Four-year contract for mechanical plant installation, maintenance, repair, refurbishment and upgrade in kwazulu-natal

Compulsory briefing session: 18 September 2026 at 10:00, Spring Grove Dam, Rosetta, KZN Midlands (GPS: 29° 19' 14'' S; 29° 58' 12'' E). Attendance is mandatory; a full-time authorised employee must sign the attendance register and obtain Annexure A signed by a DWS official. Addenda will only be issued to attendees.

Closing date and time: 15 October 2026 at 11:00.

Clarification enquiries deadline: 7 working days before closing (i.e., by 6 October 2026).

Addenda issuance deadline: 4 working days before closing (i.e., by 9 October 2026).

Tender opening: Immediately after closing at 11:00 on 15 October 2026.

Post-award: Successful bidder must submit a letter from the workshop owner confirming working arrangements within 14 calendar days of notification letter, failing which the award may be given to another bidder.

SCM / Bid Enquiries: Bid Enquiries Office, Department of Water and Sanitation. Telephone: 012 336 6562 / 7780 / 8151. Email: [email protected].

Technical Enquiries: Mr Thulani Ngati. Telephone: 071 870 7403. Email: [email protected].

Employer's Agent: Mr Thulani Ngati, Department of Water and Sanitation, Private Bag X313, Pretoria, 0001. Telephone: (012) 336 7500.

Submission address: The Bid Box at the entrance, Zwamadaka Building, 157 Francis Baard Street, Pretoria, 0001.

Submission method: Original plus one (1) paper copy, each in separate sealed envelopes, placed together in a single sealed outer envelope endorsed with the tender reference number and title. An electronic PDF copy on a USB flash drive must also be included in the submission.

Delivery address: The Bid Box at the entrance, Zwamadaka Building, 157 Francis Baard Street, Pretoria, 0001.

Closing date and time: 15 October 2026 at 11:00. Late, telegraphic, telephonic, telex, facsimile, or e-mailed tenders will not be accepted.

Tender validity period: 120 days from closing date.

Mandatory returnable forms and annexures (all must be completed, signed, and submitted):

• SBD 1: Invitation to Bid (cover page with bidder details)
• SBD 3.2: Pricing Schedule – Non-Firm Prices (Bill of Quantities)
• SBD 4: Declaration of Interest
• SBD 6.1: Preference Points Claim Form
• Annexure A: Certificate of Attendance at Compulsory Clarification Meeting
• Annexure B: Record of Addenda to Tender Documents
• Annexure C: Proposed Amendments and Qualifications
• Annexure D: Compulsory Declaration
• Annexure E: Preferencing Schedule
• Annexure F: B-BBEE Status Verification Certificate or sworn affidavit
• Annexure G: CIPC / CIPRO Certificate
• Annexure I: Authority of Signatory (Board Resolution or equivalent)
• Annexure J: CIDB Registration Proof
• Annexure K: Tax Compliance Status PIN page
• Annexure L: CSD Registration Report
• Annexure M: Letter of Good Standing with Compensation Commissioner (COID)
• Annexure N: Quality Achievement Schedules
• Annexure O: Schedule of Proposed Sub-contractors
• Annexure P: Form of Offer and Acceptance (not to be completed at bidding stage)
• Annexure Q: Contract Data
• Annexure R: Pro Forma Performance Guarantee (not to be completed at bidding stage)
• Annexure S: Health and Safety Act Agreement
• Annexure T: Schedule of Similar Work Undertaken by Bidder
• Annexure U: Schedule of Qualifications/Experience for Electrical Work (EP grading) or Electrical Subcontractor
• Annexure V: Schedule of Qualifications/Experience of Key Project Team Members
• Annexure W: Schedule of Contractor's Own Equipment Rates
• DTI Annexures C, D, E for local production and content (as per Scope of Work)

Disqualification risks: Any returnable form left unsigned or omitted; failure to attend the compulsory briefing session; failure to indicate the Area Office being bid for; submission after closing time; bid document not completed in full; any alteration to the Conditions of Contract; more than one bid submitted by the same entity.

Evaluation follows a five-phase process:

Phase 1 – Mandatory Requirements (pass/fail): Attendance at compulsory briefing session with signed attendance register and Annexure A; active CIDB registration at 8ME or higher for the relevant Area Office (Midmar or Klipfontein); demonstrable experience in associated electrical work (Annexure U) or subcontracting agreement with EP-graded electrical subcontractor; signed JV agreement with lead partner indicated if bidding as a joint venture.

Phase 2 – Quality (Functionality) – minimum 70/100 to proceed: Scored by at least three evaluators using Annexure N. Criteria and weights: Ability and Capability (30 points); Approach Paper on execution of multiple planned maintenance orders (20 points); Past Experience (40 points); Quality Control Plan and Method Statement (10 points).

Phase 3 – Evaluation of Bidder's Workshop – minimum 70/100 to proceed: Workshop Facilities scored out of 100 by at least three evaluators using Annexure N. Bidders scoring below 70 are disqualified.

Phase 4 – Price and Preference (90/10 system): Price scored out of 90 points using formula NFO = W1 × A, where W1 = 90 (tender value exceeds R50 million). Preference points out of 10 for specific goals: Women Ownership (2), Disability Ownership (2), Youth Ownership (2), Location in KwaZulu-Natal (1), B-BBEE Level 1–2 for QSE/EME (3). Points claimed must be supported by full CSD report and valid B-BBEE certificate/sworn affidavit. Objective criteria (risk analysis) apply for abnormally low or unbalanced rates.

Phase 5 – Administrative Compliance: Verification of CSD registration, tax compliance, CIPC registration, COID good standing, authority to sign, completion of all SBD forms and annexures, initialling of every page, local content compliance (DTI thresholds).

Scope: Four-year term contract for mechanical and other related major plant and machinery installation, maintenance, repair, refurbishment, and upgrade for Eastern Operations in KwaZulu-Natal.

Area Offices: Two operational areas – Midmar (KZN) and Klipfontein (KZN). Bidders must indicate which Area Office they are bidding for; failure to do so renders the bid non-responsive. No bidder will be initially appointed to more than two Area Offices. If appointed to more than one, the bidder must hold a CIDB grading one level higher (i.e., 9ME).

Alternate Contractor: DWS may appoint successful bidders as Alternate Contractors for all other Area Offices; willingness must be indicated (Yes/No) in the tender.

Contract basis: GCC – General Conditions of Contract for Construction Works, 4th Edition (2025), published by SAICE.

CIDB requirement: 8ME or higher for each Area Office. Tenderer must have demonstrable experience in associated electrical work or subcontract a CIDB contractor with EP grading.

Joint ventures: All members must be CIDB-registered; lead partner must hold 8ME or higher; combined grading must meet the requirement.

Pricing requirements (exclusive of VAT): Hourly labour rates by skill level; overtime rates; standby rates; accommodation costs; travelling costs; transport costs (km tariffs per Department of Transport rates, max Category C, 2500cc diesel); large equipment costs; specialist sub-contracting, spare parts, materials, goods, services, large equipment hire, and other general costs at cost plus market-related mark-up/handling fee up to 15%.

Contractor facilities must exist at time of bidding and be available for inspection (72 hours' notice). Workshop facilities will be evaluated as part of Phase 3.

Performance Guarantee: Letter of intent from an approved insurer undertaking to provide the Performance Guarantee in the prescribed format (Part C1.3) must be submitted with the tender.

Health and Safety: Compliance with Construction Regulations 2014 under the Occupational Health and Safety Act 1993; competencies and resources for safe execution required.

Local production and content: Minimum threshold percentages as stipulated by DTI (refer to paragraph 8 of Scope of Work, Section C3) apply; DTI Annexures C, D, E must be completed and submitted.

Pricing format: Non-firm prices (SBD 3.2) based on a Bill of Quantities / Schedule of Rates. All rates exclusive of VAT. Rates must cover: hourly labour (by skill level), overtime, standby, accommodation, travel, transport (per Department of Transport rates, max Category C, 2500cc diesel), large equipment, specialist sub-contracting, spare parts, materials, goods, services, and equipment hire at cost plus mark-up up to 15%.

Performance Guarantee: Required in the format provided in Part C1.3. A letter of intent from an approved insurer undertaking to provide the guarantee must be submitted with the tender.

Financial standing: Bidder may be requested to submit a full banker's report within 7 days; the Department may approach the bidder's banker or guarantor to verify the guarantee.

Tender validity: 120 days.

Price evaluation: 90/10 preference points system (PPPFA 2022). Price scored out of 90 points where tender value exceeds R50 million. Preference points out of 10 for specific goals (Women, Disability, Youth ownership – 2 each; KZN location – 1; B-BBEE Level 1–2 QSE/EME – 3).

Risk analysis: Abnormally low, high, or unbalanced rates will trigger a risk analysis; bidder must provide written proof that the scope can be completed at tendered rates. Unacceptable commercial risk leads to rejection.

Eligibility and mandatory compliance:

• CIDB registration: Active grading 8ME or higher (mechanical works) for the relevant Area Office (Midmar or Klipfontein). Proof via Annexure J.
• Electrical work: Demonstrable experience in associated electrical work (Annexure U) or subcontracting agreement with EP-graded electrical contractor.
• CSD registration: Active on National Treasury Central Supplier Database. CSD report (Annexure L) required.
• Tax compliance: Valid SARS Tax Compliance Status PIN page (Annexure K).
• CIPC registration: Active company registration certificate (Annexure G).
• COID: Valid Letter of Good Standing with Compensation Commissioner or licensed insurer (Annexure M).
• B-BBEE: Valid B-BBEE Status Level Verification Certificate or sworn affidavit (for EME/QSE) for preference points (Annexure F). Failure to submit forfeits B-BBEE points.
• Authority to sign: Board Resolution or equivalent authorising signatory (Annexure I).
• Compulsory briefing attendance: Signed attendance register and Annexure A certificate.
• Not listed on Register of Tender Defaulters or National Treasury's Restricted Suppliers Database.
• Not insolvent, in receivership, bankrupt, or under legal restriction.
• Local production and content: DTI minimum threshold percentages apply (refer Scope of Work paragraph 8); DTI Annexures C, D, E must be completed and submitted.
• All returnable forms and annexures (T2.1 list) must be completed, signed, and submitted; every page of the tender document must be initialled.
• Joint ventures: Signed JV agreement with clear lead partner; all parties must submit the above compliance documents.

Compliance with the Occupational Health and Safety Act, 1993 and the Construction Regulations, 2014 is mandatory. The employer must be reasonably satisfied that the tenderer has the necessary competencies and resources to carry out the work safely. A Health and Safety Act Agreement (Annexure S) forms part of the returnable documents. Department Security Rules and Regulations for Contractors (Annexure B) and Safety and Security Instructions for Contractors (Annexure C) are included in the tender pack.

Duplicate of the Alternate Contractor requirement above. No additional distinct requirements identified in this section.