Panel appointment: 5-Year electrical repairs & maintenance for arc farms/sites (ad hoc, multi-cluster)

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

Supply Chain Management (SCM) 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, Facilities Management. Tel: +27 13 753 7000. Email: [email protected]. All enquiries must be submitted in writing to SCM.

Submit two (2) complete documents via e-Tenders (one technical proposal and one financial proposal) by 11:00 on 06 July 2026. Label both with 'ARC/21/08/2025/1' and your company name. Late submissions, emails, or faxed bids will not be accepted. Tender box submissions are invalid. Failure to submit both documents will disqualify your bid.

Scope includes repair and maintenance of: 3-phase electricity supply (including overhead power lines), single-phase electricity supply (offices, labs, houses, workshops), electricity supply for irrigation/booster/dosing/submersible pumps and boreholes, substations and transformers, electrical DB boards, cable fault location and repairs, standby generators, PV solar systems, electrical perimeter fences, and other electrical-related works. Bidders must confirm ability to render each service with a 'YES' in the provided column. Failure to do so will disqualify the bid. Service providers must have a footprint within a 200km radius of the ARC sites they opt to service. Travel costs beyond this radius will not be covered by ARC.

Bidders must propose a comprehensive methodology for electrical repairs and maintenance. Requirements: Provide a breakdown of the complete specification with associated costs. Complete and sign all Standard Bidding Documents (SBDs). The methodology should align with the scope of work, including repair and maintenance of electrical infrastructure. ARC reserves the right to request additional details.

Bidders must provide: At least one referral letter from a company for which similar electrical repair/maintenance services have been rendered. Minimum 3 completion letters/certificates (on company letterhead) for electrical works in the past 36 months, including: company name, contact person, phone number, type of work, period, and project value. Appointment letters and POs are not accepted. Bidders must have a footprint within a 200km radius of the ARC sites they opt to service. For B-BBEE points: Submit a certified or original B-BBEE certificate from SANAS-accredited agencies, IRBA-registered auditors, or a B-BBEE letter from an auditor/accountant. Joint ventures/consortia must submit a consolidated B-BBEE certificate for the entity. No B-BBEE points will be awarded without compliance.

Pricing must be submitted in SA Rand, inclusive of VAT (15%) and all applicable taxes (PAYE, income tax, UIF, skills development levies). Requirements: Indicate a ceiling price for the total estimated time, including all expenses. Provide hourly/daily rates for personnel (artisans, electricians, assistants) for normal and after-hours work. Break down costs per phase, including man-days. Detail travel expenses (rate/km, total km) and other expenses (e.g., accommodation, telephone). Only actual costs are recoverable; proof must accompany certified invoices. Prices must be firm for the 5-year contract, including escalations. Discounts (if any) must be reflected. Outsourced services must include detailed cost breakdowns. Are rates quoted firm for the full period? (Answer YES/NO). If not, provide adjustment basis (e.g., CPI).

Submit a detailed pricing schedule in SA Rand, inclusive of VAT (15%) and all applicable taxes. Prices must cover the full 5-year contract period, including escalations. Breakdown must include: travel costs (R4.76/km, subject to legislative changes), call-out costs (normal and after-hours), artisan/electrician hourly rates (normal and after-hours), assistant artisan/electrician hourly rates (normal and after-hours). Maximum profit mark-up is capped at 10%. Prices must remain firm for the contract duration. Outsourced services must be detailed with cost breakdowns. Discounts (if any) must be reflected. Payment is upon submission of invoices for satisfactory work. All invoices must be certified and include proof of expenses (e.g., travel, accommodation).

Mandatory documents: Valid Wireman’s License (Department of Labour), ECSA membership certificate, Letter of Good Standing (Department of Labour), CIDB EP or EB Grade 1 or higher, Valid Tax PIN (SARS), CSD report (not older than 3 months), Completed and signed SBD forms, Certified company registration documents (e.g., CK1 for CCs), Minimum 3 completion letters/certificates (company letterhead) for electrical repairs/maintenance in the past 36 months (must include company name, contact person, phone, work type, period, and project value). Appointment letters and POs are not accepted. Original Tax Clearance Certificate (not certified copies) must be submitted. B-BBEE certificate (SANAS-accredited or IRBA-registered auditor) is required for preference points. Joint ventures/consortia must submit a consolidated B-BBEE certificate. Failure to comply with any compulsory requirement will result in disqualification.

Compliance with the Occupational Health and Safety Act (OHSA) is mandatory. Requirements include: Submitting a Certificate of Compliance (COC) for all new electrical installations per Electrical Installation Regulations, 2009. Conducting a risk assessment of the work area before commencement. Submitting a complete safety file (SF) per ARC’s checklist before work begins. Ensuring on-site supervision by a competent qualified person until work completion. Implementing measures to prevent damage/loss to ARC property and employees. Using SABS-compliant materials (subject to ARC inspection). Leaving the workspace clean after completion. ARC is not liable for injuries to employees or damages to the service provider’s property. Service providers must comply with National Building Regulations and all relevant South African legislation.

Contract terms: Service provider warrants that goods/supplies are new, unused, and incorporate recent design/material improvements unless otherwise specified. All goods must be free from defects in design, materials, or workmanship under normal use. If defects are not remedied after notification, ARC may take remedial action at the provider’s expense. Contract duration: 5 years. Prices are fixed for the contract period, including escalations, and must include VAT and all applicable taxes. No price changes are permitted after submission. Submissions remain valid for 180 days from the closing date. ARC reserves the right to: Reject any/lowest tender without reason, negotiate partial execution, enter non-exclusive agreements, require written permission for personnel replacements, and inspect premises. Service providers must maintain confidentiality of ARC data and accept professional liability, including for sub-contracted work. Payment is upon submission of invoices for satisfactory work. ARC is not liable for bid preparation costs.

Service providers must: Furnish a Certificate of Compliance (COC) for all new electrical installations per Regulation 7(1) of the Electrical Installation Regulations, 2009, and OHSA, 1993. Conduct and submit a risk assessment of the work area before commencement. Remove and dispose of generated waste per environmental regulations. Provide a guarantee/warranty with a confirmatory letter (failure results in disqualification). Allow ARC to inspect premises unannounced (failure to verify may disqualify the bid). Comply with OHSA, National Building Regulations, and SABS standards. Sign a 5-year performance-based contract. Submit a complete safety file (SF) per ARC’s checklist before work begins. Disclose sub-contracting details (percentage and sub-contractor information) in the proposal. Ensure on-site supervision by a competent qualified person until work completion. Use SABS-compliant materials (ARC may inspect and refuse non-compliant materials). Leave the workspace clean. Implement measures to prevent damage/loss to ARC property and employees. ARC is not liable for injuries or damages to the service provider’s property/employees.

Evaluation is based on compliance with compulsory requirements and the PPPFA 80/20 principle. Price accounts for 80 points (lowest acceptable price scores 80). The remaining 20 points are allocated for specific goals: HDI ownership (51%+): 6 points, Women ownership (51%+): 4 points, Youth ownership (51%+): 4 points, Persons with Disabilities ownership (51%+): 2 points, B-BBEE Level 1-4: 2 points, RDP goals: 2 points. Functionality is not applicable.