Maintenance of vertiv liebert dm precision air conditioners at gcis tshedimosetso house (12-Month contract)

GCIS seeks a 12-month Service Level Agreement for maintenance of Vertiv Liebert DM series precision air conditioners at Tshedimosetso House (Hatfield, Pretoria). Systems cover UPS Room, Service Server Room, AV Room, and IT Server Room. Scope includes preventative, corrective, and breakdown maintenance, as well as repair/replacement of parts and system restoration. Bidders must provide proof of Vertiv Liebert DM series accreditation (certificate/letter <12 months old) and mark-up percentage for adhoc work.

Closing date: 22 July 2026 at 11:00. No briefing session. Bidders may inspect the precision cooling system before the closing date by prior arrangement.

Technical enquiries: Matsimele Mphahlele / Livhuwani Maraga, Directorate: Security and Facilities Management, Tel: (012) 473 0439 / 012 473 0117, Email: [email protected] / [email protected]. Bidding procedure enquiries: Mpho Ramashi / Namane Mphahlele, Tel: (012) 473 0194 / 0093, Email: [email protected] / [email protected]. System inspection address: Tshedimosetso House, 1035 Cnr Francis Baard Street and Festival, Pretoria, 0001.

Submit proposals in a sealed envelope by hand or mail. Hand delivery: GCIS Head Office tender box, 1035 Tshedimosetso House, c/o Francis Baard and Festival Streets, Hatfield, for attention: The Head: Supply Chain Management. Mail: The Head: Supply Chain Management, GCIS, Private Bag X745, Pretoria, 0001. Email submissions are not accepted. Required documents: SBD 1 (Invitation to Bid), SBD 3.3 (Pricing Schedule), SBD 4 (Bidder’s Disclosure), SBD 6.1 (Preference Points Claim Form), General Conditions of Contract (GCC) signed on every page, and Checklist. Non-compliance with submission requirements may lead to disqualification.

Mandatory: 1) Valid Vertiv Liebert DM series accreditation from manufacturer (<12 months), 2) Registration on Central Suppliers Database (CSD). Failure to submit accreditation proof leads to disqualification. Preference points allocated for: women-owned enterprises (≥40% ownership, 10 points), youth-owned enterprises (≥20% ownership, 5 points), enterprises owned by people with disabilities (≥20% ownership, 5 points).

12-month Service Level Agreement for maintenance of Vertiv Liebert DM series precision air conditioners at Tshedimosetso House. Scope: Preventative maintenance, servicing, and repairs of precision cooling systems in UPS Room (2 x Emerson M3ADA units), Service Server Room (2 x Emerson S1EDA units), AV Room (2 x Emerson S1EDA units), IT Server Room (2 x Emerson MULA7 units). Work includes: Quarterly routine preventative maintenance, corrective maintenance, breakdown maintenance, repair/replacement of parts, and system restoration. Maintenance tasks: Check/restore airflow, clean/replace filters, inspect humidifier lamps/water trays, verify impeller/bearing condition, check drain systems, condensate pumps, refrigerant levels, electrical connections, and corrosion signs. Adhoc work: Provide cost estimates for additions/extensions; payment at supplier’s invoice plus mark-up (GCIS may compare quotes). Bidders must provide proof of Vertiv Liebert DM series accreditation (certificate/letter <12 months old) and mark-up percentage for adhoc work.

Service provider must ensure precision air conditioners meet operational standards. Routine maintenance includes: Quarterly checks for airflow restrictions, filter cleaning/replacement, humidifier lamp/water tray inspections, impeller/bearing condition, drain system cleaning, refrigerant level checks, electrical connection verification, and corrosion checks. Corrective/breakdown maintenance requires urgent repair/replacement to restore full functionality. Adhoc work must align with manufacturer specifications. GCIS reserves the right to verify work quality and compare adhoc quotes.

Submit SBD 3.3 Pricing Schedule with: Ceiling price for total project (VAT-inclusive), hourly/daily labour rates, callout costs (including transport), and itemized other expenses (e.g., travel, accommodation) with proof. All applicable taxes (VAT, PAYE, income tax, UIF, skills development levies) must be included. Rates must be firm for the 12-month contract period. Offer valid for 90 days from closing date. Specify if rates are adjustable (e.g., CPI-linked) and provide details if not firm.

Pricing must be VAT-inclusive and fixed for 12 months (no adjustments). Submit quarterly invoices after service delivery; payment within 30 days per GCIS policy. Pricing schedule (SBD 3.3) must include: Ceiling price for total project (all taxes included), hourly/daily labour rates, callout costs (including transport), and breakdown of other expenses (e.g., travel, accommodation) with proof. Rates must be firm for the contract period. All applicable taxes (VAT, PAYE, income tax, UIF, skills development levies) included.

Mandatory: CSD registration (provide CSD number/report; register at https://secure.csd.gov.za/ if not already registered). Tax compliance: Submit SARS TCS PIN or printed TCS certificate. For consortia/joint ventures, each party must submit separate TCS PIN/CSD number. Proof of Vertiv Liebert DM series accreditation (certificate/letter from manufacturer, <12 months old) required; non-submission disqualifies bid. Bidders must not be in service of the state or have directors/members in state service. Preference points: Submit SBD 6.1 and supporting documents (B-BBEE certificate or sworn affidavit) for: Women-owned enterprises (40%+ ownership), youth-owned enterprises (20%+ ownership), enterprises owned by people with disabilities (20%+ ownership).

Contract governed by General Conditions of Contract (GCC) and Special Conditions of Contract (SCC). Key terms: Contract duration is 12 months with fixed pricing (no adjustments). Payment within 30 days of quarterly invoices. Performance security may be required within 30 days of award. Contract may be terminated for default, insolvency, or force majeure. Supplier must indemnify GCIS against third-party claims (e.g., patent infringement). Inspections/tests may be conducted; non-compliance costs borne by supplier. Contract amendments, subcontracts, and penalties are subject to SCC. Disputes resolved per GCC clauses.

Evaluation uses a two-phase 80/20 Preference Point System. Gate 0 (Pre-qualification): Mandatory submission of Vertiv Liebert DM series accreditation proof (failure = disqualification). Gate 1: 80 points for price (lowest acceptable total price inclusive of VAT), 20 points for specific goals: 10 points for women-owned enterprises (40%+ ownership), 5 points for youth-owned (20%+ ownership), 5 points for enterprises owned by people with disabilities (20%+ ownership). Supporting documents (B-BBEE certificate or sworn affidavit) required to claim points.