Architectural services for hoopstad magistrate's office repairs and renovations

Closing date: 06 November 2026 at 11:00.

Tender clarification meeting: not held on site; attendance not compulsory. Date: 06 November 2026, starting time 11:00. Location: N/A, Venue: N/A.

Tender validity period: 84 calendar days from date of tender closure.

A tender clarification meeting will not be held on site for this tender and attendance is not compulsory. Particulars: Location N/A, Venue N/A, Date 06 November 2026, Starting time 11:00.

However, T2.2.1 item 12 states that the Site Clarification Meeting is compulsory.

Enquiries:

• Contact: Mr Ditaba Matsela
• Role: Departmental Project Manager
• Email: [email protected]
• Telephone: 051 408 7362
• Cell: 079 316 2935
• Fax: Not applicable

Physical address:

Department of Public Works and Infrastructure

18 President Brand Street

Bloemfontein

Postal address:

Private Bag X20605

Bloemfontein, 9301

Website: www.publicworks.gov.za

Submission method: hand delivery, postal system or facsimile as determined by the departmental project manager. Telephonic, facsimile, electronic and late quotations will not be accepted.

Closing time: 11:00 on 06 November 2026.

Submission address:

Department of Public Works & Infrastructure

18 President Brand Street

Bloemfontein

Postal address:

Private Bag X20605

Bloemfontein, 9301

Envelope marking (on the back): entity name, contact address and telephone number; in the top left corner: "Quotation no.: PSB26/016", "WCS no.: 055824", "Quotation for Architectural Services".

Each page of the tender document must be initialled by the authorised signatory.

Returnable documents (all must be completed, signed and submitted):

• C1.1 Form of Offer and Acceptance: signed offer cover page.
• DPW-09 (PSB) Particulars of Tenderer's Projects: details of current and completed projects.
• Activity Schedule for Value Based Fees (C2.2.2) or Time Based Fees (C2.2.3), as applicable.
• Proof of acceptable Professional Indemnity insurance per C1.2.3.
• Proof of valid professional registration, qualifications, CVs and related documentation for registered principals and key personnel.
• DPW-21 (PSB) Record of Addenda to tender documents, if any.
• DPW-16.1 (PSB) Tender Clarification Meeting Certificate signed by the authorised official and completion of the bid briefing attendance register.
• Proof of an individual registered with SACAP as Professional Architect.
• PA-15.1, PA-15.2 or PA-15.3: resolution authorising a dedicated signatory.
• PA-11 Bidder's Disclosure: discloses whether any director or shareholder is employed by the state or connected to anyone at the procuring institution.
• PA-16.1 (PSB) Ownership Particulars: details of all partners, proprietors, members and shareholders.
• PA-40 Declaration of Designated Groups: lists owners and their designated group status.
• Proof of registration on National Treasury's Central Supplier Database (CSD), with the Supplier Registration Number on the Form of Offer, including proposed sub-consultants.
• PA-16 Preference Points Claim Form (for specific goals).
• Valid original or certified copy of B-BBEE Certificate / Sworn Affidavit / DTI Certificate.
• Data provided by the Service Provider (C1.2.3) fully completed.

Disqualification risks:

• Any returnable document omitted or not fully completed and signed.
• Use of correction fluid.
• Failure to provide further clarification or documentation within 7 calendar days of request.
• Failure to complete DPW-09 (PSB) form.
• Quotations received after the closing time, regardless of reason.

Evaluation method: Method 2 — Financial Offer and Preference.

Functionality: not applicable to this tender (minimum functionality score 0).

Risk assessment: tender offers are judged by an evaluation panel on technical and commercial risk, each criterion carrying equal weight; unacceptable risk on any single criterion disqualifies the tender as a whole.

Technical risk criteria:

1. Experience on comparable projects during the past five years.
2. Contractual commitment and quality of performance on comparable projects during the past five years.
3. Suitably qualified and appropriately experienced human resources (organogram, CVs, certified IDs, proof of professional registration, workload/capacity).
4. Proof of Professional Indemnity insurance as specified in Contract Data clause 5.4.1.
5. Attendance of the compulsory bid clarification meeting, if applicable.

Commercial risk: financial viability over the contract period, including rates tendered, bank rating, financial capability and capacity, legal action exposure, management accounts/audited financial reports, and guarantees/financial statements.

Comprehensive information must be provided on form DPW-09 (PSB); failure to complete it renders the tender non-responsive.

The Employer may request clarification or invite named Key Persons to interview.

Preference points for specific goals (out of 20) apply. For transactions above R2 000 up to R1 million: EME/QSE at least 51% owned by black people (10 points); located in the Free State Province / specific local municipality or district (2 points); at least 51% owned by black women (4 points); at least 51% owned by black people with disability (2 points); at least 51% owned by black youth (2 points). For transactions above R1 million up to R50 million the same goals apply to an EME, QSE or any entity at least 51% owned by the relevant designated group, with the same point allocations.

Supporting documentation to validate claims: SANAS-accredited B-BBEE Certificate or Sworn Affidavit; official municipal rates statement, account/statement, Permission to Occupy (PTO) or lease agreement in the bidder's name; medical certificate, SASSA registration or NCPPDSA registration for permanent disability; ID copy for youth claims.

A trust, consortium or joint venture must submit a consolidated B-BBEE certificate issued by a SANAS-accredited service provider.

Where tender offers contain errors, omissions and/or rate imbalances, the Employer notifies the tenderer and requests acceptance of the corrected total within a stipulated time; if the tenderer does not accept the corrected offer or consensus cannot be reached, the tender is classified as non-responsive and removed from contention.

Scope: Professional architectural services for the repairs and renovations of the Hoopstad Magistrate's Office.

Project: Hoopstad Magistrate Office — Repairs and Renovations of the Magistrate Office.

WCS no.: 055824

Reference no.: 14/1/4/1/18/6725/26/5/C1-055824

Services are to be rendered by a person registered in terms of section 19(2) of the Architectural Profession Act, 2000.

The scope of services is described in C3 Scope of Services, with site information in C4 Site Information.

Annexure A: 2023 National Department of Public Works & Infrastructure — Scope of Architectural Services and Tariff of Fees.

The procurement document is compiled under the single volume approach as contained in table 5 of the CIDB's Standard for Uniformity in Construction Procurement. The tenderer must complete all returnable documents and schedules and return the tender bound as it was received.

Experience on comparable projects during the past five years is a technical risk criterion. Comparable projects are assessed on size (monetary value or other parameters), nature (building, engineering, high/low rise), locality, complexity, similar client department, time scales and stage of development.

The tenderer must provide names and contact particulars of present and previous employers for reference checks; the Employer may contact references not mentioned.

Key personnel: The schedule of Key Persons (C1.2.3, clause 7.1.2) must list all registered professional architects. The company organogram with CVs and certified IDs of all principals and employed workforce, as well as proof of professional registration, will be verified. Current and future workload in relation to capacity and capability will be considered.

Quality of performance on comparable projects during the past five years is assessed as a technical risk criterion, including time management, quality of detailed designs, extent of variations due to shortcomings in original designs, compliance with regulations, and conformance to specification and quality compliance.

The tenderer must provide access for inspections to its offices as required by the Employer.

Pricing is submitted on the Activity Schedule for Value Based Fees (C2.2.2) or Time Based Fees (C2.2.3), as applicable. Pricing assumptions are set out in C2.1. The Employer will notify the tenderer of any errors, omissions or rate imbalances and request acceptance of the corrected total; failure to accept renders the tender non-responsive.

Pricing format: Activity Schedule for Value Based Fees (C2.2.2) or Time Based Fees (C2.2.3), as applicable.

Pricing assumptions are set out in C2.1 Pricing Assumptions.

Professional Indemnity insurance: acceptable level as specified in Contract Data clause 5.4.1; unconfirmed insurance renders the quotation unacceptable.

Financial viability is assessed as a commercial risk criterion, including rates tendered, bank rating, financial capability and capacity, legal action exposure, management accounts/audited financial reports, and guarantees/financial statements.

No bid security or guarantee is specified in the document.

Eligibility: The bidder must be an architectural business undertaking under the full-time supervision of a registered professional architect(s) in terms of the Architectural Professions Act, 2000, owning the majority shares or voting power, or a multidisciplinary professional practice whose architectural division is under the full-time direct supervision of a registered professional architect.

Professional registration: Copies of current professional registration certificates with registration numbers for all registered principals must be included. All registered architects must be listed in C1.2.3 Key Persons. The Employer may verify registration with the relevant council; failure of any listed person to be currently registered renders the tender non-responsive.

CSD registration: Proof of registration on National Treasury's Central Supplier Database (CSD) is required, with the Supplier Registration Number on the Form of Offer, including proposed sub-consultants.

B-BBEE: A valid original or certified copy of a B-BBEE Certificate / Sworn Affidavit / DTI Certificate must be submitted at closure for claiming points. A trust, consortium or joint venture must submit a consolidated B-BBEE certificate from a SANAS-accredited provider.

Legal entity documentation: Depending on the legal status, submit CK1, CM1, shareholding certificates, auditor's statement, Memorandum of Incorporation, ID copies, or Trust Deed as required by PA-16.1 (PSB) Ownership Particulars.

Vetting: On request, fingerprints from SAPS and other vetting documentation; on request, a fully completed security clearance application form with supporting documentation.

Preference points for specific goals (out of 20) apply. For transactions above R2 000 up to R1 million: EME/QSE at least 51% owned by black people (10 points); located in the Free State Province / specific local municipality or district (2 points); at least 51% owned by black women (4 points); at least 51% owned by black people with disability (2 points); at least 51% owned by black youth (2 points). For transactions above R1 million up to R50 million the same goals apply to an EME, QSE or any entity at least 51% owned by the relevant designated group, with the same point allocations.

Supporting documentation to validate claims: SANAS-accredited B-BBEE Certificate or Sworn Affidavit; official municipal rates statement, account/statement, Permission to Occupy (PTO) or lease agreement in the bidder's name; medical certificate, SASSA registration or NCPPDSA registration for permanent disability; ID copy for youth claims.

A trust, consortium or joint venture must submit a consolidated B-BBEE certificate issued by a SANAS-accredited service provider.

'Black people' means Africans, Coloureds and Indians who are citizens of the Republic by birth or descent, or who became citizens by naturalisation before 27 April 1994 or on/after that date having been entitled to do so (B-BBEE Act).

No specific health and safety requirements are stated in the document beyond compliance with relevant regulations as part of quality of performance assessment.

Contract terms are governed by the Standard Conditions of Tender as contained in Annexure C of the CIDB Standard for Uniformity in Engineering and Construction Works Contracts (Government Notice No. 423, Government Gazette August 2019). The Tender Data takes precedence over the Standard Conditions in case of ambiguity.

The Employer is the Government of the Republic of South Africa in its Department of Public Works & Infrastructure.

The tender validity period is 84 calendar days from date of tender closure.

The Employer will provide one paper copy of the signed contract.

The tenderer must provide access for inspections to its offices as required by the Employer.

Joint venture or consortium: The enterprise accepts joint and several liability with the parties listed for the due fulfilment of the obligations of the joint venture deriving from the contract.

Quotations will only be regarded as responsive if: (1) the bidder is an architectural business undertaking under the full-time supervision of a registered professional architect(s) in terms of the Architectural Professions Act, 2000, owning the majority shares or voting power, or a multidisciplinary professional practice whose architectural division is under the full-time direct supervision of a registered professional architect; (2) copies of certificates or other documentation proving current professional registration with the relevant council, including registration numbers, of all registered principals are included as returnable documentation; (3) the same information is provided for all service providers tendering in consortium or joint venture; (4) all registered professional architects are listed under Key Persons (C1.2.3, clause 7.1.2); (5) all Returnable Documents listed in T2.1 and T2.2 are included. The Employer may verify current professional registration with the relevant council; failure of any listed person to be currently registered renders the tender non-responsive and excluded from further consideration.

Functionality assessment: not applicable to this tender (minimum functionality score 0); where applied, tenderers are scored 1–5 against weighted criteria totalling 100 points, and failure to meet the minimum score disqualifies the tenderer. Risk assessment: tender offers are judged by an evaluation panel on technical and commercial risk, each criterion carrying equal weight; unacceptable risk on any single criterion disqualifies the tender as a whole. Technical risk criteria: (1) experience on comparable projects during the past five years; (2) contractual commitment and quality of performance on comparable projects during the past five years; (3) suitably qualified and appropriately experienced human resources (organogram, CVs, certified IDs, proof of professional registration, workload/capacity); (4) proof of professional indemnity insurance as specified in Contract Data clause 5.4.1; (5) attendance of the compulsory bid clarification meeting, if applicable. Commercial risk: financial viability over the contract period, including rates tendered, bank rating, financial capability and capacity, legal action exposure, management accounts/audited financial reports, and guarantees/financial statements. Comprehensive information must be provided on form DPW-09 (PSB); failure to complete it renders the tender non-responsive. The Employer may request clarification or invite named Key Persons to interview. Evaluation of responsive tenders follows Method 2: Financial Offer and Preference. Where tender offers contain errors, omissions and/or rate imbalances, the Employer notifies the tenderer and requests acceptance of the corrected total within a stipulated time; if the tenderer does not accept the corrected offer or consensus cannot be reached, the tender is classified as non-responsive and removed from contention.