HVAC services, repairs and installation at all jra sites (RFQ JRA/RFQ/27/006)

Closing date: 04 September 2026, 10:00 AM.

Compulsory briefing session: 28 August 2026, 14:00, at No 1 Henry Nxumalo Street, Corner Albertina Sisulu Street, Johannesburg, 2001. Attendance is compulsory.

Compulsory Briefing Session Date: 28 August 2026, Time: 14:00, Venue: No 1 Henry Nxumalo Street, Corner Albertina Sisulu Street, Johannesburg, 2001.

SCM contact: Kurhula Masingi, Tel 011 491 5843, Email [email protected].

Technical contact: Mahlodi Ramakgapola, Tel 011 491 5749, Email [email protected].

Submission address: 75 Helen Joseph Street, Cnr Harrison Street, Johannesburg, 2001.

Submission channel: hand delivery only, to the bid box at 75 Helen Joseph Street, Cnr Harrison Street, Johannesburg, 2001. The bid box is open 7 days a week from 5am to 7pm. Bids must be deposited on or before the closing date and time; late bids are rejected.

Returnable documents (all must be completed, signed and submitted on official forms, not re-typed):

• MBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• MBD 3.1 (JRA Pricing Schedule): fully completed and signed.
• MBD 4 (Declaration of Interest): discloses any connection to persons in the service of the state.
• MBD 6.1 (Preference Points Claim): claims B-BBEE points under the PPPFA.
• MBD 6.2 (Declaration for Local Production and Content): declares local content percentage.
• MBD 7.1 / 7.2 (Contract Forms): signed by the successful bidder.
• MBD 8 (Declaration of Past SCM Practices): discloses any past abuse, fraud or contract failures.
• MBD 9 (Certificate of Independent Bid Determination): certifies no collusion or price disclosure.
• Joint Venture Agreement, if applicable, signed by all parties.
• Certified copies of key personnel qualifications.
• Tax PIN, company registration copies, CSD registration report, certified ID copies of all directors, and proof of municipal rates and taxes not in arrears for more than three months.

Disqualification risks:

• Any declaration or MBD form not completed and signed in full.
• Pricing schedule not fully completed and signed.
• Late submission, regardless of reason.
• Submission on re-typed forms instead of official forms.
• Bidder or any director blacklisted by National Treasury or any National Authority.
• Bidder in the service of the state.

The following documents must be submitted with the bid: MBD 1 (Invitation to Bid), MBD 4 (Declaration of Interest), MBD 6.1 (Preference Points Claim Form), MBD 6.2 (Declaration Certificate for Local Production and Content), MBD 7.1 (Contract Form - Purchase of Goods/Services), MBD 7.2 (Contract Form - Rendering of Services), MBD 8 (Declaration of Bidder's Past Supply Chain Management Practices), MBD 9 (Certificate of Independent Bid Determination), and any other required forms.

Preference point system: 80/20 or 90/10, to be determined by the lowest acceptable tender once received. Maximum points: Price 80, Specific Goals 20, Total 100.

Price points: calculated using the formula Ps = 80(1 - (Pt - Pmin)/Pmin) or Ps = 90(1 - (Pt - Pmin)/Pmin).

Specific goals (maximum 20 points):

• HDI: Business owned 51% or more by Black People (5 points), Black Women (2 points), Black Youth (2 points), Black People with Disability (1 point).
• Promotion of Local Economy: SMME (EME or QSE) (5 points), Enterprise located within City of Johannesburg (5 points).

B-BBEE: Failure to submit a valid B-BBEE certificate or sworn affidavit does not disqualify, but the bidder scores zero on B-BBEE points.

Evaluation stages: Bidders must meet technical specifications and comply with bid conditions, and demonstrate financial ability to execute the contract.

Scope: HVAC services, repairs and installation at all JRA sites, including servicing, maintaining, repairing, installing, replacing and installing facilities and air conditioning works. All work to relevant South African National Standards (SANS).

Service, maintenance, repairs and replacement conducted as and when required. Supply and installation as and when required.

Works schedule includes: cleaning external surfaces of motors, compressors, fans, finned heat exchangers, grilles and louvers; oiling and greasing moving parts and bearings; cleaning filters; checking refrigerant charge and leak testing flared joints; checking pipework insulation and replacing damaged sections; securing covers; gassing and oiling compressors; servicing components to maintain design performance; checking compressor vibration; re-positioning HVAC units; cleaning coils with coil cleaner; topping up gas; cleaning indoor unit air filters; cleaning coils of indoor and outdoor units; cleaning indoor barrel fan blade; testing refrigerant pressures; checking water drainpipe for obstructions; checking electrical wiring for loose connections; testing cooling and heating efficiency; cleaning indoor and outdoor outer covers; programming units for set intervals (e.g. 4-hour); high-pressure cleaning with chemicals and decontaminates.

Refrigerants: R22 and R410 gas for topping up during service and maintenance and for new installations. New HVAC units must be energy efficient and use R410 gas or the latest applicable refrigerant.

Warranty: Certificate for warranty of parts supplied and installed must be submitted for every work carried out.

Logbook: Supply a logbook, report and/or job card to record all work at each service inspection.

Re-positioning of air conditioners: charged using rates for time spent, travelling and accessories used; a separate quote may be required.

The HVAC works schedule includes: examining and cleaning external surfaces of all motors, compressors, fans, finned heat exchangers, grilles and louvers; oiling and greasing all moving parts and bearings; cleaning filters; checking refrigerant charge and leak testing all flared joints on pipework; checking pipework insulation and replacing damaged sections; securing covers; gassing and oiling compressors; servicing components within practical limits of original design; checking compressor vibration; re-positioning HVAC units; cleaning coils with coil cleaner; topping up gas; cleaning indoor unit air filters; cleaning coils of indoor and outdoor units; cleaning indoor barrel fan blade; testing refrigerant pressures; checking water drainpipe for obstructions; checking electrical wiring for loose connections; testing cooling and heating efficiency; cleaning indoor and outdoor outer covers; programming units for set intervals; high-pressure cleaning with chemicals and decontaminates. A mark-up on material cost will be paid for works outside scope, with a third-party invoice (minimum three) to certify prices. R22 and R410 gas used for topping up; new installations use R410 or latest refrigerant.

The bidder must complete and sign the JRA pricing schedule (MBD 3.1). The bid amount (VAT excluded) must be stated. A mark-up on material cost will be paid for works outside the scope, and a third-party invoice (minimum three) will be required to certify that the prices were not inflated. Brand names must be specified in Annexure G (Price Schedule document). Where deliveries are quoted ex-stock, delivery period must not exceed five working days after receipt of order.

Pricing format: Fixed fee-for-service for the scope; works outside scope are quoted separately for approval.

Mark-up on material cost: Paid for works outside scope; a third-party invoice (minimum three) is required to certify prices were not inflated.

Bid amount: State bid amount VAT excluded.

Payment terms: Payment within 30 days after receipt of invoice (per contract form).

No bond or guarantee requirements stated.

CSD registration: Mandatory. Proof of CSD registration report must be attached.

Tax compliance: Submit Tax PIN for confirmation of tax matters. If no TCS available, provide CSD number.

CIDB: Bidder must be registered with CIDB with a minimum grading of 2ME or higher.

B-BBEE: Attach certified valid B-BBEE certificate or sworn affidavit issued by DTI or SANAS. For EMEs, a letter from a registered auditor confirming turnover below R10M p.a. Failure to attach does not disqualify but loses B-BBEE points.

Company registration: Copies of company registration must be submitted.

Directors: Certified ID copies of all directors.

Municipal rates and taxes: Proof of payment of municipal account statement, not in arrears for more than three months from closing date. If renting, attach lease agreement and rental invoice. If operating from residential premises, attach sworn affidavit by commissioner of oaths.

Key personnel qualifications (attach certified copies):

• Mechanic: SAQCC Gas A2 or B6 card with minimum N4 Mechanical Engineering certificate.
• Mechanic assistant: SAQCC Gas A3 card with minimum N2 Mechanical Engineering certificate.
• Electrician: N6 in electrical engineering with electrical or millwright trade test certificate.
• Safety officer: National Diploma in Safety Management.

Joint ventures: If two or more companies form a JV, B-BBEE must be consolidated and all companies must attach all required documents plus the signed Joint Venture Agreement.

No bids from persons in the service of the state.

No bidder blacklisted by National Treasury or any National Authority due to non-performance.

Bidders are advised to attach their certified valid BBBEE certificates or sworn affidavit issued by DTI or SANAS. In case where the business is classified as Exempted Micro Enterprise (EME), a letter from the registered auditor stipulating that the business has a turnover of less than R10M p.a. No attachment of these documents will not disqualify the bidder for further evaluation but will disadvantage them from being scored on BBBEE points. In case of a joint venture, BBBEE must be consolidated and all companies in the JV must attach every document as requested above.

A safety officer with a National Diploma in Safety Management is required as key personnel. No other specific OHS requirements stated.

New HVAC units must be energy efficient and use R410 gas or the latest applicable refrigerant, which has lower global warming potential and is more environmentally friendly.

Contract forms MBD 7.1 and 7.2 must be filled in duplicate and signed by both the successful bidder and the purchaser. The contract incorporates the bidding documents, General Conditions of Contract, and any special conditions. Payment within 30 days after receipt of invoice. The bidder accepts responsibility for proper execution and fulfilment of all obligations. No collusive practices are permitted. The bidder must be duly authorised to sign the contract.

This bid is subject to the Preferential Procurement Policy Framework Act of 2000 and the Preferential Procurement Regulations, 2022, the General Conditions of Contract (GCC) and, if applicable, any other special conditions of contract. No bids will be considered from persons in the service of the state. The bidder must be registered on the National Treasury Suppliers Central Database.

Mandatory requirements: No RFQ will be considered from persons in the service of the state. All declarations and MBD forms must be completed and signed in full. JRA pricing schedule must be fully completed and signed (MBD 3.1). The bid must be deposited in the relevant bid box on or before the closing date and time. Submission of a Joint Venture Agreement, where applicable, properly signed by all parties. No bidder blacklisted by National Treasury or any National Authority due to non-performance will be considered. All RFQs must be submitted on the official forms. Key personnel must have: SAQCC Gas A2 card or B6 card for the Mechanic with a minimum N4 Mechanical Engineering certificate; SAQCC Gas A3 card for the Mechanic assistant with a minimum N2 Mechanical Engineering certificate; N6 in electrical engineering with an electrical or millwright trade test certificate; National Diploma in Safety Management for the safety officer. The bidder must be registered with CIDB with a minimum grading of 2ME or higher. Additional information required: Tax Pin, company registration copies, CSD registration report, certified ID copies of all directors, proof of municipal rates and taxes payment not in arrears for more than three months, and if applicable, lease agreements or sworn affidavits. Bidders must be registered on the National Treasury Suppliers Central Database.

The applicable preference point system for this tender is the 80/20 or 90/10 preference point system. Points for this tender shall be awarded for Price and Specific Goals. The maximum points for this tender are allocated as follows: Price 80, Specific Goals 20, Total 100. Points for price are calculated using the formula Ps = 80(1 - (Pt - Pmin)/Pmin) or Ps = 90(1 - (Pt - Pmin)/Pmin). Points for specific goals are allocated based on the table provided, including goals for Historically Disadvantaged Individuals (HDI) and Promotion of Local Economy.