Supply, delivery, installation & maintenance of air conditioners – open tender in northern cape

Closing date: 28 September 2026 at 10:00.

Briefing session: Not applicable (stated N/A).

Bid validity period: 120 days from closing.

Bidding procedure enquiries (SCM): Betty Nkoe, Finance SCM Unit, phone 053 830 6172/6180, email [email protected].

Technical enquiries: B. Kgoedi, Department SEDP, phone 053 830 6317, email [email protected].

Document collection / purchase: SCM Contracts Section, Municipal Stores Complex, Abattoir Road, Ashburnham, Kimberley (R500 non-refundable) or free download from www.etenders.gov.za or www.solplaatje.org.za.

Submit one original and one duplicate in separate sealed envelopes marked "ENVELOPE 1 ORIGINAL" and "ENVELOPE 2 DUPLICATE". If combined, clearly state. Deposited in the tender box at SCM Unit, Municipal Stores Complex, Abattoir Road, Ashburnham, Kimberley, 8301, addressed to the Municipal Manager. No fax or email bids accepted. Late bids not accepted.

Returnable forms (all pages signed and witnessed where required):

• MBD 1 (Invitation to Bid): signed cover with bidder details.
• MBD 3.1 (Pricing Schedule): fully completed, no correction fluid.
• MBD 3.2 (Method of Pricing and Price Adjustments): select firm or non-firm, complete accordingly.
• MBD 3.3 (Professional Services) only if 2-stage bidding.
• MBD 4 (Declaration of Interest): disclose state employment connections.
• MBD 6.1 (B-BBEE Preference Points): submit valid certificate or sworn affidavit.
• MBD 6.2 (Local Content Declaration): applicable for steel (100%) and valves (70%).
• MBD 8 (Declaration of Past SCM Practices).
• MBD 9 (Certificate of Independent Bid Determination).
• Listing Criteria form fully completed.
• CSD registration report (not summary).
• Valid Tax Compliance Status PIN or certificate.
• Current municipal account (≤90 days) or lease agreement.
• Valid B-BBEE certificate or sworn affidavit for EMEs/QSEs.
• Joint venture: JV agreement, separate CSD/tax/VAT/bank accounts, each partner's MBD 4,8,9.
• Annual financial statements (audited, past 3 years) if project > R10 million.
• Proof of payment if document purchased at R500.
• Initial every page of original submission.

Complete checklist: MBD1 signed, MBD3.1 pricing schedule, MBD3.2 method of pricing, MBD4 declaration of interest, MBD6.1/6.2 if applicable, MBD8, MBD9, CSD report, valid certified BBBEE certificate or sworn affidavit, current municipal account or lease agreement (not older than 3 months), medical certificate if disability applies, proof of attendance at briefing if applicable, joint venture agreement if applicable, listing criteria form, and audited financial statements if project >R10 million.

Evaluated under 80/20 (80 price, 20 specific goals) or 90/10 (90 price, 10 specific goals) as per PPPFA 2022.

Specific goals (locality):

• Offices within Sol Plaatje Municipality: 20 pts (80/20) or 10 pts (90/10).
• Offices within Francis Baard District: 5 or 3 pts.
• Offices within Northern Cape Province: 3 or 2 pts.
• Offices within Republic of South Africa: 1 or 1 pt.

Functionality (MBD 3.4) scored out of 100 points, then combined with price & specific goals.

Functionality criteria:

1. Allocated personnel (45 pts):

• Technician (SARACCA post-registration certificate, 100% on site): 15 pts (≥5 yrs), 10 (2-4 yrs), 5 (<2 yrs), 0 (none).
• Electrician (DoEL registration, 100% on site): 15 pts (≥5 yrs), 10 (2-4 yrs), 5 (<2 yrs), 0.
• Health and Safety Representative (OHS certificate, 100% on site): 15 pts (≥5 yrs), 10 (2-4 yrs), 5 (<2 yrs), 0.

Experience counted from registration date only.

2. Relevant company experience (30 pts):

• Projects of same nature value >R300,000: 30 pts.
• R200,000–r300,000: 25.
• R100,000–r200,000: 20.
• R50,000–r100,000: 15.
• Below R50,000: 10.
• None: 0.

Proof: signed completion certificates or reference letters.

3. Vehicles and transportation (25 pts):

• 1-ton+ bakkie: 15 pts.
• Scaffolding: 10 pts.

Proof: vehicle registration (NaTIS) or valid lease.

Objective criteria (PPPFA s2(1)(f)): Municipality may reject highest scorer for poor past performance, non-delivery, litigation, or performance concerns.

Supply, deliver, install new air conditioning units (12000, 18000, 32000 BTU dual inverter) with features: auto restart, rapid heating/cooling, super-quiet motor, remote control LCD, self-cleaning, sleep mode timer, air outlet swing. Units must comply with SANS 10142-1. Install includes all accessories (copper piping, insulation, electrical cabling, isolators, mounting brackets, drain piping). Supply and install rectangular steel security cage (structural steel clad with diamond mesh) where required.

Servicing and maintenance of existing units: routine servicing (clean filters, evaporator/condenser coils, gas pressure checks, electrical inspection, thermostat checks), submit service report per unit. Repairs and call-outs: labour quoted separately from parts; major component replacement only with written approval. Removal and environmentally compliant disposal of obsolete equipment.

Contract term: 36 months as-and-when-required from date of appointment.

Key personnel required (100% on site): Technician with valid SARACCA post-registration certificate, Electrician with DoEL registration (to issue COC), Health and Safety Representative with OHS certificate. Points based on post-registration experience years. Company experience: projects of same nature (air-con installation & maintenance) with proof (completion certificates/reference letters). Vehicle/scaffolding ownership or lease required for transport capacity points.

All workmanship must be of high standard and subject to municipality inspection. Any defective work identified during contract must be rectified at no additional cost. Service report required per unit serviced. Testing and commissioning of new units to ensure proper operation.

Pricing in MBD 3.1 Section A: supply, deliver, install, test, commission of 12000, 18000, 32000 BTU dual inverter units (each quantity 1) and steel security cage (quantity 1). Section B: call-out fee (normal hours), labour per hour, steel cage. All rates include VAT and delivery. Prices must be firm for 12 months if non-firm. MBD 3.2 requires selection of firm or non-firm pricing method.

Pricing in MBD 3.1 in two sections:

Section A (new units):

• A1: 12000 BTU unit – quantity 1, rate and total.
• A2: 18000 BTU unit – 1.
• A3: 32000 BTU unit – 1.
• A4: steel security cage – 1.

Section B (servicing/maintenance):

• B1: call-out fee (normal hours) – 1.
• B2: labour per hour – 1.
• B3: steel security cage – 1.

All prices include VAT and delivery to municipal stores.

MBD 3.2: select firm prices (firm for contract duration) or non-firm (prices must hold for at least 12 months before adjustments). If non-firm, choose Option A (escalation using formula with indices), B (rate of exchange variations), or C (documentary evidence). Provide price breakdown if escalation selected.

Settlement discount may be offered for payment within 30 or 15 days.

Mandatory compliance:

• Registered on Central Supplier Database (CSD) – submit current CSD report.
• Valid SARS Tax Compliance Status PIN or certificate.
• Not in service of the state (per MSCM Regulations).
• Completed and signed MBD forms (1, 3.1, 3.2, 4, 6.1, 8, 9, Listing Criteria).
• Valid B-BBEE certificate (SANAS-accredited, registered auditor, or accounting officer) or sworn affidavit for EMEs/QSEs.
• Current municipal account (≤90 days) or valid lease agreement showing responsibility for municipal services.
• For joint ventures: JV agreement, tax/VAT/CSD/bank account for JV, each partner's MBD 4,8,9.
• If project >R10m: audited annual financial statements (past 3 years), particulars of state contracts past 5 years, statement on foreign sourcing.
• Local content per MBD 6.2: steel 100%, valves 70%.
• Proof of vehicle/scaffolding ownership or lease (for functionality).
• All pages initialled, forms signed with two witnesses.

Specific goals for locality: Offices within Sol Plaatje Municipality (20 pts 80/20; 10 pts 90/10), Francis Baard District (5/3), Northern Cape Province (3/2), RSA (1/1). B-BBEE level from MBD 6.1 certificate or sworn affidavit. Local content per MBD 6.2: steel 100%, valves 70%.

Pre-installation risk assessment required for electrical, structural, or health hazards. Contractor fully responsible for health and safety on site. All work must comply with OHSA. Personnel must be trained and equipped with appropriate PPE. A Health and Safety Representative (with OHS certificate) must be allocated and spend 100% time on site.

Removal and disposal of obsolete or damaged equipment must be environmentally compliant, in accordance with applicable regulations.

Contract term: 36 months from date of appointment, services on as-and-when-required basis. Option to extend by mutual agreement. New AC units carry minimum 12-month manufacturer warranty; installation workmanship guaranteed as per bidder's specified period. Defective work rectified at no cost. Municipality may sub-divide contract or make multiple awards. No award guaranteed to highest scorer.

Bidders must be CSD registered, complete MBD 1, 3.1, 3.2, 4, 6.1, 8, 9, Listing Criteria. Submit tax PIN, current municipal account/lease, B-BBEE certificate, proof of local content compliance (MBD 6.2 if applicable). Not in service of state. Joint ventures: provide JV agreement and separate documents per partner. Financial statements if >R10m.

Additional: Functionality evaluated via MBD 3.4 scorecard (100 pts) before price/specific goals. Personnel (45), company experience (30), transport (25). Objective criteria allow disqualification for poor past performance.