Appointment of a professional implementing agent for infrastructure condition assessment, reporting, and quality management of renovations across 15 eastern cape cet college community learning centres for qcto accreditation

Closing date: 23 November 2026 at 11:00.

Compulsory briefing session: 09 November 2026 at 11:00 sharp at Border Training Centre Hall, 10 Mfaxa Road, Nu1 Mdantsane, East London 5219. Late arrivals will not be admitted.

Bidding process enquiries:

• Contact: Mr. M.T Zamliza
• Email: [email protected]
• Telephone: 043 753 0060

Technical enquiries:

• Contact: Mr. J. Moya
• Email: [email protected]
• Telephone: 043 753 0060

Submission address:

Eastern Cape CET College

Border Training Centre (BTC)

10 Mfaxa Road, Nu1 Mdantsane

East London, 5219

Submission method:

• Deposit the original bid, sealed, in the tender box at the reception area of the Border Training Centre (BTC).
• Address: Eastern Cape CET College, Border Training Centre (BTC), 10 Mfaxa Road, Nu1 Mdantsane, East London, 5219.
• The tender box is open 08h00 to 16h30, Mondays to Fridays, excluding public holidays.
• Bids must be endorsed with the bid number and description.
• Complete the bid submission register at the foyer.

Closing time: 11:00 on 23 November 2026.

Returnable documents (all must be submitted, failure to do so means the bid is declared non-responsive):

• Valid tax clearance certificate and tax compliance status with PIN from SARS (original only for the tax clearance certificate).
• Business entity registration certificate (e.g. CK document).
• Certified ID copies of company directors, not older than 3 months.
• Company profile with completed similar projects and contactable references.
• Proof of registration with the relevant professional body (certified certificate or letter from the body, not older than 3 months).
• Municipal statement of account not older than 3 months, or lease agreement if renting, or a letter from the ward councillor confirming address (rural bidders only).
• Proof of registration on the Central Supplier Database (CSD) - full report.
• Detailed pricing schedule on SBD 3.1; the bid sum must match SBD 1, otherwise the bid is invalid.
• SBD 1 (Invitation to Bid) and SBD 4 (Declaration of Interest) must be completed, signed.

Disqualification risks:

• Late, incomplete, unsigned, or bids submitted by facsimile or electronically are not accepted.
• Bids completed in pencil are disqualified; use non-erasable ink.
• Do not use correction fluid.
• Any changes to original text must be crossed through and signed.

Evaluation stages:

• Stage 1: Functionality (quality) - minimum qualifying score of 70 out of 100.
• Stage 2: Price and preference points - only for bidders who achieve the minimum functionality score.

Preference point system: 80/20 (estimated contract value up to R50 million, VAT inclusive).

Points allocation:

• Price: 80 points.
• Specific goals: 20 points.
• Total: 100 points.

Specific goals breakdown:

• Black ownership (EME/QSE at least 51% black-owned): 4 points.
• Women ownership (EME/QSE at least 51% women-owned): 5 points.
• Youth ownership (EME/QSE at least 51% youth-owned, up to 35 years): 5 points.
• Disability (EME/QSE at least 51% owned by people with disability): 4 points.
• Locality (located in the Eastern Cape): 2 points.

Evidence for specific goals:

• CIPC registration and CSD report showing percentage shareholding; for disability also a medical certificate, SASSA registration, or confirmation from a relevant authority.
• Locality: municipal rates account or lease agreement or letter from a councillor.

Tie-breaking: If equal total points, the bid with the highest specific goals points wins; if still equal, the highest functionality score; if still equal, award by drawing of lots.

Scope: Appoint a professional implementing agent (built environment) for infrastructure condition assessment, reporting, and quality management of renovations across 15 Eastern Cape CET College community learning centres, to achieve QCTO accreditation.

Work phases:

• Phase 1 - Conditional Assessment & Diagnostics: Conduct physical on-site structural, mechanical, electrical, plumbing, and health & safety audits of all 15 facilities; identify defects and compliance shortfalls against National Building Regulations (NBR), SANS standards, and QCTO requirements.
• Phase 2 - Reporting & Procurement Document Compilation: Produce a comprehensive Infrastructure Assessment Report for each centre; draft technical Bills of Quantities (BOQ) and detailed material lists; develop architectural drawings/layouts for structural adjustments.
• Phase 3 - Project Management & Quality Implementation Agency: Act as the Employer's Agent to monitor contractors, enforce quality assurance, conduct stage-gate inspections, sign off works before payments, oversee final handovers, and issue Certificates of Practical Completion.

Reporting requirements (each report must include):

• Executive summary on structural integrity and investment viability.
• Component-by-component defect register (roofing, walls, flooring, electrical, water, sanitation).
• QCTO gap analysis (e.g., fire escapes, disability access, ventilation).
• High-resolution geotagged photographs linking defects to text.
• Priced and unpriced BOQs broken down by trade (e.g., bricklayer, plumber, electrician).
• Risk and recommendations assessment categorised by urgency (Critical/Hazardous, Necessary for QCTO, Cosmetic).

Deliverables by phase:

• Phase 1: Individual Infrastructure Assessment Reports for all 15 sites.
• Phase 2: Comprehensive, fully priced BOQs per site; finalised technical specifications.
• Phase 3: Regular weekly/monthly progress reports during construction; verification certificates and recommended payment milestone sign-offs; handover close-out reports confirming QCTO alignment.

Targeted centres (15 locations across Eastern Cape) include Frere Hospital site, Rainy a/k/a Libode, Khanya Youth Centre, Blythswood, Msobomvu, Khanyisa, Thembani, Osborn, Kwanobuhle, Cecilia Makiwane, Cape College of Education, Amalinda, Noah, Lower Lafuta, and Soweto on Sea. (Full list with addresses, contacts and GPS coordinates is in the tender document.)

Bidders must provide a methodology and project implementation plan. The plan should demonstrate workflow, how a high standard of customer care will be maintained, and how exceptions will be resolved. Scoring: fully adequate methodology = 20 points, covers minimum requirements = 10, inadequate = 0.

Bidders must provide reference letters on clients' letterheads with contactable references and corresponding appointment letters/purchase orders. Scoring: 10+ references = 30, 6-9 = 20, 3-5 = 10, 0-2 = 5. Lead Project Manager must have SACPCMP registration as Pr.CPM; experience: >10 years = 20, 5-10 = 10, 3-4 = 5. CV and certified qualification/registration certificates (not older than 3 months) must be attached. The project team (architect, quantity surveyor, engineer, H&S officer) must have recognised professional registrations, with CVs and certified proof not older than 3 months; failure to provide proof = no points.

The implementing agent must enforce strict quality assurance controls during the construction phase, conduct stage-gate inspections, and sign off on works before contractor payments are released. The agent must issue verification certificates and recommended payment milestone sign-offs. Final handover must include close-out reports confirming alignment with QCTO criteria to be issued.

Prices must be firm and VAT inclusive, covering all costs including delivery, labour, and disbursements. Detailed pricing must be submitted on company letterhead. Offer must remain valid for the period stated on the pricing schedule (default 90 days). The total on SBD 3.1 must be transferred to SBD 1; failure to do so leads to disqualification.

Pricing schedule: SBD 3.1 - firm prices, VAT inclusive. Non-firm prices (subject to exchange rate variations) are not considered.

Pricing must cover all costs including delivery, labour, and disbursements; the total must be transferred to SBD 1.

Detailed pricing must also be submitted on company letterhead.

Offer validity: 90 days from closing date.

No bid security or performance guarantee is stated.

The bid value is estimated not to exceed R50 million (VAT inclusive), hence the 80/20 preference point system applies.

Mandatory eligibility:

• Valid tax clearance certificate (original) and tax compliance status with PIN from SARS. Certified copies are not acceptable.
• Registered on the Central Supplier Database (CSD) - full report required.
• Business entity registration (CIPC certificate).
• Certified ID copies of directors (not older than 3 months).
• Certifications/proof of registration with relevant professional bodies must be not older than 3 months.
• Address proof: municipal statement not older than 3 months, or lease agreement, or ward councillor letter (rural bidders).
• No bids from persons in the service of the state.

Professional team requirements:

• Lead Project Manager / Principal Agent: registered with SACPCMP as Professional Construction Project Manager (Pr.CPM).
• Architect / Senior Technologist: registered with SACAP as Professional Architect (Pr.Arch) or Professional Senior Architectural Technologist (PSAT).
• Quantity Surveyor: registered with SACQSP as Professional Quantity Surveyor (Pr.QS).
• Civil/Structural Engineer: registered with ECSA as Professional Engineer (Pr.Eng) or Professional Engineering Technologist (Pr.Tech.Eng).
• Health and Safety Officer: registered with SACPCMP as Construction Health and Safety Officer (CHSO) or Manager (CHSM).

The project team must include a Health and Safety Officer registered with SACPCMP as a Construction Health and Safety Officer (CHSO) or Manager (CHSM). On-site audits must include health and safety assessments of all facilities.

The contract will be governed by the Eastern Cape CET College's Supply Chain Management Policy, the General Conditions of Contract (GCC), and any Special Conditions of Contract (which prevail over GCC if in conflict). The College does not bind itself to accept the lowest bid and may accept the whole or part of the bid. The successful bidder's taxes must be in order. False declarations in forms may lead to disqualification, contract cancellation, recovery of costs, and restriction from doing business with the state for up to 10 years.

Functionality stage: minimum 70/100 to proceed. Criteria and weights: Experience (30), Lead Project Manager (20), Project team registrations (15), Methodology (20), Locality (15). Locality: based in Buffalo City Metropolitan Municipality = 15, Eastern Cape = 10, outside Eastern Cape = 5. Thereafter price (80) and specific goals (20) under the 80/20 system.