Fort glamorgan prison: boiler maintenance and repair services (36-Month contract)

• Closing date: 24 November 2026 at 11:00
• Compulsory briefing: 13 November 2026 at 13:00
• Venue: Fort Glamorgan Prison
• Attendance is compulsory; proof of attendance (signed DPW-16 or attendance register) must be included with the bid.

SCM enquiries

• Contact: Nwabisa Nkangana
• Email: [email protected]
• Telephone: 041 408 2055
• Cell: none

Technical / project enquiries

• Contact: Portia U Mvana
• Email: [email protected]
• Telephone: 041 408 2181
• Cell: 082 327 4062

Submission address

Department of Public Works & Infrastructure

Eben Donges Building

Corner Robert & Hancock Street

Gqeberha, 6001

Submission

• Method: physical delivery to the bid box
• Bid box address: Department of Public Works & Infrastructure, Eben Donges Building, Corner Robert & Hancock Street, Gqeberha, 6001
• Closing date: 24 November 2026 at 11:00
• The tender must be received at the bid box by the closing time; late bids are disqualified.

Returnable forms (all must be completed, signed and submitted with the bid):

• DPW-07 (Form of Offer and Acceptance): the bidder's formal offer, with the total price, inclusive of all applicable taxes.
• PA-11 (Bidder's Disclosure): full disclosure of the bidder's particulars, including any state employment connections.
• PA-15.1 / PA-15.2 / PA-15.3 (Board Resolutions): resolution authorising the signatory; consortium or joint venture resolutions where applicable.
• DPW-16 (Tender Briefing Meeting Certificate): proof of attendance at the compulsory briefing.
• DPW-21 (Record of Addenda): confirmation of receipt and compliance with any addenda or errata.
• PA-40 (Declaration of Designated Groups): declaration for preferential procurement points under designated groups.
• DPW-09 (Particulars of Tenderer's Projects): details of all current and previous projects; may be on own form but must match the DPW-09 details.
• PA-16 (Preference Points Claim Form): claims preference points under the Preferential Procurement Regulations 2022.
• B-BBEE certificate or exempted affidavit, where applicable.

Disqualification risks:

• Failure to attend the compulsory briefing.
• Bid not received by the closing time.
• Incomplete pricing of the Bill of Quantities or Pricing Schedule.
• Corrections made with correction fluid; corrections must be crossed out and initialled.
• Submission of more than one bid or an alternative offer.
• Collusive communication with other bidders (e.g. signing another bidder's document, or being a director in a competing bid).
• Any returnable form left unsigned or omitted.

Evaluation stages

1. Responsiveness: bids must comply with substantive criteria (e.g. CIDB grading, compulsory briefing attendance, fully priced BOQ). Non-compliant bids are disqualified.
2. Functionality (scored out of 100): minimum qualifying score of 50/100, and minimum points per criterion (see below). Failing to meet any criterion minimum disqualifies the bid.
3. Preference points (specific goals): up to 20 points, allocated as per the table. The applicable system is 80/20 (price 80, preference 20).

Functionality criteria (total 100 points):

• Criterion 1 – Relevant experience (25): reference letters for completed boiler maintenance/repair/new installation projects in the last 5 years, each with a contract value greater than R 900,000. Minimum 5 points (3 reference letters); 25 points for more than 6 letters.
• Criterion 2 – References from project managers/clients/consultants (25): signed testimonial letters confirming at least satisfactory performance on projects of similar nature, scope and value. Minimum 5 points (3 letters); 25 points for more than 6 letters.
• Criterion 3 – Financial capacity (20): bank rating letter with a rating code of A, B, C or D, for an amount greater than R 2 million over a 12-month period, dated no earlier than 3 months before the closing date. Minimum 8 points (code D); 20 points for code A.
• Criterion 4 – Competence of key personnel (30): minimum key staff of 1 Millwright/Fitter, 1 Boiler Operator and 1 Electrician, with mandatory accreditation copies. Minimum 6 points; 30 points for 7 key staff (2 Millwright/Fitters, 4 Boiler Operators, 1 Electrician).

Preference points (specific goals) – out of 20:

• 10 points: EME/QSE or entity at least 51% black-owned (SANAS accredited B-BBEE certificate or sworn affidavit).
• 2 points: located in the Eastern Cape Province (official municipal rates statement, account, PTO or lease agreement in the bidder's name).
• 4 points: EME/QSE or entity at least 51% black women-owned (as above).
• 2 points: EME/QSE or entity at least 51% black people with disability-owned (as above, plus medical/SASSA/NCPPDSA proof of permanent disability).
• 2 points: EME/QSE or entity at least 51% black youth-owned (ID copy plus B-BBEE certificate/affidavit).

Additional notes:

• The department may apply “Objective Criteria” to limit the number of bids awarded to a single bidder across four related boiler tenders; a bidder that would win more than one may be asked to select its preferred bid, and the department may negotiate with lower-ranked bidders.
• The bidder must score at least the minimum points for EACH functionality criterion, in addition to the overall 50/100 minimum.

Work scope

• Maintenance and repairs of boilers at Fort Glamorgan Prison.
• Contract period: 36 months.

Key personnel required (minimum):

• 1 Millwright/Fitter Technician
• 1 Boiler Operator
• 1 Electrician
• Accreditations/registrations mandatory: Trade Test Certificate for Millwright or Mechanical Fitter; training certificate/confirmation for Boiler Operator; Electrician's Wireman's license card.

Site information:

• Location: Fort Glamorgan Prison (venue for compulsory briefing).

Contract conditions:

• The contract will be governed by the Facilities Management Conditions of Contract (DPW).

Execution approach:

• The bidder must submit a fully priced Bill of Quantities and indicate mark-up on provisional sums.
• The department may apply 'Objective Criteria' to allocate multiple boiler tenders across different contractors; if a bidder is in line to win more than one, the department may ask it to select a preferred bid, and may negotiate with others.
• Negotiation rules: the department will not give a counter-offer higher than the bidder's initial price; if a lower-ranked bidder's price is higher but market-related, a counter-offer may be made.

Experience and qualifications:

• The bidder must provide reference letters for completed boiler maintenance, repair or new installation projects in the last 5 years, each with a contract value greater than R 900,000. Minimum 3 letters for 5 points; more than 6 letters for 25 points (Criterion 1).
• References must be on the departmental template, signed and dated, with client contact details.
• For Criterion 2, signed reference letters confirming at least satisfactory performance are required; minimum 3 letters for 5 points.
• Key personnel: minimum 1 Millwright/Fitter, 1 Boiler Operator and 1 Electrician, with mandatory trade test certificates and licences. No CVs are required.

Quality and performance requirements:

• Bidders must have satisfactory performance on comparable projects, confirmed by reference letters from project managers/clients/consultants. A rating of 'poor' or 'non-satisfactory' in any reference letter will invalidate it (or lead to non-responsiveness).
• The reference must indicate performance; if not indicated, it is deemed unsatisfactory.
• The department may verify performance through reference checks; unresponsive referees may be disregarded.
• Quality of workmanship is a factor in the risk assessment (e.g. extent of reworks, timeous attention to remedial works).

Pricing requirements:

• The Bill of Quantities (BOQ) or Pricing Schedule must be fully priced; any unpriced item or element leads to disqualification.
• The bidder must indicate the percentage mark-up on provisional amounts.
• The final offer must include the R-value of any provisional sum and the mark-up on it.
• VAT must be included in the bid price if the final price before VAT exceeds R 1 million.
• Labour rates per hour must not be below the gazetted minimum rates of the relevant Bargaining Council or the national minimum wage.
• The bidder must complete the Form of Offer and Acceptance (DPW-07) with the total offered price, inclusive of all applicable taxes.

Pricing

• Bidders must fully price the Bill of Quantities (BOQ) or Pricing Schedule. Any unpriced item disqualifies the bid.
• Bidders must indicate their percentage mark-up on any provisional sums; failure to do so leads to elimination.
• The bidder's final offer must include the R-value of any provisional sum and the mark-up on that sum.
• Bidders must include VAT in their bid prices if the final bid price before VAT exceeds R 1 million.
• Labour rates per hour must not be lower than the gazetted minimum rates of the relevant Bargaining Council, or the national minimum wage where no council rate exists.

Bid document price

• R 700.00 (non-refundable).

Bid security / guarantees (select one of the following, as indicated in the Form of Offer):

• Cash deposit of 2.5% of the contract sum (excl. VAT)
• Variable guarantee of 2.5% of the contract sum (excl. VAT)
• Retention of 2.5% of the contract sum (excl. VAT)
• 1.25% cash deposit and 1.25% retention of the contract sum (excl. VAT)

Financial capacity:

• Bank rating letter required, with a rating code of A, B, C or D, for an amount greater than R 2 million over a 12-month period, dated no earlier than 3 months before the closing date.

Mandatory requirements

• CIDB grading: 5 ME or higher (or be capable of being so registered within 21 working days from the closing date). Bidders may submit proof of an application to CIDB for registration/upgrade on or before the closing date.
• CSD registration: proof of registration on the National Treasury's Central Supplier Database (CSD) is required; the supplier registration number must be inserted on the Form of Offer.
• Tax compliance: a valid tax compliance status (SARS) is required; non-VAT vendors who include VAT in their prices must, on request, prove VAT registration within 21 days.
• Compulsory briefing: attendance at the briefing on 13 November 2026 at 13:00 is compulsory; proof of attendance (signed DPW-16 or attendance register) must be submitted with the bid.
• B-BBEE: a SANAS accredited B-BBEE certificate or a sworn affidavit (for EMEs) is required to claim preference points.
• Company registration documents: as per the bidder's legal form (e.g. CK1, CM1, Memorandum of Incorporation, Trust Deed, ID copies for sole proprietors/partners) – the bidder must submit the appropriate documents.
• Fingerprints/security clearance: on request, bidders must submit fingerprints from SAPS and a completed security clearance form for vetting.

Declaration/interest forms:

• PA-11 (Bidder's Disclosure): discloses any state employment connections.
• PA-15.1 / 15.2 / 15.3 (Board Resolutions): authorise signatories and, where applicable, consortia/joint venture agreements.
• PA-40 (Declaration of Designated Groups): for preferential procurement.
• PA-16 (Preference Points Claim Form): claims preference points.

Reference letters:

• Must be on the departmental testimonial/reference template provided; references not on the template will not be considered.
• Must be dated and signed.
• Must cover a single contract (not the sum of contracts), with contract start and end (or practical completion) dates.
• Must indicate the client's name, contact details and email address.
• If performance is not indicated, it is deemed unsatisfactory.
• Appointment letters, award letters or signed contracts are not accepted as reference letters.

Health and safety requirements:

• The bidder must comply with the Facilities Management Conditions of Contract and all applicable OHS regulations.
• The risk assessment criteria include adherence to health and safety regulations, number of transgressions and serious incidents.
• The bidder must be able to demonstrate adequate plant and equipment resources on site and in time.

Contract period: 36 months.

Contract form: Facilities Management Conditions of Contract (DPW).

Performance security: choose one of the stated options (cash deposit, variable guarantee, retention, or combination) – 2.5% of the contract sum (excl. VAT).

Special conditions:

• The award may be subject to price negotiation.
• A bidder may be required to provide additional information within 7 calendar days of request.
• The department may cancel or withdraw the bid after closing under the Objective Criteria.
• The bidder must comply with CPGs (Project Goals) as described in the scope and pricing assumptions.
• The tenderer must perform all obligations as per the conditions of contract identified in the contract data.

Additional evaluation criteria:

• The bid is evaluated in three stages: responsiveness, functionality, then preference points.
• Functionality minimum qualifying score is 50/100, with per-criterion minimums.
• Preference points system: 80/20 (price 80, preference 20).
• The department may apply 'Objective Criteria' to limit the number of awards to a single bidder across four related boiler tenders, with negotiation provisions.