 3 months), or local municipality confirmation of business address (not older than 3 months), or a signed and valid lease agreement with proof of latest rental payment (not older than 3 months). For tenants, a copy of the municipal bill plus a letter of consent from the landlord is required.

B-BBEE evidence: original or certified B-BBEE certificate with SANAS accreditation, or a certified copy of a sworn affidavit (for EMEs and QSEs).

No specific health and safety requirements are stated beyond the mandatory COIDA Letter of Good Standing, which confirms compliance with the Compensation for Occupational Injuries and Diseases Act.

SANParks is a public entity mandated to conserve and protect national parks and biodiversity. The service provider must operate within the environmental management framework of the park, but no specific environmental requirements are stated in the tender.

Contract form: the successful bidder must fill in and sign SBD 7 (Contract Form – Purchase of Goods/Works or Rendering of Services). The contract is subject to the General Conditions of Contract (GCC) and any special conditions.

Payment: within 30 days of receipt of invoice, in accordance with the PFMA.

The bidder's offer remains binding for the validity period (84 days from closing date).

The bidder accepts full responsibility for proper execution of the contract and any pricing mistakes are at the bidder's own risk.

The bidder must be duly authorised to sign the contract; proof of authority (e.g. company resolution) must be submitted.

No alternative offers or options will be accepted. Bids must be delivered to the correct email address by the closing time; late bids are not considered. Bidders must not contact any SANParks staff other than the officials named in SBD 1 or the enquiry contacts. The successful bidder must start the service immediately after the purchase order is issued.

Mandatory requirements (pass/fail): CIDB grading of 2 ME or higher (proof of registration), valid COIDA Letter of Good Standing, Red Seal Trade Test Certificate, SARACCA registration, and completion of the Compulsory Enterprise Questionnaire.

Evaluation is in two stages: mandatory requirements (pass/fail) and functionality (reference letters). Functionality scores: 0 for no letters, 60 for 1 letter, 80 for 2 letters, 100 for 3 letters. Quotations scoring less than 60% on functionality are eliminated. The 80/20 preference point system applies: 80 points for price, 20 points for specific goals.