General building maintenance services – area 4, mthatha (36 months)

Compulsory bid briefing/clarification/site inspection meeting: N/A (no meeting).

SCM enquiries:

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

Technical / project enquiries:

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

Submission address:

Department of Public Works & Infrastructure

5th Floor Reception

PRD II Building

Sutherland Street

Mthatha, 5100

Submission method: deposit in the tender box at Department of Public Works & Infrastructure, 5th Floor Reception, PRD II Building, Sutherland Street, Mthatha, 5100, or post to The Director-General, Department of Public Works and Infrastructure, Private Bag X 5007, Mthatha, 5100.

Closing time: 11:00 on 09 November 2026.

Telegraphic, telephonic, telex, facsimile, electronic or late tenders are not accepted.

Tenders must be completed in non-erasable ink on the official forms; forms must not be re-typed.

Correction fluid is prohibited; corrections must be crossed out and initialled.

Returnable forms (all must be completed, signed and submitted):

• DPW-07 (Form of Offer and Acceptance): the signed offer, including the offered total price.
• PA-11 (Bidder's Disclosure): discloses any interest or connection with the state.
• PA-15.1 / PA-15.2 / PA-15.3 (Board Resolutions): authorises the signatory to bind the company, consortium or joint venture.
• PA-40 (Declaration of Designated Groups for Preferential Procurement): claims specific-goal points.
• DPW-09 (Particulars of Tenderer's Projects): lists current and previous projects; an own form may be used if it contains the same details and is signed and dated.
• DPW-21 (Record of Addenda to Tender Documents): confirms receipt of any addenda.
• PA-16 (Preference Points Claim Form): claims B-BBEE preference points under the 2022 Regulations.
• B-BBEE Exempted Affidavit for EMEs (Construction Sector Code): for exempted micro enterprises.
• Proof of CSD registration (supplier number must be inserted on the Form of Offer).
• Valid Letter of Good Standing with COIDA.
• Trade test certificates for each key personnel member.
• Two reference letters on the departmental template.
• Fully priced Bill of Quantities / Pricing Schedule, including sectional and final summary pages.
• Percentage mark-up on provisional amounts must be indicated.

Disqualification risks:

• Any returnable form omitted or unsigned.
• More than one bid or an alternative bid for the same tender.
• Agreement with another bidding entity (e.g. joint venture) for the same tender.
• Evidence of communication with a competing bidder.
• Any unpriced item in the Bill of Quantities or Pricing Schedule.
• Failure to indicate the percentage mark-up on provisional amounts.
• Key personnel not meeting the required trade test qualifications.
• Reference letters not on the departmental template.

Administrative requirements: corrections initialled; PA-15.1/15.2/15.3 resolutions; PA-11 Bidder's Disclosure; proof of CSD registration; fully completed forms; fingerprints for vetting; security clearance form; PA-40 Declaration of Designated Groups; DPW-09 Particulars of Tenderer's Projects; DPW-21 Record of Addenda; CIDB compliance; PA-10 General Conditions of Contract; DPW-07 Form of Offer and Acceptance; valid COIDA letter of good standing.

Evaluation method: Method 2 (Financial and Preference offer).

Preference points system: 80/20 (price 80, specific goals 20).

Specific goals (out of 20 points):

• 10 points: EME or QSE, or any entity at least 51% owned by black people.
• 2 points: located in the Eastern Cape (proof: municipal rates statement, account/statement, Permission To Occupy, or lease agreement in the bidder's name).
• 4 points: EME or QSE, or any entity at least 51% owned by black women.
• 2 points: EME or QSE, or any entity at least 51% owned by black people with disabilities (proof: medical certificate, SASSA registration, or NCPPDSA registration).
• 2 points: EME or QSE, or any entity at least 51% owned by black youth (proof: ID copy).

Objective criteria: The department is awarding five similar bids (Areas 1–5) and may award more than one to a single service provider to promote participation, prevent monopolies, and manage risk. If a bidder is positioned to win more than one, they may select a preferred area; the department may then negotiate with the next highest scorers, with conditions on counteroffers and market-related pricing.

Risk assessment (technical and commercial):

• Technical risks: experience on comparable projects in the past 5 years; contractual commitment and quality of performance; suitably qualified human resources; attendance of compulsory briefing (if applicable).
• Commercial risks: financial viability, bank rating, financial capacity, legal action, guarantees.

A tender is declared non-responsive if any risk criterion presents an unacceptable risk.

Scope: general building maintenance services for a period of 36 months in Area 4.

The contract is for maintenance, repair and new installation work on buildings.

Key personnel required (with trade test certificates):

• 1 bricklayer
• 3 plumbers
• 3 carpenters
• 1 painter

Experience required:

• Two reference letters for completed maintenance, repair or new installation projects, each with a contract value greater than R130,000, on the departmental template.

Contract participation goals (CPGs) and CIDB B.U.I.L.D. programme: not applicable for local manufacturers, local building material suppliers, local labour skills development, enterprise development, contract skills development, DPWI National Youth Service, and labour intensive works.

The tenderer must demonstrate the ability to deliver the services through the required key personnel and experience.

The evaluation considers the tenderer's approach to time management, programming of works, timeous ordering of materials, and appointment of subcontractors.

The tenderer must show capacity and capability to react/respond appropriately to the services required.

Key personnel required (with trade test certificates): 1 bricklayer, 3 plumbers, 3 carpenters, 1 painter.

Trade test certificates must be submitted with the bid; failure leads to disqualification.

Experience: two reference letters for completed maintenance, repair or new installation projects, each with a contract value greater than R130,000, on the departmental template.

Reference letters not on the departmental template will not be considered.

At least two contactable references are required; references must respond to the department's enquiries, otherwise they will not be considered.

The department may request new key staff if the nominated staff are already allocated to another awarded bid.

Quality of workmanship is assessed as part of the risk evaluation: extent of reworks, timeous attention to remedial works, and adherence to contractual commitments on comparable projects.

The tenderer must demonstrate suitably qualified and experienced personnel, including site manager and foreman.

The employer may inspect a representative sample of the tenderer's current and previous work as reflected on DPW-09.

Pricing must be submitted on the Bill of Quantities / Pricing Schedule, fully priced, including sectional and final summary pages.

Any unpriced item leads to disqualification.

Percentage mark-up on provisional amounts must be indicated; failure leads to elimination.

The offered total must be inclusive of all applicable taxes (VAT, PAYE, income tax, UIF, skills development levies).

The award may be subject to price negotiation; the negotiated price becomes the firm and final offer.

Pricing format: fully priced Bill of Quantities / Pricing Schedule, including sectional and final summary pages. Any unpriced item leads to disqualification.

Percentage mark-up on provisional amounts must be indicated; failure leads to elimination.

Bid document deposit: R300.00, non-refundable, cash only, payable on collection of the bid documents.

Security options (choose one):

• Cash deposit of 2.5% of the contract sum (excl. VAT).
• Variable guarantee of 2.5% of the contract sum (excl. VAT) (DPW-10.5: FM).
• Retention of 2.5% of the contract sum (excl. VAT).
• 1.25% cash deposit and 1.25% retention of the contract sum (excl. VAT).

Guarantees must be issued by an insurance company registered under the Short-Term Insurance Act, 1998, or a bank registered under the Banks Act, 1990, on the pro-forma provided; no alterations accepted.

The award may be subject to price negotiation with the preferred tenderer; the negotiated price becomes the firm and final offer.

Financial viability is assessed: bank rating, financial capacity, liquidity (auditor's report), guarantees, and any legal action that could affect delivery.

CIDB grading: 3GB or 3GB* or higher (or capable of being registered within 21 working days from closing date). Potentially emerging enterprises: PE grading or higher.

CSD registration: proof of registration on the National Treasury's Central Supplier Database required; supplier number must be inserted on the Form of Offer.

COIDA: valid Letter of Good Standing required.

B-BBEE: SANAS-accredited B-BBEE certificate or sworn affidavit (where applicable) required to claim preference points. Trusts, consortia or joint ventures must submit a consolidated B-BBEE certificate.

Tax compliance: income tax reference number required on the Form of Offer.

Vetting: fingerprints from SAPS and security clearance may be requested.

Corrections must be initialled by the authorised signatory per the board resolution.

If requested, additional information must be provided within 7 calendar days, or the tender is disqualified.

Specific goals (out of 20 points):

• 10 points: EME or QSE, or any entity at least 51% owned by black people.
• 2 points: located in the Eastern Cape (proof: municipal rates statement, account/statement, Permission To Occupy, or lease agreement in the bidder's name).
• 4 points: EME or QSE, or any entity at least 51% owned by black women.
• 2 points: EME or QSE, or any entity at least 51% owned by black people with disabilities (proof: medical certificate, SASSA registration, or NCPPDSA registration).
• 2 points: EME or QSE, or any entity at least 51% owned by black youth (proof: ID copy).

Documentation: SANAS-accredited B-BBEE certificate or sworn affidavit where applicable; for trusts/consortia/JVs, a consolidated B-BBEE certificate is required.

The B-BBEE certificate or sworn affidavit must be for the relevant sector.

Health and safety compliance is a risk criterion: adherence to regulations, number of transgressions and serious incidents are considered.

A valid Letter of Good Standing with COIDA is required.

The tenderer must comply with the Facilities Management Conditions of Contract (DPW) and Special Conditions of Bid (SCB-1) regarding safety.

Contract participation goals and CIDB B.U.I.L.D. programme: Not applicable for local manufacturers, local building material suppliers, local labour skills development, enterprise development, contract skills development, DPWI National Youth Service, and labour intensive works.

Bid documents available for free download on e-Tender portal or collection at NDPWI, 5th Floor Reception, PRD II Building, Sutherland Street, Mthatha, 5100. Non-refundable deposit of R300 payable cash on collection.

Tender submission: Telegraphic, telephonic, telex, facsimile, electronic or late tenders not accepted. Must be completed in non-erasable ink on official forms. Closing date Monday, 09 November 2026, 11H00. Deposit in tender box at Department of Public Works & Infrastructure, 5th Floor Reception, PRD II Building, Sutherland Street, Mthatha, 5100, or post to The Director-General, Department of Public Works and Infrastructure, Private Bag X 5007, Mthatha, 5100.

CIDB grading: 3GB or 3GB* or higher (or capable of being registered within 21 working days from closing date). Potentially emerging enterprises: PE grading or higher.

Substantive responsiveness criteria: tender must be properly received by closing date/time; completed in non-erasable ink; no correction fluid; submission of bid offer; compliance with DPW-21 (Record of Addenda); fully priced Bills of Quantities/Lump Sum; compulsory bid briefing attendance (if applicable); addenda published at least 10 working days before closing; fully priced sectional and final summary pages; disqualification for multiple bids, collusion, or communication with competitors; CIDB registration or application within 21 working days; full pricing of BOQ/Pricing Schedule; indication of percentage mark-up on provisional amounts; use of departmental reference letter template.

Evaluation method: Method 2 (Financial and Preference offer). 80/20 preference points scoring system applies.

Objective criteria: The department may award multiple bids (Areas 1–5) to more than one service provider to promote broader participation, prevent monopolies, distribute work equitably, and manage risks. If a bidder is positioned to win more than one bid, they may select preferred area; the department may negotiate with next highest scorers, with conditions on counteroffers and market-related pricing.

Risk management assessment: Technical risks (experience on comparable projects, contractual commitment and quality of performance, suitably qualified human resources, attendance of compulsory briefing) and commercial risks (financial viability, bank rating, financial capacity, legal action, guarantees). Non-responsive if any criterion presents unacceptable risk.