Supply, maintenance and repairs to fire station doors and door motors (24 roller doors across 3 stations, 36-month contract)

Bid documents available from: 27 August 2026. Compulsory briefing session: 10 September 2026 at 10:00, Legal Services Boardroom, Lister Clarence Building, 221 Murchison Street, Ladysmith (attendance mandatory – failure invalidates bid). Closing date and time: 30 September 2026 at 11:00. Bid opening: same date and time, Room 206, Lister Clarence Building, 221 Murchison Street, Ladysmith. Bid validity period: 120 days from closing date. Objection/appeal period: 14 calendar days after award notification (Section 62, Municipal Systems Act). Service Level Agreement negotiation period: 14 calendar days from letter of acceptance.

SCM / Technical enquiries: Mr BJ Strydom, Department of Public Safety and Emergency Services, Alfred Duma Local Municipality. Telephone: 036 637 2231 (also listed as 036 6311777). Email: [email protected]. Postal address: PO Box 29, Ladysmith, 3370. Physical submission address: Bid box, Public Entrance Door, Ground Floor, Lister Clarence Building, 221 Murchison Street, Ladysmith.

Submission method: sealed bids deposited in the bid box at the Public Entrance Door, Ground Floor, Lister Clarence Building, 221 Murchison Street, Ladysmith. Bids must be clearly marked with the contract number (PS 08/2026) and description, and include the bidder's details. No fax or email submissions accepted. Only the original municipal bid document may be used; it must be returned fully completed and signed. All pages and annexures must be initialled or signed where required. Corrections must be crossed out in ink and countersigned; correction fluid is not permitted. Bid validity period: 120 days from closing date. Mandatory returnable documents: completed and signed municipal bid document; MBD 2 (Tax Clearance Certificate); MBD 4 (Declaration of Interest); MBD 6.1 (Preference Points Claim); MBD 7.2 (Contract Form – Purchase of Goods/Services); MBD 8 (Declaration of Past Supply Chain Practices); MBD 9 (Certificate of Independent Bid Determination); Particulars of Bidder; Enquiry Contact Details; Pricing Schedule; Checklist; up-to-date Municipal Rates, Service Charges and Water Statements for the company's location; CSD Report; B-BBEE Certificate or Sworn Affidavit; Joint Venture Agreement (if applicable) naming the authorised signatory; three years' audited financial statements; certification of no outstanding municipal debts; PSIRA Certificate (security installation); PSIRA Certificate (training in installation and repairs of door motors); COC (Certificate of Compliance for electrical installation); proof of similar work in municipality or private sector (appointment letters/orders and reference letters). Disqualification risks: late submission; missing or unsigned returnable forms; failure to attend compulsory briefing; bids not on the original municipal document; prices including VAT; use of correction fluid; failure to provide proof of qualifications and reference letters; municipal rates/taxes in arrears; tax matters not in order with SARS.

Two-stage evaluation. Stage 1 – Functionality (minimum 80% required to proceed): 1) Relevant experience in municipality or private sector – 40 points (10 points per project, appointment letters/orders and reference letters required). 2) PSIRA registration as security installer – 20 points (certification required). 3) PSIRA accreditation for training in installation and repairs of gate/door motors – 20 points (certification required). 4) Electrical competency – COC (Certificate of Compliance for electrical installation) registered with Department of Labour/ECB – 20 points. Total functionality score: 100 points. Stage 2 – Price and Specific Goals (80/20 preference point system): Price – 80 points; Specific Goals – 20 points split as Race/HDI Ownership (5 points, verified via CSD and B-BBEE scorecard) and RDP Goals/Locality (15 points, bidder must prove location within Alfred Duma Local Municipality). Mandatory documents for eligibility: PSIRA Certificate (security installation), PSIRA Certificate (training in installation and repairs of door motors), COC (Certificate of Compliance for electrical installation). Compulsory briefing session attendance required. CSD registration mandatory. Tax clearance (SARS) required. Municipal rates and taxes must not be in arrears. Performance security of 10% of contract value required within 30 days of award.

Scope: Supply, maintenance and repairs to fire station appliance bay roller doors and door motors for Alfred Duma Local Municipality Fire Section. Three fire stations: Ladysmith (16 doors), Ezakheni (4 doors), Ekuvukeni (4 doors) – total 24 roller doors. Doors: aluminium and glass panel construction, estimated weight 750 kg each. Each door operated by a roller door motor with alternative chain mechanism for manual operation. Each door fitted with two tension springs and shafts, two guide rails with end stoppers. Existing motors: Marantec (shaft-driven) and Centurion (chain-driven); replacement motors must be equivalent/similar. Electrical supply: some motors on 2-phase, some on 3-phase. Required services: 1) Alignment of roller doors – preventative measure including spring tensioning, shaft alignment, door spacing in guide rails, free running in rails, alignment with motor. 2) Roller door motor servicing and alignment with doors. 3) Repairs and maintenance to roller doors. Contract duration: 36 months. All goods/equipment/installation must be completed/supplied within 30 days of receipt of official order. Service Level Agreement to be finalised within 14 calendar days of acceptance letter. Performance evaluated monthly. Progress meetings monthly/fortnightly.

Methodology not explicitly detailed. Scope implies: alignment of roller doors (spring tensioning, shaft alignment, rail spacing, free running, motor alignment); servicing and alignment of existing Marantec (shaft-driven) and Centurion (chain-driven) motors; repairs and maintenance to 24 roller doors across three fire stations. Replacement motors must be equivalent/similar to existing. Work must be completed within 30 days of order. Service Level Agreement will define performance timeframes. Monthly/fortnightly progress meetings. Demonstrations/inspections may be required at municipality's request within municipal boundaries at bidder's cost.

Functionality evaluation requires: 1) Proven experience in similar work in municipality or private sector – 40 points (10 points per project, supported by appointment letters/orders and reference letters). 2) PSIRA registration as security installer – 20 points (certification required). 3) PSIRA accreditation for training in installation and repairs of gate/door motors – 20 points (certification required). 4) Electrical competency – COC (Certificate of Compliance for electrical installation) registered with Department of Labour/ECB – 20 points. Minimum 80% functionality score required to proceed to price evaluation. Comprehensive company profile with founding documents and detailed exposition of previous work required. Three years' audited financial statements required.

Inspections and tests: pre-bidding testing at bidder's expense. Municipality may inspect supplier's premises at reasonable hours during contract. If inspections required by contract, municipality arranges and pays if goods/services comply; supplier pays if non-compliant. Non-compliant goods/services may be rejected. Post-delivery inspection: rejected goods held at supplier's cost and risk; supplier must remove and replace promptly at own cost. Failure to replace allows municipality to procure substitutes at supplier's expense. Standards: goods/services must conform to specifications and standards in bidding documents. Warranty: 12 months after delivery/acceptance or 18 months after shipment, whichever earlier (per GCC). Supplier must repair/replace defects within specified period at no cost to municipality. Performance evaluated monthly. Service Level Agreement will capture performance timeframes. Progress meetings monthly/fortnightly.

Pricing Schedule (Section 9 of bid document) to be completed on the original municipal form. Prices must be fixed for the project, exclude VAT (VAT shown separately), and include all costs: material procurement, construction/fabrication, design, disbursements, geotechnical and survey if applicable. Payment: monthly invoices by 15th, paid within 30 days. Performance security: 10% of contract value. Price adjustments only per authorised variations or bid validity extension. Variation orders up to 15% of contract value; unit price reductions negotiable for measurable quantities with no escalation. No pricing schedule details (rates, line items, bill of quantities) provided in extracted text.

Pricing: fixed amount for the project, excluding VAT (VAT to be indicated separately). Prices must not include VAT in the bid document. Payment terms: within 30 days of receipt of invoice; invoices to be submitted by the 15th of each month. Performance security: 10% of contract value, fixed amount, required within 30 calendar days of award and valid for contract duration; must be approved by the municipality (bank guarantee, irrevocable letter of credit, or cashier's/certified cheque). Bid validity: 120 days. Three years' audited financial statements required. Bidder must certify no outstanding debts to any municipality or service provider. No contract awarded if municipal rates/taxes/services in arrears or tax matters not in order with SARS. Price adjustments only as authorised or for bid validity extension. Variation orders: changes up to 15% of original contract value may be instructed; unit price reductions may be negotiated for measurable quantities with no price escalation.

Mandatory registrations and certifications: Central Supplier Database (CSD) registration; valid SARS tax clearance / tax compliance status PIN; B-BBEE Certificate or Sworn Affidavit (for 20 specific goal points); PSIRA Certificate – Security Installation; PSIRA Certificate – Training in Installation and Repairs of Door Motors; Certificate of Compliance (COC) for Electrical Installation (registered with Department of Labour/ECB). Mandatory returnable forms (MBD series): MBD 2 (Tax Clearance); MBD 4 (Declaration of Interest); MBD 6.1 (Preference Points Claim); MBD 7.2 (Contract Form – Purchase of Goods/Services); MBD 8 (Declaration of Past Supply Chain Practices); MBD 9 (Certificate of Independent Bid Determination); Particulars of Bidder; Enquiry Contact Details. Additional mandatory documents: up-to-date Municipal Rates, Service Charges and Water Statements; Joint Venture Agreement (if applicable) naming authorised signatory; three years' audited financial statements; certification of no outstanding municipal debts; proof of similar experience (appointment letters/orders and reference letters); comprehensive company profile including founding documents. Local content: bidder must prove location within Alfred Duma Local Municipality for 15 RDP goal points. Ownership verification via CSD and B-BBEE scorecard for 5 HDI points. Performance security of 10% required within 30 days of award. Compulsory briefing session attendance. No bid accepted by fax or email. Only original municipal bid document accepted.

No specific occupational health and safety requirements detailed beyond general contract provisions. The department is Public Safety and Emergency Services. General Conditions of Contract require supplier to comply with applicable laws. Electrical work requires COC (Certificate of Compliance) registered with Department of Labour/ECB, implying compliance with electrical safety regulations. PSIRA registration and training certifications imply adherence to private security industry safety standards. No explicit safety plan, HSE file, or OHS Act compliance requirements stated in the extracted text.

Contract duration: 36 months. Delivery/completion: all goods, equipment and installation within 30 days of official order. Service Level Agreement (SLA) to be negotiated and finalised within 14 calendar days of acceptance letter; if no consensus, municipality may cancel acceptance or extend negotiations. Performance security: 10% of contract value, fixed amount, required within 30 calendar days of award, valid for contract duration, approved by municipality (bank guarantee, irrevocable letter of credit, or cashier's/certified cheque). Payment: within 30 days of invoice receipt; invoices due by 15th of each month. Price: fixed for project, VAT shown separately. Bid validity: 120 days. Variation orders: changes up to 15% of contract value permitted; unit price reductions negotiable for measurable quantities with no escalation. Penalties: per General Conditions of Contract (prime interest rate per day of delay). Termination for default: failure to deliver/perform, breach of obligations, corrupt/fraudulent practices. Force majeure: supplier not liable for delays due to events beyond control; must notify municipality promptly. Dispute resolution: mutual consultation (30 days), then mediation, then South African courts. Governing law: South African law. Language: English. Insurance: goods fully insured in freely convertible currency. Performance evaluated monthly. Progress meetings monthly/fortnightly. Objection/appeal period: 14 days after award (Section 62, Municipal Systems Act). Special conditions supersede all other conditions. Bidder must submit comprehensive company profile and founding documents. No cession of bid or contract without written permission. Subcontracts must be notified in writing; does not relieve supplier liability. Intellectual property from developed documentation vests in municipality. Anti-dumping/countervailing duties: supplier bears risk. Prohibition of restrictive practices per Competition Act.

Two-stage evaluation. Stage 1 – Functionality (minimum 80% to proceed): 1) Relevant experience (municipality/private sector) – 40 points (10 per project, appointment letters/orders + reference letters). 2) PSIRA registration as security installer – 20 points. 3) PSIRA accreditation for door/gate motor installation/repair training – 20 points. 4) Electrical competency (COC registered with Dept Labour/ECB) – 20 points. Total 100 points. Stage 2 – Price and Specific Goals (80/20): Price – 80 points; Specific Goals – 20 points (HDI Ownership 5 points via CSD/B-BBEE scorecard; Locality/RDP 15 points via proof of location in Alfred Duma). Mandatory documents: PSIRA (security), PSIRA (motor training), COC (electrical). Compulsory briefing attendance. CSD registration. Tax clearance. Municipal accounts current. Three years' audited financials. No outstanding municipal debts. Performance security 10%.