Panel appointment: 5-Year ad hoc building repairs & maintenance for arc farms/sites

Appointment of a panel of up to ten (10) service providers per ARC cluster/site for buildings and related structural repairs and maintenance on an ad hoc basis. Work includes roofing, ceilings, gutters, excavation, waterproofing, timber, vibracrete, brickwork, concrete, and floor coverings. Services must be confirmed with a "YES" in the tender document; failure to do so disqualifies the bid. The scope is not exhaustive; additional tasks may be required.

Closing date: 06 July 2026 at 11:00. Proposals remain valid for 180 days from submission date.

Supply Chain Management Office. Contacts: Mr Bheki Khoza / Mr Sibusiso Mazibuko. Landline: +27 13 753 7157 / +27 13 753 7000 / +27 13 753 7046. Email: [email protected] / [email protected]. Technical enquiries: Mr. Andries Nkuna, Tel: +27 13 753 7000, Email: [email protected]. All enquiries must be submitted in writing to Supply Chain Management.

Submit two (2) complete documents via e-Tenders by 11:00 on 06 July 2026: one technical proposal and one financial proposal. Both must be sealed and labeled with "ARC/20/08/2025/1" and your company name. Late, emailed, or faxed submissions are not accepted. Tender box submissions are also not accepted. Failure to submit both documents will disqualify your bid.

Scope: Day-to-day general building repairs and maintenance, including ad hoc work at various ARC farms/sites. Services include: roof coverings (asbestos, metal, tiles, fibre cement), ceilings (gypsum, Nu-Tech, Rhino), gutters (PVC, aluminium, fibre cement, asbestos), excavation, waterproofing, timber work (barge/fascia boards, beams), vibracrete walls, brickwork, concrete work, and floor coverings (ceramic, carpet, laminated, timber, concrete). Quantities in the document are illustrative; no claims for rate adjustments due to quantity changes will be entertained. Work must comply with SABS, OHS Act (asbestos regulations), National Building Regulations, and municipal by-laws. Zero, nil, or non-market-related rates are not accepted.

Bidders must propose a comprehensive methodology for buildings and related structural repairs and maintenance. Include: a breakdown of the complete specification with associated costs; completed and signed SBD forms. Methodology should align with the scope of work (e.g., roofing, ceilings, gutters, etc.) and demonstrate capability to handle ad hoc requests across multiple ARC sites.

Bidders must provide: one referral letter from a company for which similar services were rendered; a minimum of 3 contactable completion letters/certificates (on company letterhead) for general building/infrastructure repairs and maintenance in the past 36 months. Each certificate must include: company name, contact person, telephone number, type of work, period, and project value. Appointment letters and purchase orders are not accepted. Joint Ventures/Consortia must submit combined evidence.

Submit a detailed pricing schedule (SBD 3.3) with: ceiling price for total estimated time (including all phases and expenses); hourly/daily rates for personnel (builders, assistants); travel expenses (R4.76/km, actual costs only); call-out costs (normal and after-hours); other expenses (e.g., accommodation, telephone, reproduction). All prices must be in ZAR, inclusive of VAT and all applicable taxes (PAYE, UIF, SDL). Provide a breakdown of costs per phase and man-days. Indicate if rates are firm for the contract period or if adjustments (e.g., CPI-based) apply. Certified invoices must accompany claims for reimbursable expenses.

Pricing must be in ZAR, inclusive of VAT (15%) and all applicable taxes (PAYE, UIF, SDL). Submit a detailed breakdown of costs per the pricing schedule (SBD 3.3). Include: ceiling price for total estimated time, hourly/daily rates for personnel, travel expenses (R4.76/km), call-out costs (normal/after-hours), and other expenses (accommodation, etc.). Prices must be firm for the 5-year contract period, including escalations. Maximum profit mark-up is 10%. Payment is upon submission of invoices for satisfactory work. Outsourced services must have detailed cost breakdowns. Discounts (if any) must be reflected. No price changes allowed after submission.

Mandatory: CIDB registration (GB1 or higher), valid Tax Clearance Certificate (original, not certified copy), valid SARS Tax PIN, CSD report (not older than 3 months), completed and signed SBD forms, certified company registration documents (e.g., CK1 for CCs), and a minimum of 3 contactable completion letters/certificates (on company letterhead) for similar work in the past 36 months. B-BBEE certificate (Level 1-4) required for preference points. Joint Ventures/Consortia must submit a combined B-BBEE certificate. Failure to comply with any compulsory requirement results in disqualification.

Compliance with Occupational Health and Safety Act (including asbestos and related construction regulations) is mandatory. Requirements: Conduct risk assessments before work; submit a complete safety file (SF) per ARC checklist before commencement; ensure on-site supervision by a competent person; use SABS-compliant materials; remove and dispose of waste (including asbestos) per environmental regulations; leave workspace clean; implement measures to prevent damage/loss to ARC property/employees. ARC may inspect materials and reject non-compliant items. For asbestos work: Registration with the Department of Labour as an asbestos contractor is required.

Contract duration: 5 years (60 months). Warranty: Service provider guarantees goods are new, unused, current models, and free from defects (unless specified by ARC). If defects arise and are not remedied, ARC may take remedial action at the service provider’s expense. Contract terms: No alterations unless agreed in writing; ARC is not liable for bid preparation costs; submissions remain open for acceptance for 180 days; prices are firm for the contract duration (including escalations) and inclusive of VAT; payment is upon invoice submission for satisfactory work. ARC retains rights to: negotiate partial execution, enter non-exclusive agreements, require written permission for personnel replacements, and inspect premises. Service providers accept professional liability, including for sub-contracted work.

Successful service providers must: conduct a risk assessment of the work area and submit it to ARC before starting work; remove and dispose of waste per environmental regulations; provide a guarantee/warranty with a confirmatory letter (failure disqualifies); allow ARC to inspect premises unannounced; comply with OHS Act, National Building Regulations, and SABS standards; sign a 5-year performance-based contract; submit a complete safety file (SF) per ARC checklist before work begins; disclose sub-contracting details (percentage and sub-contractor info) in the proposal; ensure on-site supervision by a competent person; use SABS-compliant materials (ARC may inspect and reject non-compliant materials); leave the workspace clean; prevent damage/loss to ARC property/employees. ARC is not liable for injuries or damages to the service provider’s property/employees. ARC may use another contractor in case of pricing disputes.

Evaluation is based on compliance with compulsory requirements, PPPFA (80/20 principle). Price scores 80 points (lowest acceptable price = highest score). Specific Goals (20 points): HDI ownership (51%+) = 6, Women ownership (51%+) = 4, Youth ownership (51%+) = 4, Persons with Disabilities ownership (51%+) = 2, B-BBEE Level 1-4 = 2, RDP goals = 2. Functionality is not applicable. Only compliant bids proceed to price and preference points evaluation.