New installation, maintenance & refurbishment of UPS systems – municipal facilities tender in kwazulu-natal

Closing date: Tuesday, 15 December 2026 at 12h00.

Tender documents available from: Friday, 13 November 2026 at 14h00.

Tender validity period: 4 months from closing date.

Briefing/site inspection: Not applicable.

Technical enquiries:

• Contact: Ntuthuko Phungula (Community Services – Recreation & Facilities)
• Email: [email protected]
• Telephone: 033 392 2170

Procurement enquiries:

• Contact: Vuyani Msimang (Supply Chain Management Sub-Unit)
• Email: [email protected]
• Telephone: 033 392 2807

Head: Supply Chain Management: Mrs D. N. Gambu, 333 Church Street, Private Bag X205, Pietermaritzburg, 3200, Telephone 033 392 2597.

Tender document collection: Supply Chain Management Unit Offices, 5th Floor, A S Chetty Centre, 333 Church Street, Pietermaritzburg.

Submission address: Tender Box, Msunduzi Municipality Central Stores, 2 Abattoir Road (off Kershaw Street), Pietermaritzburg, 3201.

CSD assistance: Provincial Treasury Database office, Treasury House, Ground Floor, 145 Chief Albert Luthuli Road, Pietermaritzburg, 08h00–15h00 weekdays. Telephone 033 897 4516 / 033 897 4212 / 033 897 4624 / 033 897 4535 / 033 897 4676 / 033 897 4509, toll-free 0800 201 049, email [email protected].

Submission method: hard copy and soft copy on a USB flash drive, in a sealed envelope marked with the contract number and description.

Submission address: Tender Box, Msunduzi Municipality Central Stores, 2 Abattoir Road (off Kershaw Street), Pietermaritzburg, 3201.

Closing time: 12h00 on Tuesday, 15 December 2026. Tenders are publicly opened immediately after.

Only tenders placed in the Tender Box are accepted; courier-delivered tenders must reach the same box before closing.

The tender document must be completed in handwriting or typed, signed in pen, and submitted in its entirety. Corrections must be counter-signed; no correction fluid.

Returnable forms (all must be completed and signed):

• Invitation to Bid (cover page with bidder details).
• Authority to Sign Document: authorises the signatory to bind the bidder.
• Declaration of Municipal Fees: declares municipal fees are in order or arrangements made.
• Declaration of Interest (MBD 4): discloses any state employment or connection to the municipality.
• Declaration of Bidder's Past Supply Chain Management Practices (MBD 8): discloses past SCM conduct.
• Certificate of Independent Bid Determination (MBD 9): certifies no collusion or price disclosure.
• Declaration for Procurement over R10 million: required if applicable.
• Pricing Schedule (MBD 3.1/3.2/3.3 as applicable).
• Tender Form: fully completed and signed by an authorised representative.
• Annexure A (Alterations by Tenderer): list any alternative proposals or qualifications.
• Annexure B (OHS Act): indemnifies the municipality against OHS claims.
• Annexure C (Preferential Procurement Policy): claim preference points.
• Annexure D (Tax Clearance Certificate): valid SARS Tax Compliance Status Verification Pin.
• Annexure E (CIPC Registration Certificate).
• Annexure F (CSD Registration Report).
• Annexure G (CD or USB flash drive).
• Annexure H (Preventative Maintenance Schedules).

Disqualification risks:

• Any returnable form omitted, incomplete, or unsigned.
• Tender not submitted in both hard copy and soft copy.
• Tender not in the Tender Box by closing time.
• Additional, conditional, or incomplete offers in the Tender Form or Pricing Schedule.
• Material divergence from official conditions or specification.
• Alterations not listed in Annexure A.
• Communication with council members or employees about the award between closing and notification.
• Attempts to influence the SCM system or tamper with a bid after submission (MFMA s118).
• Submission of two bids by one bidder.
• Any person in the service of the state or connected to the municipality as defined.

Two-stage evaluation:

Stage 1 – Functionality (maximum 50 points). Minimum threshold: 70% (35 points) to progress to Stage 2.

Functionality criteria:

• Number of successfully completed projects/contracts related to installation/refurbishment/modification or maintenance of uninterrupted power systems: 0 projects = 0 points; 1–5 projects = 10 points; 6 or more = 20 points. Evidence: completion certificate or confirmation letter from a contactable reference.
• Years of experience of the Project Leader in UPS work (post trade): less than 1 year = 0 points; 1–5 years = 10 points; more than 5 years = 20 points. Evidence: detailed CV with certified copies.
• Number of trade-tested artisans with electrical qualification: none = 0 points; 1–2 artisans = 5 points; 3 or more = 10 points. Evidence: certified copies of trade test certificates.

Stage 2 – 80/20 Preference Point System (Preferential Procurement Regulations 2022):

• Price: 80 points.
• Specific goals: 20 points.

Specific goals (verified via CSD report or municipal bill):

• Black Owned Enterprise (BOE): at least 51% South African black ownership and/or more than 51% management control by black South Africans – 5 points.
• Business Enterprise Owned by Women: at least 20% woman-owned and controlled, or 20% management control by women – 5 points.
• Location of Business Enterprise: business operates within the Msunduzi Municipality jurisdiction – 10 points.

A full copy of the CSD report must be submitted to claim specific goal points. The municipality may verify supporting documents.

A bidder whose case is before the Black Listing Committee cannot be awarded.

The tender will be awarded as a whole to the most responsive tenderer.

Scope: Repairs, maintenance, refurbishment, new installation, modification and cleaning of uninterrupted power systems (UPS) in various municipal facilities.

Services include:

• New installations (with Certificate of Compliance).
• Semi-annual and annual maintenance services.
• Emergency callouts.
• Ad hoc repairs and refurbishment as and when required.

Contract period: 36 months from date of award.

Place of delivery: Various Council buildings.

Preventative maintenance schedules: as per Annexure H.

Materials and spare parts must comply with original equipment manufacturer (OEM) specifications.

Mandatory requirements:

• CIDB grade 1ME/1EB or higher.
• Project leader must hold a Trade Test certificate for Electrical.
• Bidder must be a registered and authorised agent or distributor for the supply of UPS batteries.

Guarantee/warranty/defects liability: 12 months from date of completion.

Drawings: Full specifications including wiring diagrams must be provided for any new project above R100,000 incl. VAT; no payment if not met.

Escalation: Price fixed for first 12 months, then escalate based on CPIX index.

Rates and tariffs:

• Fixed rates for artisan and artisan aid for ad hoc repairs and emergency callouts.
• Preventive maintenance rates inclusive of labour, supervision, administration, profit, travelling, consumables and sundries.
• Mark-up of 10% on materials/equipment purchased for new installations/refurbishments, plus normal hourly labour rates.

Compliance with legislation: CIDB regulations, OHS Act, Labour Relations Act, Income Tax Act, VAT Act, MFMA, Engineering Profession Act, COID Act, and General Conditions of Contract 2015.

Project Leader: Must have trade test certificate for Electrical. Experience in UPS installation/refurbishment/modification/maintenance: less than 1 year = 0 points; 1–5 years = 10 points; more than 5 years = 20 points. CV with certified copies required.

Artisans: Trade-tested artisans with electrical qualification: none = 0 points; 1–2 = 5 points; 3 or more = 10 points. Certified trade test certificates required.

Company experience: Number of successfully completed UPS-related projects: 0 = 0 points; 1–5 = 10 points; 6 or more = 20 points. Evidence: completion certificates or confirmation letters.

Professional engineers: Where work is reserved for professional engineers under the Engineering Profession Act, only registered persons may take responsibility; submit certificate of compliance and names/qualifications of responsible engineers.

All materials and workmanship must comply with the specification and be subject to tests directed by the Engineer at place of manufacture, fabrication, or delivery site.

Contractor must provide assistance, instruments, machines, labour and materials for testing.

Samples: If required, supplied at contractor's cost; approved samples retained as standards; Council may purchase samples at tender price.

Improper materials: Inferior or damaged materials must be removed immediately; no payment for rejected materials.

Standards: Reference to ASTM, BS, BSCP, SABS, SMTM as applicable.

Guarantee/warranty: 12 months from date of completion.

Pricing must be submitted on the Pricing Schedule (MBD 3.1/3.2/3.3 as applicable).

All prices must include VAT regardless of VAT status.

Prices deemed to include all costs unless otherwise stated.

Tender Form prices prevail over any covering letter or pricing schedule discrepancies.

Escalation: If price adjustment claimed, must specify index; base index December 2026; claims for previous financial year before 31 July.

Forward cover: If prices subject to exchange rate fluctuations, must indicate exchange rates in Annexure A.

Rates for ad hoc repairs and emergency callouts: fixed rates for artisan and artisan aid.

Preventive maintenance rates inclusive of all contractor costs.

Mark-up of 10% on materials/equipment for new installations/refurbishments.

Pricing: All prices must include VAT regardless of VAT vendor status. Prices deemed VAT inclusive.

Pricing schedule: MBD 3.1/3.2/3.3 as applicable. Tendered prices include all costs (materials, plant, labour, freight, insurance, etc.) unless stated otherwise.

Payment terms: Payment by the Chief Financial Officer within 30 days on receipt of a certificate of payment issued by the Engineer. Payment by cheque only; no cash.

VAT: For works exceeding R3,000 excl. VAT, tax invoices must quote the Council's VAT registration number 4600107835.

Bank account: Contractor must have a bank account in the legal name as per the Tax Clearance Certificate; no payment otherwise.

Insurance:

• Works insurance: R200,000, kept in force until 12-month guarantee period ends.
• Public liability insurance: R200,000, kept in force for the duration of the project.

Retention: 5% retention held for 12 months for special projects.

Surety: 10% surety held for the duration of new installation, refurbishment, or modification special projects.

Penalties: R500 per calendar day for failing to meet implementation plan timeframes; repeated failure to meet responsive times leads to contract termination.

Price adjustment/escalation: Fixed for first 12 months, then CPIX-based. If escalation claimed, must specify index; base index is December 2026. Claims for previous financial year must be submitted before 31 July.

Tender document fee: R330.48 (incl. VAT) per printed copy, cash or EFT only.

CSD registration: Mandatory. Bidder must be registered on the Central Supplier Database and provide CSD Supplier Number and Unique Registration Reference Number. No award to unregistered suppliers.

Tax compliance: Valid SARS Tax Compliance Status Verification Pin must be submitted with the tender. If tax status becomes non-compliant before award, 7 working days to rectify.

CIDB grading: Minimum 1ME/1EB or higher.

CIPC registration: CIPC Registration Certificate required (Annexure E).

Municipal fees: Declaration that municipal fees are in order or arrangements made; include account numbers.

B-BBEE: Preference points claimed under specific goals (not standard B-BBEE level). Evidence via CSD report.

Local content: Not specified.

Joint ventures/consortiums: Must submit tax pins, CSD reports, signed declarations (interest, past SCM practices, independent bid determination) and an undertaking signed by all parties.

Prohibition: No award to persons in the service of the state, or entities with such persons as directors/managers/principal shareholders, or advisors/consultants contracted to the municipality.

Black Listing: Bidders under investigation by the Black Listing Committee cannot be awarded.

OHS Act compliance: The contract falls within the scope of the OHS Act; the municipality is the Mandator, the contractor is the Mandatory.

Contractor must:

• Keep records of all incidents per GAR Clause 10(1).
• Investigate every incident per Clause 10(2).
• Have records examined by a Safety Committee per Clause 10(3).
• Furnish returns to the divisional inspector as required.
• Designate a full-time employee to supervise the work (or personally undertake).
• Notify the divisional inspector in writing before commencing work: address of premises, nature of work, expected start and completion dates.
• Comply with all other OHS Act requirements and inspector instructions.

COID Act: Contractor must register as an employer and pay assessments for all employees and sub-contractors. Council may deduct any shortfall in compensation from monies due.

Labour Relations Act: Register as employer and pay UIF contributions.

Basic Conditions of Employment Act: Comply with terms and conditions of employment.

Annexure B (OHS Act) must be completed to indemnify the municipality.

Contract period: 36 months from date of award.

Termination: Council may cancel the contract forthwith if the contractor fails to execute works per terms, without liability.

Late delivery: Council may purchase elsewhere and recover any price difference from the contractor.

Assignment/subletting: Not allowed without written consent of the Engineer.

Secrecy: Tender information is confidential; Council may request references and examine bona fides.

Law: Contract governed by South African law; disputes settled in South Africa.

Patent rights: Contractor liable for royalties and indemnifies Council against claims.

Sequestration/liquidation: Council may terminate summarily without compensation.

Conformity: Contract subject to all applicable laws and by-laws.

Domicilium: Council's address is City Hall, 169 Chief Albert Luthuli Street, Pietermaritzburg; contractor's address as per Tender Form.

Import permits: Contractor must obtain own import permits/currency; Council may provide supporting statement.

Price adjustment: Formula-based escalation if specified; base index December 2026.

Forward cover: Contractor deemed to hold forward foreign exchange cover; if not, must indicate exchange rates in Annexure A.

Insurance/railage: Pro rata adjustments for statutory rate changes.

SLA: Successful bidder must enter into a Service Level Agreement before works commence.

Provisional acceptance: If insurances/sureties required, 14 days to satisfy conditions.

Objections: Written objection to Municipal Manager/SCM within 14 calendar days of regret letter.

Two-stage evaluation:

Stage 1 – Functionality (50 points), minimum 70% (35 points) to proceed.

Stage 2 – 80/20 preference point system (price 80, specific goals 20).

Functionality criteria as detailed in evaluationCriteria section.

Specific goals as detailed in bbbee section.