Supply, replacement and installation of air-conditioning systems at border management authority head office

• Closing date for bid submission: 16 July 2026.
• Closing time: 11:00 AM.
• Compulsory briefing session: 09 July 2026 at 11:00 AM.
• Venue: 67 Koranna Avenue, Doringkloof, Centurion.
• Lead time for delivery after award: 30 days.
• Offer validity period: 90 days from the bid closing date.

• For bidding procedure enquiries: Contact Jimmy Sibiya. Email: [email protected] (Note: Do not send quotes to this email; it is for enquiries only).
• For technical enquiries: Contact Jimmy Sibiya. Email: [email protected].
• Submission address: Bids must be submitted electronically via the E-TENDER (E-SUBMISSION) system.
• Physical address for the briefing session and project site: Border Management Authority Head Office, 67 Koranna Avenue, Doringkloof, Centurion, 0157.

• Submit your bid electronically via the E-TENDER (E-SUBMISSION) system. No physical submissions are accepted.
• The bid must be submitted by the closing date and time: 16 July 2026 at 11:00 AM.
• Late bids will not be considered.
• You must use the official bid forms provided (SBD forms). Do not retype or redraft them; they can be completed online without changing the wording.
• The bid must be complete and include all required documents.
• Each bid must be in a separate sealed envelope (if physical copies are required for any part, but primary method is e-submission). The envelope must show the bidder's name and address, bid number (H004L2706RFQ00079), and closing date.
• Bids sent by post/courier, fax, or telegraph will not be considered if received after the deadline.
• Proof of posting is not accepted as proof of delivery.
• Do not include samples with bid documents.
• Any alterations to the bid must be initialed; use of correcting fluid is prohibited.
• Failure to comply with any submission requirement may render the bid invalid.
• Required returnable documents include: VAT registration number, tax compliance status (TCS PIN or CSD number), and B-BBEE status verification certificate or sworn affidavit.

Must be registered with CIDB as ME Grade 1 or higher. Must have proven experience in similar mechanical/HVAC work (reference letters required). Must be tax compliant (SARS PIN/CSD). Must submit a valid BBBEE certificate or affidavit. Foreign suppliers must answer questionnaire; if no RSA presence/tax liability, TCS PIN not required. No bids accepted from persons in service of the state or their companies. Non-South African citizens may not be utilized unless vetted with work permit.

• Scope: Supply, replacement, and installation of air-conditioning systems at the BMA Head Office.
• Locations: Main reception area, upper ground open plan office, offices 111 & 112, armory rooms, and transport office.
• Deliverables include:
• Removal of existing 12000 BTU cassette units and installation of new under-ceiling cassettes in offices 111 & 112.
• Installation of a new midwall inverter 60000 BTU air-conditioner at the main reception area.
• Installation of a 24000 BTU cassette inverter under-ceiling unit in a 4-way open plan office on the ground floor.
• Installation of midwall split air-conditioners (12000 BTU) in armory rooms (long run).
• Installation of a midwall split dualcool 12000 BTU unit at the transport office.
• Concrete coring (5mm holes) at reception, transport office, and armory (4 holes).
• Materials required (as per BOQ): Aluminum pipes (various sizes), Amourflex insulation, mounting brackets, gas R410 tanks, PVC trunking, drain material, M8 washers, and other sundries.
• Commissioning and testing of all units is required.
• All goods supplied must conform to the standards specified in the bidding documents.
• The purchaser reserves the right to inspect the supplier's premises and records related to performance.
• Pre-bidding testing costs are borne by the bidder.

• Bidders must provide proof of previous experience in similar mechanical works or air-conditioning installation.
• Submit at least one reference letter from a previous client, on official letterhead, dated, signed, with contactable references.

• All goods supplied must conform to the standards specified in the bidding documents.
• The purchaser has the right to inspect the supplier's premises and records at any reasonable time.
• Pre-bidding testing costs are borne by the bidder.
• If inspections reveal non-compliance, the supplier bears the cost and may have goods rejected.
• The supplier must provide detailed materials as per the Bill of Quantities, including specific pipes, insulation, brackets, and other components.
• Commissioning and testing of all installed units is required.

• Use the official SBD3.1 Pricing Schedule – Firm Prices form.
• Prices must be firm (fixed), not subject to exchange rate variations.
• Include all costs: unit prices, labor, transport, materials, and taxes.
• The schedule lists specific line items: removal/installation of units, concrete coring, and supply of materials (aluminum pipes, amourflex, brackets, gas, etc.).
• The bidder must declare that the price covers all specifications and obligations.

• Pricing must be submitted on the official SBD3.1 Pricing Schedule – Firm Prices form.
• Only firm prices (fixed) are accepted. Prices subject to exchange rate variations are not allowed.
• The bid price must be in South African Rands, inclusive of VAT and all applicable taxes (including PAYE, income tax, UIF, SDL).
• All delivery costs must be included in the bid price.
• The bidder must confirm that the price quoted covers all goods, works, and obligations specified.
• Payment terms: The service provider will be remunerated on a fixed price basis. Payment will be made within 30 days of receipt of an approved invoice, according to an agreed payment schedule.
• Payment is against key deliverables, provided professional quality standards are met.
• Disbursements (reimbursable expenses) must not exceed 10% of the total amount paid and require original receipts and prior agreement.
• The bidder must submit a tax clearance certificate (TCS PIN) or Central Supplier Database (CSD) number.
• In case of consortia/joint ventures, each party must submit separate tax compliance documents.

• Tax Compliance: Bidders must submit a valid Tax Compliance Status (TCS) PIN issued by SARS. Alternatively, if registered on the Central Supplier Database (CSD), provide the CSD number.
• Foreign suppliers must complete a questionnaire. If not liable for any South African taxation, a TCS PIN is not required.
• B-BBEE: Submit a B-BBEE status level verification certificate or sworn affidavit (for EMEs and QSEs) to qualify for preference points.
• CIDB Registration: The bidder must be registered with the CIDB as a Mechanical Engineer (ME) Grade 1 or above. Attach proof.
• Company Registration: Provide company registration number and indicate company type (e.g., Pty Ltd, close corporation).
• Authority to Sign: Submit a resolution signed by all directors/members/partners authorizing the signatory to bind the company.
• Disclosure: Complete SBD4 (Bidder's Disclosure) declaring any relationships with state employees or conflicts of interest.
• No bids are accepted from persons in the service of the state or companies with directors who are state employees.
• The bid is subject to the Preferential Procurement Policy Framework Act, 2000 and Regulations, 2022.

• Contract Duration: Not explicitly stated, but the offer must be valid for 90 days from closing date.
• Warranty: Goods are warranted to be new, unused, and free from defects for 12 months after delivery acceptance, or 18 months after shipment (whichever is earlier).
• Payment: Within 30 days of invoice submission, in South African Rands.
• Price Variation: Prices are firm and cannot vary after bid submission, except as authorized in special conditions.
• Performance Security: The successful bidder may be required to provide a performance security (bank guarantee or certified cheque) within 30 days of award.
• Insurance: Goods must be fully insured. The service provider may need professional indemnity insurance of at least R160 million upon appointment.
• Subcontracting: Must notify the purchaser in writing of any subcontracts.
• Delays and Penalties: Supplier liable for penalties for late delivery, calculated using the prime interest rate.
• Termination: Purchaser may terminate for default, insolvency, or corrupt practices. Restrictions may be imposed, banning the supplier from public sector business for up to 10 years.
• Dispute Resolution: Attempt amicable resolution, then mediation, then South African courts.
• Governing Law: South African law, contracts in English.

• The evaluation uses a two-stage process: Administrative Compliance (checking submission documents) and Mandatory Compliance (assessing experience and registrations).
• Mandatory experience requirement: Provide proof of previous similar work (minimum one reference letter).
• Mandatory registration requirement: CIDB registration as ME Grade 1 or above.
• Preference points system: 80/20 (80 points for price, 20 points for specific goals).
• Specific goals points are for Black ownership (up to 10 points), Women ownership (up to 7 points), and Youth ownership (up to 3 points).
• Submit B-BBEE certificate or affidavit to claim preference points.