Professional mechanical engineering services for the repair and refurbishment of botshabelo magistrate's office, free state

Advertising date: 5 November 2026.

Closing date and time: 19 November 2026 at 11:00.

Tender validity: 84 days from the closing date.

Clarification meeting: none will be held; attendance is not compulsory (venue, date and time N/A). Note: returnable schedule item 12 lists a compulsory site clarification meeting, which conflicts with clause C.2.7.

Document collection: working days, 07:30-12:45 and 13:30-15:30, at 18 President Brand Street, Bloemfontein.

Quotation opening: immediately or as soon as possible after 11:00 on 19 November 2026, Ground Floor Tender Box, 18 President Brand Street, Bloemfontein.

Project manager / SCM enquiries

• Name: Mr. Ditaba Matsela
• Role: Departmental project manager (employer's authorised representative)
• Email: [email protected]
• Telephone: 051 408 7362
• Cell: 079 316 2935
• Fax: not applicable

Submission / delivery address

• Department of Public Works & Infrastructure
• 18 President Brand Street
• Bloemfontein
• Free State

Postal address

• Private Bag X20605
• Bloemfontein
• 9301

Websites: www.publicworks.gov.za ; www.etenders.gov.za

Submission method and channel

• Submit a single original hard-copy offer; the two-envelope procedure is not followed.
• Initial every page of the tender document with the authorised signatory's signature, per the board resolution (PA15.1, PA15.2 or PA15.3).
• Deliver to: Department of Public Works & Infrastructure, 18 President Brand Street, Bloemfontein (or post to Private Bag X20605, Bloemfontein, 9301).
• Mark the back of the envelope with the entity's name, contact address and telephone number; mark the top left corner with "Quotation no. PSB26/001", "WCS no 056884" and "Quotation for MECHANICAL Engineering Services".
• Closing: 19 November 2026 at 11:00. Telephonic, facsimile, electronic and late quotations are not accepted.
• Documents are a free download from www.etenders.gov.za or may be collected weekdays 07:30-12:45 and 13:30-15:30 at 18 President Brand Street, Bloemfontein; deposit is R0.00.

Returnable forms (each must be completed, signed and submitted)

• C1.1 Form of Offer and Acceptance: signed offer covering the bid.
• DPW-09 (PSB): particulars of the tenderer's current and previous projects.
• C2.2.2 Activity Schedule for Value Based Fees or C2.2.3 Activity Schedule for Time Based Fees, whichever applies under C2.1.1.1.
• Proof of professional indemnity insurance as required by C1.2.3.
• Proof of ECSA registration, qualifications and CVs for registered principals and key personnel.
• DPW-21 (PSB): record of addenda to the tender documents, if any.
• DPW-16.1 (PSB): tender clarification meeting certificate, if applicable.
• PA-15.1 / PA-15.2 / PA-15.3: resolution authorising the person(s) who sign.
• PA-11: bidder's disclosure.
• PA-16.1 (PSB): ownership particulars.
• PA-40: declaration of designated groups.
• PA-16: preference points claim form (Preferential Procurement Regulations 2022).
• CSD registration proof, with the supplier registration number inserted on the form of offer (including sub-consultants).
• C1.2.3 Data provided by the Service Provider: fully completed.
• Legal-status documents (CK1, CM1, share certificates, memorandum of incorporation, IDs or trust deed) according to entity type.

Disqualification risks

• Late, telephonic, facsimile or electronic quotations.
• Omitted or unsigned returnable documents or schedules.
• Use of correction fluid.
• A registered principal who is not currently registered with ECSA.
• Missing risk-assessment information, key-personnel CVs or professional-indemnity cover.
• Failure to complete PA-16.1 (PSB) ownership particulars.

Evaluation method

• Method 2: Financial Offer and Preference (price and preference).
• Functionality is not applicable; minimum functionality score is 0.
• A risk assessment is applied instead; an unacceptable risk on any single criterion disqualifies the tender.

Risk criteria (each assessed individually by the Bid Evaluation Committee; missing information makes the tender unacceptable)

• Criterion 1: experience on comparable projects during the past five years.
• Criterion 2: contractual commitment and quality of performance on comparable projects during the past five years.
• Criterion 3: suitably qualified and appropriately experienced human resources (Key Persons, organogram, CVs, certified IDs, professional registration; current and future workload considered).
• Criterion 4: proof of professional indemnity insurance at the level in Contract Data clause 5.4.1.
• Criterion 5: attendance of a compulsory clarification meeting - not applicable; no meeting is held (C.2.7).
• Commercial risk: financial viability (tendered rates, bank rating, financial resources, current or impending litigation, audited liquidity, parent-company or investor guarantees).

Specific goals / preference points

• Values above R2 000 up to R1 million, and above R1 million up to R50 million: 20 points total. Above R50 million: 10 points total.
• EME or QSE at least 51% black-owned: 10 points (20-point band) or 4 points (10-point band) - mandatory; SANAS-accredited BBBEE certificate or sworn affidavit.
• Located in the Free State local municipality, district, metro or province area: 2 points - mandatory; municipal rates statement, account, permission-to-occupy or lease agreement in the bidder's name.
• EME or QSE at least 51% black women-owned: 4 points (20-point band) or 2 points (10-point band) - mandatory; SANAS-accredited BBBEE certificate or sworn affidavit.
• EME or QSE at least 51% black people with disability: 2 points - mandatory; BBBEE certificate or affidavit plus a medical certificate, SASSA registration or NCPPDSA registration confirming permanent disability.
• EME or QSE at least 51% black youth: 2 points - mandatory; ID copy and BBBEE certificate or sworn affidavit.
• Above R50 million, the youth goal is one of two options (black people or youth), not both.
• A trust, consortium or joint venture must submit a consolidated BBBEE certificate from a SANAS-accredited provider.

Other

• Tender validity: 84 days from the closing date.
• Quotations are opened immediately or as soon as possible after 11:00 on 19 November 2026 at the Ground Floor Tender Box, 18 President Brand Street, Bloemfontein.

Scope of work

• Professional mechanical engineering services for the repairs and refurbishment of Botshabelo Magistrate's Office, Botshabelo, Free State.
• Quotation no. PSB26/001; WCS no. 056884; reference 14/2/1/4/18/6768/056884.
• Procured from service providers nominated from the department's professional service supplier register.
• Pricing is by Activity Schedule for Value Based Fees (C2.2.2) or Activity Schedule for Time Based Fees (C2.2.3), whichever applies under C2.1.1.1.
• Reference tariff: 2023 National DPWI Scope of Engineering Services and Tariff of Fees for persons registered under the Engineering Profession Act, 2000 (Annexure A).
• Detailed scope (C3, pages 69-78) and site information (C4) are not reproduced in the extracted text.

Who may apply (mandatory eligibility)

• A mechanical engineering business under full-time supervision of a registered professional mechanical engineer or registered professional mechanical engineering technologist registered with ECSA under the Engineering Profession Act, 2000; or
• A multidisciplinary professional practice whose mechanical engineering division is under full-time direct supervision of a registered professional mechanical engineer or technologist.
• Copies of current ECSA registration certificates, with registration numbers, for all registered principals must accompany the tender.
• All registered principals must be listed in C1.2.3 clause 7.1.2 Key Persons.
• For consortia and joint ventures, the same registration information is required for every member.
• The employer verifies registration; an unregistered principal makes the tender unacceptable and excludes it from consideration.

Document approach

• Single-volume approach adopted per the CIDB Standard for Uniformity in Construction Procurement.
• The tender document comprises T1 (quotation procedures), T2 (returnable documents), C1 (agreement and contract data), C2 (pricing data), C3 (scope of services) and C4 (site information) as one volume.
• All returnable documents and schedules must be completed and the tender returned bound as received.

Human resources and experience

• Criterion 1: experience on comparable projects during the past five years, assessed on project size, nature, locality, complexity, client type and time scale.
• Criterion 3: suitably qualified and appropriately experienced human resources, including principals and staff.
• Submit the company organogram with CVs and certified IDs of all principals and employed staff, plus proof of professional registration.
• Current and future workload is considered against capacity and capability.
• All registered principals must be listed in C1.2.3 clause 7.1.2 Key Persons.
• Missing CVs or registration information makes the tender unacceptable.
• DPW-09 (PSB) particulars of the tenderer's projects (current and completed in the last five years) must be submitted.

Quality-related assessment

• Criterion 2 assesses quality of performance on comparable projects over the past five years, including quality of detailed designs, extent of variations, compliance with regulations, and conformance to specification and quality compliance.
• No separate quality-management system certification (for example ISO) is stated in the document.

Pricing

• Activity Schedule for Value Based Fees (C2.2.2) or Activity Schedule for Time Based Fees (C2.2.3), whichever applies under C2.1.1.1.
• Each page initialled by the authorised signatory.
• Tender validity: 84 days from the closing date.

Insurance and financial capacity

• Professional indemnity insurance at the level specified in Contract Data clause 5.4.1 (C1.2.3); proof is required and unconfirmed cover makes the tender unacceptable.
• Commercial risk assessment covers financial viability: tendered rates, bank rating, financial resources, current or impending litigation, audited liquidity, and parent-company or investor guarantees.
• No bid security, performance guarantee, retention percentage or payment terms are stated in the document.

Document cost

• Tender documents are a free download; the non-refundable collection deposit is R0.00.

Mandatory registrations and certificates

• CSD: proof of registration on the National Treasury Central Supplier Database; insert the supplier registration number on the form of offer, including proposed sub-consultants.
• ECSA: registered professional mechanical engineer or professional engineering technologist supervising the business full time; certificates with registration numbers for all registered principals.
• CIPC / legal status: founding statement (CK1), certificate of incorporation (CM1), share certificates, memorandum of incorporation, identity documents or trust deed, according to entity type.
• B-BBEE: SANAS-accredited BBBEE certificate or sworn affidavit where applicable, to claim specific-goal points; a trust, consortium or joint venture submits a consolidated certificate from a SANAS-accredited provider.
• Professional indemnity insurance: proof as required by Contract Data clause 5.4.1.
• CIDB grading: not stated (professional services tender).
• Tax clearance: not stated in the document.

Returnable forms (one line each)

• PA-15.1 / PA-15.2 / PA-15.3: resolution authorising the signatory.
• PA-11: bidder's disclosure.
• PA-16: preference points claim form (Preferential Procurement Regulations 2022).
• PA-16.1 (PSB): ownership particulars - failure to complete may disqualify the tender.
• PA-40: declaration of designated groups.
• DPW-09 (PSB): particulars of the tenderer's projects.
• DPW-16.1 (PSB): tender clarification meeting certificate, if applicable.
• DPW-21 (PSB): record of addenda, if any.
• C1.1: form of offer and acceptance (signed).
• C1.2.3: data provided by the service provider (fully completed).
• C2.2.2 or C2.2.3: activity schedule (value-based or time-based fees).

Vetting (on request)

• Fingerprints from the SAPS and a security clearance application form may be requested; a security clearance may be required for the project.

Contract documents

• C1.1 Form of Offer and Acceptance and C1.2 Contract Data; single-volume contract approach.
• Tender validity: 84 days from the closing date.

Insurance and access

• Professional indemnity insurance at the level in Contract Data clause 5.4.1; unconfirmed cover makes the tender unacceptable.
• The tenderer must provide access for inspections of its offices as required by the employer.

Contract administration

• The employer supplies one signed copy of the contract.
• Tender errors, omissions or rate imbalances are corrected per C.3.9.4; refusal to accept the corrected offer makes the tender non-responsive.
• A security clearance may be required for the project; the employer provides the application form.
• Consortium or joint-venture members accept joint and several liability for the contract obligations.

Evaluation method

• Method 2: Financial Offer and Preference (price and preference).
• Functionality is not applicable; minimum functionality score is 0.
• Risk assessment is applied instead; an unacceptable risk on any single criterion disqualifies the tender.

Risk assessment mechanics

• The Bid Evaluation Committee evaluates each risk criterion individually.
• The employer may request clarification, additional documentation or an interview of the named key persons.
• Responses must be provided within the stipulated time or the tender is non-responsive.

Specific goals documentation

• Values above R2 000 up to R1 million and above R1 million up to R50 million: 20 points total; above R50 million: 10 points total.
• Mandatory goals: black ownership (51%+), location in the Free State area, black women ownership (51%+), black people with disability (51%+), black youth (51%+).
• Evidence: SANAS-accredited BBBEE certificate or sworn affidavit; municipal rates statement, account, PTO or lease agreement in the bidder's name; medical certificate, SASSA or NCPPDSA registration for disability; ID copy for youth.
• A trust, consortium or joint venture submits a consolidated BBBEE certificate from a SANAS-accredited provider.
• PA-16 preference points claim form and PA-16.1 (PSB) ownership particulars must be completed.

Clarification meeting

• Clause C.2.7: no clarification meeting will be held; attendance is not compulsory (venue, date and time N/A).