Mdantsane prison boiler maintenance and repairs — 36-Month contract (CIDB 5me)

• Compulsory bid briefing: Friday, 13 November 2026 at 10H00, Mdantsane Prison. Attendance is compulsory; proof is a signed DPW-16 certificate or the signed attendance register.
• Closing: Tuesday, 24 November 2026 at 11H00.
• Advertising date: Friday, 30 October 2026.
• Bid validity: 84 calendar days.
• Addenda: published in the original advertising media at least 10 working days before closing.

SCM enquiries

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

Technical / project enquiries

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

Bid box

Department of Public Works & Infrastructure

Eben Donges Building

Corner Robert & Hancock Street

Gqeberha

6001

Briefing venue

Mdantsane Prison

Submission

• Method: sealed bid delivered to the departmental bid box.
• Bid box: Department of Public Works & Infrastructure, Eben Donges Building, Corner Robert & Hancock Street, Gqeberha, 6001.
• Closing: Tuesday, 24 November 2026 at 11H00.
• Complete in non-erasable ink; correction fluid is prohibited — corrections must be crossed out and initialled by the authorised signatory.
• A previously certified copy of a document is invalid and will not be accepted; no opportunity to correct will be given.

Returnable documents

• DPW-07: Form of Offer and Acceptance — the signed offer.
• PA-11: Bidder's Disclosure.
• PA-15.1 / PA-15.2 / PA-15.3: board or consortium resolutions authorising the signatory.
• PA-16: Preference Points Claim Form (Preferential Procurement Regulations 2022).
• PA-40: Declaration of Designated Groups for Preferential Procurement.
• DPW-09 (EC): Particulars of Tenderer's Projects — required for the risk assessment; an own format is allowed if it carries the same details and is signed, dated and cross-referenced.
• DPW-16: Tender Briefing Meeting Certificate, or the signed briefing attendance register.
• DPW-21 (EC): Record of Addenda to Tender Documents.
• Proof of CSD registration, with the supplier number entered on the Form of Offer.
• Priced Bill of Quantities / Pricing Schedule.
• B-BBEE certificate or sworn affidavit; a trust, consortium or joint venture must submit a consolidated SANAS-accredited B-BBEE certificate.
• Legal status documents: CK1, CM1, shareholding certificates, MOI, trust deed or ID copies as applicable.
• On request: SAPS fingerprints and a completed security clearance application form.

Disqualification risks

• Late submission.
• Any unpriced BOQ item or element.
• Failure to attend the compulsory briefing.
• More than one bid or an alternative offer; an additional bid while in a joint venture or consortium; evidence of contact with a competing bidder.
• Failure to include VAT where required, or to include provisional sums and mark-up.
• Failure to respond to a request for clarification or documentation within seven calendar days.

Stage 1 — responsiveness

• Only bidders meeting the eligibility criteria may submit.
• Bids must be received on time and completed in non-erasable ink.
• The compulsory briefing must be attended and proved by a signed DPW-16 certificate or attendance register.
• The BOQ must be fully priced and mark-up on provisional amounts stated.
• DPW-21 addenda compliance required.

Stage 2 — functionality (100 points; minimum qualifying score 50)

• Criterion 1 — bidder's relevant experience: 25 points; minimum 5 points (at least three qualifying reference letters).
• Criterion 2 — references confirming performance: 25 points; minimum 5 points (at least three references rating performance at least satisfactory).
• Criterion 3 — financial capacity: 20 points; minimum 8 points (bank rating code D or better).
• Criterion 4 — competence of key personnel: 30 points; minimum 6 points (at least three key staff).
• A bid scoring below 50 overall, or below the minimum for any single criterion, is non-compliant and is not evaluated further.

Stage 3 — price and preference

• Preference points system: 80/20, with specific goals scored out of 20.
• Applies to transactions above R1 million and up to R50 million.

Specific goals (20 points)

• 51%+ black-owned EME/QSE: 10 points.
• Located in the Eastern Cape: 2 points.
• 51%+ black women-owned EME/QSE: 4 points.
• 51%+ black people with disability-owned EME/QSE: 2 points.
• 51%+ black youth-owned EME/QSE: 2 points.

Objective criteria

• The department may pass over the highest scorer if that bidder could win more than one of the four simultaneous boiler bids.

Scope

• Maintenance and repairs of boilers at Mdantsane Prison, Eastern Cape, for 36 months.
• Work is governed by the Facilities Management Conditions of Contract (DPW), the Special Conditions of Bid (SCB-1) and the Terms of Reference/Specifications in the bid document.
• Pricing is against the Pricing Schedule/Bill of Quantities in the bid document.

Key personnel

• Minimum three key staff: one millwright/fitter technician, one boiler operator and one electrician.
• Mandatory accreditation copies: trade test certificate for the millwright or mechanical fitter; boiler operator training certificate or confirmation letter for each boiler operator; electrician's wireman's licence card.
• No CVs are required.
• A bidder may nominate the same key staff for more than one departmental bid; if those staff are already committed to another awarded bid, the department may require replacements with the minimum qualifications.

Award methodology — objective criteria

• The department is running four similar boiler maintenance bids simultaneously: GQET-26/27-011 (Fort Glamorgan Prison), GQET-26/27-012 (Mdantsane Prison), GQET-26/27-013 (Kirkwood Prison) and GQET-26/27-014 (St Albans Prison), each for 36 months.
• The objective is to spread awards across more than one contractor to broaden market participation, prevent monopolies, distribute work equitably and manage risk.
• The department may pass over the highest-scoring bidder if that bidder is positioned to win more than one of these bids.
• A bidder in line for more than one award will be asked to select its preferred bid; the department may then negotiate with the next highest scorers.
• No counter offer will exceed a bidder's original financial offer.
• Where the next highest bidder's price is equal to or lower than the highest scorer's, that bidder is awarded at its tendered price.
• Where prices are not market related, the department may make a market-related counter offer; if declined, it may negotiate down the list.
• The department may award more than one bid to the same bidder only after all responsive bidders have had the chance to select, or where no other responsive bidder exists for a bid.
• The department may withdraw or cancel any of these bids before or after closing.

Experience and references

• Experience is judged only on reference letters or testimonials submitted on the departmental testimonial templates (Templates 1–7 in the bid document); references on any other format are not accepted.
• Projects must be completed maintenance, repair or new installation of boilers, in the last five years calculated back from the closing date, with a contract value greater than R900 000.
• Each reference must be dated and signed, cover a single contract (not a sum of contracts), show the contract start and end (or practical completion) date, and give the client's name, contact details and email address.
• Appointment letters, award letters and signed contracts are not accepted as references.
• Where performance is not rated in the reference, it is treated as unsatisfactory.
• For Criterion 2, performance must be rated at least "satisfactory".
• Minimum three contactable referees are required; failure to provide them makes the bid non-responsive.
• Referees must respond to the department's reference checks; a referee who does not respond is disregarded.
• A single reference may serve both Criterion 1 and Criterion 2.

Employer risk assessment

• Tender offers are assessed by an Evaluation Committee against technical and commercial risk criteria; each criterion carries equal weight.
• A bid presenting unacceptable risk on any criterion is declared non-responsive.
• Technical risk criteria: experience on comparable projects in the past 5 years; contractual commitment and quality of performance; suitably qualified and experienced human resources; attendance of the compulsory briefing.
• Performance aspects considered include progress against programme, completion within contract periods and penalties imposed, time management and programming, payment to suppliers and cash flow, quality of workmanship and reworks, staff turnover, labour disputes, subcontractor management, contract administration, health and safety record, plant and equipment, delays and claims, and final account close-out.
• DPW-09 (EC) must be completed in full; failure makes the bid non-responsive.
• Commercial risk: the DPWI National Youth Service training and development programme applies (contract value at least R2 million and at least 12 months).

Pricing

• The Bill of Quantities / Pricing Schedule must be fully priced; any unpriced item or element disqualifies the bid.
• Bidders must state their percentage mark-up on provisional amounts; failure to do so eliminates the bid.
• The final offer must include the R-value of any provisional sum and the mark-up on it.
• VAT must be included in bid prices where the price before VAT exceeds R1 million.
• A non-VAT vendor who included VAT must, on request, prove SARS VAT registration within 21 days.
• Labour rates per hour may not be below the gazetted minimum rate of the relevant Bargaining Council, or the national minimum wage where no bargaining council rate exists.
• The Form of Offer and Acceptance (DPW-07) must be completed in full.
• The offered total is inclusive of all applicable taxes.

• Bid document price: R700.00.
• Bank rating letter or certificate: rating code A, B, C or D; for an amount greater than R2 million over 12 months; dated no earlier than three months before the closing date.
• Where a letter shows more than one rating code, the lowest is used; a code below the acceptable range makes the bid non-compliant.
• Contract security options (Contract Sum excluding VAT): 2.5% cash deposit; or 2.5% variable guarantee (DPW-10.5: FM); or 2.5% retention; or 1.25% cash deposit plus 1.25% retention.
• Guarantees must be on the prescribed pro-forma; no alterations to the wording are accepted.
• VAT must be included in bid prices where the price before VAT exceeds R1 million.
• A non-VAT vendor who included VAT must prove SARS VAT registration within 21 days of request.
• Provisional sums and mark-up on them must be included in the final offer.
• Labour rates may not be below the gazetted minimum for the relevant Bargaining Council, or the national minimum wage where none applies.
• Award may be subject to price negotiation; the negotiated price becomes firm and final.

• CSD: registration on the National Treasury Central Supplier Database; the supplier number must appear on the Form of Offer.
• CIDB: Grade 5 ME or higher, or capable of registration within 21 working days of closing; bidders who applied to CIDB on or before closing for correction, upgrade or registration may be evaluated as capable.
• B-BBEE: SANAS-accredited certificate or sworn affidavit; EMEs and QSEs may use an affidavit. A trust, consortium or joint venture must submit a consolidated SANAS-accredited certificate.
• Legal status: CK1 for close corporations; CM1, shareholding certificates and auditor's statement for private companies; CM1 and secretary/auditor statement for public companies; founding statement and MOI for non-profit companies; ID copies for sole proprietors and partners; trust deed for trusts.
• PA-11 Bidder's Disclosure; PA-15.1/15.2/15.3 resolutions; PA-40 Declaration of Designated Groups; PA-16 Preference Points Claim Form.
• On request: SAPS fingerprints and a completed security clearance application form.
• Failure to provide requested clarification or documentation within seven calendar days disqualifies the bid.

Health and safety

• The employer's risk assessment reviews the bidder's health and safety compliance record, including the number of transgressions and serious incidents on comparable projects.

Security vetting

• On request, bidders must submit fingerprints obtainable from SAPS and a fully completed security clearance application form with supporting documentation.

Contract

• Facilities Management Conditions of Contract (DPW) and Special Conditions of Bid (SCB-1) apply.
• Contract period: 36 months.
• Award may be subject to price negotiation; the negotiated price becomes firm and final.
• Security options (Contract Sum excluding VAT): 2.5% cash deposit; or 2.5% variable guarantee (DPW-10.5: FM); or 2.5% retention; or 1.25% cash deposit plus 1.25% retention.
• Guarantees must be on the prescribed pro-forma; no alterations to the wording are accepted.
• Consortium or joint venture members accept joint and several liability for the contract obligations.

Legal status documents

• Close corporation: CK1 founding statement.
• Private company: CM1 certificate of incorporation, shareholding certificates for all shareholders, and a signed auditor's statement certifying each shareholder's percentage; MOI for a personal liability company.
• Private company held by other companies: the documents above for each holding entity.
• Public company: CM1 and a signed statement from the company secretary or auditor confirming public company status.
• Non-profit company: founding statement and MOI setting out the public benefit, cultural, social or communal object.
• Natural person, sole proprietor or partnership: ID copies of the person or each partner.
• Trust: trust deed naming trustees and beneficiaries, the trust purpose and the trustees' mandate.

Functionality (100 points; minimum 50)

• Criterion 1 — bidder's relevant experience: 25 points; minimum 5 points.
• Criterion 2 — references confirming performance: 25 points; minimum 5 points.
• Criterion 3 — financial capacity (bank rating): 20 points; minimum 8 points.
• Criterion 4 — competence of key personnel: 30 points; minimum 6 points.
• A bid below 50 overall, or below the minimum for any single criterion, is non-compliant.

Preference points

• 80/20 system; specific goals scored out of 20.
• Applies to transactions above R1 million and up to R50 million.