36-Month term contract: hot water systems maintenance, repairs and service — gqeberha and surroundings

Compulsory bid briefing: Wednesday, 18 November 2026 at 10:00.

• Venue: NDPWI Eben Donges Building, Ground Floor, Gqeberha.
• Attendance is compulsory; proof is a signed DPW-16 certificate or a signed attendance register.

Closing: Tuesday, 01 December 2026 at 11:00.

Advertising date: Friday, 06 November 2026.

Bid validity period: 84 calendar days.

Addenda: published in the original advertising media at least 10 working days before the closing date.

SCM enquiries:

• Contact: Nwabisa Nkangana
• Role: SCM Official
• Email: [email protected]
• Telephone: 041 408 2055

Technical enquiries:

• Contact: Thando Mjamba
• Role: DPWI Project Manager
• Email: [email protected]
• Telephone: 041 408 2102
• Cellular: 079 519 6992

Bid submission address:

The Bid Box

Department of Public Works & Infrastructure

Eben Donges Building

Corner Robert & Hancock Street

Gqeberha

6001

Document collection address:

Ndpwi

Eben Donges Building

Corner Robert and Hancock Street

Gqeberha

6056

Submission method: sealed bid deposited in the bid box, or posted to the Director-General.

Bid box address:

The Bid Box

Department of Public Works & Infrastructure

Eben Donges Building

Corner Robert & Hancock Street

Gqeberha

6001

Postal address:

The Director-General

Department of Public Works and Infrastructure

Private Bag X 3193

Gqeberha

6001

Closing time: 11:00 on Tuesday, 01 December 2026.

Late, telephonic, telegraphic, telex, facsimile or electronic tenders will not be accepted.

Bids must be completed in non-erasable ink on the official forms; forms may not be retyped.

Correction fluid is prohibited; corrections must be crossed out and initialled by the authorised signatory.

A copy of a previously certified copy of a document is invalid and will not be accepted.

Returnable forms and documents:

• DPW-07: Form of Offer and Acceptance — the signed offer, stating the total price inclusive of VAT.
• PA-11: Bidder's Disclosure — discloses the bidder's interests.
• PA-15.1, PA-15.2 or PA-15.3: board resolution or special resolution authorising the signatory (and, for consortia or joint ventures, the joint venture agreement).
• PA-16: Preference Points Claim Form — claims specific-goal preference points.
• PA-40: Declaration of Designated Groups for Preferential Procurement.
• DPW-09 (EC): Particulars of Tenderer's Projects — an own form may be used if it contains the same details, is signed and dated, and is cross-referenced.
• DPW-21 (EC): Record of Addenda to Tender Documents — confirms receipt of any addenda.
• DPW-16: Tender Briefing Meeting Certificate, or a signed attendance register, as proof of attendance at the compulsory briefing.
• Proof of CSD registration, with the supplier registration number inserted on the offer form (including proposed subcontractors).
• Three testimonial/reference letters on the templates provided in the bid document.
• Bank rating letter or certificate.
• B-BBEE certificate or sworn affidavit, and the supporting evidence for each specific-goal claim.
• Trade test certificates for key staff.
• On request: fingerprints from SAPS, a security clearance application, and certified original trade test certificates.

Disqualification risks:

• More than one bid or an alternative bid submitted for the same tender.
• Being party to an agreement with another bidding entity for the same tender.
• Evidence of communication with a competing bidder.
• Any item in the Bill of Quantities or pricing schedule left unpriced.
• Failure to attend the compulsory briefing.
• Failure to provide requested clarification or documentation within 7 calendar days of a request.

Evaluation method: financial offer plus preference (Method 2).

Preference points system: 80/20.

Specific goals (20 points):

• 51% or more black-owned EME or QSE: 10 points.
• Located in the Eastern Cape: 2 points.
• 51% or more black-woman-owned EME or QSE: 4 points.
• 51% or more black-owned EME or QSE with disabled ownership: 2 points.
• 51% or more black-youth-owned EME or QSE: 2 points.

Risk assessment: each of the following criteria carries equal weight; an unacceptable risk on any one criterion makes the bid non-responsive.

• Technical risk 1: experience on comparable projects in the past 5 years, with at least three contactable referees.
• Technical risk 2: contractual commitment and quality of performance on comparable projects in the past 5 years.
• Technical risk 3: suitably qualified and experienced human resources, evidenced by organogram, CVs, certified IDs and professional registration.
• Technical risk 4: attendance at the compulsory bid clarification meeting.
• Commercial risk: rates tendered, bank rating, financial capability and capacity, pending legal action, auditor's report on liquidity, guarantees and financial statements.

Objective criteria: the Department may pass over the highest point scorer across the three hot water system term contracts (GQET-2026/2027-020 Port Elizabeth, -021 East London and -022 Queenstown) to spread the risk of failure or under-performance.

• A bidder scoring highest on more than one of the three bids will be asked to choose its preferred bid.
• The Department may then negotiate with the remaining bidders from the second-highest scorer downwards, and may award at the bidder's tendered price or on a counteroffer.
• A bidder may be awarded more than one of the three bids only after all other bidders have declined.

Scope: maintenance, repair and servicing of hot water systems, including heat pumps, in Gqeberha (Port Elizabeth) and surrounding areas, under a 36-month term contract.

Service area: Eastern Cape Province.

Key staff required:

• Refrigeration or air-conditioning technicians: at least three in total, each holding a trade test certificate as a refrigeration technician or air-conditioning technician.
• Millwright: one, with a trade test certificate.
• Electrician: one, with a trade test certificate.

Labour rates: hourly rates in the pricing schedule may not be below the minimum gazetted rate of the relevant Bargaining Council for the trade, or the national minimum wage where no Bargaining Council rate applies, as at the closing date.

Contract participation goals: not applicable to this project.

Objective criteria apply across three hot water system term contracts: GQET-2026/2027-020 (Port Elizabeth), -021 (East London) and -022 (Queenstown).

• The Department may pass over the highest point scorer to avoid appointing one provider to more than one widespread geographical area.
• A bidder scoring highest on more than one bid will be asked to select its preferred bid.
• The Department may negotiate with the remaining bidders from the second-highest scorer downwards.
• If the second-highest scorer's price is lower than the highest scorer's price, the award may be made at that tendered price; otherwise a counteroffer may be made, based on the highest scorer's price if market-related, or a market-related price.
• If a counteroffer is declined, negotiation continues down the list.
• A bidder may be awarded more than one bid only after all other bidders have declined, or where no other responsive bid exists for a geographical area.
• If a bid is withdrawn or cancelled, the process continues on the remaining bids with the objective criteria applied to them.

Experience:

• At least three reference letters for completed or current projects each with a contract value of R450,000 or higher, in servicing, maintenance, repair or new installation of heat pumps and hot water systems.
• Any current contract on site must be at least 50% complete or have reached an R-value of at least R225,000 at the closing date.
• References must be dated and signed, cover a single contract, state start and end (or practical completion) dates, have been completed within the last 5 years, and give the client's name, contact details and email address.
• Appointment, award or signed contract letters are not accepted as references.
• References must be contactable; an uncontactable referee who does not respond after one opportunity to provide alternatives will not be considered.

Key staff:

• At least three refrigeration or air-conditioning technicians, each with a trade test certificate.
• One millwright with a trade test certificate.
• One electrician with a trade test certificate.
• Organogram, CVs, certified IDs and proof of professional registration are verified.
• Current and future workload is considered against capacity.
• If key staff are already committed to another awarded bid, the Department may require replacement staff with the minimum qualifications and CVs.

Performance on comparable projects in the past 5 years is assessed, including:

• Progress against the programme or contract period.
• Completion within the contract period and any extensions, and penalties imposed.
• Time management, programming, and timely ordering of materials and appointment of subcontractors.
• Payment to suppliers and cash-flow management.
• Quality of workmanship, extent of rework and attention to remedial work.
• Staff turnover, labour disputes and their resolution.
• Subcontractor turnover, liaison and payment problems.
• Contract administration, including compliance with laws, insurance, security and timely submission of documentation.
• Health and safety compliance and the number of transgressions or serious incidents.
• Availability of plant and equipment.
• Delays caused, timeliness of claims and any exaggerated claims.
• Assistance in finalising the final account.

The Bill of Quantities or pricing schedule must be fully priced; any unpriced item disqualifies the bid.

Hourly labour rates may not be below the minimum gazetted Bargaining Council rate for the trade, or the national minimum wage where no Bargaining Council rate applies, as at the closing date.

The total offer is stated in the DPW-07 Form of Offer and Acceptance, inclusive of VAT.

Security options: 2.5% cash deposit, 2.5% variable guarantee, 2.5% retention, or 1.25% cash deposit plus 1.25% retention, each on the contract sum excluding VAT.

Pricing: the Bill of Quantities or pricing schedule must be fully priced; any unpriced item disqualifies the bid.

Bid document price: R300.00, payable in cash only on collection; free download from www.etenders.gov.za.

Bank rating: a letter or certificate from the bidder's bank showing a rating code of A, B, C or D (minimum D), for an amount of at least R1 million, not older than three months.

• Where more than one rating code appears, the lowest code is considered; any code below D makes the bid non-compliant.

Security (one option to be selected):

• Cash deposit of 2.5% of the contract sum (excluding VAT); or
• Variable guarantee of 2.5% of the contract sum (excluding VAT) (DPW-10.5: FM); 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 an insurer registered under the Short-term Insurance Act, 1998, or a bank registered under the Banks Act, 1990, on the prescribed pro-forma without alteration.

Price negotiation: award may be subject to negotiation with the preferred bidder, and the negotiated price becomes the firm and final offer.

CSD: registration on the National Treasury Central Supplier Database is required, with the supplier registration number inserted on the offer form.

CIDB: contractor grading designation 3 ME or higher, or proof of an application to CIDB on or before the closing date for correction of non-compliance, an upgrade, or registration in the required designation; registration may be completed within 21 working days after the closing date.

Experience:

• At least three reference letters for completed or current projects each with a contract value of R450,000 or higher, in servicing, maintenance, repair or new installation of heat pumps and hot water systems.
• Any current contract on site must be at least 50% complete or have reached an R-value of at least R225,000 at the closing date.
• Each reference must be dated and signed, cover a single contract, state the start and end (or practical completion) date, have been completed within the last 5 years, and give the client's name, contact details and email address.
• Appointment, award or signed contract letters are not accepted as references.
• References must be contactable; an uncontactable referee who does not respond after one opportunity to provide alternatives will not be considered.

B-BBEE: a SANAS-accredited certificate or sworn affidavit for the relevant sector is required to claim specific-goal points; a trust, consortium or joint venture must submit a consolidated certificate.

Key staff: trade test certificates for the refrigeration/air-conditioning technicians, millwright and electrician, with certified originals on request.

Administrative: board resolution (PA-15.1/15.2/15.3), PA-11 disclosure, PA-40 declaration, DPW-09 particulars of projects, DPW-21 record of addenda, and a fully completed DPW-07 offer.

Security vetting: fingerprints and a security clearance application on request.

Special conditions: the bid is evaluated under Special Conditions of Bid SCB-01.

Health and safety compliance is assessed as part of the quality-of-performance risk evaluation, including adherence to regulations and the number of transgressions and serious incidents on comparable projects.

Contract form: Facilities Management Conditions of Contract (DPW), with special conditions of contract.

Contract period: 36 months.

Security: one of a 2.5% cash deposit, a 2.5% variable guarantee, a 2.5% retention, or 1.25% cash deposit plus 1.25% retention, each calculated on the contract sum excluding VAT.

Guarantees must be on the prescribed pro-forma, issued by a registered insurer or bank, without alteration.

Award may be subject to price negotiation; the negotiated price is firm and final.

Failure to deliver bonds, guarantees, proof of insurance or other required documentation is a repudiation of the agreement.

Consortium or joint venture members accept joint and several liability.

Evaluation is on financial offer plus preference points under the 80/20 system.

Specific goals carry 20 points:

• 51% or more black-owned EME or QSE: 10 points.
• Eastern Cape location: 2 points.
• 51% or more black-woman-owned EME or QSE: 4 points.
• 51% or more black-owned EME or QSE with disabled ownership: 2 points.
• 51% or more black-youth-owned EME or QSE: 2 points.

Supporting evidence for each claim:

• Black ownership, black-woman ownership and black-youth ownership: SANAS-accredited B-BBEE certificate or sworn affidavit; for youth, also an ID copy.
• Eastern Cape location: municipal rates statement, account or statement, permission to occupy, or lease agreement in the bidder's name.
• Disability: B-BBEE certificate or affidavit plus a medical certificate, SASSA registration or NCPPDSA registration confirming permanent disability.

Risk assessment: technical and commercial risk criteria are evaluated individually and carry equal weight; an unacceptable risk on any criterion makes the bid non-responsive.