Rates-based call-off contract for latent defects and emergency works at thengwe clinic, thohoyandou

Compulsory clarification meeting: 24 August 2026 at 11h00, held via Teams Meeting. The link will be available on the National Department of Health website under tenders with the reference DOH 262-2026/2027. Closing time for tenders: 09h00 on Monday, 31 August 2026.

A compulsory clarification meeting will take place via Teams Meeting on 24 August 2026 at 11h00. The link will be available on the National Department of Health website under tenders with the reference DOH 262-2026/2027.

Queries may be addressed to Ms Mashele, Tel No. 0123958934, E-mail: [email protected].

Tenders must be submitted on the official tender documentation issued by the National Department of Health. Late tenders will not be accepted. The RFQ document is available on the National Department of Health website under tenders with the reference DOH 262-2026/2027 (https://www.health.gov.za/tenders/).

Bidders must hold a CIDB contractor grading of 2GB or higher. Preference is offered to tenderers based in Thohoyandou. Attendance at the compulsory clarification meeting is required.

The scope is the appointment of a contractor on a rates-based agreement to attend to latent defects and emergency works at Thengwe Clinic, Thohoyandou.

The Department of Health intends to appoint a contractor on a rates-based agreement under an NEC4 Term Service Contract to attend to latent defects and emergency works at Thengwe Clinic, Thohoyandou. Recurring infrastructure failures in the Vhembe District include sewer system breakdowns, wastewater treatment plant failures, plumbing defects, and associated civil, mechanical and electrical issues. The contractor will ensure timely attendance to latent defects, rapid response to infrastructure failures and emergencies, continuous operational compliance of healthcare facilities, and reduced procurement delays.

Closing: Monday, 31 August 2026 at 11:00. Compulsory briefing: Monday, 24 August 2026 at 11:00, held virtually on Microsoft Teams (Meeting ID: 370 182 590 815 431, Passcode: 73M6dQ3m). Queries must be emailed; the closing date for questions is two days before the closing date.

Compulsory briefing session: Monday, 24 August 2026 at 11:00, held virtually on Microsoft Teams. Meeting ID: 370 182 590 815 431, Passcode: 73M6dQ3m. Attendance is mandatory.

All technical and SCM queries must be emailed to [email protected]. No other contact details are provided.

Submissions must be emailed to [email protected] before the closing date and time. Only email attachments are accepted; external links (Google Drive, OneDrive, Dropbox) will be rejected as non-responsive. If the email size limit is exceeded, split the submission into multiple emails, each referencing the RFQ number and indicating the sequence in the subject line. The quotation must be valid for 90 calendar days. Returnable documents include: the complete written price quotation request, fully priced Bill of Rates (Annexure A), CIDB certificate (Grade 2 GB or higher, or JV grading for joint ventures), certified plumbing qualification for the proposed plumber, valid wireman's licence for the proposed electrician, three reference letters or purchase orders for similar projects each worth at least R500,000 with completion certificates and contactable client details, company registration documents, CSD report and tax compliance status PIN, SBD 4, SBD 5 and SBD 6.1, a valid COIDA letter of good standing, and any addendums issued. Late submissions will not be considered.

Returnable documents: written price quotation request (entire submission including NDoH's request); Bill of Rates (Annexure A); CIDB certificate (Annexure B); certified plumbing qualification (Annexure B); valid wireman's licence (Annexure B); relevant company experience (Annexure B); company registration documents (Annexure C); CSD report and tax compliance status PIN (Annexure C); SBD 4, SBD 5 and SBD 6.1 (Annexure D); valid COIDA letter of good standing (Annexure D); addendums if issued (Annexure E).

Evaluation is in two phases. Phase 1 (mandatory): bidders must submit all mandatory documents listed, including attendance at the compulsory briefing session, a fully priced Bill of Rates, CIDB certificate, plumbing qualification, wireman's licence, three references of similar projects each worth at least R500,000, and any addendums. Phase 2 (price and preference): the 80/20 preference point system applies (price 80 points, B-BBEE status level 20 points). Failure to comply with any mandatory requirement may result in disqualification.

Scope of work: The contractor must provide all labour, material, plant and transport to attend to latent defects and emergency works at Thengwe Clinic, Thulamela Local Municipality, Vhembe District. Work includes: civil and plumbing works (excavate, repair and replace sewer and stormwater infrastructure; construct and rehabilitate soakaways; install and repair piping systems; rectify leaks, blockages and overflows); mechanical and electrical works (maintain and repair wastewater treatment plants including Lilliput systems; replace and repair pumps including grinder pumps; repair electrical panels, dosing systems and associated infrastructure; fault finding and system restoration); general site works (minor construction, refurbishment and defect rectification including tiling, plastering and painting; structural and non-structural repairs); and emergency works (respond to sewer spillages, electrical faults and mechanical breakdowns; implement temporary and permanent remedial measures). Specific work is identified on an as-and-when-required basis. Deliverables: fully functional infrastructure systems, compliance with applicable SANS standards, and completion reports with quality assurance documentation.

Work allocation process: 1) Service Manager identifies a defect, maintenance requirement or emergency. 2) Scope is defined (scope of works, KPIs, timelines). 3) Contractor engagement: standard process requires the appointed contractor to submit a quotation within 3 working days; in emergencies the Service Manager may negotiate directly. 4) Contractor submits pricing based on agreed rates, methodology (if required) and schedule. 5) Service Manager evaluates proposals on compliance and price competitiveness. 6) Purchase Order is issued. 7) Contractor executes works and provides compliance documentation. 8) Service Manager inspects and issues a completion certificate or report. 9) Contractor performance is recorded.

Bidders must submit three appointment letters or purchase orders for projects of a similar nature, each with a minimum value of R500,000, together with completion certificates or letters signed by the client, and contactable client details. The proposed plumber must hold a certified trade qualification (e.g., National Certificate in Plumbing). The proposed electrician must hold a valid wireman's licence.

Deliverables must be fully functional infrastructure systems, compliant with applicable SANS standards. Completion reports and quality assurance documentation are required. The Service Manager inspects works and issues a completion certificate or report; contractor performance is recorded for future consideration.

Pricing must be based on labour rates, plant and equipment, and materials where applicable. Material, plant and equipment procurement may be reimbursed on a cost-plus basis. The Bill of Rates (Annexure A) must be fully priced with no items left blank; all rates must be inclusive of all costs. No upfront deposits or advance payments will be made; payment is only upon completion, verification and approval of works.

Mandatory compliance documents: CIDB certificate with minimum Grade 2 GB (or valid JV grading certificate for joint ventures); certified trade qualification in plumbing for the proposed plumber (e.g., National Certificate in Plumbing); valid wireman's licence for the proposed electrician; three references of similar projects each worth at least R500,000 with completion certificates and contactable client details; company registration documents; CSD report and tax compliance status PIN issued by SARS; valid COIDA letter of good standing; completed and signed SBD 4 (Declaration of Interest), SBD 5 (National Industrial Participation Programme) and SBD 6.1 (Preference Points Claim). The quotation must be on company letterhead, reflect the NDoH reference number, state its validity period, and be signed by an authorised representative.

Preference points are awarded under the 80/20 system: price 80 points, B-BBEE status level 20 points. Bidders must submit proof of B-BBEE status level (certificate, sworn affidavit, or other prescribed proof) to claim points. The B-BBEE status level points table applies (e.g., Level 1 = 20 points, Level 2 = 18 points, etc.). Bidders must complete SBD 6.1 and declare any subcontracting arrangements, including the B-BBEE status of subcontractors.

The recurring infrastructure failures (sewer breakdowns, wastewater treatment plant failures, plumbing defects) pose a risk of environmental non-compliance. The contractor must ensure continuous operational compliance of healthcare facilities and attend to defects to mitigate environmental risks.

The contract is an NEC4 Term Service Contract (TSC). Contractors are appointed to a panel; no work is guaranteed. Work is issued through Task Instructions, with allocation based on urgency, availability, capability and performance. The Department may engage directly with the contractor in emergencies. Payments are made only after completion, verification and approval of works; no upfront deposits or advance payments. The supplier must indemnify the NDoH against claims, damages, losses and expenses (including attorney's fees) arising from the contracted work, caused by any negligent act or omission of the supplier, its sub-suppliers or their employees. The supplier must comply with all site security, building use and conduct rules.

Submissions must be made strictly via email attachments to [email protected]. External links (e.g., Google Drive, OneDrive, Dropbox) will not be accepted and may be deemed non-responsive. If the submission exceeds email limits, bidders may split into multiple emails, each clearly referencing the RFQ number and indicating sequence in the subject line. The validity period is 90 calendar days.

Mandatory requirements: written price quotation request (entire submission including the NDoH's request); fully priced Bill of Rates (Annexure A); CIDB certificate (Grade 2 GB or higher, or JV grading for joint ventures); certified plumbing qualification for the proposed plumber; valid wireman's licence for the proposed electrician; three references of similar projects each worth at least R500,000 with completion certificates and contactable client details; addendums if issued. Also required: tax compliance status PIN, completed and signed SBD 4 and SBD 6.1, CSD report, and attendance at the compulsory briefing session.

Evaluation is in two phases: Phase 1 (mandatory requirements) – all mandatory documents must be submitted for the bidder to proceed; Phase 2 (price and specific goals) – the 80/20 preference point system applies for goods or services with a Rand value equal to or below R1 million. Failure to comply with any mandatory requirement may result in disqualification.