Repair of two cold rooms at kei fresh produce market, mthatha (bid 455/2026)

Closing date: 06 November 2026 at 12:00

Compulsory briefing session: 26 October 2026 at 11:00, venue: Kei Fresh Produce Market, No. 32 Errol Spring Avenue, Southernwood, Mthatha, 5099

Technical enquiries:

• Contact: Mr. X. Mapatwana
• Email: [email protected]
• Telephone: 072 182 4527

SCM enquiries:

• Contact: Mr. O. Muteyi
• Email: [email protected]
• Telephone: 072 182 4602

General email: [email protected]

Submission address:

Ntinga OR Tambo Development Agency SOC Ltd Reception

Old Government Printers

No. 5 Textile Road

Southernwood, Mthatha, 5099

Submission method: sealed envelope, clearly marked with bid number and description, deposited in the Bid Box at the Ntinga OR Tambo Development Agency SOC Ltd Reception, Old Government Printers, No. 5 Textile Road, Southernwood, Mthatha, 5099.

Closing time: 12:00 on 06 November 2026.

Only original bids accepted; no copies. The Bid Offer (Part 2) and the offer part of the Contract Form (Part 3) must be signed and the bid price inserted for the bid to be valid.

Do not dismember the bid document; do not omit pages, change wording, or insert documents between pages. Initial every page.

Returnable forms (all must be completed and signed):

• Schedule 1: Resolution by Directors/Members (for companies/close corporations) authorising the bid and signatory.
• Schedule 2: Certificate of Authority for Partnerships/Consortiums/Joint Ventures, with the agreement attached.
• Schedule 3: Declaration for Procurement above R10 million (VAT included) – only if transaction value exceeds R10 million.
• Schedule 4: Preferencing Schedule – claims preference points.
• Schedule 5: Declaration of Interest – discloses any state employment or connections.
• Schedule 6: Conflict of Interest Declaration.
• Schedule 7: Declaration of Bidder's Past Supply Chain Management Practices.
• Schedule 8: Authorisation for the Deduction of Amounts Owed to the Municipality.
• Schedule 9: Guarantee/Performance Security – not applicable per special conditions.
• Schedule 10: Contract Price Adjustment & Rate of Exchange Variations – must be completed.
• Schedule 11: Occupational Health and Safety – attach COIDA proof.
• Schedule 12: Certificate of Independent Bid Determination – certifies no collusion.
• Schedule 13: NORTDA Project Labour Report.
• Schedule 14: List of other documents attached.

Disqualification risks:

• Incomplete bid document, missing information, or unsigned designated areas.
• Late bids – no late bids accepted under any circumstances.
• Outstanding municipal fees/rates over three months (unless lease agreement and affidavit from lessor provided).
• Poor past performance on municipal/state contracts in the last five years.
• Listed on the Register of Tender Violators or National Treasury's Register for Bid Defaulters.
• No CSD supplier number, no SARS Tax Pin/Tax Clearance Certificate.
• No audited financial statements if project exceeds R10 million.
• No Joint Venture/Consortium Agreement (if applicable).
• No original or certified B-BBEE certificate – results in zero preference points.

Two-stage evaluation:

Stage 1 – Functionality (100 points):

• Company Track Record & Experience (weight 30–40%, 40 points): signed, contactable reference letters on official client letterheads detailing previous cold room or freezer repair contracts. Scoring: 0 letters = 0 points; 1–2 letters = 30 points; 3 or more letters = maximum points.
• Human Resources & Technical Personnel Competence (weight 25–30%, 30 points):
• Lead Artisan/Technician: formal Trade Test Certificate in Refrigeration or as Refrigeration Mechanic – full points.
• Regulatory Gas Handling Licenses: active registration (e.g., SAQCC/SARACCA Gas Card or equivalent) – 10 points.
• Supervisory Capacity: project manager/supervisor with minimum 3–5 years in industrial mechanical engineering or HVAC-R – 10 points.
• General Labor: competent technical assistants – 10 points.
• Methodology and Work Plan (weight 20%, 20 points): project-specific method statement with step-by-step execution plan and project schedule/Gantt chart.
• Locality and Emergency Response Capability (weight 15%, 10 points): proof of 2–4 hour response time, 24/7/365, and business premises close to site.

Minimum qualifying score: 70/100 on functionality to proceed to Stage 2.

Stage 2 – Price and Specific Goals (100 points):

• 80/20 system (estimated value ≤ R50 million): Price 80 points, Specific Goals 20 points.
• 90/10 system (estimated value > R50 million): Price 90 points, Specific Goals 10 points.

Specific goals (20/10 points total):

• Women (5 points): 51% or more equity held by women – attach ID copies of directors.
• Youth (5 points): 51% or more equity held by youth – attach ID copies of directors.
• Disabled (5 points): 51% or more equity held by disabled persons – attach proof from registered doctor/physician.
• Rural (5 points): business located in village/settlement/semi-town – attach proof of residence or lease agreement.

Contract awarded to bidder scoring highest total points.

Scope: Repair and restore two cold rooms to full operational condition at Kei Fresh Produce Market in Mthatha.

Minimum specifications:

• Copper piping: supply and install all copper pipes, elbows, connectors; provide insulation to prevent condensation and energy loss.
• Fans: replace all faulty fans with compliant, energy-efficient units.
• Refrigerant: regas system using R404A refrigerant, ensuring correct charge levels.
• Electrical components: install timers, contactors, three-phase monitors, dryers; provide and install all necessary cables; correct labelling on electrical distribution board.
• Electrical board labelling: clear, durable, legible labels on all circuits and breakers; labels must reflect connected equipment and functions; use standardised terminology and numbering; labels resistant to moisture, fading, abrasion.
• Compressors: repair compressors, add suitable oil, flush system to remove contaminants.
• Performance requirements: cold rooms must maintain stable temperature of 1–5 °C; operate reliably under continuous load; energy efficiency and food-safety compliance.
• Service provider obligations: conduct compulsory site inspection before submitting bid; provide detailed repair plan with materials, methods, timelines; supply all materials, tools, labour; comply with SANS standards and food safety regulations; provide 12-month maintenance and warranty on all workmanship and materials on both units.
• Deliverables: fully operational cold rooms (1–5 °C); written report detailing repairs, materials used, commissioning results; training for staff on basic maintenance and monitoring.

Delivery period: 7 days upon receipt of appointment letter.

Bidders must submit a project-specific method statement detailing step-by-step execution: diagnosing faults, replacing components (compressors, evaporators, door seals), re-gassing, and calibrating temperature gauges. A project schedule or Gantt chart showing mobilization, repair duration (often constrained to 1 week), and completion is required. This is scored under functionality (20 points).

Bidders must demonstrate direct organisational experience in commercial or industrial refrigeration systems. Provide signed, contactable reference letters on official client letterheads detailing previous cold room or freezer repair contracts. Scoring: 0 letters = 0 points; 1–2 letters = 30 points; 3+ letters = maximum points. Key personnel: Lead Artisan/Technician with formal Trade Test Certificate in Refrigeration or as Refrigeration Mechanic; active gas handling license (SAQCC/SARACCA Gas Card or equivalent); project manager/supervisor with 3–5 years in industrial mechanical engineering or HVAC-R; competent technical assistants. Provide detailed CVs, IDs, and certified qualifications for the team.

Pricing is on a non-firm basis (MBD 3.2). Bidders must complete the price schedule, inserting total offer inclusive of VAT and all charges. Price adjustments are allowed per Schedule 10; if Schedule 10 is not completed, prices are deemed subject to zero-rated adjustment. Delivery period: 7 days upon receipt of appointment letter. Bid offer valid for 90 days from closing date.

Pricing schedule: non-firm prices (MBD 3.2). Price adjustments allowed per Schedule 10; contract price not subject to contract price adjustment unless Schedule 10 completed.

Bid offer valid for 90 days from closing date.

Payment: monthly payment cycle; no right to more frequent payments.

Guarantee/Performance Security: not applicable.

If transaction value exceeds R10 million (VAT included), bidder must complete Schedule 3 and attach audited financial statements.

CSD registration: CSD supplier number required.

Tax clearance: valid SARS Tax Pin and/or Tax Clearance Certificate required; no award without tax matters in order.

B-BBEE: original or certified B-BBEE certificate required to claim preference points; failure results in zero preference points.

COIDA: proof of registration/insurance (Letter of Good Standing from Compensation Commissioner or proof of insurance with licensed insurer) attached to Schedule 11.

NORTDA Vendor Database: bidders must be registered on the NORTDA Database of Service Providers; registration within 7 days of request.

Bargaining Council agreements: compliance required.

Joint Venture/Consortium: all parties must be registered on NORTDA Vendor Database; agreement must be submitted.

Bidders must provide proof of COIDA registration or insurance (Letter of Good Standing or proof of insurance with licensed insurer) attached to Schedule 11. The method statement must address safe isolation, repair, and testing of systems without compromising cold chain integrity. Compliance with SANS standards and food safety regulations is required.

The contract is subject to the General Conditions of Contract (GCC) and Special Conditions of Contract (SCC). SCC prevails over GCC in case of conflict. Failure to comply with standards and specifications constitutes a material breach, allowing cancellation. Guarantee/performance security is not applicable. Payment is on a monthly cycle. Contract price is not subject to adjustment unless Schedule 10 is completed. Bids remain valid for 90 days from closing date. Withdrawal of bid after closing may incur liability for additional expenses.

Bids are evaluated in two stages. Stage 1 assesses functionality (100 points) covering company track record, personnel competence, methodology, and locality/emergency response. Bidders must score at least 70 points to proceed. Stage 2 evaluates price and specific goals under the 80/20 or 90/10 preference point system. Non-responsive bids are those failing to comply with specifications, price schedule instructions, or required declarations, or where the bidder is listed on the Register for Bid Defaulters or Restricted Suppliers.