Kirkwood prison: maintenance and repairs of boilers (36 months) – GQET-2026/2027-013

Closing date: Tuesday, 24 November 2026 at 11H00

Compulsory bid briefing: Thursday, 12 November 2026 at 13H00, Venue: Kirkwood Prison

Advertising date: Friday, 30 October 2026

Validity period: 84 calendar days

Clarification requests must be responded to within 7 calendar days of request.

SCM enquiries:

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

Technical/project enquiries:

• Contact: Portia U Mvana (DPWI Project Manager)
• Email: [email protected]
• Telephone: 041 408 2181
• Cellular: 082 327 4062

Submission address:

Department of Public Works & Infrastructure

Eben Donges Building

Corner Robert & Hancock Street

Gqeberha, 6001

Bids must be received by 24 November 2026 at 11H00 at the bid box: Department of Public Works & Infrastructure, Eben Donges Building, Corner Robert & Hancock Street, Gqeberha, 6001.

Returnable documents:

• DPW-07 (Form of Offer and Acceptance): signed offer committing to the contract.
• PA-11 (Bidder's Disclosure): disclosures required by the department.
• PA-15.1 (Resolution of Board of Directors): authorises the signatory to bind the company.
• PA-15.2 (Resolution for Consortia/JV): authorises signing for a consortium or joint venture.
• PA-15.3 (Special Resolution for Consortia/JV): special resolution for consortia or JVs.
• DPW-16 (Tender Briefing Meeting Certificate): proof of attendance at the compulsory briefing.
• DPW-21 (Record of Addenda to Tender Documents): confirms receipt or compliance with addenda.
• PA-40 (Declaration of Designated Groups for Preferential Procurement): declares designated group status.
• DPW-09 (Particulars of Tenderer's Projects): details of current and previous projects, or an equivalent own form.
• PA-16 (Preference Points Claim Form): claims preference points under the 2022 regulations.
• B-BBEE Exempted Affidavit for EMEs: for exempt micro enterprises qualifying under the construction sector code.
• Proof of CSD registration (supplier number on the offer form).
• Priced Bill of Quantities (BOQ) or pricing schedule.
• Bank rating letter (for financial capacity evaluation).
• Reference/testimonial letters for experience and performance (using departmental templates).
• Certificates for key personnel (trade test, boiler operator training, electrician wireman's license).

Administrative requirements:

• Tender must be completed in ink, legibly, with corrections crossed out and initialled.
• No correction fluid.
• All parts must be fully completed and signed where required.
• Evidence of attendance at the compulsory briefing meeting (signed DPW-16 or attendance register).
• Full pricing of the BOQ or pricing schedule; incomplete pricing leads to disqualification.
• Indication of percentage mark-up on provisional amounts; failure leads to elimination.
• Inclusion of VAT in bid prices if the final price before VAT exceeds R1 million.
• Proof of VAT registration if a non-VAT vendor includes VAT (within 21 days if requested).
• Response to any reference checks or clarification requests within 7 calendar days, otherwise disqualification.

Disqualification risks:

• Submitting more than one bid or an alternative offer.
• Submitting an additional bid while in a joint venture or consortium agreement with another bidder for the same bid.
• Evidence of communication or collusion with other bidders.
• Using previously certified copies (must be original certified copies).
• Failure to comply with any substantive responsiveness criteria.
• Receiving the tender offer after the closing date and time.

Evaluation stages: 1) Functionality (pass/fail with minimums), 2) Price and preference points (for responsive bids).

Functionality criteria (total 100 points):

• Criterion 1: Relevant experience in maintenance/repair/installation of boilers (25 points). Minimum 3 reference letters for projects completed in the last 5 years with a value > R900,000. Points by number of references: 3=5, 4=10, 5=15, 6=20, more than 6=25.
• Criterion 2: References from project managers/clients/consultants indicating performance (25 points). Minimum 3 references with at least satisfactory performance. Points by number of references: 3=5, 4=10, 5=15, 6=20, more than 6=25.
• Criterion 3: Financial capacity – bank rating letter (20 points). Minimum code D. Points: D=8, C=12, B=16, A=20. Letter must be for an amount > R2 million over 12 months, dated no earlier than 3 months before closing.
• Criterion 4: Competence of key personnel (30 points). Minimum key staff: 1 Millwright/Fitter Technician, 1 Boiler Operator, 1 Electrician. Points by key staff count: 3=6, 4=12, 5=18, 6=24, 7+=30.

Minimum qualifying score for functionality: 50% (50/100). Bidders must also meet the minimum points for each functionality criterion individually; failing any individual minimum makes the bid non-compliant.

Preference points system: 80/20 (likely, but the document does not explicitly select it; the tender value is estimated at R2 million, so 80/20 applies). Price and specific goals are evaluated for responsive bids.

Specific goals (out of 20 points):

• EME/QSE or entity at least 51% black-owned: 10 points.
• Located in Eastern Cape Province: 2 points.
• EME/QSE or entity at least 51% black women-owned: 4 points.
• EME/QSE or entity at least 51% black people with disability-owned: 2 points.
• EME/QSE or entity at least 51% black youth-owned: 2 points.

Objective criteria: The department may award this bid along with three other similar bids to more than one service provider to avoid monopolies. If a bidder is positioned to win more than one bid, they may select a preferred bid; the department may negotiate with other bidders.

Risk assessment: Bids will be assessed on technical and commercial risk criteria (experience, performance, human resources, financial standing) and declared non-responsive if any criterion presents an unacceptable risk.

Scope: Maintenance and repairs of boilers at Kirkwood Prison for a period of 36 months.

Key requirements:

• The contractor must maintain and repair boilers at Kirkwood Prison.
• Contract period: 36 months.

Key personnel (minimum recommended):

• 1 Millwright/Fitter Technician
• 1 Boiler Operator
• 1 Electrician

Mandatory qualifications for key personnel:

• Millwright/Fitter: Trade Test Certificate.
• Boiler Operator: Training certificate or confirmation letter of boiler operator training.
• Electrician: Electrician's Wireman's license card.

No CVs are required for this bid.

Delivery area: Eastern Cape Province (for specific goals point allocation).

Objective criteria apply to this bid. The department is procuring similar services for four prisons (Fort Glamorgan, Mdantsane, Kirkwood, St Albans) and may award more than one bid to a single service provider to prevent monopolies and promote participation. If a bidder is positioned to win more than one bid, they may select a preferred bid. The department may negotiate with other bidders, with counter-offers not exceeding the highest bidder's price, and may award multiple bids if no other responsive bidders exist.

Experience requirements: Reference letters must be submitted on the departmental template for maintenance, repair, or new installation of boilers completed in the last 5 years with a contract value greater than R900,000. Reference letters must be dated and signed, show contract start/end dates, include client contact details, and reflect a single contract (not combined values). Appointment letters or signed contracts are not accepted as references. For performance references, the bidder's performance must be rated at least satisfactory. Key personnel qualifications: copies of Trade Test Certificate for Millwright/Mechanical Fitter, boiler operator training certificate, and electrician's wireman's license are mandatory. No CVs are required.

The pricing schedule and Bill of Quantities must be fully priced; any unpriced item leads to disqualification. Bidders must indicate percentage mark-up on provisional amounts. Labour rates must not be below gazetted Bargaining Council rates or national minimum wage. Prices must be inclusive of VAT if the total before VAT exceeds R1 million.

Pricing format: Priced Bill of Quantities (BOQ) or pricing schedule; must be fully priced, with percentage mark-up on provisional amounts indicated.

VAT: Bidders must include VAT in their bid prices if the final bid price before VAT exceeds R1 million.

Bank rating: A bank rating letter/certificate with a rating code of A, B, C, or D, for an amount greater than R2 million over a 12-month period, dated no earlier than 3 months before closing date. If multiple codes, the lowest code is considered; any code below acceptable is non-compliant.

Bid document price: R700.00 (for collection).

Contract participation goals: DPWI National Youth Service training and development programme (NYS) is applicable for projects with a minimum contract value of R2 million and a 12-month construction period (this project qualifies).

Contract security options (from DPW-07 form):

• Cash deposit of 2.5% of contract sum (excl. VAT)
• Variable guarantee of 2.5% of contract sum (excl. VAT)
• Retention of 2.5% of contract sum (excl. VAT)
• 1.25% cash deposit and 1.25% retention of contract sum (excl. VAT)

CIDB grading: Required designation of 5 ME or higher. Bidders must be registered with CIDB or capable of being registered within 21 working days from closing date. Proof of application for upgrade or correction must be submitted with the bid.

CSD registration: Must be registered on the Central Supplier Database and provide proof of registration; supplier number must be inserted on the offer form.

B-BBEE: For specific goals, bidders must submit a SANAS-accredited B-BBEE certificate or, for EMEs/QSEs, a sworn affidavit. Trusts, consortia, or JVs must submit a consolidated B-BBEE certificate.

Tax compliance: A valid tax clearance status (PIN) is required. Non-VAT vendors including VAT must provide proof of VAT registration within 21 days if requested.

Company registration: Depending on legal entity, copies of founding statements (CK1), incorporation certificates (CM1), shareholding certificates, auditor statements, MOI, identity documents, or trust deeds may be required.

Security clearance: Bidders may be required to submit fingerprints from SAPS and a completed security clearance application form upon request.

Vetting: Additional documentation may be required for vetting.

Labour rates: Hourly labour rates must not be less than the gazetted minimum rates of the relevant Bargaining Council, or the national minimum wage if no council rate exists.

Additional evaluation criteria include functionality (experience, performance, financial capacity, key personnel skills) with a minimum qualifying score of 50%. Preference points for specific goals (e.g., black-owned, Eastern Cape location) are allocated out of 20 points. The evaluation method uses the 80/20 preference points system.