What are the submission requirements for this tender (Ref: NRF/SAAO/RFQ/118602-R)?

• Submit quotations via e-submission on the eTender portal only. • Mandatory returnable documents: Signed SBD 1, completed SBD 3.1 (pricing schedule), SBD 4 (for quotations ≥ R2000), SBD 6.1 (for quotations ≥ R2000), valid COIDA certificate, CIDB 1 ME or higher, company profile demonstrating at least 5 years’ relevant HVAC maintenance and installation experience. • Additional required documents: Proof of public liability cover minimum R500,000; three signed reference letters from current/previous clients for HVAC work (not older than 5 years, on company letterhead); method statement demonstrating same-day technical support; CVs and trade certificates for all technicians; proof as an approved Alliance system installer; valid SAQCC Gas registration for technician. • Do not leave any area blank in the pricing schedules. • Disqualification risk: Failure to submit mandatory documents will prevent progression to Phase 2 evaluation.

How will bids be evaluated?

1) Technicians must be qualified refrigeration technicians with trade certificates for stationary refrigeration and air conditioning; 2) F-Gas registration required for technicians; 3) Company must be approved Daikin and Samsung system installer; 4) Proof of training on various split units required; 5) Minimum 5 years experience in HVAC maintenance and installation; 6) Valid B-BBEE status level verification; 7) Must be registered on Central Supplier Database (CSD); 8) Foreign suppliers must meet RSA tax compliance requirements.

What are the technical specifications?

• Scope: Appointment of a service provider for reactive maintenance, planned preventative scheduled maintenance, supply, delivery and installation of new HVAC equipment at SAAO for a period of 3 years. • Key deliverables: - Reactive and planned preventive maintenance of installed HVAC and ancillary equipment, including repairs, replacements, refrigerant gas top-up. - Supply, delivery, and installation of new HVAC equipment as required; SAAO intends to standardise on Alliance brands (Samsung/Daikin preferred). - HVAC-related electrical work must be performed by an authorised qualified electrician. - All work must conform to lowering SAAO's carbon footprint. • Performance requirements: - Response to work instruction within 24 hours. - Emergency call-out availability 24/7, including holidays. - Provide written monthly reports on unit status and work performed. - Target response times: Emergency (P1) within 5 hours, Urgent (P2) within 12 hours, Non-urgent (P3) within 48 hours. • Technical qualifications: Technicians must be qualified refrigeration technicians with F-Gas registration, trade certificates, and proof of training on various split units. Service provider must be an approved Daikin and Samsung system installer.

What financial requirements apply to bidders?

• Pricing: Submit firm prices only; variable prices or rates subject to exchange variations are not accepted. • Pricing schedule: Complete the detailed schedule for Year 1, 2, and 3 with rates for labour (HVAC technician, assistant, general worker for day and after-hours), call-out fee, material mark-up %, per km rate aligned with AA rates, safety file audits, and supply/installation/service rates for various BTU units. • Payment terms: Payment within 30 days of receipt of invoice and delivery/completion of goods/services. No pre-payment allowed. • Cost breakdown: All quotes and invoices must include a detailed breakdown of costs, including third-party quotes for materials. Third-party items charged at cost plus mark-up (VAT excluded from mark-up). • Bonds/guarantees: Proof of public liability cover minimum R500,000 is mandatory.

What compliance and legal requirements must bidders meet?

• Mandatory registrations and certificates: - Valid CIDB grading: 1 ME or higher. - Valid COIDA certificate. - CSD registration: No award to service providers not registered on CSD. - Tax compliance: If entity is resident/has income in RSA, must have tax compliance status PIN from SARS. • B-BBEE: Submit a valid B-BBEE certificate or sworn affidavit (for EMEs/QSEs) to claim preference points. • Company documentation: Signed SBD 1, SBD 3.1, SBD 4, SBD 6.1 forms. • Health and safety: Provide a comprehensive site file including OHS policy, safe work procedures, risk assessments, MSDS, insurance details, waste management programme, and Department of Labour documents (COIDA, UIF). • Local content: Not explicitly stated, but entity must be resident/have establishment in RSA.

What are the important dates and deadlines for this tender?

• Closing date and time: Wednesday, 22 July 2026 at 15:00. • Non-compulsory briefing session: Wednesday, 15 July 2026 at 11:30 at SAAO, 1 Observatory Road, Observatory, 7925. • Offer validity: Prices must be valid for at least 60 days from the closing date.

Who should be contacted for queries about this tender?

• Bidding enquiries: Contact SCM. Email: scm@saao.ac.za. Telephone: 021 201 1629. • Technical enquiries: Contact Zinzi/Ayanda. Email: scm@saao.ac.za. Telephone: 021 447 0025. • Submission address: Quotations to be submitted via e-submission on the eTender portal only. • Physical location for briefing: SAAO, 1 Observatory Road, Observatory, Cape Town.

NRF HVAC Maintenance & Installation Tender

RFQNRF-SAAO-RFQ-118602 - Maintenance and installation of Heating Ventilation Air Conditioning (HVAC) equipment for a period of 3 years.pdfReview complete

Description

Source: NRF-SAAO-RFQ-118602 - Maintenance and installation of Heating Ventilation Air Conditioning (HVAC) equipment for a period of 3 years.pdf

This RFQ is for the appointment of a service provider to provide reactive maintenance, planned preventative scheduled maintenance, and the supply, delivery, and installation of new HVAC equipment at the South African Astronomical Observatory (SAAO) for a period of 3 years.
The SAAO is a facility of the National Research Foundation (NRF).
The contract is on an ad-hoc/as-and-when-required basis.
The SAAO reserves the right to cancel due to non-performance.

Important Dates

Source: NRF-SAAO-RFQ-118602 - Maintenance and installation of Heating Ventilation Air Conditioning (HVAC) equipment for a period of 3 years.pdf (RFQ)

Closing date and time: Wednesday, 22 July 2026 at 15:00.
Non-compulsory briefing session: Wednesday, 15 July 2026 at 11:30 at SAAO, 1 Observatory Road, Observatory, 7925.
Offer validity: Prices must be valid for at least 60 days from the closing date.

Contact Information

Source: NRF-SAAO-RFQ-118602 - Maintenance and installation of Heating Ventilation Air Conditioning (HVAC) equipment for a period of 3 years.pdf (RFQ)

Bidding enquiries: Contact SCM. Email: [email protected]. Telephone: 021 201 1629.
Technical enquiries: Contact Zinzi/Ayanda. Email: [email protected]. Telephone: 021 447 0025.
Submission address: Quotations to be submitted via e-submission on the eTender portal only.
Physical location for briefing: SAAO, 1 Observatory Road, Observatory, Cape Town.

Submission Guidelines

Source: NRF-SAAO-RFQ-118602 - Maintenance and installation of Heating Ventilation Air Conditioning (HVAC) equipment for a period of 3 years.pdf (RFQ)

Submit quotations via e-submission on the eTender portal only.
Mandatory returnable documents: Signed SBD 1, completed SBD 3.1 (pricing schedule), SBD 4 (for quotations ≥ R2000), SBD 6.1 (for quotations ≥ R2000), valid COIDA certificate, CIDB 1 ME or higher, company profile demonstrating at least 5 years’ relevant HVAC maintenance and installation experience.
Additional required documents: Proof of public liability cover minimum R500,000; three signed reference letters from current/previous clients for HVAC work (not older than 5 years, on company letterhead); method statement demonstrating same-day technical support; CVs and trade certificates for all technicians; proof as an approved Alliance system installer; valid SAQCC Gas registration for technician.
Do not leave any area blank in the pricing schedules.
Disqualification risk: Failure to submit mandatory documents will prevent progression to Phase 2 evaluation.

Evaluation Criteria

Source: NRF-SAAO-RFQ-118602 - Maintenance and installation of Heating Ventilation Air Conditioning (HVAC) equipment for a period of 3 years.pdf (RFQ)

Technicians must be qualified refrigeration technicians with trade certificates for stationary refrigeration and air conditioning; 2) F-Gas registration required for technicians; 3) Company must be approved Daikin and Samsung system installer; 4) Proof of training on various split units required; 5) Minimum 5 years experience in HVAC maintenance and installation; 6) Valid B-BBEE status level verification; 7) Must be registered on Central Supplier Database (CSD); 8) Foreign suppliers must meet RSA tax compliance requirements.

Technical Specifications

Source: NRF-SAAO-RFQ-118602 - Maintenance and installation of Heating Ventilation Air Conditioning (HVAC) equipment for a period of 3 years.pdf (RFQ)

Scope: Appointment of a service provider for reactive maintenance, planned preventative scheduled maintenance, supply, delivery and installation of new HVAC equipment at SAAO for a period of 3 years.
Key deliverables:

Reactive and planned preventive maintenance of installed HVAC and ancillary equipment, including repairs, replacements, refrigerant gas top-up.
Supply, delivery, and installation of new HVAC equipment as required; SAAO intends to standardise on Alliance brands (Samsung/Daikin preferred).
HVAC-related electrical work must be performed by an authorised qualified electrician.
All work must conform to lowering SAAO's carbon footprint.

Performance requirements:

Response to work instruction within 24 hours.
Emergency call-out availability 24/7, including holidays.
Provide written monthly reports on unit status and work performed.
Target response times: Emergency (P1) within 5 hours, Urgent (P2) within 12 hours, Non-urgent (P3) within 48 hours.

Technical qualifications: Technicians must be qualified refrigeration technicians with F-Gas registration, trade certificates, and proof of training on various split units. Service provider must be an approved Daikin and Samsung system installer.

Experience & Qualifications

Source: NRF-SAAO-RFQ-118602 - Maintenance and installation of Heating Ventilation Air Conditioning (HVAC) equipment for a period of 3 years.pdf

Bidders must demonstrate at least 5 years’ relevant experience in HVAC maintenance and installation via a company profile.
Submit three signed reference letters from current/previous clients for HVAC work, dated no earlier than June 2021, on company letterhead.
Technicians assigned must be qualified refrigeration technicians with relevant trade certificates (stationary refrigeration and air conditioning, including heat pumps).
Technicians must have F-Gas registration to work on systems containing fluorinated greenhouse gases.
Service provider must be an approved Daikin and Samsung system installer and provide proof.
Provide CVs and qualifications for all technicians and staff assigned to the contract.

Quality Management

Source: NRF-SAAO-RFQ-118602 - Maintenance and installation of Heating Ventilation Air Conditioning (HVAC) equipment for a period of 3 years.pdf

Service provider must provide an email/contact for system malfunctions, ensuring timely intervention.
A qualified technician must be on-site within 24 hours of first call for breakdowns; repairs must start within 24 hours (unless alternative agreed).
Penalty of 5% of incident costs if response time exceeds 24 hours (or agreed alternative).
Replacement parts preferably from original manufacturer; refurbished parts require written authorisation from SAAO.
All materials and equipment installed must be SABS approved.

Pricing Schedule

Source: NRF-SAAO-RFQ-118602 - Maintenance and installation of Heating Ventilation Air Conditioning (HVAC) equipment for a period of 3 years.pdf

Complete the detailed pricing schedule for Year 1, 2, and 3 with unit rates.
Items to price include: Qualified HVAC technician (day shift and after-hours), HVAC technician assistant (day shift and after-hours), general worker (day shift and after-hours), call-out fee (including 1 hour labour), material mark-up percentage, per km rate aligned with AA rates, safety file audits, complete supply and installation rates for 9,000 to 36,000 BTU units, and full service rates for 9,000 to 36,000 BTU units.
All rates will apply to ad-hoc works outside scheduled maintenance.
Do not leave any area blank.
A detailed breakdown of costs must accompany all quotes and invoices.

Financial Requirements

Source: NRF-SAAO-RFQ-118602 - Maintenance and installation of Heating Ventilation Air Conditioning (HVAC) equipment for a period of 3 years.pdf (RFQ)

Pricing: Submit firm prices only; variable prices or rates subject to exchange variations are not accepted.
Pricing schedule: Complete the detailed schedule for Year 1, 2, and 3 with rates for labour (HVAC technician, assistant, general worker for day and after-hours), call-out fee, material mark-up %, per km rate aligned with AA rates, safety file audits, and supply/installation/service rates for various BTU units.
Payment terms: Payment within 30 days of receipt of invoice and delivery/completion of goods/services. No pre-payment allowed.
Cost breakdown: All quotes and invoices must include a detailed breakdown of costs, including third-party quotes for materials. Third-party items charged at cost plus mark-up (VAT excluded from mark-up).
Bonds/guarantees: Proof of public liability cover minimum R500,000 is mandatory.

Compliance Requirements

Source: NRF-SAAO-RFQ-118602 - Maintenance and installation of Heating Ventilation Air Conditioning (HVAC) equipment for a period of 3 years.pdf (RFQ)

Mandatory registrations and certificates:

Valid CIDB grading: 1 ME or higher.
Valid COIDA certificate.
CSD registration: No award to service providers not registered on CSD.
Tax compliance: If entity is resident/has income in RSA, must have tax compliance status PIN from SARS.

B-BBEE: Submit a valid B-BBEE certificate or sworn affidavit (for EMEs/QSEs) to claim preference points.
Company documentation: Signed SBD 1, SBD 3.1, SBD 4, SBD 6.1 forms.
Health and safety: Provide a comprehensive site file including OHS policy, safe work procedures, risk assessments, MSDS, insurance details, waste management programme, and Department of Labour documents (COIDA, UIF).
Local content: Not explicitly stated, but entity must be resident/have establishment in RSA.

Health & Safety

Source: NRF-SAAO-RFQ-118602 - Maintenance and installation of Heating Ventilation Air Conditioning (HVAC) equipment for a period of 3 years.pdf

The successful bidder must compile and provide an SAAO-specific site file prior to work commencement, including: OHS policy and procedures, safe work procedures, risk assessments, MSDS, insurance details, waste management programme, and Department of Labour documents (COIDA, UIF).
Personnel must wear correct Personal Protective Equipment (PPE) and service provider identifiable branded clothing at all times; failure results in prohibition from site.
The successful bidder must ensure adequate provision of PPE to employees at no cost to them.
Employees on site must be easily identifiable via company-branded name tags.

Contractual Terms

Source: NRF-SAAO-RFQ-118602 - Maintenance and installation of Heating Ventilation Air Conditioning (HVAC) equipment for a period of 3 years.pdf

Guarantee: All new equipment, materials, and workmanship carry a written guarantee with a defects liability period of 12 months from certificate issue or as per manufacturer.
Replacement parts must be new, unused, or fully refurbished, complying with original manufacturer specs, and guaranteed for no less than 12 months.
Obligations: Service provider must maintain systems operationally, provide monthly reports, investigate and repair faults within 48 hours (or urgently as deemed by SAAO), and render services during business hours unless mutually agreed.
Penalties: Under GCC Clause 22.1, penalties may be applied for late delivery/performance, calculated using the current prime interest rate on the delayed value per day.
Termination: SAAO may terminate for severe non-performance.

Section

Source: NRF-SAAO-RFQ-118602 - Maintenance and installation of Heating Ventilation Air Conditioning (HVAC) equipment for a period of 3 years.pdf

The 80/20 preference point system applies: 80 points for price, 20 points for specific goals (B-BBEE status level).
Points for specific goals are claimed via the SBD 6.1 form.
Failure to submit proof for specific goals means no preference points are awarded.
The organ of state may require substantiation of any preference claims.

Core procurement rules

These rules commonly apply to South African public-sector procurement.

Broad-Based Black Economic Empowerment Act (B-BBEE Act)

Act 53 of 2003

high

Provides the empowerment-compliance context often used in public-sector supplier evaluation.

Relevant because this is a South African public-sector procurement opportunity.

Constitution of the Republic of South Africa, 1996 – Section 217

Act 108 of 1996 (s217)

high

Sets the constitutional standard for fair, equitable, transparent, competitive and cost-effective public procurement.

Relevant because this is a South African public-sector procurement opportunity.

Preferential Procurement Policy Framework Act (PPPFA)

Act 5 of 2000

high

Covers preferential procurement and preference-point systems used in public tenders.

Relevant because this is a South African public-sector procurement opportunity.

Prevention and Combating of Corrupt Activities Act (PRECCA)

Act 12 of 2004

high

Supports anti-corruption controls and supplier integrity in procurement processes.

Relevant because this is a South African public-sector procurement opportunity.

Public Procurement Act, 2024 (PPA)

Act 28 of 2024

high

Provides the national framework for public procurement across government.

Relevant because this is a South African public-sector procurement opportunity.

Promotion of Access to Information Act (PAIA)

Act 2 of 2000

medium

Supports access to tender records, award decisions and public-sector procurement information.

Relevant because this is a South African public-sector procurement opportunity.

Promotion of Administrative Justice Act (PAJA)

Act 3 of 2000

medium

Supports lawful, reasonable and procedurally fair administrative tender decisions.

Relevant because this is a South African public-sector procurement opportunity.

Sector-specific rules

These rules are linked to the work category, industry, or regulated service area.

Electricity Regulation Act (ERA)

Act 4 of 2006

high

Relevant to electricity, generation, transmission, distribution and energy-service procurement.

Relevant because this tender appears to involve electricity, power supply, energy infrastructure, generators, or energy maintenance. Relevant because this tender appears to involve petroleum, oil, gas, fuel, or energy-resource services.

National Environmental Management Act (NEMA)

Act 107 of 1998

high

Revised - appointment of a service provider for reactive maintenance, planned preventative scheduled maintenance, supply, delivery and installation of new heating ventilation air conditioning (HVAC) equipment for a period of 3 years

Eligibility Criteria

Revised - appointment of a service provider for reactive maintenance, planned preventative scheduled maintenance, supply, delivery and installation of new heating ventilation air conditioning (HVAC) equipment for a period of 3 years

Eligibility Criteria

POPIA Compliance for Tender Bidders: The Complete Data Protection Guide for South African Government Procurement

Tender Submission Packaging and Presentation Best Practices: Make Your Bid Stand Out for the Right Reasons

Consulting Engineering Tenders for Government Projects: A Comprehensive Guide for South African Engineering Firms

North West Province Government Tenders: Complete Supplier Guide to Doing Business with Provincial Departments, Municipalities, and Entities

Energy & Utilities Industry Profile

Typical Documents

Core procurement rules

Broad-Based Black Economic Empowerment Act (B-BBEE Act)

Constitution of the Republic of South Africa, 1996 – Section 217

Preferential Procurement Policy Framework Act (PPPFA)

Prevention and Combating of Corrupt Activities Act (PRECCA)

Public Procurement Act, 2024 (PPA)

Promotion of Access to Information Act (PAIA)

Promotion of Administrative Justice Act (PAJA)

Sector-specific rules

Electricity Regulation Act (ERA)

National Environmental Management Act (NEMA)

National Research Foundation

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