Once-off reception revamp at NLC northwest and northern cape provincial offices (mahikeng and kimberley)

Enquiries

• Email: [email protected]
• Email: [email protected]

Bidding procedure contact

• Name: Ms Maureen Senyatsi
• Telephone: 012 432 1470
• Email: [email protected]

Supply chain management / technical contact

• Telephone: 012 432 1300
• Email: [email protected]

Employer's representatives

• Name: Maureen Senyatsi
• Telephone: 012 432 1470
• Email: [email protected]
• Name: Simon Fete
• Telephone: 012 432 1515
• Email: [email protected]
• All bid-related communication must be directed to the enquiry addresses above.

Submission

• Method: e-tender portal
• Portal: https://www.etenders.gov.za/

Service delivery

• NLC Northwest Provincial Office, Mahikeng
• NLC Northern Cape Provincial Office, Kimberley

Submission method

• Electronic submission only, via the e-tender portal: https://www.etenders.gov.za/
• Only responses submitted through the e-tender portal will be considered.
• Telephonic, telegraphic, telex, facsimile and emailed bids will not be accepted.
• Closing: 03 December 2026 at 11:00 (SAST). Late bids are not accepted.
• Bids must be submitted on the official forms provided and must not be retyped.
• Mark the contents clearly on the submission.
• Tenders are not opened immediately after the closing time.
• Tender offer validity: 12 weeks (84 calendar days) from the closing date.

Returnable documents (complete, sign and submit all)

• SBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• Form of Offer and Acceptance (C1.1): fully completed and signed, stating the total price inclusive of VAT in words and figures.
• Priced Bills of Quantities / Pricing Schedule.
• SBD 6.1 (Preference Points Claim): claims points for the stated specific goals under the 80/20 system.
• SBD 4 (Declaration of Interest): discloses state employment and relationships with the procuring institution.
• SCM Consent Form: POPIA consent for processing the bidder's personal information.
• Proof of CIDB registration showing category, grading (2GB or higher) and CRS number.
• Recent CSD report showing tax compliant status.
• Tax pin certificate or printed tax compliance certificate.
• B-BBEE certificate or sworn affidavit.
• Declaration of current projects (compulsory to answer; an unanswered question or incomplete table forfeits points).
• Proof of valid COIDA / letter of good standing from the Compensation Commissioner.
• Five reference letters or detailed, signed completion certificates from clients for work within the past five years, with contactable references.
• Compulsory briefing attendance certificate (verified on Microsoft Teams).
• Two-page CV for an architect or architectural technologist, with certified qualifications and SACAP registration.
• Joint venture documents, if applicable: signed JV agreement or MoU, authorisation for the representative to sign for all members, company registration and statutory documents, and consolidated B-BBEE certificate or affidavit.

Disqualification risks

• Non-attendance of the compulsory briefing session.
• Failure to submit or complete the mandatory returnable items.
• Late submission.
• Altering or adding to the tender documents without the employer's instruction; all signatories must initial any permitted alteration.
• Alternative tender offers are not permitted.
• Appearing on the National Treasury's list of restricted suppliers or the Register for Tender Defaulters.
• Bidders in the service of the state, or with directors, trustees, shareholders, members or partners in state service.
• False declarations in SBD 4 or SBD 6.1.

Evaluation stages

1. Stage 1 — compliance with the mandatory requirements in Part T1.1; failure to submit, complete or comply leads to automatic disqualification.
2. Stage 2 — reference letters for similar projects (the evaluation stages specify three; the returnable documents list requires five).
3. Stage 3 — price.
4. Stage 4 — preference points and specific goals.

Scoring (Method 2: financial offer and preference)

• Total evaluation points: TEV = NFO + NP.
• Price: maximum 80 points, using Ps = 80 × (1 − (Pt − Pmin) / Pmin), where Pmin is the lowest comparative bid price.
• Preference points: maximum 20 points.
• Preference point system: 80/20 (estimated value at or below R50 million).
• No minimum qualifying score is stated.

Specific goals (20 points)

• Black ownership: 100% = 8 points; 51%–99% = 4 points; below 51% = 0.
• Women ownership: 100% = 4 points; 30%–99% = 2 points; below 30% = 0.
• Youth ownership: 100% = 4 points; 30%–99% = 2 points; below 30% = 0.
• Disability ownership: 20% or more = 4 points; more than 10% but less than 20% = 2 points; less than 10% = 0.
• Points for specific goals are not awarded if the required proof or documentation is not submitted with the bid.

Other evaluation notes

• A two-stage system will not be followed.
• Award is made only to contractors with a valid tax clearance, active CIDB grading and compliance with all legislative requirements, verified by SCM.
• The employer may cancel the tender before award.
• Verbal information given during the briefing or site visits is not binding; only written information issued by the employer amends the tender documents.

Scope

• Once-off reception revamp at the National Lotteries Commission's Northwest and Northern Cape provincial offices, located in Mahikeng and Kimberley.
• Project category: building repairs and refurbishment.
• Detailed scope, specifications and quantities are set out in the Bills of Quantities and scope of work (Parts C2.2 and C3.2).

Capacity requirements

• An architect or architectural technologist must be provided: two-page CV, certified copies of qualifications and SACAP registration.
• The contractor must declare the status of its key staff and administrative compliance; if key staff change, CVs and qualifications of similarly competent replacement staff must be submitted to the NLC.

Contract

• Duration: 1 month, effective from appointment, SLA signature or as directed by the NLC.
• Alternative tender offers are not permitted.

Pricing

• Priced Bills of Quantities / pricing schedule must be submitted.
• The Form of Offer must state the total price inclusive of VAT in words and figures.
• Price carries a maximum of 80 evaluation points; the price formula uses A = 80 because the estimated value of the works including VAT is at or below R50,000,000.

Securities and guarantees

• Within two weeks of receiving the completed agreement, the contractor must contact the employer's agent to arrange delivery of any securities, bonds, guarantees, proof of insurance and other documentation required by the contract. Failure to do so is a repudiation of the agreement.
• No bid security amount is stated.

Other financial terms

• The employer does not compensate bidders for tender preparation or testing costs.
• If the 12-week validity period lapses before evaluation, the contractor may review its price based on the Consumer Price Index.
• Payment terms are not stated.

Eligibility

• CIDB registration in contractor grading designation 2GB or higher is mandatory; proof of registration must show the category, grading and CRS number.
• Joint ventures: every member must be CIDB registered; the lead partner must hold 2GB or higher (or not lower than one level below the required grading with the required recognition status); the combined grading must meet the requirement.
• Bidders must not appear on the National Treasury's list of restricted suppliers or the Register for Tender Defaulters.
• Bids from persons in the service of the state, or from companies or close corporations whose directors or members are in state service, will not be considered.

Tax and registration

• Valid tax compliance: SARS tax compliance status PIN, printed TCS certificate, or CSD number where no PIN is available.
• Recent CSD report showing tax compliant status.
• In consortia, joint ventures or sub-contracting arrangements, each party must submit its own tax compliance certificate, PIN or CSD number.

B-BBEE and transformation

• B-BBEE certificate or sworn affidavit is required to claim preference points.
• Preference points are claimed under the 80/20 system for black ownership, women ownership, youth ownership and ownership by persons with disabilities; supporting proof must accompany the bid.

Statutory and professional

• Proof of valid COIDA and a letter of good standing from the Compensation Commissioner.
• SACAP registration and certified qualifications for the architect or architectural technologist.
• Company registration and statutory documents, plus a company resolution or other proof of authority for the signatory.
• The successful bidder must complete and sign the written contract form (SBD 7).

Returnable forms (one line each)

• SBD 1: bidder identification and contact details, signed as the offer cover page.
• SBD 4: declaration of interest, disclosing state employment and relationships with the institution.
• SBD 6.1: preference points claim for the stated specific goals.
• SCM Consent Form: POPIA consent for processing personal information.