Supply and installation of air-conditioners – roads agency limpopo tender in limpopo

Closing date: 02 November 2026 at 11:00

Compulsory briefing session: 23 October 2026 at 11:00, at Roads Agency Limpopo, RAL Towers, 26 Rabe Street, Polokwane, 0700. Arrivals more than 15 minutes late not admitted. Attendance mandatory; for consortia/JV, at least one member must attend. Bidders must bring their own bid documents.

Clarification deadline: 27 October 2026 at 15:00, in writing to [email protected]. Replies within two working days. Telephonic requests not accepted.

Compulsory briefing session: 23 October 2026 at 11:00, at Roads Agency Limpopo, RAL Towers, 26 Rabe Street, Polokwane, 0700. Arrivals more than 15 minutes late not admitted. Bidders must bring their own bid documents. Attendance mandatory for individuals or representatives; for consortia/JV, at least one member must attend. Bids from those not meeting attendance requirements will not be considered. Clarifications preferably requested at briefing.

Bidding procedure enquiries:

• Contact: Dinala Matsobane
• Email: [email protected]
• Telephone: 015 284 4600
• Fax: 015 291 2433

Technical enquiries:

• Contact: Lekalakala SA
• Email: [email protected]
• Telephone: 015 284 4600
• Fax: 015 291 2433

Submission address:

Roads Agency Limpopo

RAL Towers

26 Rabe Street

Polokwane, 0700

Submission method: deposit one original bid into the tender box at Roads Agency Limpopo, RAL Towers, 26 Rabe Street, Polokwane, 0700, or post to Private Bag X9554, Polokwane, 0700. No faxed or emailed bids accepted.

Envelope must be sealed and marked with bid number RAL/2026/AIR-CONDITIONERS/RFB002, closing date and time (02 November 2026 @ 11:00), and bidder name and address.

Bids must be submitted on official forms (not re-typed). Late bids are not considered; the tender box closes at exactly 11:00 (Telkom time).

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

• SBD 1 (Invitation to Bid): cover page with bidder details and signature.
• SBD 3.1 (Pricing Schedule): firm prices for all items, including labour.
• SBD 4 (Bidder's Disclosure): declares any state employment or connections; false or incomplete disclosure disqualifies.
• SBD 6.1 (Preference Points Claim Form): claims specific goals points under the 80/20 system.
• Special Conditions of Contract: signed acceptance.
• Proof of authority to sign (letter or board resolution).
• Proof of technician registration with SARACCA.
• Valid COIDA certificate.
• Proof of CSD registration.
• JV or partnership agreement, if applicable.

Disqualification risks: missing or unsigned mandatory forms, late submission, failure to attend compulsory briefing, incomplete pricing schedule.

Evaluation stages: compliance (administrative and mandatory), then functionality, then price and specific goals.

Functionality score (out of 100):

• Company experience (max 40): based on number of reference letters for relevant air-conditioner installation projects (0 projects=0, 1=5, 2-3=20, 4-5=30, >5=40). References must be on client letterheads, signed by authorised representative.
• Technician qualifications (max 20): any AC/refrigeration course registered with ACRA=5, Grade 12/N3 Mechanical + Trade Test=10, N6 + Trade Test=20.
• Technician experience in past 10 years (max 35): <2 years=0, 2-3=15, >3-5=25, >5=35.
• Company membership (max 5): SARACCA registration.

Minimum qualifying score: 70/100 for functionality. Bids below this are eliminated.

Price and specific goals: 80/20 preference point system. Price max 80 points, specific goals max 20 points. Highest total points recommended for award.

Supply and install 72 new air-conditioning units at Roads Agency Limpopo offices.

Units required:

• Cassette Split 12 000 BTU: 13
• Cassette Split 18 000 BTU: 12
• Cassette Split 24 000 BTU: 6
• Cassette Split 30 000 BTU: 3
• Mid Wall Split 12 000 BTU: 13
• Mid Wall Split 18 000 BTU: 25

Brands: LG, Samsung or equivalent.

Scope of work:

• Uninstall, remove and decommission 9 existing indoor units and 34 existing outdoor units; dispose of them per legislation and environmental requirements.
• Provide all tools, equipment, materials and cleaning equipment (e.g. vacuum cleaner) at no extra cost.
• Connect new units to existing electronic time switch in distribution board.
• Insulate copper refrigerant piping with Armaflex or equivalent per SANS 10173.
• Supply and install 550 mm cantilever brackets for outdoor units where required.
• Supply and install weatherproof isolator boxes and switches for each unit.
• Supply and install 75 mm × 75 mm PVC and steel trunking for routing pipes and cables.
• Installations by qualified personnel, compliant with SA legislation, OHS and SANS standards.
• Test and commission all units.
• Keep work areas clean and safe; clear all packaging, waste and debris.
• Hand over fully operational, clean and safe installation.

Company experience: number of years of proven applicable experience in installing air-conditioners in commercial/industrial sector, evidenced by reference letters on client letterheads, signed by authorised representative.

Technician: CV, certified ID, and originally certified qualifications must be attached. Qualifications and experience in past 10 years scored as per functionality criteria.

All installations must comply with applicable SANS standards and SA legislation.

Units must be tested and commissioned to verify correct and efficient operation.

Work areas must be kept clean and safe; final handover in fully operational, clean and safe condition.

Complete SBD 3.1 pricing schedule with firm prices for each item: Cassette Split 12,000 BTU (13), 18,000 BTU (12), 24,000 BTU (6), 30,000 BTU (3); Mid Wall Split 12,000 BTU (13), 18,000 BTU (25). Prices must include labour for installation and uninstallation. Offer valid for 120 days from closing date. Show totals excluding VAT, VAT @15%, and including VAT.

Pricing: firm prices only (no exchange-rate variations). Complete SBD 3.1 pricing schedule with a rate/price for every item. Prices must include labour for installation and uninstallation. Offer valid for 120 days from closing date.

All-inclusive price: includes all costs, disbursements, labour, materials, equipment, tools, transportation, delivery, installation, testing, commissioning, removal, disposal, cleaning.

VAT: prices inclusive of VAT where applicable; schedule shows total excluding VAT, VAT @15%, total including VAT.

Payment: RAL pays per contract deliverables; contractor invoices with supporting documents; original tax invoice required; payment by bank transfer within 30 days of acceptable invoice; only South African bank accounts.

No additional costs unless approved in writing by RAL.

Administrative requirements:

• CSD registration (proof required).
• SBD 6.1 Preference Points Claim Form (completed and signed).
• Special Conditions of Contract (completed and signed).

Mandatory requirements:

• Compulsory site inspection (signed register).
• SBD 1 Invitation to Bid (completed and signed).
• SBD 3.1 Pricing Schedule (completed).
• SBD 4 Bidder's Disclosure (completed and signed).
• Proof of JV or partnership agreement, if applicable.
• Proof of authority to sign (letter/board resolution).
• Proof of technician registration with SARACCA.
• Valid COIDA certificate.

Tax compliance: submit SARS TCS PIN or CSD number; each party in consortium/JV must submit separate TCS/CSD.

B-BBEE: specific goals points claimed via SBD 6.1; no B-BBEE level threshold stated, but points for ownership (black, women, youth, disability) and rural/township business.

All installations by appropriately qualified and competent personnel, compliant with occupational health and safety requirements and relevant SANS standards.

Valid COIDA certificate required as mandatory proof.

Removed air-conditioning units must be safely removed and disposed of in accordance with applicable legislation and environmental requirements.

Payment terms: RAL pays fees per contract deliverables; contractor invoices with supporting documents; original tax invoice required; payment by bank transfer within 30 days of acceptable invoice; only South African bank accounts. Contractor responsible for own tax obligations.

General Conditions of Contract (GCC) must be accepted; downloadable from Treasury website.

Contract concluded only when written and signed by RAL CEO.

RAL may negotiate with bidders; negotiation does not constitute award.

RAL not obliged to accept lowest or any bid.

RAL may postpone or cancel procurement at its discretion before contract conclusion.

Contractor must report any inability to deliver within delivery period immediately.

Contractor warrants ability to conclude agreement; must not compete with RAL obligations.

On termination, contractor must hand over all documentation without retention.

Amendments to contract must be in writing and signed by both parties.

Bidders must state any deviations; silence implies compliance. RAL not liable for bid preparation costs. RAL may postpone or cancel procurement. RAL may negotiate with bidders; negotiation does not constitute award. RAL not obliged to accept lowest or any bid. Contract concluded only when written and signed by CEO. RAL may contract with one or more bidders. Bidders informed of bid status. RAL may reject bids for corruption/fraud; may disregard bids from bidders who abused SCM, committed fraud, or failed previous contracts. GCC must be accepted. Additional information may be requested; replies within 5 working days. Confidentiality of bid information. Copyright of documentation belongs to client. Non-compliance with delivery terms must be reported immediately. Contractor warrants ability to conclude agreement; must not compete with RAL obligations. Waiver of breach not prejudice remedies. On termination, contractor must hand over documentation without retention. Bids must be concise, in plain English, and structured as prescribed.

Administrative requirements: CSD registration proof, SBD 6.1 completed and signed, Special Conditions completed and signed.

Mandatory requirements: compulsory site inspection (signed register), SBD 1, SBD 3.1, SBD 4, JV/partnership agreement if applicable, proof of authority to sign, SARACCA technician registration, valid COIDA certificate.

Functionality scoring (100 points): company experience (max 40), technician qualifications (max 20), technician experience (max 35), SARACCA membership (max 5). Minimum 70/100 to pass. Then 80/20 preference point system: price max 80, specific goals max 20. Highest total points recommended for award.