HVAC supply & installation tender – luthuli museum – national RFQ

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1. No sub-contracting will be permitted without the approval and consent of the Project Officer due to knowledge and

experience required in order to render an effective service towards the HVAC work.

2. Once appointed, no additional costs incurred by Service Provider will be accepted by the Museum. Therefore, all

anticipated costs should be included in this quotation.

3. The successful Service Provider will be required to submit a Letter of Good Standing in terms of COIDA; or his/her

latest assessment and proof of payment thereof; or proof of registration with the Compensation Commissioner (only

in cases of a new registration), prior to commencement of work.

4. The Service Provider must take all necessary precautions to ensure that he/she complies in all respects with the

environmental safety legislation and the Occupational Health and Safety Act (OHSA) aimed at protecting the health

and safety of workers and others in the workplace.

Damages

1. The Service Provider shall inform the Project Officer of any damages caused by the specialist operations or testing,

on the day that such damages occur.

2. Any damage to property, as the result of the specialist’s operations, shall be the responsibility of the specialist.

Safety

1. All reasonable care shall be taken to prevent injury to people or damage to property by ensuring that equipment is

properly secured and maintained and to ensure they are in good working order and equipped with the required

safety devices.

The Luthuli Museum requires removal, reallocation, proper disposal, supply and installation of air-conditioner in

designated areas. These include the Nokukhanya Luthuli Resource Centre Boardroom, Education/Collections office and

Security Guardhouse.

The Luthuli Museum therefore seeks to appoint a professional and qualifying Service Provider with expertise for the

work explained below.

The appointment of a qualified and experienced HVAC service provider for the provision of

Supply, delivery and installation of new air conditioning units; removal and repositioning

An already existing air conditioning unit; and removal and disposal of an old air

Conditioning unit at luthuli museum

1. Background and discussion

1.1 The Luthuli Museum has identified and prioritized the need to appoint a suitably qualifying and experienced

service provider to perform professional air-conditioning unit removal, reinstallation, proper disposal and supply

and installation of new air conditioning units.

1.2 Upgrade work will be achieved through procurement of two new air-conditioning units, replacing existing units

with location and operational challenges.

1.3 The other existing units are dysfunctional and faulty and require removal and safe disposal.

1.4 The existing air-conditioners are mid wall split units located at the Nokukhanya Luthuli Resource Centre

Boardroom, Collections/Education Office and security guardhouse.

2.1 The NLRC boardroom setup requires central air-conditioning for improved location and air-circulation

experience during meetings, presentations and video conferencing.

2.2 The existing wall mounted air-conditioning unit in the boardroom is installed directly above a 75” smart

television.

2.3 This unit sometimes presents leakage challenges, posing damage risks to the newly procured boardroom

television.

2.4 This air-conditioning unit also produces unbearable loud disruptive noise during physical and virtual meetings.

2.5 This noise lasts for approximately 2 minutes, regardless of whether the air-conditioner is on or switched off.

2.6 Apart from the location, leakage and noise challenges, this unit is fully functional and serviced annually.

2.7 Upon removal, this air-conditioning unit will be replaced with a ceiling mounted cassette air-conditioner installed

at the centre of the boardroom.

2.8 Two units require removal and safe disposal with the one at the security guardhouse being completely

dysfunctional and the one at the Collections/Education office being faulty causing persistent main switch

tripping in the building’s electrical distribution board (DB).

2.9 Recommendations as per report from specialists that conducted assessment of the system were to remove and

replace this unit before it causes further electrical damages.

The air-conditioning unit at the security guardhouse will be replaced with the unit removed at the NLRC boardroom

as it is fully functional.

3. Purpose of project

3.1 The purpose of the project is to enhance HVAC needs in the boardroom and staff office spaces, ensuring that

all installation meet specified standards and operational requirements.

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RFQ number: lm 2026/0033

The role of the appointed professional service provider is to conduct the following scope of work:

4.1 Remove existing 12000BTU air-conditioning unit at the NLRC boardroom.

4.2 Reinstall the air-conditioning unit removed from the NLRC boardroom at the security guardhouse.

4.3 Removal and proper disposal of existing dysfunctional 12000BTU air-conditioning unit at the security

guardhouse.

4.4 Removal and proper disposal of faulty 18000BTU air-conditioning unit at the Education/Collections office.

4.5 Supply and install new 18000BTU inverter wall mounted air-conditioning unit with complete fittings at the

Education/Collections office.

4.6 Supply and install new cassette ceiling inverter air-conditioning unit with complete fittings at the NLRC

boardroom.

4.7 Reconnection to existing power supply and electrical connections compliant with safety standards.

4.8 Testing and commission of the installation work.

4.9 Provision of wiring and electrical certification of completed work.

4.10 Adherence to site-specific operational constraints, including working hours and sensitive electronic equipment

considerations.

4.11 Guarantee and maintenance of the installed units for a 12-month period after installation.

.

9. At least 3 Traceable Reference Letters on Company Letterhead (Not older than 5 Years)

10. CVs and Education Qualifications of Key Personnel

11. HVAC Technician Accreditation

12. Registration with, SAIRAC/ SARACCA/ ECASA or recognized national body (proof)

13. Certified copy of wireman’s license

14. Public Liability Insurance

15. COIDA Certificate/ Letter of Good Standing

16. SBD 4 – Bidder Declaration

17. SBD 6.1 – Preferential Procurement Claim Form

18. General Conditions of Contract (GCC) (To initial all pages)

Note: This RFQ must be completed and signed by the authorised company representative.

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RFQ number: lm 2026/0033

Luthuli museum RFQ conditions

1. Quotation conditions

a) Luthuli Museum does not bind itself to accept the lowest or any RFQ, nor shall it be responsible for or pay any

expenses or losses which may be incurred by the bidder in the preparation and delivery of the RFQ.

b) No RFQ shall be deemed to have been accepted unless and until a formal contract/letter of intent is prepared

and executed.

c) Luthuli Museum reserves the right to:

I. Not evaluate and award RFQ that do not comply strictly with the requirements of this RFQ.

II. Select solely on the information received in the RFQs and Enter into negotiations with any one or

more of the preferred bidders(s) based on the criteria specified in the evaluation of this RFQ.

III. Contact any bidder during the evaluation process, to clarify any information, without informing any

other bidders, and no change in the content of the RFQ shall be sought, offered, or permitted.

IV. Award a contract to one or more bidder(s).

V. Withdraw the RFQ at any stage

VI. Accept a separate RFQ or any RFQ in part or full at its own discretion.

VII. Cancel this RFQ or any part thereof at any stage as prescribed in the PPPFA regulation.

VIII. Select the bidder(s) for further negotiations based on the greatest benefit to Luthuli Museum and not

necessarily based on the lowest costs

2. Cost of bidding

The bidder shall bear all costs and expenses associated with the preparation and submission of its RFQ, and the

Luthuli Museum shall under no circumstances be responsible or liable for any such costs, regardless of, without

limitation, the conduct or outcome of the bidding, evaluation, and selection processes.

3. CIDB compliance

3.1 Only those tenderers who are registered with CIDB, or are capable of being so prior to the evaluation of

submissions, in a contractor grading designation equal to or higher than a contractor grading designation

determined in accordance with the sum tenderer, or a value determined in accordance with Regulation

25(1B) or 25(7A) of the Construction Industry Development Regulations, for a 1ME or Higher class of

construction work, are eligible to have their tenders evaluated.

3.2 Joint Venture are eligible to submit tenders provided that:

3.2.1 every member of the joint venture is registered with the CIDB;

3.2.2 the lead partner has a contractor grading designation in the 1ME or Higher class of construction

work; or not lower than one level below the required grading designation in the class of works

construction works under considerations and possess the required recognition status.

3.2.3 The combined contractor grading designation calculated in accordance with the Construction

Industry Development Regulations is equal to or higher than a contractor grading designation

determined in accordance with the sum tendered for a 1ME or Higher class of construction work

or a value determined in accordance with Regulation 25(1B) or 25(7A) of the Construction

Industry Development Regulations.

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RFQ number: lm 2026/0033

6. CIDB Registration – Contractor Grading 1ME or higher

7. Director (s) Certified ID Copy

8. Company Profile

9. At least 3 Traceable Reference Letters on Company Letterhead (Not older than 5 Years)

experience required in order to render an effective service towards the HVAC work.

1.1 The Luthuli Museum has identified and prioritized the need to appoint a suitably qualifying and experienced

service provider to perform professional air-conditioning unit removal, reinstallation, proper disposal and supply

and installation of new air conditioning units.

1.2 Upgrade work will be achieved through procurement of two new air-conditioning units, replacing existing units

with location and operational challenges.

1.3 The other existing units are dysfunctional and faulty and require removal and safe disposal.

1.4 The existing air-conditioners are mid wall split units located at the Nokukhanya Luthuli Resource Centre

2. Project description

2.1 The NLRC boardroom setup requires central air-conditioning for improved location and air-circulation

experience during meetings, presentations and video conferencing.

2.2 The existing wall mounted air-conditioning unit in the boardroom is installed directly above a 75” smart

television.

2.3 This unit sometimes presents leakage challenges, posing damage risks to the newly procured boardroom

television.

2.4 This air-conditioning unit also produces unbearable loud disruptive noise during physical and virtual meetings.

2.5 This noise lasts for approximately 2 minutes, regardless of whether the air-conditioner is on or switched off.

2.6 Apart from the location, leakage and noise challenges, this unit is fully functional and serviced annually.

2.7 Upon removal, this air-conditioning unit will be replaced with a ceiling mounted cassette air-conditioner installed

at the centre of the boardroom.

2.8 Two units require removal and safe disposal with the one at the security guardhouse being completely

dysfunctional and the one at the Collections/Education office being faulty causing persistent main switch

tripping in the building’s electrical distribution board (DB).

2.9 Recommendations as per report from specialists that conducted assessment of the system were to remove and

replace this unit before it causes further electrical damages.

Stage:1 mandatory criteria

a) Central Supplier Database Full Registration Report

b) Valid SARS Tax Pin

c) BBBEE Affidavit/ Certificate

d) CIDB Registration – Contractor Grading 1ME or Higher

e) CIPC Registration Documents

f) Director (s) Certified ID Copy

g) Company Profile

h) At least 3 Traceable Reference Letters on Company Letterhead (Not older than 5 Years)

i) CVs and Education Qualifications of Key Personnel

j) HVAC Technician Accreditation

k) Registration with, SAIRAC/SARACCA/ECASA or recognized national body (attach proof of certificate)

l) Certified copy of wireman’s license.

m) Public Liability Insurance

n) COIDA Certificate/ Letter of Good Standing

o) Public Liability Insurance

p) SBD 4 – Bidder Declaration

q) SBD 6.1 – Preferential Procurement Claim Form

r) General Conditions of Contract (GCC) (To initial all pages)

Note: Bidders that do not meet the set mandatory criteria will be eliminated from further evaluation process.

Stage 2: functionality evaluation

The Functional Criteria that will be used to test the capability of Bidders are as follows: The technical proposal will be

evaluated according to the following criteria and scoring system. The technical score will be calculated out of 100

points, and only those bids that achieve a threshold of 70 points for the technical proposal will move to the next level of

evaluation where a score for price.

Company Profile

• Bidder must submit a company profile indicating their core function, age, resources, 30

and capability.

Company Experience

• Bidders must demonstrate the company’s relevant experience by submitting a list of 30

similar projects executed between 2020 and 2025.

• The list of projects must be relevant to the services required by Luthuli Museum.
• A minimum of three (3) projects must be submitted.

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RFQ number: lm 2026/0033

Reference Letters

• Bidder must submit reference letters for work / projects completed between 2020 30

and 2025 from previous clients.

• The list of projects must be relevant to the project.
• A minimum of three (3) reference letters or completion certificate must be

submitted.

Total points for functionality 100

1. Company Bidder must be an HVAC Technician No submission -0 points 10%

Accreditation Proof of membership/ accreditation - 10

points

2. Company Bidder must submit a company profile No submission - 0 point 30%

profile indicating their core function, age, 1 to 4 years of operation - 5 points

resources, and capability. 5 to 6 years of operation - 10 points

7 to 9 years of operation - 15 points

> 9 years of operation - 30 points

3. Company Bidders must submit a list of similar No submission - 0 point 30%

Experience relevant projects executed between 2020 1-2 relevant projects submitted - 5 points

and 2025. The list of projects must be 3-4 relevant projects submitted - 10 points

relevant to the scope of work by the 5-6 relevant projects submitted - 15 points

Luthuli Museum. >7 relevant projects submitted - 30 points

4. Reference Bidders must submit reference letters for No submission - 0 point 30%

Letters or work / projects completed between 2020 1-2 relevant references submitted - 5 points

Completion to 2025 from previous clients. (Reference 3-4 relevant references submitted - 10 points

Certificates letters must be written by the clients 5-6 relevant references submitted - 15 points

where the work was done. >7 relevant references submitted - 30 points

Total 100%

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RFQ number: lm 2026/0033

Stage:3. Price and specific goals evaluation

Evaluation of the quotations received is based on the 80/20 preference point system as per PFMA regulation of 2022.

Specific Goal to be evaluated out of 20 Points:

• Bidders must have a CIDB contractor grading designation of 1 ME or higher.
• Proven experience in HVAC supply, installation, maintenance and repairs, specifically for air conditioning units

within the last five years.

• Registration with, SAIRAC and SARACCA, ECASA or recognized national body (attach proof of certificate)
• Certified copy of wireman’s license.
• Provision of a CV proving experience of relevant certified industry certifications and qualifications recognised by

South African Qualifications Authority (SAQA) or other relevant institutes for qualified and registered HVAC,

electrical technicians for electrical connections, trade test certificates, (e.g. National Diploma or Higher

qualification in Mechanical/Refrigeration Mechanic/ Air conditioning & Refrigeration, etc. and Proof of

Registration (SAQCC Registration Gas Card).

• Compliance with health and safety regulations, including signage and site safety protocols.
• Knowledge of refrigerant handling regulations and safety standards
• Ability to provide detailed reporting and preventative maintenance advice
• Technical expertise in diagnosing leaks and faulty components.
• Competence in project management to ensure timely delivery and installation.

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RFQ number: lm 2026/0033

Pricing schedule

Name of Bidder: ................................................................ RFQ Number: ..............................

Closing Date: ..................................

RFQ shall remain valid for acceptance for a period of 60 days counted from closing date.

The Service Provider’s price must include all expenses; disbursements and costs (e.g. supply and delivery of materials

and equipment, labour, etc.) that may be required in and for the execution of the work described in the specification. The

5. Use of contract documents and information; inspection

Name of Bidder: ................................................................ RFQ Number: ..............................

Closing Date: ..................................

RFQ shall remain valid for acceptance for a period of 60 days counted from closing date.

The Service Provider’s price must include all expenses; disbursements and costs (e.g. supply and delivery of materials

and equipment, labour, etc.) that may be required in and for the execution of the work described in the specification. The

Service Provider must ensure that they submit costs for all general risks, liabilities and obligations set forth or implied in

the contract as well as overhead charges and profit (in the event that the submission is successful). The tendered price

will be fixed, final and binding.

The appointed specialist will be required to carry out the scope of work as per the approved proposal and the work will

be expected be completed within a time frame of 14 days after receipt of appointment letter.

Item description unit quantity rate amount

1. New Cassette Unit for NLRC Boardroom

Supply and install BTU Cassette Unit air-conditioner complete, with

a standard back-to-back installation, piping, cable and drainpipe, an

electrical power supply to nearest plug socket, and mounting

brackets. Features must include a cooling and heating, minimum

temp of 18°C and maximum temp of 30°C. With auto cool, power

failure auto restart, electronic touch controls with remote, 12 hour

on/off timer. With a 5-year warranty

1.1 18 000 BTU ceiling cassette inverter air-conditioner unit equivalent no. 1

to LG, Carrier, , Samsung, or Daikin. with +8m pipping and

complete connections and accessories at the NLRC boardroom

2. New Mid-Wall Split Unit for Collections/Education Office

Supply and install BTU Split Unit air-conditioner complete, with a

standard back-to-back installation, piping, cable and drainpipe, an

electrical power supply to nearest plug socket, and mounting

brackets. Features must include a cooling and heating, minimum

temp of 18°C and maximum temp of 30°C. With auto cool, power

failure auto restart, electronic touch controls with remote, 12 hour

on/off timer. With a 5-year warranty

2.1 18 000 BTU inverter air-conditioner unit equivalent to LG, Carrier, , no. 1

Samsung, or Daikin. with +4m pipping and complete connections

and accessories at the Collections/Education office

3. Removal and Disposal

3.1 Remove and dispose existing faulty 18 000 BTU mid-wall split unit no. 1

at Collections/Education office

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RFQ number: lm 2026/0033

3.2 Remove and dispose existing dysfunctional 12 000 BTU mid-wall no. 1

split unit at the Security Guardhouse

4. Removal and Reinstallation

4.1 Remove existing 12 000 BTU mid-wall split unit at NLRC no. 1

Boardroom

4.2 Reinstall 12 000 BTU mid-wall split unit at the Guardhouse no. 1

Sub-total

15% VAT

Grand total

The specialists are required to attend a compulsory site inspection meeting at the luthuli museum

At the address below to ascertain the specified work in order to quote appropriately.

Site inspection meeting

Date: 12 June 2026

Time: 11h00 (Persons arriving after 11h15 will not be considered as having attended the compulsory briefing

session)

Venue: The Luthuli Museum,

3233 Nokukhanya Luthuli Street,

Groutville,

KwaDukuza

4450.

Complete below:

1. Delivery Address: Luthuli Museum

3233 Nokukhanya Luthuli Street,

Groutville, KwaDukuza, 4450

2. Indicate Delivery period after order receipt .......................................

3. Is delivery period fixed? Yes/No

4. Is the price(s) fixed? Yes/No

5. Is the quote strictly to specification? Yes/No

I/We, the undersigned, agree that this bidding price shall remain binding on me/us and open for acceptance for the

period stipulated above.

Authorised Company Representative: ........................................................................

Capacity under which this quote is signed: ..................................................................

Signature: ..............................................

Date: ....................................................

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RFQ number: lm 2026/0033

The technical requirements include

Compliance with specifications provided in the RFQ documentation

Adherence to the recommended reputable quality brand name and delivery period for the items.

Meeting the minimum requirements as outlined in the specifications to qualify for evaluation.

SKILLS REQUIREMENTS The bidder must demonstrate

Bidders must have a CIDB contractor grading designation of 1 ME or higher.

Proven experience in HVAC supply, installation, maintenance and repairs, specifically for air conditioning units within the last five years.

Registration with, SAIRAC and SARACCA, ECASA or recognized national body (attach proof of certificate)

Certified copy of wireman’s license.

Provision of a CV proving experience of relevant certified industry certifications and qualifications recognised by South African Qualifications Authority (SAQA) or other relevant institutes for qualified and registered HVAC, electrical technicians for electrical connections, trade test certificates, (e.g. National Diploma or Higher qualification in Mechanical/Refrigeration Mechanic/ Air conditioning & Refrigeration, etc. and Proof of Registration (SAQCC Registration Gas Card).

Compliance with health and safety regulations, including signage and site safety protocols.

Knowledge of refrigerant handling regulations and safety standards

Ability to provide detailed reporting and preventative maintenance advice

Technical expertise in diagnosing leaks and faulty components.

Competence in project management to ensure timely delivery and installation. of 19 RFQ NUMBER: LM 2026/0033

Points Allocation: 20 points

B-BBEE Details: n the National Treasury Central database in terms of National Treasury circular no

4A of 2016/17. The bidder must register prior to submitting a proposal/bid.

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RFQ number: lm 2026/0033

Returnable documents checklist

Quotation invitation document must be completed, signed and submitted by the authorised Company representative. All

forms must be properly completed; list below serve as a checklist of your RFQ submission.

(Tick in the relevant block below)

Description yes NO

1. Central Supplier Database Full Registration Report

2. Pricing Schedule / Quotation

3. Valid SARS Tax Pin

4. BBBEE Affidavit/ Certificate

5. CIPC Registration Documents

6. CIDB Registration – Contractor Grading 1ME or higher

7. Director (s) Certified ID Copy

8. Company Profile

9. At least 3 Traceable Reference Letters on Company Letterhead (Not older than 5 Years)

10. CVs and Education Qualifications of Key Personnel

11. HVAC Technician Accreditation

12. Registration with, SAIRAC/ SARACCA/ ECASA or recognized national body (proof)

13. Certified copy of wireman’s license

14. Public Liability Insurance

15. COIDA Certificate/ Letter of Good Standing

16. SBD 4 – Bidder Declaration

17. SBD 6.1 – Preferential Procurement Claim Form

18. General Conditions of Contract (GCC) (To initial all pages)

Note: This RFQ must be completed and signed by the authorised company representative.

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RFQ number: lm 2026/0033

Luthuli museum RFQ conditions

1. Quotation conditions

a) Luthuli Museum does not bind itself to accept the lowest or any RFQ, nor shall it be responsible for or pay any

expenses or losses which may be incurred by the bidder in the preparation and delivery of the RFQ.

b) No RFQ shall be deemed to have been accepted unless and until a formal contract/letter of intent is prepared

1. The newly supplied air-conditioning units need to provide a 5-year warrantee after installation, testing and approval.

After-sale service plan

1. The appointed service provider will be required to provide post delivery services, in case there are any fault or

defect within the first 12-months, after delivery.

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RFQ number: lm 2026/0033

16. Payment

17. Prices

18. Contract amendments

19. Assignment

20. Subcontracts

21. Delays in the supplier’s performance

22. Penalties

23. Termination for default

24. Dumping and countervailing duties

25. Force Majeure

26. Termination for insolvency

27. Settlement of disputes

28. Limitation of liability

29. Governing language

30. Applicable law

31. Notices

32. Taxes and duties

33. National Industrial Participation Programme (NIPP)

General Conditions of Contract

1. Definitions 1. The following terms shall be interpreted as indicated:

1.1 “Closing time” means the date and hour specified in the bidding

documents for the receipt of bids.

1.2 “Contract” means the written agreement entered into between the

purchaser and the supplier, as recorded in the contract form signed by

the parties, including all attachments and appendices thereto and all

documents incorporated by reference therein.

1.3 “Contract price” means the price payable to the supplier under the

contract for the full and proper performance of his contractual

obligations.

1.4 “Corrupt practice” means the offering, giving, receiving, or soliciting

of any thing of value to influence the action of a public official in the

procurement process or in contract execution.

1.5 "Countervailing duties" are imposed in cases where an enterprise

abroad is subsidized by its government and encouraged to market its

products internationally.

1.6 “Country of origin” means the place where the goods were mined,

grown or produced or from which the services are supplied. Goods are

produced when, through manufacturing, processing or substantial and

major assembly of components, a commercially recognized new

product results that is substantially different in basic characteristics or

in purpose or utility from its components.

1.7 “Day” means calendar day.

1.8 “Delivery” means delivery in compliance of the conditions of the

contract or order.

1.9 “Delivery ex stock” means immediate delivery directly from stock

actually on hand.

1.10 “Delivery into consignees store or to his site” means delivered and

unloaded in the specified store or depot or on the specified site in

compliance with the conditions of the contract or order, the supplier

bearing all risks and charges involved until the supplies are so

delivered and a valid receipt is obtained.

1.11 "Dumping" occurs when a private enterprise abroad market its goods

on own initiative in the RSA at lower prices than that of the country of

origin and which have the potential to harm the local industries in the

RSA.

1.12 ”Force majeure” means an event beyond the control of the supplier and

not involving the supplier’s fault or negligence and not foreseeable.

Such events may include, but is not restricted to, acts of the purchaser

in its sovereign capacity, wars or revolutions, fires, floods, epidemics,

quarantine restrictions and freight embargoes.

1.13 “Fraudulent practice” means a misrepresentation of facts in order to

influence a procurement process or the execution of a contract to the

detriment of any bidder, and includes collusive practice among bidders

(prior to or after bid submission) designed to establish bid prices at

artificial non-competitive levels and to deprive the bidder of the

benefits of free and open competition.

1.14 “GCC” means the General Conditions of Contract.

1.15 “Goods” means all of the equipment, machinery, and/or other materials

that the supplier is required to supply to the purchaser under the

contract.

1.16 “Imported content” means that portion of the bidding price represented

by the cost of components, parts or materials which have been or are

still to be imported (whether by the supplier or his subcontractors) and

which costs are inclusive of the costs abroad, plus freight and other

direct importation costs such as landing costs, dock dues, import duty,

sales duty or other similar tax or duty at the South African place of

entry as well as transportation and handling charges to the factory in

the Republic where the supplies covered by the bid will be

manufactured.

1.17 “Local content” means that portion of the bidding price which is not

included in the imported content provided that local manufacture does

take place.

1.18 “Manufacture” means the production of products in a factory using

labour, materials, components and machinery and includes other

related value-adding activities.

1.19 “Order” means an official written order issued for the supply of goods

or works or the rendering of a service.

1.20 “Project site,” where applicable, means the place indicated in bidding

documents.

1.21 “Purchaser” means the organization purchasing the goods.

1.22 “Republic” means the Republic of South Africa.

1.23 “SCC” means the Special Conditions of Contract.

1.24 “Services” means those functional services ancillary to the supply of

the goods, such as transportation and any other incidental services,

such as installation, commissioning, provision of technical assistance,

training, catering, gardening, security, maintenance and other such

obligations of the supplier covered under the contract.

1.25 “Written” or “in writing” means handwritten in ink or any form of

electronic or mechanical writing.

2. Application 2.1 These general conditions are applicable to all bids, contracts and orders

including bids for functional and professional services, sales, hiring,

letting and the granting or acquiring of rights, but excluding

immovable property, unless otherwise indicated in the bidding

documents.

2.2 Where applicable, special conditions of contract are also laid down to

cover specific supplies, services or works.

2.3 Where such special conditions of contract are in conflict with these

general conditions, the special conditions shall apply.

3. General 3.1 Unless otherwise indicated in the bidding documents, the purchaser

shall not be liable for any expense incurred in the preparation and

submission of a bid. Where applicable a non-refundable fee for

documents may be charged.

3.2 With certain exceptions, invitations to bid are only published in the

Government Tender Bulletin. The Government Tender Bulletin may be

obtained directly from the Government Printer, Private Bag X85,

Pretoria 0001, or accessed electronically from www.treasury.gov.za

4. Standards 4.1 The goods supplied shall conform to the standards mentioned in the

bidding documents and specifications.

5. Use of 5.1 The supplier shall not, without the purchaser’s prior written consent,

contract disclose the contract, or any provision thereof, or any specification,

documents plan, drawing, pattern, sample, or information furnished by or on

and behalf of the purchaser in connection therewith, to any person other

information; than a person employed by the supplier in the performance of the

inspection.

contract. Disclosure to any such employed person shall be made in

confidence and shall extend only so far as may be necessary for

purposes of such performance.

5.2 The supplier shall not, without the purchaser’s prior written consent,

make use of any document or information mentioned in GCC clause

5.1 except for purposes of performing the contract.

5.3 Any document, other than the contract itself mentioned in GCC clause

5.1 shall remain the property of the purchaser and shall be returned (all

copies) to the purchaser on completion of the supplier’s performance

under the contract if so required by the purchaser.

5.4 The supplier shall permit the purchaser to inspect the supplier’s records

relating to the performance of the supplier and to have them audited by

auditors appointed by the purchaser, if so required by the purchaser.

6. Patent rights 6.1 The supplier shall indemnify the purchaser against all third-party

claims of infringement of patent, trademark, or industrial design rights

arising from use of the goods or any part thereof by the purchaser.

7. Performance 7.1 Within thirty (30) days of receipt of the notification of contract award,

security the successful bidder shall furnish to the purchaser the performance

security of the amount specified in SCC.

7.2 The proceeds of the performance security shall be payable to the

purchaser as compensation for any loss resulting from the supplier’s

failure to complete his obligations under the contract.

7.3 The performance security shall be denominated in the currency of the

contract, or in a freely convertible currency acceptable to the purchaser

and shall be in one of the following forms:

(a) a bank guarantee or an irrevocable letter of credit issued by a

reputable bank located in the purchaser’s country or abroad,

acceptable to the purchaser, in the form provided in the

bidding documents or another form acceptable to the

purchaser; or

(b) a cashier’s or certified cheque

7.4 The performance security will be discharged by the purchaser and

returned to the supplier not later than thirty (30) days following the

date of completion of the supplier’s performance obligations under the

contract, including any warranty obligations, unless otherwise

specified in SCC.

8. Inspections, 8.1 All pre-bidding testing will be for the account of the bidder.

tests and

analyses 8.2 If it is a bid condition that supplies to be produced or services to be

rendered should at any stage during production or execution or on

completion be subject to inspection, the premises of the bidder or

contractor shall be open, at all reasonable hours, for inspection by a

representative of the Department or an organization acting on behalf of

the Department.

8.3 If there are no inspection requirements indicated in the bidding

documents and no mention is made in the contract, but during the

contract period it is decided that inspections shall be carried out, the

purchaser shall itself make the necessary arrangements, including

payment arrangements with the testing authority concerned.

8.4 If the inspections, tests and analyses referred to in clauses 8.2 and 8.3

show the supplies to be in accordance with the contract requirements,

the cost of the inspections, tests and analyses shall be defrayed by the

purchaser.

8.5 Where the supplies or services referred to in clauses 8.2 and 8.3 do not

comply with the contract requirements, irrespective of whether such

supplies or services are accepted or not, the cost in connection with

these inspections, tests or analyses shall be defrayed by the supplier.

8.6 Supplies and services which are referred to in clauses 8.2 and 8.3 and

which do not comply with the contract requirements may be rejected.

8.7 Any contract supplies may on or after delivery be inspected, tested or

analyzed and may be rejected if found not to comply with the

requirements of the contract. Such rejected supplies shall be held at the

cost and risk of the supplier who shall, when called upon, remove them

immediately at his own cost and forthwith substitute them with

supplies which do comply with the requirements of the contract.

Failing such removal the rejected supplies shall be returned at the

suppliers cost and risk. Should the supplier fail to provide the

substitute supplies forthwith, the purchaser may, without giving the

supplier further opportunity to substitute the rejected supplies,

purchase such supplies as may be necessary at the expense of the

supplier.

8.8 The provisions of clauses 8.4 to 8.7 shall not prejudice the right of the

purchaser to cancel the contract on account of a breach of the

conditions thereof, or to act in terms of Clause 23 of GCC.

9. Packing 9.1 The supplier shall provide such packing of the goods as is required to

prevent their damage or deterioration during transit to their final

destination, as indicated in the contract. The packing shall be

sufficient to withstand, without limitation, rough handling during

transit and exposure to extreme temperatures, salt and precipitation

during transit, and open storage. Packing, case size and weights shall

take into consideration, where appropriate, the remoteness of the

goods’ final destination and the absence of heavy handling facilities at

all points in transit.

9.2 The packing, marking, and documentation within and outside the

packages shall comply strictly with such special requirements as shall

be expressly provided for in the contract, including additional

requirements, if any, specified in SCC, and in any subsequent

instructions ordered by the purchaser.

10. Delivery 10.1 Delivery of the goods shall be made by the supplier in accordance with

and documents the terms specified in the contract. The details of shipping and/or other

documents to be furnished by the supplier are specified in SCC.

10.2 Documents to be submitted by the supplier are specified in SCC.

11. Insurance 11.1 The goods supplied under the contract shall be fully insured in a freely

convertible currency against loss or damage incidental to manufacture

or acquisition, transportation, storage and delivery in the manner

specified in the SCC.

12. Transportation 12.1 Should a price other than an all-inclusive delivered price be required,

this shall be specified in the SCC.

13. Incidental 13.1 The supplier may be required to provide any or all of the following

services services, including additional services, if any, specified in SCC:

(a) performance or supervision of on-site assembly and/or

commissioning of the supplied goods;

(b) furnishing of tools required for assembly and/or maintenance

of the supplied goods;

(c) furnishing of a detailed operations and maintenance manual

for each appropriate unit of the supplied goods;

(d) performance or supervision or maintenance and/or repair of

the supplied goods, for a period of time agreed by the parties,

provided that this service shall not relieve the supplier of any

warranty obligations under this contract; and

(e) training of the purchaser’s personnel, at the supplier’s plant

and/or on-site, in assembly, start-up, operation,

maintenance, and/or repair of the supplied goods.

13.2 Prices charged by the supplier for incidental services, if not included in

the contract price for the goods, shall be agreed upon in advance by the

parties and shall not exceed the prevailing rates charged to other

parties by the supplier for similar services.

14. Spare parts 14.1 As specified in SCC, the supplier may be required to provide any or all

of the following materials, notifications, and information pertaining to

spare parts manufactured or distributed by the supplier:

(a) such spare parts as the purchaser may elect to purchase from the

supplier, provided that this election shall not relieve the supplier

of any warranty obligations under the contract; and

(b) in the event of termination of production of the spare parts:

(i) Advance notification to the purchaser of the pending

termination, in sufficient time to permit the purchaser to

procure needed requirements; and

(ii) following such termination, furnishing at no cost to the

purchaser, the blueprints, drawings, and specifications of the

spare parts, if requested.

15. Warranty 15.1 The supplier warrants that the goods supplied under the contract are

new, unused, of the most recent or current models, and that they

incorporate all recent improvements in design and materials unless

provided otherwise in the contract. The supplier further warrants that

all goods supplied under this contract shall have no defect, arising from

design, materials, or workmanship (except when the design and/or

material is required by the purchaser’s specifications) or from any act

or omission of the supplier, that may develop under normal use of the

supplied goods in the conditions prevailing in the country of final

destination.

15.2 This warranty shall remain valid for twelve (12) months after the

goods, or any portion thereof as the case may be, have been delivered

to and accepted at the final destination indicated in the contract, or for

eighteen (18) months after the date of shipment from the port or place

of loading in the source country, whichever period concludes earlier,

unless specified otherwise in SCC.

15.3 The purchaser shall promptly notify the supplier in writing of any

claims arising under this warranty.

15.4 Upon receipt of such notice, the supplier shall, within the period

specified in SCC and with all reasonable speed, repair or replace the

defective goods or parts thereof, without costs to the purchaser.

15.5 If the supplier, having been notified, fails to remedy the defect(s)

within the period specified in SCC, the purchaser may proceed to take

such remedial action as may be necessary, at the supplier’s risk and

expense and without prejudice to any other rights which the purchaser

may have against the supplier under the contract.

16. Payment 16.1 The method and conditions of payment to be made to the supplier

under this contract shall be specified in SCC.

16.2 The supplier shall furnish the purchaser with an invoice accompanied

by a copy of the delivery note and upon fulfillment of other obligations

stipulated in the contract.

16.3 Payments shall be made promptly by the purchaser, but in no case later

than thirty (30) days after submission of an invoice or claim by the

supplier.

16.4 Payment will be made in Rand unless otherwise stipulated in SCC.

17. Prices 17.1 Prices charged by the supplier for goods delivered and services

performed under the contract shall not vary from the prices quoted by

the supplier in his bid, with the exception of any price adjustments

authorized in SCC or in the purchaser’s request for bid validity

extension, as the case may be.

18. Contract 18.1 No variation in or modification of the terms of the contract shall be

amendments made except by written amendment signed by the parties concerned.

19. Assignment 19.1 The supplier shall not assign, in whole or in part, its obligations to

perform under the contract, except with the purchaser’s prior written

consent.

20. Subcontracts 20.1 The supplier shall notify the purchaser in writing of all subcontracts

awarded under this contracts if not already specified in the bid. Such

notification, in the original bid or later, shall not relieve the supplier

from any liability or obligation under the contract.

21. Delays in the 21.1 Delivery of the goods and performance of services shall be made by

supplier’s the supplier in accordance with the time schedule prescribed by the

performance purchaser in the contract.

21.2 If at any time during performance of the contract, the supplier or its

subcontractor(s) should encounter conditions impeding timely delivery

of the goods and performance of services, the supplier shall promptly

notify the purchaser in writing of the fact of the delay, its likely

duration and its cause(s). As soon as practicable after receipt of the

supplier’s notice, the purchaser shall evaluate the situation and may at

his discretion extend the supplier’s time for performance, with or

without the imposition of penalties, in which case the extension shall

be ratified by the parties by amendment of contract.

21.3 No provision in a contract shall be deemed to prohibit the obtaining of

supplies or services from a national department, provincial department,

or a local authority.

21.4 The right is reserved to procure outside of the contract small quantities

or to have minor essential services executed if an emergency arises, the

supplier’s point of supply is not situated at or near the place where the

supplies are required, or the supplier’s services are not readily

available.

21.5 Except as provided under GCC Clause 25, a delay by the supplier in

the performance of its delivery obligations shall render the supplier

liable to the imposition of penalties, pursuant to GCC Clause 22,

unless an extension of time is agreed upon pursuant to GCC Clause

21.2 without the application of penalties.

21.6 Upon any delay beyond the delivery period in the case of a supplies

contract, the purchaser shall, without canceling the contract, be entitled

to purchase supplies of a similar quality and up to the same quantity in

substitution of the goods not supplied in conformity with the contract

and to return any goods delivered later at the supplier’s expense and

risk, or to cancel the contract and buy such goods as may be required

to complete the contract and without prejudice to his other rights, be

entitled to claim damages from the supplier.

22. Penalties 22.1 Subject to GCC Clause 25, if the supplier fails to deliver any or all of

the goods or to perform the services within the period(s) specified in

the contract, the purchaser shall, without prejudice to its other remedies

under the contract, deduct from the contract price, as a penalty, a sum

calculated on the delivered price of the delayed goods or unperformed

services using the current prime interest rate calculated for each day of

the delay until actual delivery or performance. The purchaser may also

consider termination of the contract pursuant to GCC Clause 23.

23. Termination 23.1 The purchaser, without prejudice to any other remedy for breach of

for default contract, by written notice of default sent to the supplier, may

terminate this contract in whole or in part:

(a) if the supplier fails to deliver any or all of the goods within

the period(s) specified in the contract, or within any

extension thereof granted by the purchaser pursuant to GCC

Clause 21.2;

(b) if the Supplier fails to perform any other obligation(s) under

the contract; or

(c) if the supplier, in the judgment of the purchaser, has

engaged in corrupt or fraudulent practices in competing for

or in executing the contract.

23.2 In the event the purchaser terminates the contract in whole or in part,

the purchaser may procure, upon such terms and in such manner as it

deems appropriate, goods, works or services similar to those undelivered,

and the supplier shall be liable to the purchaser for any excess costs for

such similar goods, works or services. However, the supplier shall

continue performance of the contract to the extent not terminated.

23.3 Where the purchaser terminates the contract in whole or in part, the

purchaser may decide to impose a restriction penalty on the supplier by

prohibiting such supplier from doing business with the public sector for a

period not exceeding 10 years.

23.4 If a purchaser intends imposing a restriction on a supplier or any

person associated with the supplier, the supplier will be allowed a time

period of not more than fourteen (14) days to provide reasons why the

envisaged restriction should not be imposed. Should the supplier fail to

respond within the stipulated fourteen (14) days the purchaser may regard

the intended penalty as not objected against and may impose it on the

supplier.

23.5 Any restriction imposed on any person by the Accounting Officer /

Authority will, at the discretion of the Accounting Officer / Authority,

also be applicable to any other enterprise or any partner, manager,

director or other person who wholly or partly exercises or exercised or

may exercise control over the enterprise of the first-mentioned person,

and with which enterprise or person the first-mentioned person, is or was

in the opinion of the Accounting Officer / Authority actively associated.

23.6 If a restriction is imposed, the purchaser must, within five (5) working

days of such imposition, furnish the National Treasury, with the

following information:

(i) the name and address of the supplier and / or person restricted by the

purchaser;

(ii) the date of commencement of the restriction

(iii) the period of restriction; and

(iv) the reasons for the restriction.

These details will be loaded in the National Treasury’s central database

of suppliers or persons prohibited from doing business with the public

sector.

23.7 If a court of law convicts a person of an offence as contemplated in

sections 12 or 13 of the Prevention and Combating of Corrupt Activities

Act, No. , the court may also rule that such person’s name be

endorsed on the Register for Tender Defaulters. When a person’s name

has been endorsed on the Register, the person will be prohibited from

doing business with the public sector for a period not less than five years

and not more than 10 years. The National Treasury is empowered to

determine the period of restriction and each case will be dealt with on its

own merits. According to section 32 of the Act the Register must be

open to the public. The Register can be perused on the National Treasury

website.

24. Anti-dumping 24.1 When, after the date of bid, provisional payments are required, or antiand countervailing dumping or countervailing duties are imposed, or the amount of a

duties and rights provisional payment or anti-dumping or countervailing right is

increased in respect of any dumped or subsidized import, the State is

not liable for any amount so required or imposed, or for the amount of

any such increase. When, after the said date, such a provisional

payment is no longer required or any such anti-dumping or

countervailing right is abolished, or where the amount of such

provisional payment or any such right is reduced, any such favourable

difference shall on demand be paid forthwith by the contractor to the

State or the State may deduct such amounts from moneys (if any)

which may otherwise be due to the contractor in regard to supplies or

services which he delivered or rendered, or is to deliver or render in

terms of the contract or any other contract or any other amount which

may be due to him

25. Force 25.1 Notwithstanding the provisions of GCC Clauses 22 and 23, the

Majeure supplier shall not be liable for forfeiture of its performance security,

4.6 Supply and install new cassette ceiling inverter air-conditioning unit with complete fittings at the NLRC

boardroom.

4.7 Reconnection to existing power supply and electrical connections compliant with safety standards.

4.8 Testing and commission of the installation work.

4.9 Provision of wiring and electrical certification of completed work.

4.10 Adherence to site-specific operational constraints, including working hours and sensitive electronic equipment

considerations.

4.11 Guarantee and maintenance of the installed units for a 12-month period after installation.

.

5. Technical requirements

a standard back-to-back installation, piping, cable and drainpipe, an

electrical power supply to nearest plug socket, and mounting

brackets. Features must include a cooling and heating, minimum

temp of 18°C and maximum temp of 30°C. With auto cool, power

failure auto restart, electronic touch controls with remote, 12 hour

on/off timer. With a 5-year warranty

1.1 18 000 BTU ceiling cassette inverter air-conditioner unit equivalent no. 1

to LG, Carrier, , Samsung, or Daikin. with +8m pipping and

complete connections and accessories at the NLRC boardroom

standard back-to-back installation, piping, cable and drainpipe, an

electrical power supply to nearest plug socket, and mounting

brackets. Features must include a cooling and heating, minimum

temp of 18°C and maximum temp of 30°C. With auto cool, power

failure auto restart, electronic touch controls with remote, 12 hour

on/off timer. With a 5-year warranty

2.1 18 000 BTU inverter air-conditioner unit equivalent to LG, Carrier, , no. 1

Samsung, or Daikin. with +4m pipping and complete connections

and accessories at the Collections/Education office

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RFQ number: lm 2026/0033

4.3. Name of company/firm...............................................................................

4.4. Company registration number: .....................................................................

4.5. Type of company/ firm

 Partnership/Joint Venture / Consortium

 One-person business/sole propriety

 Close corporation

 Public Company

 Personal Liability Company

 (Pty) Limited

 Non-Profit Company

 State Owned Company

[Tick applicable box]

4.6. I, the undersigned, who is duly authorised to do so on behalf of the company/firm, certify that

the points claimed, based on the specific goals as advised in the tender, qualifies the company/

firm for the preference(s) shown and I acknowledge that:

i) The information furnished is true and correct;

ii) The preference points claimed are in accordance with the General Conditions as indicated

in paragraph 1 of this form;

iii) In the event of a contract being awarded as a result of points claimed as shown in

paragraphs 1.4 and 4.2, the contractor may be required to furnish documentary proof to the

satisfaction of the organ of state that the claims are correct;

iv) If the specific goals have been claimed or obtained on a fraudulent basis or any of the

conditions of contract have not been fulfilled, the organ of state may, in addition to any

other remedy it may have –

(a) disqualify the person from the tendering process;

(b) recover costs, losses or damages it has incurred or suffered as a result of

that person’s conduct;

(c) cancel the contract and claim any damages which it has suffered as a

result of having to make less favourable arrangements due to such

cancellation;

(d) recommend that the Bidder or contractor, its shareholders and directors, or

only the shareholders and directors who acted on a fraudulent basis, be

restricted from obtaining business from any organ of state for a period not

exceeding 10 years, after the audi alteram partem (hear the other side)

rule has been applied; and

(e) forward the matter for criminal prosecution, if deemed necessary.

..............................................

Signature(s) of tenderer(s)

Surname and name: ................................................................

Date: ...............................................................

Address: ...............................................................

...............................................................

...............................................................

...............................................................

of 19

RFQ number: lm 2026/0033

1.12 ”Force majeure” means an event beyond the control of the supplier and

not involving the supplier’s fault or negligence and not foreseeable.

obtained directly from the Government Printer, Private Bag X85,

Pretoria 0001, or accessed electronically from www.treasury.gov.za

4. Standards 4.1 The goods supplied shall conform to the standards mentioned in the

bidding documents and specifications.

5. Use of 5.1 The supplier shall not, without the purchaser’s prior written consent,

contract disclose the contract, or any provision thereof, or any specification,

documents plan, drawing, pattern, sample, or information furnished by or on

and behalf of the purchaser in connection therewith, to any person other

information; than a person employed by the supplier in the performance of the

inspection.

contract. Disclosure to any such employed person shall be made in

confidence and shall extend only so far as may be necessary for

purposes of such performance.

5.2 The supplier shall not, without the purchaser’s prior written consent,

make use of any document or information mentioned in GCC clause

5.1 except for purposes of performing the contract.

5.3 Any document, other than the contract itself mentioned in GCC clause

5.1 shall remain the property of the purchaser and shall be returned (all

copies) to the purchaser on completion of the supplier’s performance

under the contract if so required by the purchaser.

5.4 The supplier shall permit the purchaser to inspect the supplier’s records

relating to the performance of the supplier and to have them audited by

auditors appointed by the purchaser, if so required by the purchaser.

6. Patent rights 6.1 The supplier shall indemnify the purchaser against all third-party

claims of infringement of patent, trademark, or industrial design rights

arising from use of the goods or any part thereof by the purchaser.

7. Performance 7.1 Within thirty (30) days of receipt of the notification of contract award,

security the successful bidder shall furnish to the purchaser the performance

security of the amount specified in SCC.

7.2 The proceeds of the performance security shall be payable to the

purchaser as compensation for any loss resulting from the supplier’s

failure to complete his obligations under the contract.

7.3 The performance security shall be denominated in the currency of the

contract, or in a freely convertible currency acceptable to the purchaser

and shall be in one of the following forms:

(a) a bank guarantee or an irrevocable letter of credit issued by a

reputable bank located in the purchaser’s country or abroad,

acceptable to the purchaser, in the form provided in the

bidding documents or another form acceptable to the

purchaser; or

(b) a cashier’s or certified cheque

7.4 The performance security will be discharged by the purchaser and

returned to the supplier not later than thirty (30) days following the

date of completion of the supplier’s performance obligations under the

contract, including any warranty obligations, unless otherwise

specified in SCC.

8. Inspections, 8.1 All pre-bidding testing will be for the account of the bidder.

tests and

analyses 8.2 If it is a bid condition that supplies to be produced or services to be

rendered should at any stage during production or execution or on

completion be subject to inspection, the premises of the bidder or

contractor shall be open, at all reasonable hours, for inspection by a

representative of the Department or an organization acting on behalf of

the Department.

8.3 If there are no inspection requirements indicated in the bidding

documents and no mention is made in the contract, but during the

contract period it is decided that inspections shall be carried out, the

purchaser shall itself make the necessary arrangements, including

payment arrangements with the testing authority concerned.

8.4 If the inspections, tests and analyses referred to in clauses 8.2 and 8.3

show the supplies to be in accordance with the contract requirements,

the cost of the inspections, tests and analyses shall be defrayed by the

purchaser.

8.5 Where the supplies or services referred to in clauses 8.2 and 8.3 do not

comply with the contract requirements, irrespective of whether such

supplies or services are accepted or not, the cost in connection with

these inspections, tests or analyses shall be defrayed by the supplier.

8.6 Supplies and services which are referred to in clauses 8.2 and 8.3 and

which do not comply with the contract requirements may be rejected.

8.7 Any contract supplies may on or after delivery be inspected, tested or

analyzed and may be rejected if found not to comply with the

requirements of the contract. Such rejected supplies shall be held at the

cost and risk of the supplier who shall, when called upon, remove them

immediately at his own cost and forthwith substitute them with

supplies which do comply with the requirements of the contract.

suppliers cost and risk. Should the supplier fail to provide the

substitute supplies forthwith, the purchaser may, without giving the

supplier further opportunity to substitute the rejected supplies,

purchase such supplies as may be necessary at the expense of the

supplier.

8.8 The provisions of clauses 8.4 to 8.7 shall not prejudice the right of the

purchaser to cancel the contract on account of a breach of the

conditions thereof, or to act in terms of Clause 23 of GCC.

9. Packing 9.1 The supplier shall provide such packing of the goods as is required to

prevent their damage or deterioration during transit to their final

destination, as indicated in the contract. The packing shall be

sufficient to withstand, without limitation, rough handling during

transit and exposure to extreme temperatures, salt and precipitation

during transit, and open storage. Packing, case size and weights shall

take into consideration, where appropriate, the remoteness of the

goods’ final destination and the absence of heavy handling facilities at

all points in transit.

9.2 The packing, marking, and documentation within and outside the

packages shall comply strictly with such special requirements as shall

be expressly provided for in the contract, including additional

requirements, if any, specified in SCC, and in any subsequent

instructions ordered by the purchaser.

10. Delivery 10.1 Delivery of the goods shall be made by the supplier in accordance with

and documents the terms specified in the contract. The details of shipping and/or other

documents to be furnished by the supplier are specified in SCC.

10.2 Documents to be submitted by the supplier are specified in SCC.

11. Insurance 11.1 The goods supplied under the contract shall be fully insured in a freely

convertible currency against loss or damage incidental to manufacture

or acquisition, transportation, storage and delivery in the manner

specified in the SCC.

12. Transportation 12.1 Should a price other than an all-inclusive delivered price be required,

this shall be specified in the SCC.

13. Incidental 13.1 The supplier may be required to provide any or all of the following

services services, including additional services, if any, specified in SCC:

(a) performance or supervision of on-site assembly and/or

commissioning of the supplied goods;

(b) furnishing of tools required for assembly and/or maintenance

of the supplied goods;

(c) furnishing of a detailed operations and maintenance manual

for each appropriate unit of the supplied goods;

(d) performance or supervision or maintenance and/or repair of

the supplied goods, for a period of time agreed by the parties,

provided that this service shall not relieve the supplier of any

warranty obligations under this contract; and

(e) training of the purchaser’s personnel, at the supplier’s plant

and/or on-site, in assembly, start-up, operation,

maintenance, and/or repair of the supplied goods.

13.2 Prices charged by the supplier for incidental services, if not included in

the contract price for the goods, shall be agreed upon in advance by the

parties and shall not exceed the prevailing rates charged to other

parties by the supplier for similar services.

14. Spare parts 14.1 As specified in SCC, the supplier may be required to provide any or all

of the following materials, notifications, and information pertaining to

spare parts manufactured or distributed by the supplier:

(a) such spare parts as the purchaser may elect to purchase from the

supplier, provided that this election shall not relieve the supplier

of any warranty obligations under the contract; and

(b) in the event of termination of production of the spare parts:

(i) Advance notification to the purchaser of the pending

termination, in sufficient time to permit the purchaser to

procure needed requirements; and

(ii) following such termination, furnishing at no cost to the

purchaser, the blueprints, drawings, and specifications of the

spare parts, if requested.

15. Warranty 15.1 The supplier warrants that the goods supplied under the contract are

new, unused, of the most recent or current models, and that they

incorporate all recent improvements in design and materials unless

provided otherwise in the contract. The supplier further warrants that

all goods supplied under this contract shall have no defect, arising from

design, materials, or workmanship (except when the design and/or

material is required by the purchaser’s specifications) or from any act

or omission of the supplier, that may develop under normal use of the

supplied goods in the conditions prevailing in the country of final

destination.

15.2 This warranty shall remain valid for twelve (12) months after the

goods, or any portion thereof as the case may be, have been delivered

to and accepted at the final destination indicated in the contract, or for

eighteen (18) months after the date of shipment from the port or place

of loading in the source country, whichever period concludes earlier,

unless specified otherwise in SCC.

15.3 The purchaser shall promptly notify the supplier in writing of any

claims arising under this warranty.

15.4 Upon receipt of such notice, the supplier shall, within the period

specified in SCC and with all reasonable speed, repair or replace the

defective goods or parts thereof, without costs to the purchaser.

15.5 If the supplier, having been notified, fails to remedy the defect(s)

within the period specified in SCC, the purchaser may proceed to take

such remedial action as may be necessary, at the supplier’s risk and

expense and without prejudice to any other rights which the purchaser

may have against the supplier under the contract.

16. Payment 16.1 The method and conditions of payment to be made to the supplier

under this contract shall be specified in SCC.

16.2 The supplier shall furnish the purchaser with an invoice accompanied

by a copy of the delivery note and upon fulfillment of other obligations

stipulated in the contract.

16.3 Payments shall be made promptly by the purchaser, but in no case later

than thirty (30) days after submission of an invoice or claim by the

supplier.

16.4 Payment will be made in Rand unless otherwise stipulated in SCC.

17. Prices 17.1 Prices charged by the supplier for goods delivered and services

performed under the contract shall not vary from the prices quoted by

the supplier in his bid, with the exception of any price adjustments

authorized in SCC or in the purchaser’s request for bid validity

extension, as the case may be.

18. Contract 18.1 No variation in or modification of the terms of the contract shall be

amendments made except by written amendment signed by the parties concerned.

19. Assignment 19.1 The supplier shall not assign, in whole or in part, its obligations to

perform under the contract, except with the purchaser’s prior written

consent.

20. Subcontracts 20.1 The supplier shall notify the purchaser in writing of all subcontracts

awarded under this contracts if not already specified in the bid. Such

notification, in the original bid or later, shall not relieve the supplier

from any liability or obligation under the contract.

21. Delays in the 21.1 Delivery of the goods and performance of services shall be made by

supplier’s the supplier in accordance with the time schedule prescribed by the

performance purchaser in the contract.

21.2 If at any time during performance of the contract, the supplier or its

subcontractor(s) should encounter conditions impeding timely delivery

of the goods and performance of services, the supplier shall promptly

notify the purchaser in writing of the fact of the delay, its likely

duration and its cause(s). As soon as practicable after receipt of the

supplier’s notice, the purchaser shall evaluate the situation and may at

his discretion extend the supplier’s time for performance, with or

without the imposition of penalties, in which case the extension shall

be ratified by the parties by amendment of contract.

21.3 No provision in a contract shall be deemed to prohibit the obtaining of

supplies or services from a national department, provincial department,

or a local authority.

21.4 The right is reserved to procure outside of the contract small quantities

or to have minor essential services executed if an emergency arises, the

supplier’s point of supply is not situated at or near the place where the

supplies are required, or the supplier’s services are not readily

available.

21.5 Except as provided under GCC Clause 25, a delay by the supplier in

the performance of its delivery obligations shall render the supplier

liable to the imposition of penalties, pursuant to GCC Clause 22,

unless an extension of time is agreed upon pursuant to GCC Clause

21.2 without the application of penalties.

21.6 Upon any delay beyond the delivery period in the case of a supplies

contract, the purchaser shall, without canceling the contract, be entitled

to purchase supplies of a similar quality and up to the same quantity in

substitution of the goods not supplied in conformity with the contract

and to return any goods delivered later at the supplier’s expense and

risk, or to cancel the contract and buy such goods as may be required

to complete the contract and without prejudice to his other rights, be

entitled to claim damages from the supplier.

22. Penalties 22.1 Subject to GCC Clause 25, if the supplier fails to deliver any or all of

the goods or to perform the services within the period(s) specified in

the contract, the purchaser shall, without prejudice to its other remedies

under the contract, deduct from the contract price, as a penalty, a sum

calculated on the delivered price of the delayed goods or unperformed

services using the current prime interest rate calculated for each day of

the delay until actual delivery or performance. The purchaser may also

consider termination of the contract pursuant to GCC Clause 23.

23. Termination 23.1 The purchaser, without prejudice to any other remedy for breach of

for default contract, by written notice of default sent to the supplier, may

terminate this contract in whole or in part:

(a) if the supplier fails to deliver any or all of the goods within

the period(s) specified in the contract, or within any

extension thereof granted by the purchaser pursuant to GCC

Clause 21.2;

(b) if the Supplier fails to perform any other obligation(s) under

the contract; or

(c) if the supplier, in the judgment of the purchaser, has

engaged in corrupt or fraudulent practices in competing for

or in executing the contract.

23.2 In the event the purchaser terminates the contract in whole or in part,

the purchaser may procure, upon such terms and in such manner as it

deems appropriate, goods, works or services similar to those undelivered,

and the supplier shall be liable to the purchaser for any excess costs for

such similar goods, works or services. However, the supplier shall

continue performance of the contract to the extent not terminated.

23.3 Where the purchaser terminates the contract in whole or in part, the

purchaser may decide to impose a restriction penalty on the supplier by

prohibiting such supplier from doing business with the public sector for a

period not exceeding 10 years.

23.4 If a purchaser intends imposing a restriction on a supplier or any

person associated with the supplier, the supplier will be allowed a time

period of not more than fourteen (14) days to provide reasons why the

envisaged restriction should not be imposed. Should the supplier fail to

respond within the stipulated fourteen (14) days the purchaser may regard

the intended penalty as not objected against and may impose it on the

supplier.

23.5 Any restriction imposed on any person by the Accounting Officer /

RFQs received will be evaluated on mandatory criteria, and Price & specific goals comparison.

Stage:1 mandatory criteria

a) Central Supplier Database Full Registration Report

b) Valid SARS Tax Pin

c) BBBEE Affidavit/ Certificate

d) CIDB Registration – Contractor Grading 1ME or Higher

e) CIPC Registration Documents

f) Director (s) Certified ID Copy

g) Company Profile

h) At least 3 Traceable Reference Letters on Company Letterhead (Not older than 5 Years)

i) CVs and Education Qualifications of Key Personnel

j) HVAC Technician Accreditation

k) Registration with, SAIRAC/SARACCA/ECASA or recognized national body (attach proof of certificate)

l) Certified copy of wireman’s license.

m) Public Liability Insurance

n) COIDA Certificate/ Letter of Good Standing

o) Public Liability Insurance

p) SBD 4 – Bidder Declaration

q) SBD 6.1 – Preferential Procurement Claim Form

r) General Conditions of Contract (GCC) (To initial all pages)

Note: Bidders that do not meet the set mandatory criteria will be eliminated from further evaluation process.

Stage 2: functionality evaluation

The Functional Criteria that will be used to test the capability of Bidders are as follows: The technical proposal will be

evaluated according to the following criteria and scoring system. The technical score will be calculated out of 100

points, and only those bids that achieve a threshold of 70 points for the technical proposal will move to the next level of

evaluation where a score for price.

The evaluation of the functional/technical detail of the proposal will be based on the following criteria:

Functional Factor Criteria Description Weight (%)

Company

• Bidders must be an accredited HVAC Technician 10

Accreditation

Company Profile

• Bidder must submit a company profile indicating their core function, age, resources, 30

and capability.

Company Experience

• Bidders must demonstrate the company’s relevant experience by submitting a list of 30

similar projects executed between 2020 and 2025.

• The list of projects must be relevant to the services required by Luthuli Museum.
• A minimum of three (3) projects must be submitted.

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RFQ number: lm 2026/0033

Reference Letters

• Bidder must submit reference letters for work / projects completed between 2020 30

and 2025 from previous clients.

• The list of projects must be relevant to the project.
• A minimum of three (3) reference letters or completion certificate must be

submitted.

Total points for functionality 100

Scoring sheet

No. Criteria Proof required Points allocation Weight

1. Company Bidder must be an HVAC Technician No submission -0 points 10%

Accreditation Proof of membership/ accreditation - 10

points

2. Company Bidder must submit a company profile No submission - 0 point 30%

profile indicating their core function, age, 1 to 4 years of operation - 5 points

resources, and capability. 5 to 6 years of operation - 10 points

7 to 9 years of operation - 15 points

> 9 years of operation - 30 points

3. Company Bidders must submit a list of similar No submission - 0 point 30%

Experience relevant projects executed between 2020 1-2 relevant projects submitted - 5 points

and 2025. The list of projects must be 3-4 relevant projects submitted - 10 points

relevant to the scope of work by the 5-6 relevant projects submitted - 15 points

Luthuli Museum. >7 relevant projects submitted - 30 points

4. Reference Bidders must submit reference letters for No submission - 0 point 30%

Letters or work / projects completed between 2020 1-2 relevant references submitted - 5 points

Completion to 2025 from previous clients. (Reference 3-4 relevant references submitted - 10 points

Certificates letters must be written by the clients 5-6 relevant references submitted - 15 points

where the work was done. >7 relevant references submitted - 30 points

Total 100%

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RFQ number: lm 2026/0033

Stage:3. Price and specific goals evaluation

Evaluation of the quotations received is based on the 80/20 preference point system as per PFMA regulation of 2022.

Specific Goal to be evaluated out of 20 Points:

Specific goal criteria points

Race HDP (100% Black Equity Ownership) 10

Gender HDP (Women Equity Ownership is 51% or more) 4

Youth Equity Ownership (Youth Equity Ownership is 100%) 4

People with Disability 2

Total 20

• ** Enterprises that are not owned by historically disadvantaged person will be allocated 0 points.

Claim for Specific Goals for 20 Points Allocation

The 20 points will be applied as follow:

a) If a Bidder is a Black company with a minimum of 100% Black Equity Ownership, 10 Points must be allocated.

(If Black Equity Ownership is less than 100%, no points may be allocated)

b) If HDP Women Equity Ownership is 51% or more, 4 Points must be allocated. (If Women Equity Ownership is

less than 51%, no Points may be allocated).

c) If Youth Equity Ownership is 100%, 4 Points must be allocated. (If Youth Equity Ownership is less than 100%,

no Points may be allocated).

d) If an entity has a Disabled Ownership 2 Points must be allocated. Proof must be submitted, in the form of

Doctor’s Notification of Disability. (If there is no Disabled Equity Ownership, no Points may be allocated).

e) Points may be allocated cumulatively in respect of the above Four Groups under relevant circumstances, as set

above.

Bidders must submit the following documents to claim points:

• Certified ID copies of the company’s directors as per the CIPC documents. (Certified copies must not be older

than 3 months)

• CIPC Documents and or shareholder Certificate
• Medical Doctor certificate, for Disability confirmation.

Failure on the part of a service provider to submit proof or documentation required in terms of this RFQ to claim

points for specific goals will be interpreted to mean that preference points for specific goals are not claimed.

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RFQ number: lm 2026/0033

Sbd 4

Declaration of interest

1. Any legal person, including persons employed by the state1, or persons having a kinship with persons employed by the

state, including a blood relationship, may make an offer or offers in terms of this invitation to bid (includes an advertised

competitive bid, a limited bid, a proposal or written price quotation). In view of possible allegations of favouritism, should

the resulting bid, or part thereof, be awarded to persons employed by the state, or to persons connected with or related

to them, it is required that the bidder or his/her authorised representative declare his/her position in relation to the

evaluating/adjudicating authority where-

• the bidder is employed by the state; and/or

• the legal person on whose behalf the bidding document is signed, has a relationship with persons/a person who

are/is involved in the evaluation and or adjudication of the bid(s), or where it is known that such a relationship

exists between the person or persons for or on whose behalf the declarant acts and persons who are involved

with the evaluation and or adjudication of the bid.

2. In order to give effect to the above, the following questionnaire must be completed and submitted with the bid.

2.1 Full Name of bidder or his or her representative: ...................................................................

2.2 Identity Number:...............................................................................................................

2.3 Position occupied in the Company (director, trustee, shareholder2, member):

.....................................................................................................................................

2.4 Registration number of company, enterprise, close corporation, partnership agreement or trust:

.....................................................................................................................................

2.5 Tax Reference Number: ...................................................................................................

2.6 VAT Registration Number: ..............................................................................................

2.6.1 The names of all directors / trustees / shareholders / members, their individual identity numbers, tax reference numbers

and, if applicable, employee / PERSAL numbers must be indicated in paragraph 3 below.

1“State” means –

(a) any national or provincial department, national or provincial public entity or constitutional institution within the

meaning of the Public Finance

Management Act, 1999 (Act No. );

(b) any municipality or municipal entity;

(c) provincial legislature;

(d) national Assembly or the national Council of provinces; or

(e) Parliament.

2”Shareholder” means a person who owns shares in the company and is actively involved in the management of the enterprise or

business and exercises control over the enterprise.

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RFQ number: lm 2026/0033

2.7 Are you or any person connected with the bidder YES / NO

presently employed by the state?

2.7.1 If so, furnish the following particulars:

Name of person / director / trustee / shareholder/ member: ..............................................

Name of state institution at which you or the person

connected to the bidder is employed : .............................................

Position occupied in the state institution: .............................................

Any other particulars:

........................................................................

........................................................................

........................................................................

2.7.2 If you are presently employed by the state, did you obtain YES / NO

the appropriate authority to undertake remunerative

work outside employment in the public sector?

2.7.2.1 If yes, did you attach proof of such authority to the bid YES / NO

document?

(Note: Failure to submit proof of such authority, where

applicable, may result in the disqualification of the bid.

2.7.2.2 If no, furnish reasons for non-submission of such proof:

...............................................................................

...............................................................................

...............................................................................

2.8Did you or your spouse, or any of the company’s directors / YES / NO

trustees / shareholders / members or their spouses conduct

business with the state in the previous twelve months?

2.8.1 If so, furnish particulars:

.............................................................................

.............................................................................

..............................................................................

2.9Do you, or any person connected with the bidder, have YES / NO

any relationship (family, friend, other) with a person

employed by the state and who may be involved with

the evaluation and or adjudication of this bid?

2.9.1 If so, furnish particulars.

........................................................................

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RFQ number: lm 2026/0033

........................................................................

........................................................................

2.10 Are you, or any person connected with the bidder, YES/NO

aware of any relationship (family, friend, other) between any other

bidder and any person employed by the state who may be involved with

the evaluation and or adjudication of this bid?

2.10.1 If so, furnish particulars.

........................................................................

........................................................................

........................................................................

2.11 Do you or any of the directors / trustees / shareholders / members YES/NO

of the company have any interest in any other related companies whether or

not they are bidding for this contract?

2.11.1 If so, furnish particulars:

........................................................................................

........................................................................................

........................................................................................

3 Full details of directors / trustees / members / shareholders.

Full Name Identity Personal Income State Employee

Number Tax Reference Number / Persal

Number Number

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RFQ number: lm 2026/0033