Repairs, maintenance and electrical works at hartswater post office, northern cape

The South African Post Office requires repairs and maintenance, including electrical work, at its Hartswater Post Office building in the Northern Cape. The building's electrical lights, plugs and switches are faulty, the roof leaks, ceilings need repair or replacement, and broken window glass must be replaced. The appointed service provider will restore the building to a working condition in line with the specification.

Compulsory site visit: 12 November 2026 at 11:00, 17 DF Malan Street, Hartswater.

Clarification questions deadline: 13 November 2026.

Closing date and time: 18 November 2026 at 11:00.

Bid validity: 120 days from the closing date.

Enquiries

• Contact: Desigan Pillay
• Role: Procurement Specialist, Supply Chain Management
• Email: [email protected]
• Telephone: 011 281 3328

Submission

• Email: [email protected]

Service delivery address

17 DF Malan Street

Hartswater

Northern Cape

Submission method: email to [email protected]

Deadline: 18 November 2026 at 11:00. Late proposals are not considered.

Format: all documents in English; pricing in South African Rand (ZAR); any alteration to a document must be initialled.

Returnable documents:

• SBD 1 (Invitation to Bid): bidder details and signed offer.
• SBD 4 (Bidder's Disclosure): declares any state employment or conflicts of interest; a false declaration disqualifies the bid.
• Confidentiality and Non-Disclosure Agreement: signed undertaking to keep SAPO information confidential.
• Certificate of Acquaintance with Bid Documents: confirms the bidder has read the full bid pack.
• Latest CSD report or MAAA number.
• Pricing schedule completed in full for every line item.
• CIDB certificate for grades 1GB and 1EB, or an active CRS number valid on the closing date.
• Annexure BC on the bidder's company letterhead confirming compliance with the specification and delivery requirements.
• Letter of Good Standing (COIDA) showing the bidder's COIDA registration number, valid on the closing date.
• B-BBEE certificate (SANAS accredited), DTI certificate, or sworn affidavit for specific-goal scoring; a joint venture must submit a consolidated B-BBEE certificate.

Disqualification risks:

• Missing or incomplete pricing schedule.
• No valid CIDB 1GB and 1EB proof or CRS number.
• Not registered on the CSD, or CSD records showing a government employee.
• No valid COIDA letter of good standing.
• Bid received after the closing time.
• Bid containing incorrect or misleading information.

Evaluation phases:

• Phase 0: compulsory site visit.
• Phase 1: gatekeeping (pricing schedule and CIDB 1GB and 1EB). Failure disqualifies the bid.
• Phase 2: bid conditions (Annexure BC, CSD registration, COIDA letter of good standing, SBD 1, SBD 4, tax compliance, not on the restricted suppliers list). Outstanding items may be requested after closing; failure to comply disqualifies the bid.
• Phase 3: commercial evaluation on the 80/20 preference point system.

Scoring:

• Price: 80 points, benchmarked against the lowest quotation.
• Specific goals: 20 points, allocated as follows:
• At least 51% black owned: 10 points.
• At least 51% youth owned: 5 points.
• At least 51% women owned: 3 points.
• At least 1% owned by persons with disabilities: 2 points.

Specific-goal evidence: SANAS-accredited B-BBEE certificate, DTI B-BBEE certificate, or sworn affidavit attested by a Commissioner of Oaths (EMEs and QSEs). A bidder who does not submit this evidence is not disqualified but scores zero for specific goals.

Scope of work at Hartswater Post Office, Northern Cape:

• Replace 15 fluorescent light fittings with LED fittings and tubes.
• Repair 4 existing LED light fittings and tubes.
• Refit 150 m² of loose existing ceiling to the brandering.
• Replace 250 m² of missing ceiling with gypsum ceiling board.
• Paint the new ceiling.
• Replace broken window glass (7 panes; sizes to be confirmed on site).
• Replace one damaged solid outside door with a new single solid meranti door and new 4-lever mortice lock sets.

Standards: work must comply with SANS 10-400, the Occupational Health and Safety Act, 1993, local municipal by-laws and the local supply authority's regulations.

Brands: where a specific brand is named, an equivalent product that meets the specification is acceptable.

SAPO may carry out site inspections, product evaluations or explanatory meetings before or after adjudication to verify the nature and quality of the services offered. Bidders may be asked for audited financial statements or other documentation for due diligence. The repairs must meet SANS 10-400 and applicable local by-law standards.

Pricing must be entered against every line item in South African Rand, inclusive of VAT at 15%, and must cover labour, insurance, equipment, materials and consumables. The schedule is divided into five sections:

• Electrical work: 5 LED light fitting replacements, 10 broken LED tube replacements, and repair of 4 faulty LED fittings.
• Ceiling work: refit 150 m² of ceiling to brandering and replace 250 m² with gypsum ceiling board.
• Painting: finish 1 new solid wooden door with a base coat and two clear varnish coats, and apply a base coat plus two Dulux PVA coats to 250 m² of new ceiling.
• Glazing: replace 7 panes of broken window glass with clear glass matching the existing; sizes to be confirmed on site.
• Door replacement: supply and fit 1 new single solid meranti outside door with new 4-lever mortice lock sets.

The summary must show each section total, the sub-total excluding VAT, VAT at 15%, and the total including VAT. Incomplete pricing makes the bid non-responsive, and prices may not be corrected after closing.

Pricing:

• Quote all rates in South African Rand, inclusive of VAT at 15%.
• Rates must cover all labour, insurance, equipment, materials and consumables.
• The pricing schedule must be completed in full; incomplete pricing makes the bid non-responsive.
• Prices may not be corrected after closing.

Payment: the contract price is inclusive of VAT and payable 30 days after statement date.

No bid security, performance bond or retention is stated.

CSD: registration on the National Treasury Central Supplier Database is required; a CSD report or MAAA number must be submitted. A CSD record showing a government employee disqualifies the bid.

Tax: a valid SARS tax compliance status PIN or CSD number is required. SAPO allows 7 working days from its request to confirm tax compliance.

CIDB: minimum grades 1GB and 1EB, with a valid certificate or active CRS number on the closing date.

COIDA: a valid Letter of Good Standing reflecting the bidder's COIDA registration number.

Restricted suppliers: bidders on the National Treasury list of restricted suppliers are disqualified.

B-BBEE: a SANAS-accredited certificate, DTI certificate, or sworn affidavit is required for specific-goal points; a joint venture must submit a consolidated B-BBEE certificate.

SBD 1 and SBD 4 must be completed and signed.

Directors and shareholders: submit a list on company letterhead with ID copies and the CIPC certificate.

The work must comply with the Occupational Health and Safety Act, 1993, and the bidder must provide an occupational safety file as required by the National Building Regulations. The bidder must be registered and in good standing with COIDA and submit a valid Letter of Good Standing showing its COIDA registration number.

Contract price: the amount agreed during contract negotiation, inclusive of VAT, payable 30 days after statement date.

Continuous improvement: the successful bidder must commit to a programme of continuous improvement that delivers cost efficiencies during the contract.

Contract form: the successful bidder must complete and sign SBD 7.

Validity: bids remain open for 120 days from the closing date; bidders may be asked to extend validity on the same terms.

SAPO rights: SAPO may split or part-award the bid, negotiate with preferred bidders, cancel the process at any stage, verify information through site inspections or due diligence, and award to the next highest scoring bidder if the preferred bidder does not sign or commence.

Misrepresentation: a contract awarded on incorrect information may be cancelled and the bidder referred to National Treasury for restriction for up to 10 years.

Canvassing: no bidder may approach SAPO staff directly; all enquiries must be in writing to the named official.

Confidentiality: bidders must sign a non-disclosure agreement covering all SAPO information disclosed during the process; the obligation survives termination and requires return or destruction of confidential material within 48 hours of a request.

The bid is evaluated in four phases: a compulsory site visit, gatekeeping, bid conditions, and commercial scoring. Gatekeeping requires a fully completed pricing schedule and valid CIDB 1GB and 1EB registration or an active CRS number; failure disqualifies the bid. Bid conditions cover Annexure BC, CSD registration, COIDA letter of good standing, SBD 1, SBD 4, tax compliance and the restricted suppliers list; missing items may be requested after closing, and failure to comply disqualifies the bid. Commercial scoring uses the 80/20 preference point system: 80 points for price benchmarked against the lowest quote, and 20 points for specific goals (10 for at least 51% black ownership, 5 for at least 51% youth ownership, 3 for at least 51% women ownership, and 2 for at least 1% ownership by persons with disabilities). Specific-goal points require a SANAS-accredited B-BBEE certificate, a DTI certificate, or a sworn affidavit; without it a bidder scores zero for specific goals but is not disqualified.