East london and surroundings: 36 months term contract for hot water systems maintenance, repairs and service.

Closing

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

Compulsory briefing meeting

• Date: Friday, 20 November 2026
• Time: 11:00 AM
• Venue: Bisho All Saints Police Training Centre
• Attendance is compulsory; proof of attendance (signed DPW-16 certificate or signed attendance register) must be submitted with the bid.

Advertising date

• Friday, 06 November 2026

Bid validity period

• 84 calendar days from the closing date.

Addenda

• Any addenda or erratum will be published in the original advertising media at least 10 working days before the closing date.

SCM enquiries

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

Technical/project enquiries

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

Submission address (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

Document collection address

NDPWI, Eben Donges Building, Cnr Robert and Hancock Street, Gqeberha, 6056.

Submission method

• Hand delivery only: place the bid in the Bid Box at the Department of Public Works & Infrastructure, Eben Donges Building, Corner Robert & Hancock Street, Gqeberha, 6001.
• Postal delivery: The Director-General, Department of Public Works and Infrastructure, Private Bag X 3193, Gqeberha, 6001.
• Electronic, telephonic, telegraphic, telex and facsimile bids will not be accepted.
• Late bids will not be accepted.

Submission format

• Complete all documents in non-erasable ink; correction fluid is prohibited. Corrections must be crossed out and initialled by the authorised signatory.
• Submit on the official forms; forms may not be retyped.
• A copy of a previously certified copy is invalid and will not be accepted.
• Bidders must comply with DPW-21 (EC) regarding addenda.

Returnable documents

• DPW-07: Form of Offer and Acceptance — binds the bidder to the offer and contract terms.
• PA-11: Bidder’s Disclosure — discloses interests and confirms no conflict.
• PA-15.1 / PA-15.2 / PA-15.3: Board resolutions authorising the signatory (and consortium/JV arrangements where applicable).
• PA-40: Declaration of Designated Groups for Preferential Procurement.
• DPW-09 (EC): Particulars of Tenderer’s Projects — provides project experience; an own form may be used if it contains the same details and is signed and cross-referenced.
• DPW-21 (EC): Record of Addenda — confirms receipt of addenda, if any.
• PA-16: Preference Points Claim Form — claims specific goals points.
• B-BBEE certificate or sworn affidavit (SANAS accredited where required).
• Testimonial/reference templates provided in the bid document (at least three).
• Proof of CSD registration.
• Bank rating letter (see financial requirements).
• Trade test certificates for key staff.
• Upon request: fingerprints from SAPS, security clearance application, certified original trade test certificates.

Disqualification risks

• Failure to submit a completed and signed DPW-09 (EC) or own form.
• Failure to price every item in the Bill of Quantities/pricing schedule.
• Submission of more than one bid or an alternative bid for the same tender.
• Being in agreement with another bidding entity for the same tender (e.g. JV/consortium/partnership).
• Evidence of communication with a competing bidder.
• Failure to attend the compulsory briefing meeting (no DPW-16 certificate or signed attendance register).
• Failure to provide at least three contactable referees for comparable projects.
• Failure to submit a compliant bank rating letter.
• Failure to meet CIDB grading requirements (unless proof of application to CIDB is submitted).
• Failure to submit clarification/documentation within 7 calendar days of a request.

Evaluation method

• Two-envelope system: financial offer and preference offer.

Preference points system

• 80/20 preference point system applies (80 points for price, 20 points for specific goals).

Specific goals (20 points)

• 51% black-owned: 10 points — SANAS B-BBEE certificate or sworn affidavit.
• Located in Eastern Cape: 2 points — municipal rates statement, account statement, PTO, or lease in the bidder’s name.
• 51% black women-owned: 4 points — SANAS B-BBEE certificate or sworn affidavit.
• 51% black people with disability-owned: 2 points — SANAS B-BBEE certificate or sworn affidavit plus medical certificate, SASSA registration, or NCPPDSA registration.
• 51% black youth-owned: 2 points — ID copy and SANAS B-BBEE certificate or sworn affidavit.

Risk assessment (responsiveness)

• Technical criteria (each equally weighted; any unacceptable risk makes the bid non-responsive):

1. Experience on comparable projects in the past 5 years.
2. Contractual commitment and quality of performance on comparable projects in the past 5 years.
3. Suitably qualified and experienced human resources (organogram, CVs, certified IDs, professional registration).
4. Attendance of compulsory bid clarification meeting (DPW-16.1 or proof of virtual attendance).

• Commercial criteria: financial viability, bank rating, financial capability, legal action, liquidity, guarantees and financial statements.

Objective criteria (pass-over)

• The Department may pass over the highest point scorer if the bidder scores highest on more than one of the three related bids (GQET-2026/2027-020, -021, -022).
• The highest scorer may select its preferred bid; the Department may then negotiate with the next highest bidders.
• A bidder may only be awarded more than one of these bids after all other bidders decline.

Minimum qualifying score

• Not stated.

Scope

• 36-month term contract for the maintenance, repair and servicing of hot water systems in East London and surrounding areas.
• Includes servicing, maintenance, repair and new installation of heat pumps and hot water systems.

Key staff requirements

• Refrigeration Technicians or Air-conditioning Technicians: at least three (3) in total, each holding a Trade Test Certificate as a Refrigeration Technician or Air-conditioning Technician.
• Millwright: one (1), holding a Trade Test Certificate.
• Electrician: one (1), holding a Trade Test Certificate.
• Certified original trade test certificates to be submitted upon request.

Labour rates

• Hourly labour rates in the pricing schedule must not be less than the minimum gazetted labour rate of the relevant Bargaining Council for the trade as at the closing date.
• Where no Bargaining Council rate exists, rates must not be less than the national minimum wage as at the closing date.

Contract participation goals

• Not applicable to this project.

The Department may pass over the highest point scorer if the bidder scores highest on more than one of the three related bids (GQET-2026/2027-020, -021, -022). The highest scorer may select its preferred bid. The Department may then negotiate with the next highest bidders: if the second-highest bidder’s price is acceptable and lower than the highest scorer’s price, it may be awarded at its tendered price; otherwise a counteroffer may be made based on the highest scorer’s price or a market-related price. If declined, the Department may negotiate with the third bidder and so on. A bidder may only be awarded more than one of these bids after all other bidders decline. If a bid is withdrawn or cancelled, the remaining bids will be evaluated under the objective criteria.

Bidders must provide at least three (3) contactable referees for comparable projects completed within the last five (5) years. Failure to provide contactable referees will result in the bid being declared non-responsive. Key staff requirements: at least three (3) Refrigeration Technicians or Air-conditioning Technicians with Trade Test Certificates; one (1) Millwright with a Trade Test Certificate; one (1) Electrician with a Trade Test Certificate. Certified original trade test certificates must be submitted upon request. The bidder must demonstrate suitably qualified and experienced human resources, including an organogram, CVs, certified IDs and proof of professional registration. Current and future workload will be considered. Key staff may be nominated for multiple bids, but if awarded multiple bids, the bidder may be required to provide new key staff with minimum qualifications.

Quality of performance on comparable projects will be assessed based on: progress on current projects, completion within contractual periods and penalties imposed, time management and programming, financial management and payment to suppliers, quality of workmanship and remedial works, personnel resources and turnover, labour disputes, subcontractor management, contract administration, health and safety compliance, plant and equipment availability, delays and claims, and assistance in finalising the final account. Failure to provide contactable references may result in the bid being declared non-responsive.

Bidders must fully price the Bill of Quantities (BOQ) or pricing schedule. If any item is not priced, the bidder will be disqualified. Labour rates per hour must not be less than the minimum gazetted labour rate of the relevant Bargaining Council for the trade as at the closing date. Where no Bargaining Council rate exists, rates must not be less than the national minimum wage. The pricing schedule forms part of the contract documents (Part 2: Pricing data).

Pricing

• Bill of Quantities/pricing schedule must be fully priced; any unpriced item will disqualify the bid.
• All prices inclusive of VAT and all applicable taxes.
• Labour rates must comply with the minimum gazetted rates (see technical specifications).

Bid document price

• R300.00 (non-refundable, cash only) if collected from the department; free download from e-Tenders portal.

Bank rating

• A bank rating letter or certificate from the bidder’s bank showing a rating code of A, B, C or D (minimum D).
• The rating must be for an amount of at least R1 million and not older than three (3) months.
• If multiple ratings appear, the lowest will be considered; any rating below D will make the bid non-compliant.

Security and guarantees (select one option)

• Cash deposit of 2.5% of the contract sum (excl. VAT).
• Variable guarantee of 2.5% of the contract sum (excl. VAT) (DPW-10.5: FM).
• Retention of 2.5% of the contract sum (excl. VAT).
• 1.25% cash deposit and 1.25% retention of the contract sum (excl. VAT).

Insurance

• Insurance must be taken out with an insurer registered under the Short-term Insurance Act, 1998, or a bank registered under the Banks Act, 1990, on the prescribed pro-forma; no alterations to the wording will be accepted.

Payment terms

• Not stated.

Eligibility

• CIDB contractor grading designation: 3 ME or higher.
• Bidders not yet registered with CIDB may be registered within 21 working days after the closing date, provided they submit proof of application with the bid.
• Bidders must be registered on the National Treasury Central Supplier Database (CSD) and provide the CSD supplier number on the Form of Offer.

Experience

• At least three (3) reference letters for completed or current projects with a contract value of R450,000 or higher in the servicing, maintenance, repair or new installation of heat pumps and hot water systems.
• For current contracts, the project must have reached at least 50% completion or an R-value of at least R225,000 at the closing date.
• Reference letters must:
• Be dated and signed.
• Relate to a single contract (not a sum of contracts).
• Show contract start and end dates (or practical completion date).
• Be for projects completed within the last five (5) years from the closing date.
• Include the client’s name, contact details and email address.
• Indicate performance; if not indicated, it will be deemed poor/non-satisfactory.
• Appointment letters, award letters or signed contracts are not accepted as reference letters.
• Use the testimonial/reference templates provided in the bid document.

B-bbee

• A valid B-BBEE certificate issued by a SANAS-accredited verification agency, or a sworn affidavit, is required to claim preference points.
• The certificate or affidavit must be for the relevant sector.
• A trust, consortium or joint venture must submit a consolidated B-BBEE certificate.

Returnable forms

• DPW-07: Form of Offer and Acceptance — binds the bidder to the offer.
• PA-11: Bidder’s Disclosure — discloses interests.
• PA-15.1/15.2/15.3: Board resolutions authorising signatories.
• PA-40: Declaration of Designated Groups.
• DPW-09 (EC): Particulars of Tenderer’s Projects.
• DPW-21 (EC): Record of Addenda.
• PA-16: Preference Points Claim Form.
• B-BBEE certificate or sworn affidavit.
• Testimonial/reference templates.
• Proof of CSD registration.
• Bank rating letter.
• Trade test certificates for key staff.

Other compliance

• Compulsory briefing meeting attendance (DPW-16 certificate or signed register).
• Security clearance and fingerprint submission upon request.
• Bidders must respond to reference checks; failure to respond may result in the reference being disregarded.
• Key staff may be nominated for multiple bids, but if awarded multiple bids, the bidder may be required to provide new key staff with minimum qualifications.

Health and safety adherence and compliance, including the number of transgressions and serious incidents, will be considered in the evaluation of contractual commitment and quality of performance. Bidders may be required to submit fingerprints from SAPS and a security clearance application upon request.

Contract form: GCC 2015 (General Conditions of Contract for Construction Works), JBCC 2000 Principal Building Agreement (Edition 6), or other Facilities Management Special Conditions of Contract. The contract period is 36 months. The award may be subject to price negotiation with the preferred bidder; the negotiated price will be firm and final. Security options: cash deposit of 2.5% of the contract sum (excl. VAT), variable guarantee of 2.5%, retention of 2.5%, or 1.25% cash deposit and 1.25% retention. Insurance must be with a registered insurer or bank on the prescribed pro-forma; no alterations accepted. Failure to fulfil obligations constitutes repudiation. Performance will be assessed on contractual commitment, quality, time management, financial management, workmanship, personnel, subcontractors, contract administration, health and safety, plant and equipment, delays, and final account.

Bids will be evaluated on the 80/20 preference point system: 80 points for price and 20 points for specific goals. Specific goals points are allocated as follows: 51% black-owned (10 points), located in Eastern Cape (2 points), 51% black women-owned (4 points), 51% black people with disability-owned (2 points), 51% black youth-owned (2 points). Bidders must submit a PA-16 Preference Points Claim Form with supporting evidence. The Department may pass over the highest point scorer if the bidder scores highest on more than one of the three related bids (GQET-2026/2027-020, -021, -022). The highest scorer may select its preferred bid, and the Department may negotiate with the next highest bidders. A bidder may only be awarded more than one of these bids after all other bidders decline.