Seo title under 120 chars — e.g. Supply and delivery of x – government tender in [province]

Compulsory briefing

• Date: Wednesday, 18 November 2026
• Time: 11:30
• Venue: Eben Donges Building, corner of Hancock and Robert Street, North End, Gqeberha
• Attendance is compulsory; proof of attendance must be a signed DPW-16 certificate or signed attendance register.

Closing

• Date: Tuesday, 01 December 2026
• Time: 11:00

Other

• Advertising date: Friday, 06 November 2026
• Bid validity period: 84 calendar days
• Addenda will be published at least 10 working days before the closing date.

SCM enquiries

• Name: Bongiwe Ndaba
• Email: [email protected]
• Telephone: 041 408 2015

Technical / project enquiries

• Name: Elliot Mushava
• Email: [email protected]
• Telephone: 041 408 2053

Submission address

Department of Public Works and Infrastructure

Eben Donges Building

Corner Robert & Hancock Street

Gqeberha

6001

Submission method

• Deliver the bid to the Bid Box at the Department of Public Works and Infrastructure, Eben Donges Building, corner of Robert and Hancock Street, Gqeberha, 6001.
• Bids must be received by the closing date and time; late bids are not accepted.
• Complete the bid in ink; corrections must be crossed out and initialled by the authorised signatory.
• Correction fluid is not permitted.
• Submit one bid only; alternative or multiple bids are disqualified.

Returnable documents

• DPW-07: Form of Offer and Acceptance — signed offer to perform the contract at the tendered price.
• PA-11: Bidder's Disclosure — discloses the bidder's interests and confirms no conflict.
• PA-15.1 / PA-15.2 / PA-15.3: Board resolution or consortium/JV resolution authorising the signatory.
• PA-40: Declaration of Designated Groups for Preferential Procurement.
• DPW-09 (EC): Particulars of Tenderer's Projects — list of current and previous projects; an own form is allowed if it contains the same details and is signed and cross-referenced.
• DPW-16: Tender Briefing Meeting Certificate — proof of attendance at the compulsory briefing.
• DPW-21 (EC): Record of Addenda — confirms receipt of any addenda.
• PA-16: Preference Points Claim Form — claims specific-goal points.
• B-BBEE certificate or sworn affidavit (where applicable).
• CSD registration proof with supplier number.
• Priced Bill of Quantities / Pricing Schedule — every item must be priced.
• CIDB registration proof or proof of application for registration/upgrade.
• Company registration documents (CK1, CM1, MOI, shareholder certificates, trust deed, ID copies) as applicable to the entity type.
• Reference letters/testimonials on the prescribed templates.
• Bank rating letter.
• SAQCC registration cards/letters for key personnel.

Disqualification risks

• Any item in the Bill of Quantities or Pricing Schedule left unpriced.
• Failure to indicate the percentage mark-up on provisional sums.
• Omission of a required returnable form or signature.
• Submission of a previously certified copy of a document (invalid).
• Failure to attend the compulsory briefing.
• Failure to meet the minimum functionality score or the minimum points for any functionality criterion.
• Failure to provide at least three contactable referees.
• Submission of more than one bid or an alternative offer.

Evaluation stages

1. Responsiveness and eligibility check (mandatory requirements).
2. Functionality evaluation — minimum qualifying score 50/100; bidders must also achieve the minimum points for each of the four functionality criteria.
3. Financial offer and preference points evaluation under the 80/20 preference point system.

Functionality criteria (total 100 points)

• Criterion 1: Relevant experience — 25 points. Scored on the number of compliant reference letters for completed fire protection/detection projects in the last five years, each with a contract value above R450 000. Minimum points required: 5.
• Criterion 2: References confirming satisfactory performance — 25 points. Scored on the number of reference letters rating the bidder's performance at least satisfactory on comparable projects. Minimum points required: 5.
• Criterion 3: Financial capacity — 20 points. Scored on the bank rating code: D = 8, C = 12, B = 16, A = 20. Minimum points required: 8.
• Criterion 4: Competence of key personnel — 30 points. Scored on the number and type of SAQCC-registered staff offered. Minimum points required: 6.

Preference points (80/20 system, 20 points)

• 51% black-owned EME/QSE: 10 points.
• Located in Eastern Cape: 2 points.
• 51% black women-owned: 4 points.
• 51% black-owned with disability: 2 points.
• 51% black youth-owned: 2 points.

Objective criteria

• The Department may award this bid and two similar bids (GQET-26/27-024 QTN area and GQET-26/27-025 Karoo area) to more than one contractor.
• A bidder in line to win more than one of these bids will be asked to select a preferred bid; the Department may then negotiate with the next highest scorer.
• The Department may pass over a bidder positioned to win more than one bid.

Scope

• Preventative maintenance, servicing and repairs of fire protection and detection systems in state-owned buildings in the Gqeberha coastal area.
• Contract period: 36 months.
• Systems covered include fire extinguishers, hose reels, fire hydrants and hoses, fire alarm and detection systems, gas suppression systems and fire sprinkler systems.

Key personnel

• Minimum key staff: one SAQCC-registered Gas Suppression Technician, one SAQCC-registered Fire Detection Technician and two SAQCC-registered 1475 Fire Servicemen.
• Additional staff and commissioners attract higher scores (see evaluation criteria).
• SAQCC registrations must be current and in the name of the bidding company at the time of bid submission.
• No CVs are required.

Experience

• Reference letters must be for completed maintenance, repair or new installation projects in the last five years, each with a contract value above R450 000, covering at least one of the listed system types.
• Reference letters must be on the prescribed template, dated and signed, and must show the client's name, contact details and email address.
• Appointment or award letters and signed contracts are not accepted as reference letters.

Risk assessment

• The Department will assess technical and commercial risk based on DPW-09 (EC) and references.
• Failure to provide at least three contactable referees who confirm satisfactory performance will render the bid non-responsive.

Objective criteria and award methodology

• The Department may award this bid and two similar bids (GQET-26/27-024 QTN area and GQET-26/27-025 Karoo area) to more than one contractor.
• If a bidder is positioned to win more than one bid, the Department will ask the bidder to select a preferred bid.
• The Department may then negotiate with the next highest scoring bidder, following the rules on counter-offers and market-related pricing.
• The Department may award more than one bid to the same bidder only after all responsive bidders have had an opportunity to select.
• If a bid is withdrawn or cancelled, the remaining bids continue under the same objective criteria.

Experience and qualifications

• Relevant experience: reference letters for completed maintenance, repair or new installation projects in the last five years, each with a contract value above R450 000, covering at least one of the specified fire protection/detection systems.
• Reference letters must be on the prescribed template, dated and signed, and must show the client's name, contact details and email address.
• Appointment or award letters and signed contracts are not accepted as reference letters.
• Key personnel: minimum one SAQCC-registered Gas Suppression Technician, one SAQCC-registered Fire Detection Technician and two SAQCC-registered 1475 Fire Servicemen.
• Additional SAQCC-registered staff and commissioners attract higher scores.
• A staff member with more than one qualification may be counted as more than one staff member, with a minimum of two qualifications.
• No CVs are required.

Quality and performance requirements

• Key personnel must hold current SAQCC registrations in the name of the bidding company at the time of bid submission.
• Proof of SAQCC registration (card or letter) must be submitted for each key staff member offered; failure to submit proof means the staff member is deemed not registered.
• Reference letters must confirm at least satisfactory performance on comparable projects; if performance is not indicated, it is deemed unsatisfactory.
• The Department will assess contractual commitment and quality of performance on past projects, including adherence to contract terms and quality of workmanship.

Pricing schedule

• The Bill of Quantities / Pricing Schedule must be fully priced; any unpriced item disqualifies the bid.
• Bidders must indicate the percentage mark-up on provisional sums; failure to do so disqualifies the bid.
• Prices must include VAT where the bid price before VAT exceeds R1 million.
• Labour rates may not be below the relevant Bargaining Council gazetted minimum or the National Minimum Wage.
• The Form of Offer and Acceptance (DPW-07) must state the total price inclusive of VAT in words and figures.

Pricing

• Complete and price the Bill of Quantities / Pricing Schedule in full; any unpriced item disqualifies the bid.
• Indicate the percentage mark-up on provisional sums; failure to do so disqualifies the bid.
• Prices must include VAT where the bid price before VAT exceeds R1 million.
• Labour rates may not be below the relevant Bargaining Council gazetted minimum or the National Minimum Wage.

Bid security and guarantees

• Cash deposit of 2.5% of the contract sum (excluding VAT), or
• Variable guarantee of 2.5% of the contract sum (excluding VAT), or
• Retention of 2.5% of the contract sum (excluding VAT), or
• 1.25% cash deposit plus 1.25% retention of the contract sum (excluding VAT).
• Guarantees must be issued by a registered insurance company or bank on the prescribed pro-forma; no alterations accepted.

Financial capacity

• Bank rating letter or certificate showing a rating code of A, B, C or D.
• The letter must be for an amount greater than R1 million over a 12-month period and dated no earlier than three months before the closing date.
• If more than one rating code appears, the lowest code is used; a code below D is non-compliant.

Payment and contract

• The Department may negotiate the price with the preferred bidder; the negotiated price becomes firm and final.
• Contract conditions are the DPW Facilities Management Conditions of Contract.

Mandatory eligibility

• CIDB contractor grading designation 4 SF or higher, or proof of application for registration/upgrade submitted by the closing date.
• Registration on the National Treasury Central Supplier Database (CSD); supplier number must appear on the Form of Offer.
• Valid tax compliance status.
• Company registration documents appropriate to the entity type (CK1, CM1, MOI, shareholder certificates, trust deed, ID copies).
• SAQCC registrations for key personnel, current and in the bidding company's name.
• Bank rating letter as specified.
• Attendance at the compulsory briefing.

B-BBEE and preference

• B-BBEE certificate or sworn affidavit required to claim preference points.
• EMEs may submit a sworn affidavit; QSEs and larger entities must submit a valid B-BBEE certificate.
• A trust, consortium or joint venture must submit a consolidated B-BBEE certificate from a SANAS-accredited provider.
• Eastern Cape location must be proven by municipal rates statement, account statement, PTO, or lease agreement in the bidder's name.

Other

• Bidders must submit a completed PA-16 to claim specific-goal points.
• Failure to submit clarification or documentation within 7 calendar days of a request may disqualify the bid.

Health and safety

• The Department will assess the bidder's health and safety compliance record, including adherence to regulations and the number of transgressions and serious incidents on past projects.
• Bidders must comply with all applicable health and safety regulations in the execution of the contract.

Contract conditions

• The contract is subject to the DPW Facilities Management Conditions of Contract.
• The Department may negotiate the price with the preferred bidder; the negotiated price is firm and final.
• Security for the contract may be provided as a cash deposit of 2.5%, a variable guarantee of 2.5%, a retention of 2.5%, or a combination of 1.25% cash deposit and 1.25% retention, all excluding VAT.
• Guarantees must be issued by a registered insurance company or bank on the prescribed pro-forma; no alterations are accepted.
• Failure to provide bonds, guarantees, proof of insurance or other required documentation constitutes repudiation of the agreement.
• The Department reserves the right to withdraw or cancel any of the bids in the objective criteria before or after the closing date.

Functionality evaluation (100 points, minimum 50 to qualify)

• Criterion 1: Relevant experience — 25 points; minimum 5 points. Scored on the number of compliant reference letters for completed fire protection/detection projects in the last five years, each above R450 000.
• Criterion 2: Satisfactory performance references — 25 points; minimum 5 points. Scored on the number of reference letters rating performance at least satisfactory.
• Criterion 3: Financial capacity — 20 points; minimum 8 points. Bank rating code D = 8, C = 12, B = 16, A = 20.
• Criterion 4: Key personnel competence — 30 points; minimum 6 points. Scored on the number and type of SAQCC-registered staff.

Preference points (80/20 system)

• 51% black-owned: 10 points.
• Eastern Cape location: 2 points.
• 51% black women-owned: 4 points.
• 51% black-owned with disability: 2 points.
• 51% black youth-owned: 2 points.

Objective criteria

• The Department may award this bid together with two similar bids (GQET-26/27-024 and GQET-26/27-025) to more than one contractor.
• A bidder in line to win more than one bid will be asked to choose a preferred bid; the Department may then negotiate with the next highest scorer.