Appointment of accommodation service providers for necsa learners

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• Bid for appointment of a panel of suppliers (Estate Agent/Property Management/accommodation providers) to provide accommodation services for Necsa learners placed at skills development centres/colleges nationwide.
• Services required on an as-and-when-needed basis for 3 years.
• Objective: secure accommodation supporting independent living, study, and wellbeing, meeting statutory, fire, health, safety, and municipal requirements.
• Panel formation: bidders meeting requirements placed on panel; Necsa will issue RFQs to panel members as needed, awarding to highest scorer.
• Preference given to accommodation located close to the institution where students study.

• Closing date: 19 August 2026.
• Closing time: 11:00.
• Compulsory site meeting: Not applicable.
• Bid validity period: 120 working days from closing date.

• Enquiries: Mr Fhatuwani Mukwevho.
• Email: [email protected].
• Tel: +27 (0) 12 305 5531.
• Submission address: Necsa Gate 3, R104 Elias Motsoaledi Street (Church Street West Ext), Pelindaba, Brits Magisterial District, Madibeng Municipality, North West, 0240.

• Submit two sealed envelopes: Envelope One (Technical Proposal) and Envelope Two (Pricing Proposal).
• Envelope One must contain: two hard copies (one original, one copy) and one electronic copy (disk or memory stick). No pricing information allowed.
• Envelope Two must contain: one hard copy, one electronic copy, and all compulsory returnable documents.
• Physical submission: deposit in the bid box at Necsa Gate 3, R104 Elias Motsoaledi Street, Pelindaba, Brits, North West, 0240.
• Closing date and time: 19 August 2026 at 11:00. Late submissions will not be considered.
• Bid response size limit: 400mm x 100mm x 150mm.
• Ensure all documents are properly labelled, signed in black ink, and each page initialled by the authorised signatory.
• Include a cover letter on company letterhead referencing the bid.
• Returnable documents checklist must be completed; missing documents may invalidate the bid.

Minimum 80% score on technical/functional evaluation required for panel inclusion. Pre-qualification criteria include: valid COIDA registration, submission of all required returnable documents, and minimum 5 years' experience in accommodation management. Technical evaluation based on accommodation industry experience (100 points maximum). Bidders scoring below 80/100 on technical evaluation are disqualified. B-BBEE status affects preference points (0-20 points based on black ownership percentage).

• Scope: Provide secure, safe, fully equipped student accommodation for Necsa learners placed at skills development centres/colleges nationwide on an as-and-when-needed basis for 3 years.
• Accommodation deliverables per unit/room: single or sharing rooms; furnishings (bed, cupboard, chair, study table); sanitation and laundry facilities; self-catering kitchen with stove and refrigerator; recreation facility; building fixtures for safe occupation.
• Security and access: 24/7 access control, physical security, burglar proofing, Wi-Fi connectivity.
• Utilities and resilience: power backup (generator/UPS); water backup (JoJo tanks minimum 5000L or borehole) installed within one month at no cost to Necsa.
• Technical and safety: building in good structural condition; fire protection (smoke detectors, extinguishers, emergency exits, assembly point); compliance with health and safety legislation; adequate lighting, ventilation, sanitation.
• Capacity: bidders must state maximum number of learners they can accommodate; preference given to higher capacity.
• Maximum tariff: R5,500 per student per month inclusive of VAT.

• Maximum accommodation tariff: R5,500 (inclusive of VAT) per student per month.
• Budget per student: R5,500 including VAT.
• Pricing proposal submitted separately in Envelope Two.
• Bidder to provide solvency statement signed by qualified authority confirming sound financial position and ability to mobilise resources.

• Tax clearance certificate and PIN required.
• Valid B-BBEE certificate or sworn affidavit required.
• Proof of valid registration with Compensation for Occupational Injuries and Diseases Act (COIDA) or letter from Compensation Fund.
• Company registration documents showing ownership percentages.
• Consortium/Joint Venture agreement if applicable.
• Compliance with Necsa policies: Safety, Health and Environmental Requirements; Alcohol and Drug Control Policy; Confidentiality Agreement; Terms and Conditions of Contract.
• Standard Bid Documents (SBD 1, 3.1, 4, 6.1, 7.1, 8) must be completed and signed.
• Past performance: service providers previously terminated by Necsa for poor performance are disqualified.

• The bid is for the appointment of service providers to supply accommodation services for Necsa learners placed at various training institutions across South Africa, on an as-and-when-needed basis.
• Failure to provide or comply with any required particulars may render the bid invalid.

• Closing date: 19 August 2026.
• Closing time: 11:00 AM.

• For bidding procedure enquiries, contact Mr Fhatuwani Mukwevho.
• Telephone: 012 305 5531.
• Email: [email protected].

• Submit bids by the stipulated closing time; late bids will not be considered.
• Deposit bid documents in the bid box located at Necsa gate 3, Elias Motsoaledi street extension, Madibeng.
• Use the official forms provided; do not retype them.
• Ensure all required particulars and documentation are provided; failure to comply may invalidate the bid.
• The successful bidder will be required to sign a written contract form (SBD7).

Bidders must not be listed in Register for Tender Defaulters or List of Restricted Suppliers; must have valid tax compliance status; must disclose any state employment relationships; must not be persons in service of the state; must submit B-BBEE documentation; foreign suppliers must complete additional questionnaire; bids must be delivered physically to specified address by deadline.

• The bid is for the appointment of an Estate Agent company, Property Management Company, accommodation providers, or service providers for the provision of accommodation services for Necsa learners placed at Skills Development Centres, Colleges, on-the-job training companies, etc., on an as-and-when-needed basis.

• The offer must be valid for 120 days from the closing date of the bid.
• Payment terms: Payment will be made within 30 days after receipt of an invoice accompanied by a delivery note.

• Bidders must submit a Tax Compliance Status PIN from SARS or a Central Supplier Database (CSD) number.
• B-BBEE Status Level Verification Certificate or Sworn Affidavit (for EMEs & QSEs) must be submitted to qualify for preference points.
• Bidders must complete the SBD 6.1 Preference Points Claim Form.
• Bidders must declare any relationship with state employees and disclose any interest in other enterprises.
• Bidders listed in the Register for Tender Defaulters or the List of Restricted Suppliers will be disqualified.
• Foreign suppliers must complete a questionnaire regarding tax residency and establishment in South Africa.

• The contract covers the supply of goods, works, or rendering of services.

• Notices must be in writing.
• Physical delivery is deemed received upon delivery.
• Registered post is deemed received 7 days after posting.
• Fax is deemed received on the day sent.
• Email is deemed received on the day transmitted.
• Parties may change their domicilium address within South Africa on 14 days' notice.

Open to estate agent companies, property management companies, accommodation providers; must have tax matters in order with valid SARS tax clearance certificate; foreign providers responsible for taxes outside South Africa; local providers responsible for taxes until delivery; cannot have conflicts with NECSA terms.

• The scope involves the supply of goods, works, or rendering of services.
• A Project Plan and Schedule of Deliverables (Annexure B) must detail activities, deliverables, and timelines.
• A Proposal (Annexure A) must outline the service provider's plan, solutions, and required resources.
• NECSA evaluates deliverables in stages with a 7-day Evaluation Period.
• Non-conforming deliverables must be corrected promptly by the service provider.
• Services must be completed according to the Project Plan in Annexure B.
• Variations to the Project Plan may be agreed upon in writing if unforeseen circumstances arise.

• A Project Plan and Schedule of Deliverables (Annexure B) must show how and when services will be achieved.
• A Proposal (Annexure A) must detail the service provider's plan and resources.
• Services must be completed according to the Project Plan.
• Variations to the plan may be agreed in writing for unforeseen circumstances.

• Deliverables are evaluated within a 7-day Evaluation Period.
• Non-conformities must be corrected promptly by the service provider.
• NECSA provides assistance to verify and correct non-conformities.
• Acceptance is deemed if no notification is given by the end of the evaluation period.

• Fees are set out in the Pricing Schedule (Annexure E).

• Fees are as per the Pricing Schedule in Annexure E.
• Payment is made only after services are fully performed and deliverables accepted.
• Submit monthly statements by the last day of the month with an original invoice.
• Payments are made within 30 days via electronic transfer to the service provider's nominated account.
• Travel and accommodation expenses not included in fees may be reimbursed upon invoicing.
• NECSA may retain a 10% retention fee, payable within 3 months after receipt of all goods/services and issuance of a certificate of acceptance.
• For labour costs on a recovery basis, submit monthly statements for payment within 30 days.

• Subcontracting must give preference to Black Empowerment Companies.
• Service provider must indemnify NECSA against third-party claims and losses from breaches.
• Each party must maintain sufficient insurance cover for its liabilities.
• Goods must be fully insured against loss or damage during manufacture, transport, storage, and delivery.
• All contract documents and information are confidential; service provider must ensure employees sign confidentiality agreements, especially regarding the Nuclear Energy Act.
• Tax matters must be in order; a valid original SARS tax clearance certificate is required before contract award.
• Foreign service providers are responsible for taxes outside South Africa; local service providers are responsible until delivery.

• These terms apply to all NECSA bids, contracts, and orders.
• Service Level Agreements (SLAs) may supplement these terms; in case of conflict, the SLA prevails.
• No agency relationship is created.
• Assignment or subcontracting requires prior written consent.
• Subcontracting should favour Black Empowerment Companies.
• Service provider indemnifies NECSA against losses, third-party claims, and breaches.
• Liability excludes indirect or consequential losses except for criminal negligence or wilful misconduct.
• Goods must be fully insured.
• Fees are paid after performance and acceptance of deliverables.
• Monthly statements and invoices must be submitted for payment within 30 days.
• Retention fees may apply.
• Deliverables are evaluated within 7 days; corrections trigger a 7-day verification period.
• Contract variations require written amendments.
• Penalties for delays are specified in Annexure D.
• Force majeure events excuse performance.
• Confidentiality is strict, including compliance with the Nuclear Energy Act.
• Intellectual property remains with the originating party.
• Disputes are resolved first by project managers, then executives, before legal action.
• Breaches allow 7 days to remedy before termination or damages.
• Insolvency allows immediate termination.
• Notices must be in writing via specified methods.
• Non-solicitation of personnel applies for 6 months post-contract.
• No relaxation of terms constitutes a waiver.
• Invalid provisions are severable.
• Warranties cover goods for 12-18 months.
• South African law and English language govern.
• Tax clearance is mandatory for award.

• Service Level Agreements (SLAs) are special conditions that amplify or amend the standard terms.
• SLAs may be provided for specific services.
• In conflicts, the SLA prevails over the standard terms.

• NECSA evaluates deliverables within a 7-day Evaluation Period.
• Non-conformities must be corrected promptly by the service provider.
• Acceptance is deemed if no notification is given by the end of the evaluation period.