Three-year panel for HVAC and refrigeration services (CIDB 2me+)

• The municipality seeks to appoint a panel of contractors for a three-year period to provide HVAC and refrigeration services.
• Services include urgent attention, maintenance, installation, and strip-and-quote processes across municipal buildings.
• Preference will be given to local or surrounding service providers.

• Closing date and time: 07 August 2026 at 12:00.
• Compulsory briefing session: 23 July 2026 at 10:00 at KV Challenor Street, Eshowe.
• Tender document purchase period: From 07 July 2026 to 22 July 2026.
• Last day for EFT payment for document purchase: 22 July 2026 by 16:00.
• Validity period: Bids must remain valid for 90 days.

• Compulsory briefing session: 23 July 2026 at 10:00 at KV Challenor Street, Eshowe.
• Only 15 minutes lenience allowed; late arrivals prohibited from further participation.

• Technical queries: Contact Mr. Mbuso Dlamini, Tel: +27 35 473 3300 (Ext 3411), Email: [email protected].
• SCM queries: Contact Mr. Sanele Duma, Tel: +27 35 473 3300 (Ext 3457), Email: [email protected].
• Submission address: Hand deliver to the Tender Box at SCM offices, KV Challenor Road (Industrial Area), Eshowe.
• Council database registration enquiries: Supply Chain Management Unit, Tel: 035 473 3300 ext. 3445.

• Submit a sealed envelope clearly marked with the tender number and description.
• Hand-deliver to the Tender Box at SCM offices, KV Challenor Road (Industrial Area), Eshowe.
• Deadline: 07 August 2026 at 12:00. Late, emailed, or electronically altered submissions will not be accepted.
• Must include all returnable documents listed in the tender, fully completed and signed on every page with allocated signing space.
• Proof of purchase of the tender document (if purchased directly from the municipality) must be included.
• A compulsory briefing session attendance certificate is required.
• Canvassing or corrupt practices will lead to disqualification.

Sealed tenders endorsed tender number and description must reach the Municipal Manager, uMlalazi Municipality, and must be hand delivered and placed in the Tender Box at the Municipal Buildings, KV Challenor Street, Eshowe by no later than 12h00 on the above stipulated dates.

Must be registered and in good standing with CIDB with grading 2ME or higher. Must not have municipal rates/tariffs arrears >3 months. Must not have unsatisfactory performance on previous municipal contracts in last 5 years. Must have qualified trade-tested refrigeration technicians with refrigerant handling certification. Must maintain key personnel unchanged for contract duration without written approval.

• Scope: Servicing, maintenance, repair, supply, and installation of HVAC and refrigeration systems across all uMlalazi Municipality wards.
• Services include: Maintenance and repairs of air-conditioners and refrigerators, ventilation systems (ducting, fans, AHUs), commissioning, compliance with SANS standards and manufacturer specs, preventative maintenance, and assessments.
• Contractor must provide qualified, trade-tested refrigeration technicians certified in refrigerant handling.
• Minimum resources required: Qualified technicians, semi-skilled support staff, workshop premises, service vehicles, refrigerant recovery machines, vacuum pumps, leak detection equipment.
• Response times: Emergency strip and quote within 3 hours; normal requests within 24 hours; submission of quotations within 3 days; commencement of work within 2 days of order.
• Must comply with Occupational Health and Safety Act, environmental regulations for refrigerant handling, and use appropriate PPE.
• Skills transfer to municipal personnel is required as part of the contract.

• Successful provider must submit a skills transfer strategy.
• Appointment to specific projects may be via competitive bidding or rotation among panel members, based on ability to deliver within timeframe.
• Municipality determines work allocation based on need; does not guarantee work to all panel members.

• Bidder experience scored (25 points).
• Key personnel expertise scored (30 points); personnel must remain unchanged for contract duration unless written approval obtained.
• Contractor must employ qualified, trade-tested refrigeration technicians with experience in HVAC installation and maintenance.
• Company must have workshop premises, service vehicles, and appropriate tools (refrigerant recovery machines, vacuum pumps, leak detection equipment).

• Tender documents must be fully completed, with all pages signed where required.
• Provider must maintain all quality standards presented during bidding, which will form part of the service level agreement.
• Inspections of service provider’s premises may be conducted as required.

• Pricing must be complete, clear, and inclusive.
• Strip and quote: Inspection/strip cost included in total repair quote; no separate payment if unit irreparable.
• No upward price amendments permitted.
• Works orders will specify material type, quantity, and amount for each occasion.
• Purchase orders issued as required; no work without official purchase order.

• Pricing must be unconditional, clear, transparent, and inclusive of all costs.
• Complete the pricing schedule in full; failure may render the quotation non-responsive.
• Strip and quote pricing: Inspection and strip costs must be included in the total repair quotation; no separate payment for inspection if unit is deemed irreparable.
• Vendors not VAT-registered with SARS will be treated as non-VAT vendors.
• The municipality reserves the right to negotiate with the lowest acceptable bid.
• No upward amendments to tendered prices are allowed.
• Payment terms: Valid tax invoice submitted on the last day of each month; payment within 30 days. Invoices must be accompanied by signed monthly reports, job cards, or timesheets.
• Penalties: A 10% deduction from the invoice amount for delays, subject to force majeure provisions.
• Performance security: 10% of the contract value required within 30 days of award.

• Mandatory: Valid CIDB registration and in good standing, grading 2 ME or higher.
• Compulsory returnable documents include: Valid tax clearance certificate, proof of CSD registration, company registration certificates and IDs of directors/owners, Rates Clearance Certificate, proof of Workmen’s Compensation registration.
• If tender price is R10 million or above: Audited annual financial statements and MBD5 declaration are required.
• Joint ventures must submit a Joint Venture Agreement and Power of Attorney.
• Preferential procurement points claim form (MBD 6.1) and supporting documents must be submitted.
• Declaration of interest, past SCM practices, and certificate of independent bid determination are compulsory.
• Registration on the Council’s database is mandatory for the successful bidder.
• Compliance with Occupational Health and Safety Act and agreement under section 37(2) of the OHS Act is required for contract purposes.

• Compliance with Occupational Health and Safety Act (OHS Act) is mandatory.
• Technicians must be properly certified (e.g., gas handling) and use appropriate PPE.
• Refrigerant handling regulations must be adhered to; responsible disposal of refrigerants and waste required.
• Agreement in terms of section 37(2) of the OHS Act is required for contract purposes.

• Contract duration: Maximum 3 years (36 months) from date of appointment.
• Bid validity: 90 days.
• No upward price amendments allowed after submission.
• Municipality not liable for bid preparation costs; withdrawal after acceptance incurs re-advertising costs.
• Alternatives may be submitted alongside the base tender.
• 14-day objection period after award decision.
• General terms: Successful provider must accept offer in writing; project personnel requirements fixed unless written consent; provider responsible for secretarial services; confidentiality of contract documents required.
• Draft service level agreement included in tender documents.

• Eligibility: Contractor must be registered and in good standing with CIDB, grading 2 ME or higher.

• Evaluation includes functionality criteria: Experience (25 points), Key Personnel/Expertise (30 points), Ability to handle multiple sites (20 points), Registration with relevant bodies (5 points), Quality Management system (10 points), Locality (10 points).
• Preferential procurement points will be applied using the 80/20 system at project appointment stage, based on MBD 6.1.