36-Month term contract for HVAC maintenance & operation at city of cape town facilities

Term tender for mechanical and electrical maintenance and full operation of existing air-conditioning installations. Facilities include Cape Town Civic Centre, Transport Management Centre, Strand Street Concourse, and other City of Cape Town sites. Contract duration: 36 months from commencement date. Scope covers VRV systems, split-type AC units, HVAC chilled water systems, centralised HVAC systems, and Building Management Systems (BMS).

Closing date and time: 23 July 2026 at 10:00. Optional site visit/clarification meeting: 8 July 2026 at 10:00 via MS Teams (Meeting ID: 364 931 863 519 849, Passcode: ZM94Wx2n). Tender advertised: 19 June 2026.

Tender representative email: [email protected]. Submission address: Tender & Quotation Boxes Office, 2nd Floor (Concourse Level), Civic Centre, 12 Hertzog Boulevard, Cape Town. Appeals/legal compliance: City Manager, c/o Manager: Legal Compliance Unit, 20th Floor, Tower Block, 12 Hertzog Boulevard, Cape Town 8001, or Private Bag X918, Cape Town 8000, or [email protected]. POPIA requests: City Manager, c/o Information Officer, 20th Floor, Tower Block, 12 Hertzog Boulevard, Cape Town 8001, or Private Bag X9181, Cape Town 8000, or [email protected]. Supplier Database Registration: Supplier Management Unit, 2nd Floor (Concourse Level), Civic Centre, 12 Hertzog Boulevard, Cape Town, Tel: 021 400 9242/3/4/5.

Submit a sealed envelope containing the completed and signed tender document, including all returnable schedules, to Tender Box 220 at the Tender & Quotation Boxes Office, 2nd Floor (Concourse Level), Civic Centre, 12 Hertzog Boulevard, Cape Town before 10:00 on 23 July 2026. The envelope must be endorsed with: Tender No. 287S/2025/26, tender box number, closing date, and the tenderer’s name and address. If the tender is too large for the box, enquire at the public counter for alternative instructions. Tenders submitted by facsimile or email will be rejected. Ensure all documents are legibly completed in non-erasable ink. Only tenders on original CCT-issued documents with all returnable documents duly completed and signed will be considered responsive. Late tenders will not be accepted. Tender offers remain valid for 120 days after closing, extendable to 12 months plus a possible further 6 months by mutual agreement. Withdrawal after closing requires CCT approval and may incur liability for additional costs. Alternative tenders are permitted only if a main tender is also submitted, clearly marked as 'Alternative Tender' in a separate sealed envelope.

Scope: Term contract for mechanical and electrical maintenance and full operation of existing air-conditioning installations at Cape Town Civic Centre, Transport Management Centre, Strand Street Concourse, and other City of Cape Town facilities. Contract period: 36 months from commencement date. Services include maintenance and operation of Variable Refrigerant Volume (VRV) systems, split-type air-conditioning units, HVAC chilled water systems, centralised HVAC chilled water systems, and Building Management Systems (BMS). Tenderers must demonstrate expertise in these areas via completed projects (see evaluation criteria). Key personnel must include certified electricians, mechanical artisans, technicians, and SAQCC Gas Authorised Practitioners. Resources required: 4x Light Duty Vehicles (<3,500 kg GVM). Compliance with Occupational Health and Safety Act is mandatory; a Health and Safety Plan may be requested. Samples for testing may be required and may not be returned. Work is city-wide.

Tenderers must demonstrate expertise via completed projects (>R150,000 each, VAT inclusive) within the past 10 years: VRV/split-type AC installations, HVAC chilled water servicing/maintenance, centralised chilled water repairs, and BMS experience. Evidence: completion certificates or signed client reference letters with value and date (Schedule F.13A). Key personnel must be employed by the tenderer and include: 3x Certified Installation Electricians (Dept of Employment & Labour license), 1x Certified Mechanical Artisan (Fitter/Fitter & Turner, Section 13/26D Trade Test), 1x Mechanical Technician (NQF 6 National Diploma), 3x SAQCC Gas Authorised Practitioners for AC/Refrigeration. Qualifications and registrations must be attached (Schedule F.13B). Joint ventures must specify work allocation per party. Minimum functionality score: 65/100.

Tenderers must provide access for inspections, tests, and analysis during working hours as per Conditions of Tender or Specifications. Samples may be required for testing and may not be returned. Unsuccessful bidders may collect samples unless retained for contract duration. Quality of work is evaluated via functionality criteria (work experience, personnel qualifications, resources). Non-compliance with specifications or failure to provide samples may render the tender non-responsive. All materials and workmanship must meet the standards outlined in the Specifications (Section C.5).

Pricing must comply with the Price Schedule (Section C.4). All prices/rates must cover the full scope of goods/services. Errors in pricing are the tenderer’s risk. Arithmetical errors will be corrected by CCT: words govern over figures; line-item totals govern over unit rates; tendered totals govern over sums. Tenderers may be required to justify or amend rates deemed unreasonable. For transactions >R10M (VAT inclusive), additional financial documentation is required. Contract Price Adjustment provisions apply (Schedule F.1). Payment terms and guarantees (e.g., performance security, advance payment) are specified in Annexures C and D.

Comply with all pricing instructions in the Price Schedule (Section C.4). Pricing must cover all goods/services specified; errors in pricing are the tenderer’s risk. Arithmetical errors will be corrected by CCT: amounts in words govern over figures; line-item totals govern over unit rates; tendered totals govern over sums. Tenderers may be required to justify or amend rates deemed excessively low/high or unbalanced. For transactions >R10 million (VAT inclusive), submit: audited financial statements (past 3 years), certificate of no overdue municipal service payments (>30 days), details of past state contracts (including non-compliance/disputes), and statement on foreign sourcing/payment transfers. Performance security/guarantee, advance payment guarantee, and insurance may be required post-award. Contract price adjustment provisions apply (Schedule F.1).

Mandatory registrations: City of Cape Town Supplier Database and National Treasury Central Supplier Database (CSD). Each joint venture party must register individually. Tax compliance: Submit valid SARS Tax Compliance Status PIN with tender and record it on Details of Tenderer pages. CCT verifies compliance via CSD/e-Filing; non-compliant bidders must provide SARS proof of payment arrangements within 7 working days or face rejection. B-BBEE: Minimum Level 6 required; submit B-BBEE certificate with tender. Labour compliance: Proof of good standing with MEIBC or NBCEI required (Schedule F.13D). SAQCC Gas: Valid SAQCC Gas Registration Number for an Air Conditioning and Refrigeration Gas Practitioner employed by the tenderer at closing (Schedule F.13B). Conflict of interest: Declare any conflicts (Schedule F.6) and past SCM practices (Schedule F.7). Restrictions: Tenderer must not be restricted under SCM Policy, guilty of Competition Act violations, or associated with bid specification committee. Additional documents: Certificate of Independent Bid Determination (Schedule F.9), Declaration of Interest for State Employees (Schedule F.5), Authorisation for Deduction of Outstanding Amounts (Schedule F.8). Foreign suppliers: Exempt from SARS tax compliance if answering 'NO' to all foreign supplier questionnaire questions.

Compliance with the Occupational Health and Safety Act is mandatory. Tenderers must submit a Health and Safety Plan upon written request, demonstrating competencies and resources to deliver services safely. The plan must align with the Act, Regulations, and CCT’s Health and Safety Specification. All costs for OHS compliance must be included in the tender price. Failure to comply may result in disqualification or contract termination.

Contract period: 36 months from commencement date. Contract comes into effect upon supplier confirmation of receipt of signed contract copy (including Schedule of Deviations). Supplier must deliver securities, bonds, guarantees, and proof of insurance within 2 weeks of contract receipt. Failure to comply constitutes breach. CCT may nominate a Standby Bidder for award if the contract is terminated. Contract may be terminated for non-performance, material breach, or as per SCM Policy. Negotiations with preferred tenderers are permitted but must not disadvantage other tenderers or increase price. Contract terms are subject to CCT’s SCM Policy and Conditions of Contract (Sections C.6 and C.7). Amendments must be documented in the Schedule of Deviations.

90/10 price/preference system for tenders >R50M (VAT inclusive). Price formula: Ps = 90 x (1 – (Pt – Pmin)/Pmin). Functionality (100 points max, 65 minimum): Work Experience (40 points): 5x VRV/split-type AC installations (1pt each), 10x HVAC chilled water servicing (2pts each), 10x centralised chilled water repairs (1pt each), 5x BMS projects (1pt each). Key Personnel (50 points): 3x Certified Installation Electricians (5pts each), 1x Mechanical Artisan (10pts), 1x Mechanical Technician (NQF 6, 10pts), 3x SAQCC Gas Practitioners (5pts each). Resources (10 points): 4x LDVs (<3,500 kg GVM). Preference points (10 max) for Specific Goals, SMEs, Supplier Development, Skills Development, or Employee Share Schemes.