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

Compulsory briefing: 24 November 2026 at 11:00, Graaf Reinet SAPS Training Academy Centre. Attendance is compulsory; proof must be a signed DPW-16 certificate or signed attendance register.

Closing: 01 December 2026 at 11:00.

Advertising date: 06 November 2026.

Bid validity: 84 calendar days from closing.

Addenda: any addendum or erratum will be published in the original advertising media at least 10 working days before closing.

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, or delivered as stated in the invitation.

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 relationships.
• PA-15.1, PA-15.2 or PA-15.3: board resolution authorising the signatory (or consortium/JV resolution).
• PA-40 Declaration of Designated Groups: supports preferential procurement claims.
• PA-16 Preference Points Claim Form: claims specific-goal points under the 2022 Regulations.
• DPW-09 Particulars of Tenderer's Projects: lists current and previous projects; an own-format document is allowed if it contains the same details, is signed and dated, and is cross-referenced.
• DPW-21 Record of Addenda: confirms receipt of any addenda.
• DPW-16 Tender Briefing Meeting Certificate or signed attendance register: proves attendance at the compulsory briefing.
• B-BBEE certificate or sworn affidavit (SANAS-accredited where applicable).
• Bank rating letter or certificate with a code of A, B, C or D, for an amount greater than R 1 million over 12 months, dated no earlier than three months before closing.
• Proof of CSD registration, with the supplier number inserted on the Form of Offer.
• Priced Bill of Quantities / Pricing Schedule: every item must be priced.
• Legal status documents: CK1 for close corporations; CM1, shareholding certificates and auditor's statement for private companies; CM1 and secretary/auditor statement for public companies; founding statement and memorandum for non-profit companies; identity documents for sole proprietors and partners; trust deed for trusts.
• Fingerprints and security clearance application, only if requested.

Disqualification risks:

• Submitting more than one bid or an alternative offer.
• Submitting an additional bid while in a joint venture or consortium with another bidder for the same bid.
• Evidence of communication with a competing bidder.
• Omitting or leaving unsigned any returnable form.
• Submitting a copy of a previously certified copy; the department will not allow correction.
• Not pricing every item in the Bill of Quantities or Pricing Schedule.
• Failing to state the percentage mark-up on provisional amounts.
• Failing to include the R-value of provisional sums and mark-ups in the final offer.
• Using correction fluid; corrections must be crossed out and initialled by the authorised signatory.
• Failing to submit requested clarification within seven calendar days.
• Failing to attend the compulsory briefing.

Evaluation stages:

1. Responsiveness and eligibility check (mandatory).
2. Functionality evaluation (100 points; minimum qualifying score 50/100).
3. Price and preference points (80/20 or 90/10 system, as indicated in the bid).

Functionality criteria and weights:

• Relevant experience (25 points): points awarded for 3, 4, 5, 6 or more than 6 reference letters for completed fire protection/detection projects in the last five years, each with a contract value above R 450 000. Minimum points required: 5.
• References on performance (25 points): points awarded for 3, 4, 5, 6 or more than 6 reference letters rating the bidder's performance at least satisfactory on comparable projects. Minimum points required: 5.
• Financial capacity (20 points): bank rating code D = 8 points, C = 12, B = 16, A = 20. Minimum points required: 8.
• Key personnel competence (30 points): points awarded for 4, 5, 6, 7 or at least 8 key staff with current SAQCC registrations in the bidder's name. Minimum points required: 6.

A bidder must achieve the overall minimum of 50/100 and the minimum points for each individual criterion; failing either makes the bid non-compliant.

Preference points (specific goals, 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 EME/QSE with disabled persons: 2 points.
• 51% black youth-owned EME/QSE: 2 points.

Objective criteria: the department may award this bid and two similar fire-protection bids (GQET-26/27-023 and GQET-26/27-024) to more than one contractor. A bidder in line to win more than one may be asked to choose its preferred bid; the department may then negotiate with the next highest scorer.

Scope: preventative maintenance, servicing and repair of fire protection and detection systems in state-owned buildings in the Karoo area, Eastern Cape, for 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: Karoo area, Eastern Cape Province.

Contract period: 36 months.

The department may award this bid together with two similar fire-protection bids for the Gqeberha Coastal area (GQET-26/27-023) and the QTN area (GQET-26/27-024).

Objective criteria process:

• The department may award this bid and the two related fire-protection bids to more than one contractor.
• A bidder in line to win more than one bid may choose its preferred bid.
• The department may then negotiate with the next highest scoring bidder, but will not offer a price higher than that bidder's original offer.
• If the next highest bidder's price is less than or equal to the highest bidder's price, it is awarded at its tendered price.
• If the next highest bidder's price is higher and not market-related, it may receive a counter-offer equal to the highest bidder's price, provided that price is market-related.
• If the highest bidder's price is not market-related and the next bidder's price is market-related, the next bidder is appointed at its tendered price.
• If both prices are not market-related, a market-related counter-offer is made.
• If a bidder declines a counter-offer, the department may negotiate further or move to the next bidder.
• The department may award more than one bid to the same bidder only after all responsive bidders have had an opportunity to choose.
• If no other responsive bidders exist for a particular area, the department may award that bid to the same service provider.

Experience:

• Reference letters must be for completed maintenance, repair or new installation projects in the last five years, each with a contract value above R 450 000.
• Projects must cover at least one of: fire extinguishers; hose reels, hydrants and hoses; fire alarm/detection; gas suppression; fire sprinklers.
• Reference letters must be on the departmental template, dated and signed, and show client name, contact details, email, contract start and end dates, and contract value.
• Appointment letters, award letters and signed contracts are not accepted as references.
• For rates-based contracts, the actual expenditure or work certified counts as the contract value.
• If performance is not stated in the reference, it is deemed unsatisfactory.
• At least three contactable referees must be provided; failure makes the bid non-responsive.

Key personnel:

• Minimum SAQCC-registered staff: one Gas Suppression Technician, one Fire Detection Technician, two 1475 Fire Servicemen.
• Registrations must be current and in the bidding company's name.
• No CVs required.
• One person with multiple qualifications may count as multiple staff, with a minimum of two qualifications.

Key personnel requirements:

• Minimum: one SAQCC-registered Gas Suppression Technician, one SAQCC-registered Fire Detection Technician, and two SAQCC-registered 1475 Fire Servicemen.
• Additional staff and qualifications earn higher functionality points, up to at least eight staff including commissioners.
• SAQCC registrations must be current and in the bidding company's name at the time of bid submission.
• Copies of SAQCC cards or letters must be submitted; without proof the staff member is deemed not registered.
• No CVs are required.
• One person holding more than one qualification may be counted as more than one staff member, with a minimum of two qualifications.

Reference letters must be on the departmental template, dated and signed, and must state the client's name, contact details and email, contract start and end dates, and contract value. Appointment or award letters and signed contracts are not accepted as reference letters.

Pricing is by Bill of Quantities / Pricing Schedule. Every item must be priced; an unpriced item disqualifies the bid.

Bidders must state a percentage mark-up on provisional amounts and include the R-value of provisional sums and mark-ups in the final offer.

VAT must be included where the price before VAT exceeds R 1 million.

Hourly labour rates may not be below the gazetted bargaining council rate for the trade, or the national minimum wage where no council rate exists.

The bid document price is R 300.00.

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

Provisional sums: bidders must state a percentage mark-up on provisional amounts and include the R-value of provisional sums and mark-ups in the final offer.

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

Labour rates: hourly rates may not be below the gazetted bargaining council rate for the trade, or the national minimum wage where no council rate exists.

Bank rating: letter or certificate showing a code of A, B, C or D for an amount greater than R 1 million over 12 months, dated within three months before closing. If more than one code appears, the lowest is used; any code below D makes the bid non-compliant.

Contract security (select one):

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

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

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

CIDB: contractor grading designation 4 SF or higher, or proof of application to CIDB on or before the closing date for upgrade, correction of non-compliance, or registration in the required class. A bidder may be given 21 working days after closing to correct CIDB status.

CSD: registration on the National Treasury Central Supplier Database is required, with the supplier number inserted on the Form of Offer.

B-BBEE: a SANAS-accredited certificate or sworn affidavit is required to claim preference points. Trusts, consortia and joint ventures must submit a consolidated B-BBEE certificate.

Key personnel: minimum of one SAQCC-registered Gas Suppression Technician, one SAQCC-registered Fire Detection Technician and two SAQCC-registered 1475 Fire Servicemen. Registrations must be current and in the bidding company's name; copies of SAQCC cards or letters must be submitted. No CVs are required.

Local content: not stated.

Legal status documents: as listed under submission guidelines.

Security clearance: fingerprints and security clearance forms may be requested.

Contract period: 36 months.

Contract security: choose one of cash deposit 2.5%, variable guarantee 2.5%, retention 2.5%, or 1.25% cash deposit plus 1.25% retention, all of the contract sum excluding VAT.

Guarantees must be on the prescribed pro-forma from a registered insurer or bank; no alterations accepted.

Price negotiation may be conducted with the preferred bidder; the negotiated price is firm and final.

Failure to provide bonds, guarantees, proof of insurance or other required documentation constitutes repudiation of the agreement.

The department may withdraw or cancel any of the three related fire-protection bids before or after closing; the remaining bids continue under the objective criteria.

Functionality evaluation (100 points, minimum 50):

• Relevant experience (25 points): reference letters for completed fire protection/detection projects in the last five years, each above R 450 000. Points: 3 letters = 5, 4 = 10, 5 = 15, 6 = 20, more than 6 = 25. Minimum 5 points.
• Performance references (25 points): reference letters rating performance at least satisfactory on comparable projects. Points: 3 letters = 5, 4 = 10, 5 = 15, 6 = 20, more than 6 = 25. Minimum 5 points.
• Financial capacity (20 points): bank rating code D = 8, C = 12, B = 16, A = 20. Minimum 8 points.
• Key personnel (30 points): SAQCC-registered staff. 4 staff = 6, 5 = 12, 6 = 18, 7 = 24, 8 or more = 30. Minimum 6 points.

Preference points (20 points): 51% black-owned EME/QSE = 10; Eastern Cape location = 2; 51% black-woman-owned = 4; 51% black-owned with disabled persons = 2; 51% black youth-owned = 2.

Objective criteria: the department may award this bid and two similar bids to more than one contractor, and may pass over a bidder in line to win more than one.