General building maintenance services – area 5 (36 months)

Closing date: 09 November 2026 at 11:00

Bid briefing: Not applicable (N/A)

Bid briefing meeting: N/A (not applicable).

SCM enquiries:

• Contact: Unathi Mabusela
• Email: [email protected]
• Telephone: 047-502 7049 (during office hours)

Technical enquiries:

• Contact: Mbulelo Mabusela
• Email: [email protected]
• Telephone: 047 502 7090 (during office hours)
• Cellular: 076 811 3678

Submission address:

Department of Public Works & Infrastructure

5th Floor Reception

PRD II Building

Sutherland Street

Mthatha, 5100

Submission method: deposit in the Bid Box at the Department of Public Works & Infrastructure, 5th Floor Reception, PRD II Building, Sutherland Street, Mthatha, 5100, before the closing date and time. Tenders may also be posted to The Director-General, Department of Public Works and Infrastructure, Private Bag X 5007, Mthatha, 5100. Telegraphic, telephonic, telex, facsimile, electronic and late tenders will not be accepted. Tenders must be completed in non-erasable ink on the official forms (forms not to be re-typed). Corrections must be crossed out and initialled; correction fluid is prohibited.

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

• DPW-07: Form of Offer and Acceptance – the signed offer, including the total price and bidder details.
• PA-11: Bidder's Disclosure – discloses any interest or relationship with the state.
• PA-15.1 / PA-15.2 / PA-15.3: Resolution of Board of Directors (or consortium/JV special resolution) – authorises the signatory to bind the entity.
• PA-40: Declaration of Designated Groups for Preferential Procurement – claims specific goals points.
• DPW-09 (EC): Particulars of Tenderer's Projects – details of current and previous projects; may use own form but must match the DPW-09 format and be signed and dated.
• DPW-21 (EC): Record of Addenda to Tender Documents – confirms receipt of any addenda.
• PA-16: Preference Points Claim Form (PPPFA 2022) – claims preference points.
• B-BBEE certificate or sworn affidavit (for EMEs) – as applicable.
• Proof of CSD registration – supplier registration number to be inserted on the form of offer.
• Valid Letter of Good Standing with COIDA.
• Trade test certificates for all key personnel.
• Two reference letters on the departmental template.
• Fully priced Bill of Quantities / Pricing Schedule, including sectional and final summary pages.
• Any other documents as required by the tender.

Disqualification risks:

• Any returnable form omitted, unsigned, or not fully completed.
• Failure to price any item in the BOQ or Pricing Schedule.
• Failure to indicate percentage mark-up on provisional amounts.
• Submitting more than one bid or an alternative bid for the same tender.
• Collusion or communication with competing bidders.
• Use of correction fluid.
• Late submission.

Administrative requirements: PA-15.1/15.2/15.3 resolutions, PA-11 Bidder's Disclosure, CSD registration proof, PA-40 Declaration of Designated Groups, DPW-09 Particulars of Tenderer's Projects, DPW-21 Record of Addenda, DPW-07 Form of Offer and Acceptance, COIDA letter of good standing, and other documents as applicable.

Evaluation method: Method 2 (Financial and Preference offer). The 80/20 preference points system applies (price 80 points, specific goals 20 points).

Responsiveness criteria (failure leads to disqualification):

• Tender must be properly received by the closing date and time, completed in non-erasable ink.
• No correction fluid; corrections crossed out and initialled.
• Compliance with DPW-21 (Record of Addenda).
• Fully priced Bill of Quantities / Lump Sum Document, including sectional and final summary pages.
• Attendance of compulsory bid briefing (if applicable – not applicable for this tender).
• Compliance with key personnel requirements (trade test certificates submitted).
• Two reference letters on the departmental template.
• Only bidders registered with CIDB in the required grading (3GB or higher) or capable of being so registered within 21 working days from closing date, or who have applied to CIDB on or before closing date, will be evaluated.

Specific goals (20 points total):

• 10 points: EME or QSE or any entity at least 51% owned by black people – SANAS accredited B-BBEE certificate or sworn affidavit.
• 2 points: Located in the Eastern Cape – municipal rates statement, account/statement, PTO, or lease agreement in the bidder's name.
• 4 points: EME or QSE or any entity at least 51% owned by black women – SANAS accredited B-BBEE certificate or sworn affidavit.
• 2 points: EME or QSE or any entity at least 51% owned by black people with disability – SANAS accredited B-BBEE certificate or sworn affidavit, plus medical certificate, SASSA registration, or NCPPDSA registration.
• 2 points: EME or QSE or any entity at least 51% owned by black youth – ID copy and SANAS accredited B-BBEE certificate or sworn affidavit.

Objective criteria: The department is procuring similar maintenance services for Areas 1-5 simultaneously. It may award more than one of these bids to a single bidder, but may pass over the highest scoring bidder if they are positioned to win multiple bids, to promote broader participation and prevent monopolies. Bidders in line for multiple awards may select their preferred area. The department may negotiate with the next highest scoring bidders, with counteroffers not exceeding the initial financial offer and subject to market-related pricing.

Risk assessment: Tenders are evaluated on technical and commercial risk criteria. Any criterion presenting an unacceptable risk renders the tender non-responsive. Technical risks include experience on comparable projects in the past 5 years, contractual commitment and quality of performance, suitably qualified human resources, and attendance of compulsory briefing (if applicable). Commercial risks include financial viability, bank rating, legal action, and guarantees.

The department requires general building maintenance services for a period of 36 months in Area 5 (Eastern Cape). The scope includes maintenance, repair, and new installation works as detailed in the Terms of Reference/Specifications and the Bill of Quantities. The contract will be governed by the Facilities Management Conditions of Contract (DPW) and Special Conditions of Bid (SCB-1).

The department may award multiple similar bids (Areas 1-5) to more than one service provider. If a bidder is positioned to win more than one bid, they may select their preferred area. The department may negotiate with the next highest scoring bidders, with counteroffers not exceeding the initial financial offer and subject to market-related pricing. The department may also award more than one bid to the same bidder if there are no other responsive bidders for a particular area.

Key personnel requirements: 1 bricklayer, 3 plumbers, 3 carpenters, 1 painter – all must have passed their trade test. Trade test certificates must be submitted with the bid. Failure to comply leads to disqualification. Bidders must have at least two contactable references for comparable projects. The bidder's experience on comparable projects in the past 5 years is a risk assessment criterion. The company organogram with CVs and certified IDs of all principals and employed workforce, as well as proof of professional registration, will be verified.

Quality of workmanship is a risk assessment criterion. The evaluation considers the extent of reworks, timeous attention to remedial works, and adherence to contractual commitments. The bidder must demonstrate the ability to deliver quality work as part of the risk assessment.

Pricing: Fully priced Bills of Quantities / Lump Sum Document must be submitted. Percentage mark-up on provisional amounts must be indicated. Failure to price any item leads to disqualification.

Pricing format: Fully priced Bill of Quantities (BOQ) or Lump Sum Document must be submitted. The percentage mark-up on provisional amounts must be indicated. Failure to price any item leads to disqualification.

Security: The Form of Offer and Acceptance provides for one of the following security options (to be selected by the bidder):

• Cash deposit of 2.5% of the Contract Sum (excl. VAT)
• Variable guarantee of 2.5% of the Contract Sum (excl. VAT) (DPW-10.5: FM)
• Retention of 2.5% of the Contract Sum (excl. VAT)
• 1.25% cash deposit and 1.25% retention of the Contract Sum (excl. VAT)

Guarantees must be issued by an insurance company registered under the Short-Term Insurance Act, 1998, or a bank registered under the Banks Act, 1990, on the prescribed pro-forma. No alterations to the pro-forma wording are accepted.

Bid document price: R 300.00 (non-refundable, cash only) on collection.

Validity period: 84 calendar days.

CIDB grading: 3GB or higher (or capable of being registered within 21 working days from closing date).

CSD registration: Proof of registration on the National Treasury's Central Supplier Database (CSD) is required; supplier registration number to be inserted on the form of offer.

COIDA: Valid Letter of Good Standing with COIDA must be submitted.

B-BBEE: A SANAS accredited B-BBEE certificate or sworn affidavit (for EMEs) is required to claim specific goals points. For trusts, consortia or joint ventures, a consolidated B-BBEE certificate issued by a SANAS accredited service provider is required. The certificate or affidavit must be for the relevant sector.

Key personnel: The bidder must have at least the following staff, each having passed their trade test:

• 1 Bricklayer
• 3 Plumbers
• 3 Carpenters
• 1 Painter

Trade test certificates for each key person must be submitted with the bid. Failure to comply leads to disqualification.

Experience: Two reference letters for completed maintenance, repair, or new installation projects, each with a contract value greater than R 130,000.00, using the departmental reference letter template. Reference letters not on the template will not be considered.

Other compliance:

• PA-11: Bidder's Disclosure
• PA-15.1/15.2/15.3: Resolutions authorising signatory
• PA-40: Declaration of Designated Groups
• DPW-09: Particulars of Tenderer's Projects
• DPW-21: Record of Addenda
• DPW-07: Form of Offer and Acceptance
• Fingerprints and security clearance may be requested for vetting purposes.

Specific goals for points: 10 points for EME/QSE ≥51% black owned; 2 points for located in Eastern Cape; 4 points for ≥51% black women owned; 2 points for ≥51% black people with disability; 2 points for ≥51% black youth. Documentation: SANAS accredited B-BBEE certificate or sworn affidavit, municipal rates statement, ID copies, medical/SASSA/NCPPDSA proof.

Health and safety compliance is a risk assessment criterion. The evaluation considers adherence to regulations, number of transgressions, and serious incidents. A valid Letter of Good Standing with COIDA must be submitted with the bid.

The contract will be for a period of 36 months. The Facilities Management Conditions of Contract (DPW) and Special Conditions of Bid (SCB-1) apply. The contract is subject to the terms in the Form of Offer and Acceptance, including the schedule of deviations. The bidder must provide any bonds, guarantees, proof of insurance and other documentation within two weeks after receiving the completed agreement. Failure to fulfil these obligations constitutes repudiation. The agreement comes into effect on delivery (if hand-delivered) or within two working days after courier submission, unless the bidder notifies the employer in writing within seven working days of any reason for non-acceptance. The award may be subject to price negotiation with the preferred bidder.

Contract participation goals: Not applicable for local manufacturers, suppliers, labour skills development, enterprise development, contract skills development, NYS, or labour intensive works.

CIDB grading: 3GB or higher. Key personnel: 1 bricklayer, 3 plumbers, 3 carpenters, 1 painter (all with trade test certificates). Two reference letters for completed maintenance/repair/new installation projects each > R130,000, using departmental template. Must be registered with CIDB or capable of registration within 21 working days.

Risk assessment criteria: Technical risks (experience on comparable projects in past 5 years, contractual commitment and quality of performance, suitably qualified human resources, attendance of compulsory briefing) and commercial risks (financial viability, bank rating, legal action, guarantees). Non-responsive if any criterion presents unacceptable risk.