Accommodation, electricity and municipal services for cradock ems base – 24-Month contract

Closing date: 21 October 2026 at 11:00

No compulsory briefing or site inspection.

No compulsory briefing or site inspection.

Bidding procedure enquiries:

• Contact: Mrs. P. Williams
• Email: [email protected]
• Telephone: 045 839 2190

Technical enquiries:

• Contact: Mrs. S. Dyan
• Email: [email protected]
• Telephone: 045 838 1356

Submission: online via www.etenders.gov.za

Submission method: online only via www.etenders.gov.za; no physical bids accepted.

All prescribed bid forms must be completed, signed, and every page initialled.

Returnable forms and documents:

• SBD 1 (Invitation to Bid): completed and signed as the offer cover page.
• SBD 3.1 (Pricing Schedule): completed and signed, pricing inclusive of VAT.
• SBD 4 (Declaration of Interest): discloses any state employment or connections; false declaration disqualifies.
• SBD 6.1 (Preference Points Claim): completed and signed to claim B-BBEE points.
• Latest CSD report attached.
• Letter from bank/financial institution confirming financial stability, or audited financial statements not older than 3 months.
• JV/Consortium Agreement (if applicable) with separate CSD reports for each party.
• Written quotation on letterhead or quotation book, with company stamp, clear unit and total prices, and signed.
• Proof of valid CSD registration; the bid commodity must appear on CSD.
• Proof of LOGIS registration with active banking details.
• All other prescribed forms (Schedules F, G, H, I, J) duly completed.

Disqualification risks:

• Any returnable form omitted, unsigned, or not initialled.
• Late bids, regardless of reason.
• Failure to register on CSD before submission.
• Quoting not according to specification.

Evaluation in two stages:

Stage 1 – Administrative Compliance / Pre-qualification: must comply with all listed requirements (SBD 1, SBD 3.1, SBD 4, SBD 6.1, latest CSD report, bank letter or audited financials, JV agreement if applicable). Failure invalidates the bid.

Stage 2 – Price and Preference Points: 80/20 system per Preferential Procurement Regulations 2017. 80 points for price, 20 points for specific goals. Price points formula: Ps = (Pmin/Pt) x 80.

The department requires accommodation, electricity and municipal services for the Cradock EMS base for 24 months.

Facilities required:

• Office space: 1 x Area Manager, 1 x Shift Leader, 1 x Fleet Manager; each approximately 15 m².
• Rest room: capacity for approximately 10 staff at a time.
• Toilets: 1 x female, 1 x male.
• Kitchen: 1 x.
• Store rooms: 2 x, each approximately 16 m².
• Wash bay: paved or concrete area equipped to wash ambulances; dirty utility for cleaning equipment and linen.
• Secured parking: fully fenced area for at least 5 ambulances, 1 rescue vehicle, 1 PTV, and 1 response vehicle; plus secure parking for staff on duty; well-lit grounds for night safety.

Municipal services and electricity must be included.

Pricing must be submitted on the Pricing Schedule (SBD 3.1) inclusive of VAT.

Bidders must indicate the basis of their pricing by completing all aspects of the pricing schedule.

Bidders must submit details of their experience in the relevant trade, including a list of existing/previous similar contracts with contactable references, number of years in the business, and details of the person who will manage the services, including qualifications and experience.

Pricing schedule (SBD 3.1) must be completed with unit and total prices for each item: office space, rest room, toilets, kitchen, store rooms, wash bay, secured parking area, including municipal services and electricity.

Total bid price must be provided.

Offer valid for 120 days from closing date.

Pricing inclusive of VAT and all taxes.

Pricing must be inclusive of VAT and all taxes.

Pricing schedule (SBD 3.1) must be completed, showing unit and total prices for each item.

Offer valid for 120 calendar days from closing date.

Bidders must submit a confirmation letter from an accredited financial institution that they will be assisted financially once the bid is awarded.

Bidders must provide financial particulars and standing (Schedule J).

Bank letter or audited financial statements not older than 3 months required at pre-qualification.

CSD registration mandatory before submission; failure invalidates bid. Bid commodity must appear on CSD.

Tax compliance: verified via CSD and SARS; provide SARS PIN or CSD number. Each consortium/JV/sub-contractor party must submit separate proof.

B-BBEE: a valid B-BBEE certificate or sworn affidavit (for EMEs and QSEs) must be submitted to qualify for preference points.

LOGIS registration with active banking details required.

All shortlisted bidders subject to screening by the National Intelligence Agency (NIA).

Recommended that the successful bidder employ semi-skilled labourers from within the sub-district.

Service provider and personnel must comply with all safety, fire, emergency and security procedures at the institution.

Service provider acknowledges duties as an employer under the relevant health and safety Act and agrees to comply with all rules and regulations implemented by the department.

Contract comes into effect on the date of the letter of acceptance.

Payment does not constitute acceptance of defective or non-conforming services.

The department may withhold disputed amounts until resolved.

Service provider must respect the department's operational requirements, report incidents promptly, cooperate with third-party providers, and comply with all applicable legislation and department policies.

The department may deny access to personnel who fail to comply with procedures and require replacement.

Service provider acknowledges employer duties under the relevant health and safety Act.

A Service Level Agreement will be signed, specifying deliverables and payment terms.

Performance measured via reports, complaints, user satisfaction surveys, and audits.

Service provider must keep accurate records and provide them on request.

Breach and termination governed by Paragraph 23 of the GCC.

All prescribed bid forms must be completed, signed, and initialled on every page.

Confirmation letter from accredited financial institution required.

Proof of valid CSD registration; bid commodity must appear on CSD.

LOGIS registration with active banking details required.

Written quotation on letterhead or quotation book required, with company stamp, clear unit and total prices, signed.

Quote according to specification.

Form Part 5 Schedule J must be completed.

Recommended to employ semi-skilled labourers from within the sub-district.

All shortlisted bidders subject to NIA screening.

Mandatory requirements:

• CSD registration before submission; failure invalidates bid.
• Confirmation letter from accredited financial institution of financial assistance upon award.
• Proof of valid CSD registration; bid commodity must appear on CSD.
• LOGIS registration with active banking details.
• Written quotation on letterhead or quotation book, with company stamp, clear unit and total prices, signed.
• Quote according to specification.
• Complete and sign all prescribed bid forms and initial all pages.
• Submit completed SBD 1, SBD 4, SBD 6.1, SBD 3.1.
• For partnerships/CCs/companies: certificates with names, ID numbers, addresses of partners/members/directors.
• For consortia/JVs: bid signed by all members, lead member nominated, copy of agreement submitted.
• Provide details of nearest office to contract location.
• Provide financial particulars and standing.
• Each consortium/JV/sub-contractor party must submit separate TCS/PIN/CSD proof.

Two-stage evaluation:

Stage 1: Administrative compliance – must meet all pre-qualification requirements (SBD 1, SBD 3.1, SBD 4, SBD 6.1, CSD report, bank letter/audited financials, JV agreement if applicable). Failure invalidates bid.

Stage 2: Price and preference points – 80/20 system; 80 points for price, 20 for specific goals. Price points formula: Ps = (Pmin/Pt) x 80.