Quantity surveyor services for n&r building refurbishment – sabs RFQ 202164

Non-compulsory briefing session: 17 November 2026 at 11:00

Venue: SABS Groenkloof, 1 Dr Lategan Road, Groenkloof, Pretoria

Closing date and time: 20 November 2026 at 11:00

Bid validity: 120 days from closing date; SABS may extend by 60 days by written notice.

Enquiries:

• Contact: Lethabo Nedondwe
• Role: Procurement Specialist
• Email: [email protected]
• Telephone: 011 238 6044

Submission:

• Method: email
• Submission email: [email protected]

Service delivery / site:

SABS Groenkloof

1 Dr Lategan Road, Groenkloof

Pretoria, 0001

Submission method: email only.

Submission email: [email protected]

Closing time: 20 November 2026 at 11:00. No late submissions accepted.

Bids submitted via a link or file-transfer service (e.g. WeTransfer) will not be accepted.

The bidder is responsible for ensuring the quotation is received on time.

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

• CSD registration report (National Treasury Central Supplier Database).
• Valid B-BBEE certificate or sworn affidavit (to claim specific goals).
• SBD 4 (Bidder's Disclosure Form): discloses any employment by an organ of state, relationships with procuring institution staff, and all CSD-registered companies linked to directors; false or incomplete disclosure disqualifies the bid.
• SBD 6.1 (Preference Points Claim Form): claims preference points for specific goals under the 2022 Preferential Procurement Regulations.
• Non-disclosure agreement (Annexure C): binds the bidder to keep confidential all information received during the RFQ process for 12 months from signature.
• General Conditions of Contract (GCC).
• Bill of Quantities (BOQ) pricing schedule, fully completed.

Disqualification risks:

• Any required document omitted or unsigned.
• Contacting SABS personnel other than the named procurement specialist.
• Any canvassing of SABS staff regarding this RFQ.
• Bidders listed on the Register for Tender Defaulters or the List of Restricted Suppliers.

Evaluation stages:

1. Mandatory compliance check: bidders must meet all requirements (COIDA letter, qualifications, PrQS registration, CSD, B-BBEE, forms). Failure disqualifies the bid before functionality evaluation.
2. Functionality evaluation (minimum threshold 70%):

• Company track record (40% weight): scored 0-5 based on number of reference letters from contactable clients confirming successful completion of similar quantity surveying and project management projects within the last 5 years. Each letter must include client name, project name, brief description of services, completion date, project value (where applicable), contact person, telephone and/or email. 0 letters = 0; 1 = 1; 2 = 2; 3 = 3; 4 = 4; 5 or more = 5.
• Quantity Surveyor experience (40% weight): scored 0-5 based on years of relevant experience of the proposed QS as detailed in the CV. 0 years = 0; 1 = 1; 2 = 2; 3 = 3; 4 = 4; 5 or more = 5.
• Project plan (20% weight): scored 0 or 5. A detailed Project Execution Plan must be submitted covering project approach and methodology, key activities and deliverables, programme of works (Gantt chart), milestones and timelines, resource allocation, risk management approach, quality assurance and quality control measures, and communication and reporting plan. Not submitted = 0; submitted = 5.

Bidders scoring below 70% on functionality are disqualified and not evaluated further.

3. Preference points (80/20 system):

• Price: 80 points.
• Specific goals: 20 points.

Only bidders who pass the 70% functionality threshold are evaluated on price and specific goals.

Specific goals points (from SBD 6.1):

• Black ownership: 100% = 10; 75-99% = 8; 60-74.99% = 6; 51-59.99% = 4; 1-50.99% = 2; 0% = 0.
• Black women ownership: 100% = 6; 51-99% = 4; 1-50.99% = 2; 0% = 0.
• Ownership by persons living with disabilities: 100% = 4; 51-99% = 2; 0-50.99% = 0.

The SABS requires a professional quantity surveyor to provide quantity surveying and project cost management services for the refurbishment of the N&R building.

Scope of work includes:

• Assess current building conditions and confirm refurbishment requirements with the Facilities Maintenance Department.
• Prepare detailed cost estimates, cost plans and budgetary projections.
• Assist with tender documentation: bills of quantities, pricing schedules, scope of works, tender specifications, contract documentation.
• Support the tendering and procurement process, including evaluation of contractor quotations and tender submissions.
• Monitor and control project costs during execution to align with approved budget.
• Oversee and verify site work with the project team for compliance with contractual requirements, specifications, quality standards and approved scope.
• Review and certify contractor payment claims, variations and final accounts.
• Attend project meetings, site inspections and progress review meetings.
• Provide regular progress, cost and financial reports to Facilities Management and stakeholders.
• Assist with project close-out, including final accounts and supporting documentation.

Deliverables are structured in phases per the Bill of Quantities:

• Phase 1: Initiation and assessment (site inspection, condition assessment and measurement verification).
• Phase 2: Cost planning and documentation (order of magnitude cost estimate, preliminary cost plan and budget schedule, tender pricing documentation support).
• Phase 3: Tender and procurement support (cost and commercial support during tender evaluation).
• Phase 4: Construction support (monthly cost monitoring and reporting, site inspections and progress verification, payment certificates, variations and claims assessment) - 3 months.
• Phase 5: Close-out (final account preparation, review and verification, cost reconciliation and final financial reporting).
• Project allowances: disbursements and reimbursable expenses (itemised, or 'Nil' if not applicable); contingency allowance (30% of subtotal excluding VAT, only used with prior written approval).

Refer to attached floor plans (Level 1 and Level 2) for area dimensions.

Refer to SACQSP guidelines for professional fees.

A detailed Project Execution Plan must be submitted as part of the functionality evaluation. It must cover:

• Project approach and methodology.
• Key activities and deliverables.
• Programme of works (Gantt chart).
• Milestones and timelines.
• Resource allocation.
• Risk management approach.
• Quality assurance and quality control measures.
• Communication and reporting plan.

The plan is scored 0 or 5 (20% weight); not submitting it scores 0.

The proposed Quantity Surveyor must hold:

• A qualification recognised by SACQSP: BSc in Quantity Surveying, BQS, BTech, or equivalent.
• A valid Professional Quantity Surveyor (PrQS) registration certificate from SACQSP.

Certified copies of qualifications (not older than 3 months) must be submitted.

Company track record: minimum of 5 reference letters from contactable clients confirming successful completion of similar quantity surveying and project management projects within the last 5 years. Each letter must include client name, project name, brief description of services, completion date, project value (where applicable), contact person, telephone and/or email.

Quantity Surveyor experience: a detailed CV of the proposed QS showing relevant qualifications, professional registration, years of experience, employment history, and experience on projects of similar nature and complexity. Scoring is based on years of experience (0-5).

The quantity surveyor must ensure work complies with contractual requirements, specifications, quality standards and approved scope.

The project execution plan must include quality assurance and quality control measures.

The QS must verify completed work on site with the project team to confirm compliance with quality standards.

Refer to SACQSP guidelines for professional fees and standards.

Pricing must be submitted on the Bill of Quantities (BOQ) provided.

All rates and amounts must be in South African Rand, exclusive of VAT, with VAT at 15% and total price including VAT shown separately.

Amount Excl. VAT must equal Qty multiplied by Rate Excl. VAT for each line item.

Each phase subtotal must be completed.

For monthly construction support items, insert the proposed number of months in the Qty column and provide a monthly rate.

Disbursements must be fully itemised; if none, indicate 'Nil'.

Contingency allowance: 30% of subtotal excluding VAT; may only be expended with prior written approval by the client.

Incomplete pricing, failure to complete phase subtotals, qualifications preventing like-for-like comparison, or failure to complete the total price may render the bid non-responsive.

Quotation must be all-inclusive of VAT, include transportation costs and disbursements.

Fixed price required; forward cover provision for foreign currencies.

Pricing format: Bill of Quantities (BOQ) with line items per phase.

• All rates and amounts must be quoted in South African Rand, exclusive of VAT.
• VAT at 15% must be shown separately; total price including VAT must be shown.
• Amount Excl. VAT must equal Qty multiplied by Rate Excl. VAT for each line item.
• Each phase subtotal must be completed to allow evaluation of total cost per phase.
• For monthly construction support items, insert the proposed number of months in the Qty column and provide a monthly rate.
• Disbursements must be fully itemised; if none, indicate 'Nil'.
• Contingency allowance: 30% of subtotal excluding VAT; may only be expended with prior written approval by the client.
• Incomplete pricing, failure to complete phase subtotals, qualifications that prevent like-for-like comparison, or failure to complete the total price may render the bid non-responsive.

Quotation must be all-inclusive of VAT, include transportation costs and disbursements.

Fixed price required; where foreign currencies are involved, bidders must make provision for forward cover.

No advance or upfront payment will be made; payment only in accordance with agreed delivery of service.

Bid validity: 120 days from closing date; SABS may extend by 60 days by written notice.

Mandatory requirements (failure disqualifies the bid):

• Valid Letter of Good Standing from the Compensation Fund (COIDA).
• Certified copies (not older than 3 months) of the proposed Quantity Surveyor's qualifications: BSc in Quantity Surveying, BQS, BTech, or equivalent recognised by SACQSP.
• Valid Professional Quantity Surveyor (PrQS) registration certificate from SACQSP for the proposed Quantity Surveyor.
• CSD registration report.
• Valid B-BBEE certificate or sworn affidavit (to claim specific goals).
• Completed SBD 4 (Bidder's Disclosure Form).
• Completed SBD 6.1 (Preference Points Claim Form).
• Signed non-disclosure agreement.
• General Conditions of Contract (GCC).
• Bidders listed on the Register for Tender Defaulters or the List of Restricted Suppliers are automatically disqualified.
• Bidders must not contact SABS personnel other than the named procurement specialist; canvassing leads to disqualification.

A valid Letter of Good Standing from the Compensation Fund (COIDA) is a mandatory requirement for the bidder.

The RFQ does not commit the SABS to any course of action; the SABS may reject any submission or select a bidder based on its own criteria, and may discontinue the evaluation process at any time without liability.

No contract arises from the RFQ or from any communication during the process.

The bidder's quotation must remain valid for 120 days from the closing date; the SABS may extend this by 60 days by written notice without requiring consent.

The SABS will not be bound by any legal or contractual terms included in the bidder's quotation.

The SABS will not make any advance or upfront payment; payment only on agreed delivery of service.

The bidder bears all costs of preparing and submitting the quotation.

Confidentiality: the bidder must keep all information confidential and sign a non-disclosure agreement (Annexure C) covering the RFQ process and any confidential information, with obligations lasting 12 months from signature.

The SABS retains ownership of intellectual property rights on all material and processes relating to the service.

The SABS may reject the bid or take action if the bidder's declarations are false.

Evaluation stages:

1. Mandatory compliance check (requirements must be met; failure disqualifies).
2. Functionality evaluation (minimum threshold 70%):

• Company track record (40% weight): scored 0-5 based on number of reference letters (0, 1, 2, 3, 4, 5+).
• Quantity Surveyor experience (40% weight): scored 0-5 based on years of experience (0, 1, 2, 3, 4, 5+).
• Project plan (20% weight): scored 0 or 5 (submitted or not).

Bidders scoring below 70% are disqualified and not evaluated further.

3. Preference points (80/20 system):

• Price: 80 points.
• Specific goals: 20 points.

Only bidders who pass the 70% functionality threshold are evaluated on price and specific goals.