Maintenance, servicing and repairs of canteen equipment – SABC auckland park (3-Year contract)

Closing date and time: 11 September 2026 at 12h00. No briefing session (N/A). Queries must be emailed at least three days before the closing date. The bid remains valid for 90 days from closing.

Submissions: [email protected]. Queries: Nyandano Nemukula, [email protected]. Location of services: SABC Auckland Park, Radio Park, Henley Road, Auckland Park 2092, Johannesburg.

Submissions must be emailed to [email protected] before the closing time. The email subject line must carry the RFQ number and the bidder's name. The submission must be a single PDF protected against modification, with pricing in a separate attachment from the technical response. Bidders should send the email at least 30 minutes before closing to allow for transmission delays; late emails are rejected regardless of cause. WeTransfer and Google Dropbox links must be set to expire after 30 days, not seven. Mandatory returnable documents: proof of CSD registration, valid TV licence statements for the company and all active directors and shareholders, valid tax clearance or SARS PIN, original or certified B-BBEE certificate from a SANAS-accredited agency, certified company registration document, certified shareholder certificates, and certified ID copies of directors or members. Also required: Annexure A (Declaration of Interest), Annexure B (SBD 6.1 Preference Points Claim), Annexure C (Consortium/JV/Subcontracting declaration), Annexure D (previous and current projects), Annexure E (Bidder's Disclosure), and Annexure F (Pricing Schedule). Incomplete or unsigned submissions are invalidated. Bidders must not canvass SABC officers between closing and award; doing so disqualifies the bid.

The bidder must submit a completed Pricing Schedule (Annexure F) including monthly service fees, annual service fees, escalation percentages, and total cost over three years.

Two-phase evaluation. First phase: mandatory documents and compliance; any non-compliance disqualifies. Second phase: functionality/technical evaluation out of 75 points, with a minimum threshold of 50. Bidders scoring below 50 are non-responsive and excluded from price evaluation. Functional criteria and points: supplier track record in commercial catering equipment maintenance (minimum 5 years' experience, reference letters on client letterhead, signed, with contact details, not older than 5 years) — 5 or more letters = 20 points, 4 letters = 15, 2–3 letters = 10; personnel expertise — minimum 2 electricians with trade test, NQF level 4/N3 electrical certificate and valid three-phase wireman licence = 10 points, minimum 2 refrigeration technicians with trade test, NQF level 4/N3 refrigerant certificate and safe handling gas licence = 10 points (CVs without certificates are disqualified); preventative maintenance plan — detailed asset-by-asset schedule with multi-point inspections, calibrations, insulation checks and drive-belt adjustments = 10 points, generic schedule = 5; extraction system deep cleaning — step-by-step plan covering chemical degreasing, high-pressure washing, filter cleaning/replacement and grease disposal = 5 points, before/after photos from 10 matching positions of work done since 2024 = 2 points, extractor cleaning certificate issued to a client since 2024 showing date, location and SANS 1850 compliance = 3 points; emergency response — on-site arrival within 2 hours = 10 points, 2–4 hours = 8, 4–6 hours = 5, over 6 hours or no commitment = 0; workmanship and material warranties — minimum 6 months on workmanship and matching OEM warranties on spare parts = 5 points, no defined warranty = 0. Total minimum 50, maximum 75. Thereafter the 80/20 preference point system applies: 80 points for price, 20 for specific goals. Specific goals: EME/SME 51% black-owned = 10 points; 51% black-owned = 5; 51% black women-owned = 3; black youth = 2. Bidders not meeting specific goals score zero but are not disqualified. Highest total points wins; ties decided by drawing of lots.

Scope: maintenance, servicing and repairs of canteen equipment at the SABC Auckland Park campus for three years. Services include: preventative maintenance (monthly or quarterly inspections, calibrations and servicing per manufacturer requirements); corrective maintenance (labour, tools and machinery for as-and-when repairs); emergency callouts for critical breakdowns such as cold storage failure; asset management (updated asset register and repair log per machine); and compliance with statutory safety standards. Technical scope covers thermal/hot equipment (industrial ovens, steam kettles, grills, deep fryers), refrigeration and HVAC (standalone fridges, walk-in fridge/freezers, display units, extraction/ventilation systems), extraction system deep cleaning (degreasing of canopies, ducting and fan motors; monthly cleaning or replacement of baffle and grease filters), and fan and motor servicing (belts, bearings, motor housings). Performance requirements: fixed response times from fault logging to assistance; critical spares inventory for high first-time fix rates; monthly service reports and asset condition dashboards to SABC Internal Services; issue mandatory certificates; monitor and submit workmanship and material warranties; assist with moving equipment on-site and off-site when required. Equipment list (quantities): salad display 2, espresso machines 4, commercial electric stoves with oven 4, cake display fridges 2, electric tilt pans 3, juice dispensers 2, hot carving stations 2, rotisserie electric 2, food processors 2, ice makers 2, refrigerated display counter 1, food warmer glass display 2, electric slicers 2, ripple cut slicers 2, graters 2, conveyor toasters 4, commercial dishwashers and accessories 2, veg prep machines 2, julienne machines 2, food processor combos 2, walk-in fridge/freezers 3, commercial deep fryer 1, bain marie 5-division 1, bain marie 3-division 5, fridges 5, flat top grillers 3, extraction systems 2, ovens 2.

Bidders must have a minimum of 5 years' experience in commercial catering equipment maintenance, evidenced by signed reference letters on client letterhead including scope of work and contact details, not older than 5 years from closing. Five or more letters = 20 points, four = 15, two to three = 10. Personnel: minimum 2 electricians with five years' experience, trade test certificate, NQF level 4/N3 electrical certificate and valid three-phase wireman licence (10 points); minimum 2 refrigeration technicians/artisans with five years' experience, trade test certificate, NQF level 4/N3 refrigerant certificate and valid safe handling gas licence (10 points). CVs without all required certificates are automatically disqualified. Bidders must also provide an extractor cleaning certificate issued to a client since 2024 showing date, location and SANS 1850 compliance (3 points).

Preventative maintenance must follow manufacturer requirements with monthly or quarterly inspections, calibrations and servicing. The preventative maintenance plan is scored on detail: an asset-by-asset schedule covering multi-point inspections, system calibrations, electrical insulation checks and fan/motor drive-belt adjustments earns 10 points; a generic schedule earns 5. Monthly service reports and asset condition dashboards must be submitted to SABC Internal Services. Workmanship and material warranties must be monitored and submitted, with a minimum 6-month workmanship warranty and matching OEM warranties on spare parts scoring 5 points.

Pricing must follow Annexure F – Pricing Schedule, covering the entire asset list. Monthly fees must include minor parts up to R1 000 per month (R12 000 per annum). Parts or consumables exceeding R1 000 require prior approval via an itemised quotation at the time of service. Items omitted from the equipment table are subject to the same quoting process. Bidders must state their percentage mark-up on third-party spare parts. Annual escalation for years two and three must be included in the total. The schedule requires monthly and annual service fees for each of the three years, excluding and including VAT, escalation percentages, and a total cost over three years. Payment: SABC will pay 60 days after service delivery and invoice submission.

Mandatory: CIDB contractor grading designation 3ME (or 3EB as stated in the RFQ header) at closing and at award. Proof of CSD registration. Valid TV licence statements for the company and all active directors and shareholders — no contract will be awarded if the TV licence account is not valid. Valid tax clearance certificate or SARS PIN — no contract if tax matters are not in order. Original or certified B-BBEE certificate from a SANAS-accredited verification agency. Certified company registration document showing name, registration number, date of registration and active directors/members. Certified shareholder certificates. Certified ID copies of directors/members. Bidders must not be blacklisted or have committed fraud or misrepresentation. SABC may reject bidders who fail a financial stability assessment. Former SABC employees and board members are subject to cooling-off periods: 12 months after resignation/retirement, 5 years after dismissal, and no business until criminal records are expunged. SABC will not procure from board members or their businesses. Returnable forms: Annexure A (Declaration of Interest), Annexure B (SBD 6.1 Preference Points Claim), Annexure C (Consortium/JV/Subcontracting), Annexure E (Bidder's Disclosure).

Compliance with statutory safety standards is required. Emergency callouts must respond to critical breakdowns threatening business continuity or safety, such as cold storage failure. Extraction system deep cleaning must prevent fire hazards and ensure compliance, including degreasing of canopies, ducting and fan motors, and monthly cleaning or replacement of baffle and grease filters. The City of Johannesburg conducts regular inspections; non-compliance prevents the issuing of certification required to provide canteen services. Bidders must provide a step-by-step deep cleaning plan covering chemical degreasing, high-pressure washing, filter cleaning and replacement, and disposal of grease waste.

Extraction system deep cleaning must address disposal of grease waste. Bidders must provide before and after photographs from 10 matching positions of previous related cleaning work done since 2024, and an extractor cleaning certificate issued to a client since 2024 showing date, location and SANS 1850 compliance.

Payment: SABC will pay 60 days after the service provider has rendered the service and submitted an invoice or statement.

SABC does not bind itself to accept the lowest or any tender, and is not responsible for any expenses or losses incurred by the bidder in preparing and delivering the bid. SABC reserves the right to accept separate tenders for any section of the specification and to withdraw the tender at any stage. No tender is deemed accepted until a formal contract or letter of award is signed by both parties.

Bidders must have a CIDB contractor grading designation of 3ME (or 3EB as stated in the RFQ header) at closing and at award. Mandatory documents: proof of CSD registration, valid TV licence statements for the company and all active directors and shareholders, valid tax clearance or SARS PIN, original or certified B-BBEE certificate from a SANAS-accredited agency, certified company registration document, certified shareholder certificates, and certified ID copies of directors or members. No contract will be awarded to bidders with outstanding tax matters, invalid TV licence accounts, or who are not registered on the CSD.

Technical evaluation out of 75 points, minimum threshold 50. Criteria: supplier track record (20 points), personnel expertise (20), preventative maintenance plan (10), extraction system deep cleaning (10), emergency response time (10), workmanship and material warranties (5). The 80/20 preference point system applies: 80 points for price, 20 for specific goals. Specific goals: EME/SME 51% black-owned = 10; 51% black-owned = 5; 51% black women-owned = 3; black youth = 2. Bidders not meeting specific goals score zero but are not disqualified. Highest total points wins; ties decided by drawing of lots.