Servicing, repairing and installation of fire systems and fire extinguishers – harry gwala district municipality (24-Month contract)

Closing date: 25 November 2026 at 12:00

Compulsory briefing: 16 November 2026 at 10:00, at the HGDM Council Chamber

Bid document collection: from 13 November 2026, 09:00 to 16:00, at Harry Gwala District Municipality Offices, Finance Services Department, 40 Main Street, Ixopo 3276

Bid enquiries:

• Contact: Mr. X. Mhlongo

• Email: [email protected]

• Telephone: 039 834 8748

• Contact: Mrs N Sikhosana

• Email: [email protected]

• Telephone: 039 834 8700 / 5504

Submission address:

Harry Gwala District Municipality

40 Main Street

Ixopo

3276

Municipal Manager's office:

40 Main Street, Private Bag X501, Ixopo 3276

Tel: 039 834 8707

Fax: 039 834 1701

Email: [email protected]

Submission method: sealed envelope, deposited in the Bid Box at the reception area of Harry Gwala District Municipality, 40 Main Street, Ixopo, before the closing date and time. Envelope must be clearly labelled with the tender number and project name, addressed to The Municipal Manager. Telegraphic, telexed, faxed or late bids will not be accepted.

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

• MBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• MBD 4 (Declaration of Interest): discloses whether any director or shareholder is employed by the state or connected to anyone at the municipality.
• MBD 6.1 (Preference Points Claim): claims preference points under the 80/20 system.
• MBD 8 (Declaration of Bidder's Past SCM Practices): declares past supply chain management conduct.
• MBD 9 (Certificate of Independent Bid Determination): certifies the price was set independently, with no collusion.
• Authority to Sign: authorises the named signatory to bind the bidder.
• Certificate of Municipal Services: confirms municipal rates are not in arrears.
• Banking details schedule.
• Enterprise Questionnaire (compulsory).
• Declaration that information on the municipal supplier database is correct and up to date.
• Record of addendum: acknowledge any addenda issued; failure to do so may render the bid non-responsive.
• Appointment and reference letters for similar work.
• Joint Venture Agreement, if applicable.
• CSD registration number or full CSD report not older than 30 days.
• Valid tax clearance certificate or SARS PIN.
• Municipal utility bill for the company and all directors (or lease agreements/affidavits as applicable).
• Proof of Public Liability Insurance of at least R10 million (only if applicable).

Disqualification risks:

• Invalid or non-submission of any mandatory document leads to immediate disqualification.
• Any returnable form left unsigned or omitted.
• Corrections must be crossed out in ink and signed; correction pen is not permitted.
• Bids received after the closing time, regardless of reason.

Evaluation is in two stages:

Stage 1: Functionality (minimum qualifying score: 60/100)

• Company experience in servicing, repairing and installing fire systems: 5+ projects = 20 points; 3-4 projects = 15; 1-2 projects = 10. Verified by signed appointment and reference letters on company letterhead with traceable contact details.
• Company experience in supplying, installing, servicing and repairing fire extinguishers: 5+ projects = 20 points; 3-4 = 15; 1-2 = 10. Same verification.
• Personnel experience in servicing, repairing and installing fire systems: 3-4 years = 20 points; 2-3 years = 10; 1-2 years = 5. CVs with traceable contact details must be attached.
• Personnel SAQCC registration: registered = 30 points; not registered = 0. Registration certificate must be provided.
• Financial viability (bank rating on bank letterhead): A-rating = 10; B-rating = 8; C-rating = 5; D or below = disqualified.
• Total functionality points: 100. A score below 60 renders the tender non-responsive and it will not proceed to Stage 2.

Stage 2: Price and specific goals (80/20 preference point system)

• Price: 80 points.
• Specific goals: 20 points.
• Specific goal: Enterprise located within the KZN Locality Province = 20 points. Verification: CSD with preferred address.

Scope of work:

• Servicing, repairing and installation of fire systems, and supplying, installing, servicing and repairing fire extinguishers for Harry Gwala District Municipality.
• Contract period: 24 months from contract signature (note: the document also states 12 months in places; the contract period section states 24 months).

Fire system (Main office, Ixopo):

• Upgrade the fire detection system to a minimum L3 system, including staff alarm with MCPs, fire detectors, sounders, and interfaces to gas suppression, automatic sprinklers, HVAC and smoke extraction.
• Install an integrated emergency voice evacuation system.
• Repair/replace control panel batteries, clear faults, test system, label devices, programme system interfacing, ensure battery backup.
• Install and service manual activated fire alarm system with audible and visual alarms per SANS 10139.

Fire hydrants and hoses:

• Service hydrants: release water pressure, check washers, glands, hose clips, lip washers, affix signed service labels.
• Service hose reels: check mounting, unwind and inspect hose, check waterway, nozzle, frame, test at 2000 kPa for 3 minutes, ensure hose length 28-30 m, no joints, check seals, affix service labels.
• Two service labels per reel: one on outside of front disc, one visible when fully unwound.

Fire extinguishers:

• Collect, service, and install extinguishers at various satellites in Johannes Phumani Phungula (Ubuhlebezwe), Dr. Nkosazana Dlamini-Zuma, UMzimkhulu and Kokstad local municipal areas.
• Types: 9.0kg DCP, 4.5kg DCP, 2.5kg DCP, 2.5kg CO2.
• Tag all extinguishers with bar codes and capture into a register.
• Use powder complying with SABS 1522; CO2 complying with SABS 1567; foam only as marked on label.
• External checks: clean, inspect for corrosion/damage, check components, hose, mounting brackets, mass (if varies >5% from marked, major service), pressure indicating device.
• Affix service labels with organisation details, service date, next service due, pressure; seal handle.

New equipment:

• All new equipment must comply with SANS manufacturing standards and be approved by the municipality.

Fire drill:

• Conduct fire drill for municipality employees: activate alarm, evacuate to assembly point, headcount, debrief.

Sites (38 locations):

• Main office Ixopo, Umgeni Farm satellite, Disaster Management Centre, Ichibini WTW, Nokweja WTW, Esqandulweni WTW, Ncakubana WTW, UMzimkhulu satellite, Umzimkhulu WTW/WWTW, Washbank WTW, Ibisi WTW/WWTW, Rietvlei WTW, Njunga WTW, Mnqumeni WTW, Riverside WTW/WWTW, Kokstad satellite, Kokstad WTW/WWTW, Franklin WTW, Dr Nkosazana Dlamini-Zuma satellite (Underberg), Underberg WTW/WWTW (new and old), Himeville WWTW, Mqatsheni WTW, Bulwer WTW/WWTW, Mangwaneni WTW, Hlanganani WTW/WWTW, Nomandlovu WTW, Creighton WTW, Khukhulela WTW, St Appollinaris WTW/WWTW.

Company experience:

• Servicing, repairing and installing fire systems: 5+ projects = 20 points; 3-4 = 15; 1-2 = 10.
• Supplying, installing, servicing and repairing fire extinguishers: 5+ projects = 20 points; 3-4 = 15; 1-2 = 10.
• Verification: signed appointment and reference letters on company letterhead with traceable contact details.

Personnel experience:

• 3-4 years in servicing, repairing and installing fire systems = 20 points; 2-3 years = 10; 1-2 years = 5.
• CVs with traceable contact details must be attached.

SAQCC registration:

• Personnel must be registered with the South African Qualification and Certification Committee for the fire industry. Registration certificate must be provided. No registration = 0 points.

Reference letters:

• Must be on organisation's letterhead, signed and stamped, including contact person, nature of service, contract amount, commencement date, telephone, fax and email.
• Each appointment letter must be accompanied by a reference letter; each purchase order must be accompanied by a reference letter.

Service labels:

• After servicing, affix an indelible, waterproof, adhesive label to each fire hose reel and fire extinguisher.
• Label must include: name, physical address and contact number of the reconditioning organisation; date of service; next service due date; pressure at time of service.
• Handle must be sealed in a manner that prevents use without breaking the seal.

Fire extinguisher refilling:

• Only powder complying with SABS 1522 may be used.
• If powder is removed during servicing, it may be re-used only if sieved and free of lumps; otherwise discarded.
• CO2 extinguishers must be charged with CO2 complying with SABS 1567.
• Foam extinguishers must be charged only with the type of foam marked on the label.

New equipment:

• All new equipment must comply with SANS manufacturing standards and be approved by the municipality.

Pricing format:

• Prices must be firm and inclusive of all applicable taxes.
• Bill of quantities / pricing schedule must be completed as per the specification.
• Rates will be used for kilometres travelled (AA rates).
• Service provider may adjust according to CPI rate range.
• Bids valid for 90 days after closing date.

Bill of quantities includes items such as:

• Servicing of fire extinguishers (2kg, 2.5kg, 4.5kg, 9kg)
• Preparing portable fire extinguishers register
• Replacement of discharge horn, valve assembly, nitrogen recharge, pressure/hydrostatic testing, refilling, discharge nozzle, instruction label, service label, DCPSP head valve, gauge, discharge house nozzle, spares, pressure test label, CO2 valve
• Supply and installation of fire extinguishers, steel cabinets, fibre glass cabinets, holding brackets
• Supply and installation of new sprinkler system (150 sq.m building)
• Supply and installation of security system (finger/face recognition)
• Servicing of fire system (white box, fire hydrants, fire hoses, check water levels)
• Repairing of fire system items (unit bill amounts) including detectors, bases, MCPs, cable, batteries, power supply, conduit, beam detector, reflectors, input/output unit, block plan
• Upgrade of fire detection system to L3
• Supply and installation of integrated emergency voice evacuation system
• Conduct fire drill
• Sub-total plus 15% VAT

Note: Municipality will determine quantities required upon request for quote.

Pricing format:

• Prices must be firm and inclusive of all applicable taxes.
• Bill of quantities / pricing schedule must be completed as per the specification.
• Rates will be used for kilometres travelled (AA rates).
• Service provider may adjust according to CPI rate range.
• Bids valid for 90 days after closing date.

Bid security / guarantees:

• None specified.

Insurance:

• Proof of Public Liability Insurance to the value of at least R10 million, covering all claims (including those related to use or misuse of firearms), against the Council, service provider or its employees; only if applicable.

Payment terms:

• Not specified.

Financial capacity:

• Bank rating on bank letterhead: A-rating preferred; D or below disqualified.

Mandatory registrations:

• CSD registration (Central Supplier Database) and submission of CSD report not older than 30 days.
• Registration on Harry Gwala District Municipality supplier database, or submission of registration application form at closing time.
• Valid tax clearance certificate or SARS PIN (Tax Compliance Status).

Municipal rates compliance:

• Municipal utility bill for the company and all directors confirming no rates in arrears for more than 90 days.
• If leasing office space or director's accommodation, attach valid lease agreement.
• If account is under parents/siblings/grandparents and not paying rates, attach affidavit.
• If operating from rural areas and not liable for rates, attach affidavit.

Other compliance:

• Not listed on the Register of Tender Defaulters (Prevention and Combating of Corrupt Activities Act, 2004).
• No abuse of the municipality's SCM system or failure to perform on previous contracts.
• No conflicts of interest; Declaration of Interest and Enterprise Questionnaire must be completed.
• Bidders must not be prohibited from doing business with the public sector.

B-bbee:

• Preference points claimed via MBD 6.1 under the 80/20 system. Specific goal: enterprise located within KZN Locality Province (20 points). No B-BBEE level thresholds stated.

Fire drill:

• Conduct fire drill for municipality employees: activate alarm, evacuate calmly via nearest safe exit and stairs to designated assembly point, perform headcount, and debrief.

Safety during servicing:

• When removing fixed fire extinguishers from site, arrange with the responsible person to ensure satisfactory protection with a replacement.
• Handle fire extinguishers carefully; if damage to seams or joints is observed, remove from service and submit for major service.
• If mass varies by more than 5% from marked full mass, present for major service.
• Public Liability Insurance of at least R10 million required (only if applicable).

No specific environmental requirements stated beyond compliance with SANS standards for fire equipment and safe disposal of condemned extinguishers (implied).

Contract period: 24 months from contract signature (the document also states 12 months in places; the contract period section states 24 months).

• The municipality does not bind itself to accept the lowest or any bid and reserves the right to accept the whole or any part of the bid.
• General Conditions of Contract (GCC) apply.
• Public Liability Insurance of at least R10 million required (only if applicable).

Additional evaluation details:

• Functionality score below 60/100 renders the tender non-responsive.
• Functionality points are used only to determine responsiveness, not in the final scoring.
• 80/20 preference point system: Price 80 points, Specific Goals 20 points.
• Specific goal: Enterprise located within the KZN Locality Province = 20 points, verified by CSD with preferred address.