Queenstown area: preventative maintenance, servicing and repairs of fire protection and detection systems in state owned buildings for a period of 36 months.

Bid briefing (compulsory): 19 November 2026 at 11:30.

Venue: Queenstown, Aerodrome Road, Wilkinson Hall, Old Military Base.

Closing: 01 December 2026 at 11:00.

Advertising date: 06 November 2026.

Bid validity: 84 calendar days from 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

Bid Box address:

Department of Public Works & Infrastructure

Eben Donges Building

Corner Robert & Hancock Street

Gqeberha

6001

Submission method: sealed bid deposited in the Bid Box at the address below, or as otherwise stated in the bid document.

Bid Box address:

Department of Public Works & Infrastructure

Eben Donges Building

Corner Robert & Hancock Street

Gqeberha

6001

Closing: 01 December 2026 at 11:00. Late bids are not accepted.

Bid document price: R 300.00.

Bid validity: 84 calendar days.

Returnable documents (all must be completed, signed and submitted):

• DPW-07: Form of Offer and Acceptance — binds the bidder to the offer and contract terms.
• 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 — authorises the signatory to bind the bidder.
• PA-40: Declaration of Designated Groups — supports specific-goal preference claims.
• PA-16: Preference Points Claim Form — claims specific-goal points under the 2022 Preferential Procurement Regulations.
• DPW-09: Particulars of Tenderer's Projects — lists current and previous projects; an own-format document is acceptable if it contains the same details and is signed and cross-referenced.
• DPW-21: Record of Addenda — confirms receipt of any addenda.
• DPW-16: Tender Briefing Meeting Certificate — proof of attendance at the compulsory briefing.
• Priced Bill of Quantities / Pricing Schedule — every item must be priced.
• CSD registration proof — CSD number must be inserted on the Form of Offer.
• B-BBEE certificate or sworn affidavit — for preference points.
• SAQCC registration cards or letters for key staff.
• Reference letters/testimonials on the Departmental template.
• Company registration documents (CK1, CM1, MOI, trust deed, ID copies) as applicable to the entity type.

Disqualification risks:

• Late submission.
• Failure to attend the compulsory briefing.
• Any unpriced item in the Bill of Quantities or Pricing Schedule.
• Failure to indicate the percentage mark-up on provisional amounts.
• Submission of more than one bid or an alternative offer.
• Submission of a bid while in a joint venture or consortium with a competing bidder.
• Use of correction fluid; corrections must be crossed out and initialled.
• Submission of a previously certified copy of a document.
• Failure to submit VAT-inclusive prices where the bid price before VAT exceeds R 1 million.
• Failure to meet the minimum functionality score or the minimum points for any individual functionality criterion.

Evaluation stages:

1. Responsiveness and eligibility check (mandatory requirements, returnable documents, CIDB, CSD).
2. Functionality evaluation — minimum qualifying score: 50 out of 100. Bidders must also achieve the minimum points for each of the four functionality criteria; failing any one disqualifies the bid even if the overall 50% is met.
3. Price and preference points — 80/20 preference point system applies.

Functionality criteria (total 100 points):

• Criterion 1: Relevant experience (25 points). Minimum points: 5. 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 R 450 000. Indicators: 3 letters = 5 points; 4 = 10; 5 = 15; 6 = 20; more than 6 = 25.
• Criterion 2: References confirming satisfactory performance (25 points). Minimum points: 5. Scored on the number of reference letters rating the bidder's performance at least satisfactory on comparable projects in the last five years, each above R 450 000. Indicators: 3 letters = 5 points; 4 = 10; 5 = 15; 6 = 20; more than 6 = 25.
• Criterion 3: Financial capacity (20 points). Minimum points: 8. Scored on a bank rating letter for an amount greater than R 1 million over 12 months, dated no earlier than three months before the closing date. Bank rating code D = 8 points; C = 12; B = 16; A = 20. If multiple codes appear, the lowest is used; any code below D is non-compliant.
• Criterion 4: Competence of key personnel (30 points). Minimum points: 6. Scored on the number and qualifications of SAQCC-registered staff offered. Minimum requirement: one Gas Suppression Technician, one Fire Detection Technician and two 1475 Fire Servicemen. Indicators: 4 staff = 6 points; 5 = 12; 6 = 18; 7 = 24; 8 or more = 30. One person holding more than one qualification may be counted as two staff members.

Preference points (80/20 system, 20 points):

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

Objective criteria:

• The Department may award this bid and two similar fire-system bids (GQET-26/27-023 Gqeberha Coastal and GQET-26/27-025 Karoo) 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 the highest-scoring bidder if that bidder is positioned to be awarded more than one of the bids.

Scope: preventative maintenance, servicing and repairs of fire protection and detection systems in state-owned buildings in the Queenstown area, Eastern Cape, for a period of 36 months.

Systems covered: fire extinguishers; hose reels, fire hydrants and hoses; fire alarm and detection systems; gas suppression systems; fire sprinkler systems.

Service delivery area: Queenstown area, Eastern Cape Province.

Contract period: 36 months.

Key personnel required: at least one SAQCC-registered Gas Suppression Technician, one SAQCC-registered Fire Detection Technician and two SAQCC-registered 1475 Fire Servicemen.

Accreditations: copies of SAQCC registration cards or letters for each key staff member offered must be submitted; registrations must be current and in the name of the bidding company at the time of bid submission.

CVs: not required for this bid.

Reference letters: must use the Departmental testimonial/reference template; appointment letters, award letters or signed contracts are not accepted as references.

The Department may award this bid and two similar fire-system maintenance bids (GQET-26/27-023 Gqeberha Coastal and GQET-26/27-025 Karoo) to more than one contractor.

If a bidder is positioned to win more than one of these bids, the Department will ask the bidder to select a preferred bid.

The Department may then negotiate with the next highest scoring bidder, following the negotiation rules set out in the bid document.

The Department may withdraw or cancel any of the bids before or after the closing date; the remaining bids will continue to be evaluated under the same objective criteria.

Experience: reference letters for completed maintenance, repair or new installation projects in fire protection or detection systems in the last five years, each with a contract value above R 450 000.

Reference letters must be on the Departmental template, dated and signed, and must show the client's name, contact details and email address, the contract start and end dates, and the contract value.

Performance references: letters must rate the bidder's performance at least satisfactory; if no rating is given, performance is deemed unsatisfactory.

Key personnel: minimum one SAQCC Gas Suppression Technician, one SAQCC Fire Detection Technician and two SAQCC 1475 Fire Servicemen; copies of SAQCC registrations must be submitted.

One person with more than one qualification may be counted as two staff members.

CVs are not required.

Key personnel must hold current SAQCC registrations in the name of the bidding company at the time of bid submission.

Copies of SAQCC registration cards or letters must be submitted for each key staff member offered; if not submitted, the staff member is deemed not to hold the registration.

Minimum key staff: one SAQCC Gas Suppression Technician, one SAQCC Fire Detection Technician and two SAQCC 1475 Fire Servicemen.

One person holding more than one qualification may be counted as two staff members.

CVs are not required.

Reference letters must use the Departmental template and must be dated and signed; appointment letters, award letters or signed contracts are not accepted as references.

Pricing is by Bill of Quantities / Pricing Schedule; every item must be priced or the bid is disqualified.

Provisional sums: the final offer must include the R-value of any provisional sum and the R-value of the mark-up on that provisional sum; failure to indicate the percentage mark-up leads to elimination.

VAT: prices must include VAT where the bid price before VAT exceeds R 1 million.

Labour rates: rates per hour may not be less than the minimum gazetted labour rate of the relevant Bargaining Council, or the national minimum wage where no Bargaining Council rate applies, as at the closing date.

Bid document price: R 300.00.

Pricing format: Bill of Quantities / Pricing Schedule — every item must be priced; any unpriced item disqualifies the bid.

Provisional sums: the bidder's final offer must include the R-value of any provisional sum and the R-value of the mark-up on that provisional sum; failure to indicate the percentage mark-up leads to elimination.

VAT: bid prices must include VAT where the final bid price before VAT exceeds R 1 million. A non-VAT vendor who included VAT must, on request, prove SARS VAT registration within 21 days.

Labour rates: rates per hour in the Pricing Schedule may not be less than the minimum gazetted labour rate of the relevant Bargaining Council for that trade, or the national minimum wage where no Bargaining Council rate applies, as at the closing date.

Bid security: not stated.

Performance guarantee: options include a cash deposit of 2.5% of the contract sum (excl. VAT), a variable guarantee of 2.5% (DPW-10.5: FM), retention of 2.5%, or 1.25% cash deposit plus 1.25% retention. Guarantees must be issued by a registered short-term insurer or a bank on the prescribed pro-forma; no alterations to the wording are accepted.

Financial capacity: a bank rating letter for an amount greater than R 1 million over 12 months, dated no earlier than three months before the closing date, is required for functionality points.

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

CSD registration: proof of registration on National Treasury's Central Supplier Database is required; the CSD number must be inserted on the Form of Offer.

CIDB: minimum contractor grading designation 4 SF or higher. Bidders not yet registered may submit proof of a CIDB application lodged on or before the closing date; they then have 21 working days from the closing date to become compliant.

B-BBEE: a SANAS-accredited B-BBEE certificate or a sworn affidavit is required to claim preference points. A trust, consortium or joint venture must submit a consolidated B-BBEE certificate.

Tax compliance: a valid tax compliance status is required; the CSD registration number serves as evidence.

Company registration: CK1 for close corporations; CM1, shareholding certificates and auditor's statement or MOI for private companies; CM1 and company secretary/auditor statement for public companies; founding statement and MOI for non-profit companies; ID copies for sole proprietors and partners; trust deed for trusts.

Professional registrations: SAQCC registration cards or letters for all key staff offered.

Local content: not stated.

Returnable forms: DPW-07, PA-11, PA-15.1/15.2/15.3, PA-40, PA-16, DPW-09, DPW-21, DPW-16, priced BOQ, B-BBEE certificate/affidavit, SAQCC registrations, reference letters on the Departmental template.

Administrative criteria: documents must be completed in ink and signed; corrections must be initialled by the authorised signatory; fingerprints and security clearance forms may be requested for vetting; failure to provide requested clarification within 7 calendar days may disqualify the bid.

Contract period: 36 months.

Contract conditions: Facilities Management Conditions of Contract (DPW) and Special Conditions of Bid (SCB-1) apply.

Performance security: the successful bidder must provide one of the following:

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

Guarantees must be issued by a registered short-term insurer or a bank on the prescribed pro-forma; no alterations to the wording are accepted.

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

Objective criteria: the Department may award this bid and two similar bids to more than one contractor; a bidder in line for more than one bid will be asked to select a preferred bid, and the Department may negotiate with the next highest scorer.

Termination and penalties: as per the Facilities Management Conditions of Contract (DPW).

Functionality evaluation (100 points, minimum qualifying score 50):

• Criterion 1: Relevant experience (25 points, minimum 5). Based on reference letters for completed fire protection/detection projects in the last five years, each above R 450 000. 3 letters = 5 points; 4 = 10; 5 = 15; 6 = 20; more than 6 = 25.
• Criterion 2: Satisfactory performance references (25 points, minimum 5). Based on reference letters rating performance at least satisfactory on comparable projects in the last five years, each above R 450 000. 3 letters = 5 points; 4 = 10; 5 = 15; 6 = 20; more than 6 = 25.
• Criterion 3: Financial capacity (20 points, minimum 8). Bank rating letter for more than R 1 million over 12 months, dated within three months of the closing date. Code D = 8 points; C = 12; B = 16; A = 20.
• Criterion 4: Key personnel (30 points, minimum 6). SAQCC-registered staff: 4 staff = 6 points; 5 = 12; 6 = 18; 7 = 24; 8 or more = 30. Minimum composition: one Gas Suppression Technician, one Fire Detection Technician and two 1475 Fire Servicemen.

Preference points (80/20 system, 20 points):

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

Objective criteria: the Department may award this bid and two similar bids (GQET-26/27-023 and GQET-26/27-025) to more than one contractor; a bidder in line for more than one bid will be asked to choose a preferred bid.