Appointment of HVAC service provider for nhbrc offices – gauteng tender (3 years)

Closing date: 18 September 2026 at 11:00am.

Compulsory briefing sessions:

• Sunninghill office: 03 September 2026 at 11:00am, venue: NHBRC Head Office, 27 Leeuwkop Road, Sunninghill, Johannesburg.
• Eric Molobi office: 04 September 2026 at 11:00am, venue: Eric Molobi Office, Innovation Hub, 224 Juventos Street, Soshanguve A, Tshwane East.

Attendance at the relevant briefing is compulsory; failure to attend disqualifies the bid.

Bid documents available for download from 26 August 2026 on the NHBRC website (www.nhbrc.org.za/current-tenders) and the National Treasury eTender Portal.

Clarification requests must be submitted at least five working days before the closing time.

Bid validity period: 90 days from the closing date.

Supply Chain Management (administrative enquiries):

• Contact persons: Mr. Bernard Kekana and Mr. Pheaha Motsoko
• Email: [email protected]
• Telephone: 011 317 0114 / 0320
• Responses: weekdays, Monday to Friday, 8:30am to 4:30pm.

Technical enquiries:

• Contact person: Ngwako Mokganye
• Email: [email protected]

Submission address: online only via e-Tender portal.

Submit online only via the e-Tender Publication portal at https://www.etenders.gov.za/. No physical or emailed proposals accepted. Late submissions will not be accepted. The bid must include all returnable SCM documentation, supporting documents, and a signed pricing schedule. Non-compliance with online submission invalidates the bid. Bids must be submitted in PDF format. The guide for online submission is at https://youtu.be/B7pNseNJYHM. Bids must be clearly identifiable by company logo or name. All returnable documents must be completed and signed. Failure to provide any required particulars may render the bid invalid.

Three-stage evaluation:

Stage 1 – Compliance check of mandatory requirements. Bids that do not satisfy compliance criteria are disqualified.

Stage 2 – Functional evaluation (minimum threshold: 70 out of 100 points). Criteria: number of years rendering HVAC services (5% weight), client references (35% weight), capacity of staff (60% weight). Bidders scoring below 70 points are disqualified.

Stage 3 – Price and preference points evaluation. Only bids meeting the 70-point functional threshold proceed. The 80/20 preference point system applies (80 points for price, 20 points for specific goals). Preference points: women-owned companies (12 points), youth-owned companies (6 points), people living with disabilities owned companies (2 points).

Scope: supply, repair, and servicing of all heating, ventilation, and air conditioning (HVAC) services at two NHBRC offices:

• Sunninghill office (Head Office, 27 Leeuwkop Road, Sunninghill, Johannesburg)
• Eric Molobi office (Innovation Hub, 224 Juventos Street, Soshanguve A, Tshwane East)

Contract period: three (03) years.

The successful bidder will be required to sign a written contract form (SBD 7.1) or agreement of offer and acceptance.

The tenderer must inspect the site and satisfy themselves as to the nature of the site, quantities, and nature of work and materials required.

The tenderer must be represented at the site inspection by a suitably qualified and experienced person.

Pricing must be submitted on the prescribed pricing schedule (Section A). Prices must be fixed for the full three-year contract duration; no contract price adjustments, foreign fluctuations, etc. apply. The total bid price for the three-year period must be stated (all-inclusive). The 80/20 preference point system applies (price points: 80). No bond or guarantee percentage is stated in the document, but the successful bidder must provide a valid Company Public Liability Insurance or letter of intent with cover of more than R5 million before appointment.

Mandatory requirements (failure to submit results in disqualification):

• Valid COIDA relevant to HVAC/mechanical services (from Department of Labour or accredited mutual association).
• Valid air conditioning trade test / refrigeration trade test certificate (certified copy not older than three months).
• Valid proof of registration with South Africa Refrigeration and Air-Conditioning Contractors (SARACCA).
• Valid CIDB contractor grading of Grade 3 ME or higher (online verification will be conducted).
• Signed priced offer using the prescribed schedule (Section A).
• SBD 4 (Declaration of Interest) completed and signed.

Legislative documents to be submitted (not for disqualification but required):

• SBD 1 (Invitation to Bid) completed and signed.
• SBD 6.1 (Preference Points Claim) completed and signed.
• CSD Report or MAAA number.
• Latest CIPC documents.
• Valid SARS-issued PIN code (tax compliance status).
• Signed teaming agreement (if applicable).
• Certified ID copies of company directors.
• Proof of authority to sign (e.g., resolution of directors).

Bidders must be registered on the Central Supplier Database (CSD).

No tender will be considered from persons in the service of the state.

Bidders must not be listed in the Register of Bid Defaulters.

Joint ventures: every member must be registered with CIDB; lead partner must have a grading not lower than one level below the required grading.

Only tenderers registered with CIDB in a contractor grading designation equal to or higher than Grade 3 ME are eligible. Proposals from contractors registered as potentially emerging enterprises with a lower CIDB grading will not be accepted. Tenderers must meet all eligibility criteria under clause C.2.1 of the Tender Data. All bids are valid for 90 days from the closing date.

The bid evaluation process is carried out in three stages: Stage 1 – Compliance check of mandatory requirements; Stage 2 – Functional evaluation (minimum threshold 70 out of 100 points); Stage 3 – Price and preference points evaluation (80/20 system). A maximum of 20 preference points may be awarded for specific goals (women-owned, youth-owned, people with disabilities owned companies). The CSD report is used to verify ownership and calculate preference points.