Panel of building maintenance contractors for construction and maintenance services – RFQ in northern cape

Closing: 27 November 2026 at 16:00.

Compulsory briefing and site visit: Wednesday 18 November 2026 at 08:30, Boardroom, South African Astronomical Observatory (SAAO), Sutherland, Northern Cape — attendance is mandatory; non-attendance leads to automatic disqualification.

RSVP deadline: Thursday 12 November 2026 at 12:00, emailed to [email protected], indicating attendance and shuttle or hostel requirements.

Shuttle departure: 17 November 2026 at 11:00 from SAAO Head Office, Observatory, Cape Town; return the following afternoon; be on site by 10:30 if using the shuttle.

Bidding procedure enquiries:

• Contact: SCM (name not stated)
• Email: [email protected]
• Telephone: 021 201 1634

Technical enquiries:

• Contact: SCM (name not stated)
• Email: [email protected]
• Telephone: not stated

Submission email: [email protected]

Service or delivery address:

Old Fraserburg Road

Sutherland

Northern Cape

6920

Submission method: email quotations to [email protected].

Closing: 27 November 2026 at 16:00.

Compulsory briefing and site visit: Wednesday 18 November 2026 at 08:30, Boardroom, South African Astronomical Observatory (SAAO), Sutherland, Northern Cape. Failure to attend results in automatic disqualification.

RSVP to [email protected] by Thursday 12 November 2026 at 12:00, stating whether you will attend and whether you require shuttle or hostel accommodation.

Shuttle: departs SAAO Head Office, Observatory, Cape Town at 11:00 on 17 November 2026 and returns the following afternoon; be on site by 10:30 if using the shuttle; one representative per company.

Returnable forms — each must be completed, signed and submitted with the bid:

• SBD 1 (Invitation to Bid): signed bidder and contact details, forms the offer cover page.
• SBD 3.1 (Pricing Schedule): completed firm-price schedule.
• SBD 4 (Declaration of Interest): discloses state employment of directors or shareholders and connections to the institution.
• SBD 6.1 (Preference Points Claim): claims B-BBEE specific-goals points.

Mandatory returnable documents: valid CIDB grading of 2GB or higher; company profile showing capacity, experience and resources; three reference letters, purchase orders or appointment letters for building maintenance projects completed 2021–2026; valid COIDA letter of good standing or certificate; NHBRC registration certificate; current public liability insurance of at least R2 000 000.

Central Supplier Database (CSD) registration is mandatory; no award will be made to an unregistered provider.

Quotations above R2 000 (VAT included) must be accompanied by the SBD documentation listed above.

Prices must be firm; offer valid for 60 days from the closing date.

Evaluation takes place in three phases:

• Phase 1: administrative compliance — all returnable documents marked mandatory must be completed and submitted.
• Phase 2: specification evaluation and eligibility.
• Phase 3: 80/20 preference point system under PPPR22 — 80 points for price (VAT and all taxes included), 20 points for specific goals, 100 points total.

Specific goals points:

• B-BBEE status level 1 to 3: 8 points
• B-BBEE status level 4 to 6: 6 points
• B-BBEE status level 7 to 8: 2 points
• At least 51% Black-owned: 3 points
• At least 51% Black female-owned: 3 points
• At least 51% Black youth-owned: 1 point
• At least 51% owned by people with disabilities: 1 point
• EME or QSE: 4 points

Failure to submit the required B-BBEE proof means no preference points are claimed.

The bidder scoring the highest points is awarded the contract for quotations above R2 000 (VAT included); for quotations below R2 000, the cheapest acceptable quotation wins.

SAAO is not bound to accept the lowest quotation and may withdraw, re-advertise or accept part of the invitation.

Scope: appointment of a panel of building maintenance contractors for the upkeep, modification, alteration, repair and maintenance of SAAO building infrastructure at the Sutherland site for three years.

Services: scheduled, preventative, corrective and emergency maintenance across all buildings, structures and related site infrastructure, including building repairs, bricklaying, concrete, plastering, flooring, painting, drywall, ceilings, windows and glazing, carpentry, doors and locks, balustrades, roofing, civil works, plumbing, safety fixtures, corrective maintenance and special works such as alterations, small structures, excavations, wheelchair ramps and container foundations.

Operating model: panel works on a rotational basis; SAAO may reallocate work to the next panel member or procure outside the panel; work is as-and-when-required under individual purchase orders; no work may commence without an official purchase order.

Contractor duties: procure, source, supply, deliver and maintain availability of all materials, hardware, equipment, components, tools and labour; provide competent site supervision and suitably qualified artisans; keep the work area clean and remove rubble and waste to an approved municipal disposal facility; comply with SANS 10400 building standards.

Emergency maintenance: available 24 hours a day, 7 days a week, 365 days a year.

Response times: emergency — respond within 12 hours of notification, complete within three working days; urgent — respond within 24 hours, complete within five working days; normal — respond within 48 hours, complete within ten working days. Separately, standard response within 24–48 hours and emergency repairs within five hours (24/7 including public holidays).

Health and safety: comply with the OHS Act, Construction Regulations, National Building Regulations, applicable SANS and SAAO site safety rules; maintain a SHEQ file, task-specific risk assessments and method statements, emergency procedures and PPE; contractor is responsible for personnel safety and SAAO accepts no liability for incidents.

Warranty: written workmanship warranty on company letterhead, valid for at least 12 months from completion and acceptance; defects rectified at no additional cost.

Accommodation: limited hostel accommodation and meals (07:30–18:00) may be available at the contractor's cost, arranged in advance with the SAAO Facility Manager.

Company profile: must demonstrate the bidder's capacity, relevant experience, resources and capability to perform works of a similar nature and scope.

References: three reference letters, purchase orders or appointment letters for building maintenance, repairs, renovations or similar projects completed in the past five years (2021–2026). SAAO may contact these references for clarification.

Personnel: competent site supervision and suitably qualified artisans must be provided.

All materials must be new, fit for purpose and, where practicable, of the same or equivalent specification, quality and standard as existing items unless SAAO approves otherwise in writing.

Finished work must be neat and professionally executed.

All work must comply with manufacturers' specifications.

Repairs must be permanent, safe, fit for purpose and preserve or restore structural integrity.

Defective workmanship must be rectified at no additional cost.

Quality control is the contractor's sole responsibility; the Site & Safety Officer may halt substandard work; high attention to detail is required at all times.

Form: SBD 3.1 Pricing Schedule — firm prices only; non-firm prices are not accepted.

Offer validity: 60 days from the closing date.

Part A (labour), Years 1–3, excluding VAT: hourly rates for Construction Manager, Supervisor/Foreman, Qualified Bricklayer/Builder, Qualified Plasterer, Qualified Carpenter, Qualified Tiler, Qualified Painter, Certified Scaffold Erector/Certifier, Artisan Assistant, General Worker/Labourer and Call-out Fees, at Monday–Friday, after-hours and Sunday/public holiday rates.

Part B (safety, travel and accommodation), excluding VAT: SHEQ file (once off), scaffolding (per m2 per week), accommodation (per person per night), travel (per kilometre at the AA rate), plus a mark-up percentage on materials for the contract duration.

Prices must be inclusive of VAT; all transport, delivery and travel costs must be included.

Pricing format: firm prices only; non-firm or variable prices are not accepted.

Offer validity: 60 days from the closing date.

Prices must be inclusive of VAT.

Pricing schedule (SBD 3.1): Part A — labour rates for Years 1, 2 and 3 (Monday–Friday, after-hours, Sunday and public holiday rates, plus call-out fees) for eleven labour categories; Part B — safety, travel and accommodation (SHEQ file once-off, scaffolding per m2 per week, accommodation per person per night, travel per kilometre at the AA rate); mark-up percentage on materials for the contract duration.

Payment terms: within 30 days from receipt of invoice and delivery; no pre-payment.

Public liability insurance: minimum R2 000 000, current and valid.

No bid security, performance bond or retention amount is stated in the document.

Mandatory eligibility:

• Central Supplier Database (CSD) registration — no award will be made to a provider not registered.
• Tax compliance status or SARS PIN (not required if the entity answers no to all tax residency and liability questions).
• B-BBEE status level verification certificate or sworn affidavit for EMEs and QSEs — required to claim preference points.
• CIDB grading of 2GB or higher.
• Valid letter of good standing from the Compensation Commissioner or COIDA certificate.
• NHBRC registration certificate.
• Current and valid public liability insurance of at least R2 000 000.
• Company profile demonstrating capacity, relevant experience, resources and capability.
• Three reference letters, purchase orders or appointment letters for building maintenance, repairs, renovations or similar projects completed in the past five years (2021–2026).

Standards: all work must comply with SANS 10400 building standards and regulations.

Subcontracting: not permitted without prior written consent; unauthorised subcontracting is a material breach.

Disqualification: bidders listed on the Register for Tender Defaulters or the List of Restricted Suppliers are automatically disqualified.

Returnable forms: SBD 1, SBD 3.1, SBD 4 and SBD 6.1 are mandatory.

Applicable law: Occupational Health and Safety Act and regulations, Construction Regulations, National Building Regulations, relevant SANS, and SAAO site safety rules, access control, area restrictions and signage.

Before work starts and for the contract duration, the contractor must submit and maintain: an up-to-date SHEQ file for SAAO review; task-specific risk assessments and method statements approved before work; emergency procedures, safe work procedures and required permits; appropriate PPE, protective clothing and fall-arrest equipment.

The contractor is responsible for the health and safety of its personnel; SAAO is not liable for loss, theft, incident, injury or fatality arising from the contractor's failure to implement health and safety standards.

All work must comply with SANS 10400 building standards and regulations.

Contract period: starts on issue of the official purchase order; valid for three years or until the contract value is exhausted.

Work is issued as-and-when-required under separate purchase orders; each quotation is priced individually before work commences.

Workmanship warranty: minimum 12 months from completion and acceptance, on company letterhead, signed and dated; defects from poor workmanship rectified at no additional cost.

Quality control: contractor is solely responsible; the Site & Safety Officer may halt substandard work; all staff must wear PPE on site.

Subcontracting: not allowed without prior written consent; unauthorised subcontracting is a material breach.

Delivery verification: an SAAO representative verifies delivery, installation or work completion; signed verification must accompany the invoice.

Governing contract: National Treasury General Conditions of Contract (GCC), available on the SAAO website.

SAAO rights: may withdraw the invitation, re-advertise or accept part of it; does not bind itself to the lowest quotation.

Three-phase evaluation: Phase 1 administrative compliance (all mandatory returnable documents); Phase 2 specification evaluation and eligibility; Phase 3 80/20 preference point system (80 points price, 20 points specific goals, 100 total). Specific goals points: B-BBEE level 1–3 = 8 points; level 4–6 = 6 points; level 7–8 = 2 points; at least 51% Black-owned = 3 points; at least 51% Black female-owned = 3 points; at least 51% Black youth-owned = 1 point; at least 51% owned by people with disabilities = 1 point; EME or QSE = 4 points. No B-BBEE proof means no preference points. Highest points score wins above R2 000 (VAT included); cheapest acceptable quotation wins below R2 000.