General building maintenance service provider, area 1, eastern cape — 36-Month contract (mth 02/2026)

• Closing: Monday, 09 November 2026 at 11H00.
• Advertising date: Thursday, 15 October 2026.
• Bid validity period: 84 calendar days.
• Compulsory briefing / site inspection: none applicable.
• Addenda or errata: published in the original advertising media at least 10 working days before closing.
• Clarification requests: bidders have 7 calendar days from a Departmental request to supply further information or documentation.

No compulsory bid briefing, clarification or site inspection meeting applies to this bid; the briefing date, time and venue are recorded as not applicable.

SCM enquiries

• Contact: Unathi Mabusela
• Role: SCM official
• Telephone: 047-502 7049 (office hours)
• Email: [email protected]

Technical / project enquiries

• Contact: Mbulelo Mabusela
• Role: DPWI Project Manager
• Telephone: 047 502 7090 (office hours)
• Cell: 076 811 3678
• Email: [email protected]

Bid box address

Department of Public Works & Infrastructure

5th Floor Reception

PRD II Building

Sutherland Street

Mthatha

5100

Postal address

The Director-General

Department of Public Works and Infrastructure

Private Bag X 5007

Mthatha

5100

Submission method

• Hand delivery to the bid box, or posting by registered mail. Telegraphic, telephonic, telex, facsimile, electronic and late bids will not be accepted.
• Bid box: Department of Public Works & Infrastructure, 5th Floor Reception, PRD II Building, Sutherland Street, Mthatha, 5100.
• Postal address: The Director-General, Department of Public Works and Infrastructure, Private Bag X 5007, Mthatha, 5100.
• Closing time: 11H00 on Monday, 09 November 2026.

Document format

• All parts of the bid document must be completed in non-erasable ink and signed where required; forms may not be retyped.
• Correction fluid is prohibited; corrections must be crossed out and initialled by the person authorised in the PA-15.1, PA-15.2 or PA-15.3 resolution.
• The fully priced Bill of Quantities / Lump Sum document, including the sectional summary and final summary pages, must be submitted with the bid.

Returnable documents

• DPW-07 (Form of Offer and Acceptance): the signed offer, stating the total price including VAT and the CSD supplier number.
• PA-11 (Bidder's Disclosure): discloses the bidder's ownership and interests.
• PA-15.1 / PA-15.2 / PA-15.3 (Board resolutions): authorise the named representative to sign for the entity, consortium or joint venture.
• PA-40 (Declaration of Designated Groups for Preferential Procurement).
• PA-16 (Preference Points Claim Form, Preferential Procurement Regulations 2022): claims the specific-goal points.
• DPW-09 (Particulars of Tenderer's Projects): an own-format equivalent is allowed if it carries the same detail and is signed, dated and cross-referenced.
• DPW-21 (Record of Addenda): confirms receipt of and compliance with any addenda.
• DPW-16 (Tender Briefing Meeting Certificate): only where a compulsory briefing applies.
• Proof of CSD registration, a valid COIDA letter of good standing, trade test certificates for key personnel, and two reference letters on the departmental template.
• B-BBEE certificate or sworn affidavit where preference points are claimed.

Disqualification risks

• More than one bid or an alternative offer for the same bid.
• Being party to an agreement with another entity bidding for the same bid.
• Evidence of communication with a competing bidder.
• Any BOQ or pricing schedule item left unpriced, or failure to state the percentage mark-up on provisional amounts.
• Failure to submit the required key personnel and their trade test certificates.
• Reference letters not on the departmental template.
• Failure to provide requested clarification or documentation within 7 calendar days of the request.

Returnable documents

• DPW-07 (Form of Offer and Acceptance): signed offer stating the total price including VAT and the CSD supplier number.
• PA-11 (Bidder's Disclosure).
• PA-15.1, PA-15.2 or PA-15.3 (Board resolutions): authorise the signatory for the entity, consortium or joint venture.
• PA-40 (Declaration of Designated Groups for Preferential Procurement).
• PA-16 (Preference Points Claim Form): claims the specific-goal points.
• DPW-09 (Particulars of Tenderer's Projects): an own-format equivalent is permitted if it carries the same detail and is signed, dated and cross-referenced.
• DPW-21 (Record of Addenda): confirms receipt of and compliance with addenda.
• Proof of CSD registration.
• Trade test certificates for the required key personnel.
• Two reference letters on the Departmental template.
• Valid COIDA letter of good standing.
• B-BBEE certificate or sworn affidavit where points are claimed.

Evaluation method

• Method 2 (Financial and Preference offer).
• Preference points system: 80/20.
• Bids are first tested for substantive responsiveness; non-responsive bids are disqualified.

Specific goals (20 points)

• EME or QSE, or any entity at least 51% black-owned: 10 points.
• Located in the Eastern Cape for work done or services rendered in the Eastern Cape: 2 points.
• EME or QSE, or any entity at least 51% black women-owned: 4 points.
• EME or QSE, or any entity at least 51% owned by black people with disability: 2 points.
• EME or QSE, or any entity at least 51% black youth-owned: 2 points.
• Evidence: SANAS-accredited B-BBEE certificate or sworn affidavit; for the locality claim a municipal rates statement, account or statement, PTO, or lease agreement in the bidder's name; for disability a permanent-disability medical certificate, SASSA registration or NCPPDSA registration; for youth an ID copy.

Risk assessment

• Each technical and commercial risk criterion carries equal weight; an unacceptable risk finding on any one criterion renders the bid non-responsive.
• Technical risks: comparable-project experience over the past 5 years; contractual commitment and performance quality on comparable projects; suitably qualified and experienced human resources (organogram, CVs, certified IDs, professional registration); attendance of a compulsory briefing where applicable.
• At least two contactable references are required; a referee who does not respond is disregarded, and the bidder gets one opportunity to supply alternative contact details.
• Commercial risks: financial viability over the construction period, rates tendered, bank rating, access to financial resources, pending legal action, auditor's report on liquidity, guarantees and financial statements.

Objective criteria

• The Department is running five similar building-maintenance bids (Areas 1 to 5) and may award more than one to the same or different contractors.
• The highest or higher scoring bidder may be passed over if it is positioned to win more than one of these bids; such a bidder is asked to select its preferred area.
• The Department may then negotiate downwards with the next highest scorers. No counteroffer will exceed a bidder's own tendered price; where the next bidder's price is equal to or lower than the highest scorer's, it is awarded at its tendered price; otherwise a market-related counteroffer may be made.
• The Department may withdraw or cancel any of the listed bids before or after closing; the remaining bids continue under the same objective criteria.

Scope

• General building maintenance across Area 1 in the Eastern Cape for a contract period of 36 months.
• Work is priced and executed against the Bill of Quantities / Pricing Schedule, the Facilities Management Conditions of Contract (DPW) and the Special Conditions of Bid (SCB-1).

Key personnel (mandatory)

• One bricklayer who has passed a trade test.
• Three plumbers who have passed trade tests.
• Three carpenters who have passed trade tests.
• One painter who has passed a trade test.
• A copy of each trade test certificate must accompany the bid; failure to provide the required personnel disqualifies the bid.
• A bidder may nominate the same key staff for more than one Departmental bid; if staff are already committed to another awarded or recommended bid, the Department may require replacement staff with the minimum qualifications and CVs.

Experience

• Two reference letters for completed maintenance, repair or new installation projects, each with a contract value above R130 000.00.
• Reference letters must use the Departmental template; letters in any other format will not be considered.
• At least two contactable references are required and must respond to the Department's reference checks.

Objective criteria and award methodology

• The Department is procuring five similar general building maintenance contracts (Areas 1 to 5) simultaneously and may award more than one to a single contractor or to different contractors, to broaden market participation, prevent monopolies, distribute work equitably and manage risk.
• A bidder positioned to win more than one of these bids may be passed over and asked to select its preferred area.
• The Department then negotiates with the remaining bidders from the next highest scorer downwards.
• No counteroffer will exceed the bidder's own tendered price. Where the next highest scorer's price is equal to or lower than the highest scorer's price, it is awarded at its tendered price. Where it is higher and not market related, a counteroffer equal to the highest scorer's price may be made if that price is reasonable and market related. Where the highest scorer's price is not market related and the next bidder's is, the next bidder is appointed at its tendered price. Where neither is market related, a market-related counteroffer is made.
• A bidder may decline a counteroffer, in which case the Department negotiates with the next bidder down to the last.
• More than one bid may be awarded to a bidder only after all responsive bidders have had the opportunity to select; the process repeats for remaining areas.
• The same provider may be awarded more than one bid where no other responsive bidder exists for that area.
• The Department may withdraw or cancel any of the listed bids before or after closing; the remaining bids continue under the same objective criteria.

Key personnel (mandatory)

• One bricklayer with a passed trade test.
• Three plumbers with passed trade tests.
• Three carpenters with passed trade tests.
• One painter with a passed trade test.
• Trade test certificates for each key person must be submitted with the bid; non-compliance disqualifies the bid.

Project experience

• Two reference letters for completed maintenance, repair or new installation projects, each with a contract value above R130 000.00.
• Reference letters must be on the Departmental template; other formats are not accepted.
• At least two contactable references are required, and they must respond to the Department's reference checks.

Capacity

• The bidder must show suitably qualified and experienced principals and staff (contract manager, site agent, site foreman and other professional, technical or administrative personnel), supported by an organogram, CVs, certified IDs and proof of professional registration.
• Current and future workload is weighed against capacity and capability.
• Where key staff are already committed to another awarded or recommended bid, the Department may require replacement staff with the minimum qualifications and CVs.

Quality is assessed through the risk evaluation of the bidder's performance record.

• Comparable-project experience over the past 5 years, measured on project size, nature, locality, complexity, similarity of client department and time scales.
• Contractual commitment and quality of performance on comparable projects, including progress against programme, completion within contractual periods and penalties, workmanship and rework, remedial work turnaround, and final account close-out.
• Suitably qualified and experienced human resources, evidenced by a company organogram, CVs, certified IDs and proof of professional registration, with current and future workload weighed against capacity.
• At least two contactable references are required; a referee who does not respond is disregarded, and the bidder is given one opportunity to provide alternative contact details.

Pricing schedule / Bill of Quantities

• The BOQ or pricing schedule forms part of the bid document and must be fully priced.
• The percentage mark-up on provisional amounts must be stated.
• The total price including VAT must be entered in words and figures on the Form of Offer and Acceptance (DPW-07).
• The award may be subject to price negotiation with the preferred bidder, and the negotiated price becomes firm and final.

Pricing

• Bidders must fully price the Bill of Quantities / Pricing Schedule; any unpriced item disqualifies the bid.
• The percentage mark-up on provisional amounts must be stated; failure to do so eliminates the bid.
• The total price including VAT must be entered in words and figures on DPW-07.
• The award may be subject to price negotiation with the preferred bidder; the negotiated price becomes firm and final.

Security

• The Form of Offer lists security options of 2.5% of the contract sum (excluding VAT) as a cash deposit, a variable guarantee (DPW-10.5: FM), or retention, or 1.25% cash deposit plus 1.25% retention; the form indicates security is not required for this bid.
• Guarantees must be issued by a registered short-term insurer or bank on the prescribed pro-forma, without alteration.

Other financial requirements

• Bid document price: R300.00, non-refundable and payable in cash on collection; free download is available on the e-Tender portal.
• Bid validity: 84 calendar days.
• Commercial risk assessment covers financial capability, bank rating, auditor's report on liquidity, guarantees and financial statements.

Mandatory registration and grading

• CSD: registration on National Treasury's Central Supplier Database is required, with the supplier registration number entered on the Form of Offer.
• CIDB: a contractor grading designation of 3GB or higher; potentially emerging enterprises require a PE designation or higher.
• Bidders must be CIDB-registered, or able to register within 21 working days of the closing date, or must submit proof that they applied to CIDB on or before the closing date for correction of non-compliance, an upgrade, or registration in the required designation.
• A bidder who becomes CIDB non-compliant after closing may be given 21 working days to correct its status.

B-bbee

• Points are claimed on PA-16 with a SANAS-accredited B-BBEE certificate or a sworn affidavit; a trust, consortium or joint venture must submit a consolidated certificate from a SANAS-accredited provider.
• The certificate or affidavit must relate to the relevant sector.

Other compliance documents

• Valid COIDA letter of good standing covering the scope of work.
• PA-11 Bidder's Disclosure; PA-40 Declaration of Designated Groups; PA-15.1/15.2/15.3 resolutions authorising the signatory.
• On request: fingerprints from SAPS and a completed security clearance application with supporting documentation.
• Failure to supply requested clarification or documentation within 7 calendar days of the request disqualifies the bid.

Health and safety compliance forms part of the contractual performance risk assessment, covering adherence to regulations and the number of transgressions and serious incidents.

• A valid COIDA letter of good standing relevant to the scope of work must be submitted with the bid.
• On request, bidders must provide fingerprints from SAPS and a completed security clearance application with supporting documentation.

Contract period

• 36 months of general building maintenance in Area 1.

Contract documents

• The contract comprises Part 1 (agreements and contract data), Part 2 (pricing data), Part 3 (scope of work) and Part 4 (site information), plus drawings and incorporated documents.
• Deviations and amendments are valid only if recorded in the schedule of deviations attached to the agreement.

Performance obligations

• The contractor must meet its contractual commitments and maintain workmanship quality. Performance is assessed on progress against programme, completion within contractual periods and penalties imposed, timeous ordering of materials and appointment of subcontractors, payment to suppliers and cash flow, rework and remedial work turnaround, staff turnover, labour disputes, subcontractor management, contract administration, health and safety, plant and equipment, delays and claims, and assistance with finalising the final account.
• Within two weeks of receiving the completed agreement, the contractor must contact the Employer's agent to arrange delivery of bonds, guarantees, proof of insurance and other required documentation; failure to do so is a repudiation of the agreement.
• The agreement takes effect on hand delivery, or within two working days of courier submission where the Employer notifies the tracking number within 24 hours; the contractor has seven working days to object in writing to the schedule of deviations.

Joint ventures and consortia

• Members of a consortium or joint venture accept joint and several liability for the obligations arising from the contract.
• A member wishing to withdraw must give the Department 30 days' written notice.

Contract participation goals

• Contract participation goals and the CIDB B.U.I.L.D. programme targets are not applicable to this bid.

Special Conditions of Bid (SCB-1) apply to this contract.

• Contract participation goals and the CIDB B.U.I.L.D. programme targets are not applicable.
• The Department may withdraw or cancel any of the bids listed under the objective criteria before or after the closing date; the remaining bids continue to be evaluated under the same objective criteria.

Eligibility and grading

• CIDB contractor grading designation of 3GB or higher; potentially emerging enterprises require PE or higher.
• CIDB registration, or the ability to register within 21 working days of closing, or proof of a CIDB application lodged on or before the closing date.
• Registration on National Treasury's Central Supplier Database (CSD).

Mandatory submissions

• Key personnel: one bricklayer, three plumbers, three carpenters and one painter, each with a passed trade test, with certificates attached.
• Two reference letters on the Departmental template for completed maintenance, repair or new installation projects each valued above R130 000.00.
• Fully priced Bill of Quantities or Pricing Schedule, with the percentage mark-up on provisional amounts stated.
• Valid COIDA letter of good standing.

Evaluation method

• Method 2 (Financial and Preference offer) under the 80/20 preference points system.

Responsiveness

• Bids must be properly received by the closing date and time, completed in non-erasable ink, and accompanied by a fully priced BOQ and DPW-21 where addenda were issued.
• Bids are disqualified for more than one bid or an alternative offer, for an agreement with another bidding entity on the same bid, or for factual evidence of communication with a competing bidder.

Objective criteria

• The Department may award more than one of the five similar area bids to a single contractor, may pass over the highest scorer if it is positioned to win more than one bid, and may negotiate with the next highest scorers under set conditions.

Risk assessment

• Technical risks: comparable-project experience over the past 5 years, contractual commitment and performance quality, suitably qualified human resources, and attendance of a compulsory briefing where applicable.
• Commercial risks: financial viability over the contract period, rates tendered, bank rating, access to financial resources, pending legal action, auditor's report on liquidity, guarantees and financial statements.
• An unacceptable finding on any single criterion renders the bid non-responsive.