RFQ 26-27-59/MM: maintenance services for delareyville post office (north west)

• Objective: Appoint a service provider to conduct maintenance at Delareyville Post Office.
• Work includes: replace broken window, fix water leaks, replace water pipes/connections/tap washer, repair roof trusses (prescribed by engineer/roof specialist), replace hollow bricks, refit/replace suspended ceilings.
• Location: 43 Government Street, Delareyville, 2770.
• Urgent maintenance work.

• Issue date: 2026/08/03
• Compulsory briefing session: 2026/08/11 @ 11:00 (venue not specified in document)
• Clarification questions deadline: 2026/08/13 (submit in writing to SAPO officials)
• RFQ closing date and time: 2026/08/17 @ 11:00

• Submission email: [email protected]
• Procurement enquiries: Michael Mabena, Procurement Specialist, Tel: 012 845 2676, Email: [email protected]
• Technical enquiries: Michael Mabena (same contact as above)
• Physical address for hand delivery: South African Post Office, Supply Chain Management, Cnr. James Drive and Moreleta Street, Silverton, Pretoria (as per document)
• Clarification questions must be sent in writing to the above officials before 2026/08/13.

• Submit proposal via email to [email protected] before closing date and time (2026/08/17 @ 11:00). Late bids will not be considered.
• Alternatively, hand-deliver sealed proposals. Mark the envelope with: bidder name, description of proposal, RFQ number, closing date/time, attention person, and bidder's name/address on reverse side.
• Use official forms only (SBD1, SBD4) - do not retype. All documents must be in English.
• Complete the pricing schedule in South African Rands (ZAR). Failure to do so makes the bid non-responsive.
• Submit one original proposal in an arch lever file, loose-leaf (not bound).
• Any amendments (erasures/corrections) must be initialled.
• Include all returnable documents: completed SBD1, SBD4, Confidentiality and Non-Disclosure Agreement, Certificate of Acquaintance with bid documents, latest CSD report/MAAA number.
• Gatekeeping documents (mandatory, failure = disqualification): completed BOQ/Pricing Schedule, valid CIDB certificate (min grade 1GB) or active CRS number.
• Bid condition documents: completed and signed Annexure BC (specification confirmation), Letter of Good Standing (COIDA).
• If submitting as Consortium/JV/Partnership, submit consolidated B-BBEE certificate and proof of agreement (signed agreement).
• Bids must remain valid for 120 days from closing date. You may be asked to extend validity.
• Bidders must not canvass SAPO staff before award. All enquiries in writing to specified contact.
• Proposals received after deadline, incomplete, or non-compliant will be rejected. Minor non-compliance may be corrected at SAPO's discretion.
• All costs of preparing the bid are borne by the bidder.

SECTION 1 Section to be completed by bidder

• Evaluation phases: Phase 0 (Compulsory site visit attendance), Phase 1 (Gatekeeping), Phase 2 (Bid Conditions), Phase 3 (Commercial: Price 80 points + Specific Goals 20 points).
• Gatekeeping (mandatory, failure = disqualification):
• Pricing schedule/BOQ completed in full.
• Valid CIDB certificate (min grade 1GB) or active CRS number (verified on CIDB website).
• Bid Conditions (must submit at closing; if missing, you may be asked to resubmit during evaluation, failure = disqualification):
• Specification confirmation using Annexure BC.
• Registered on Central Supplier Database (CSD) - if CSD shows government employment, bid is disqualified.
• Letter of Good Standing (COIDA) valid at closing date.
• Completed SBD1 and SBD4 forms.
• Tax compliance verified via CSD MAAA number (7 working days allowed).
• Not on National Treasury restricted suppliers list.
• Commercial scoring (80 points): Price benchmarked against lowest quote.
• Specific Goals (20 points):
• ≥51% Black owned: 10 points (submit valid B-BBEE certificate or sworn affidavit for EME/QSE).
• ≥51% Youth owned: 5 points (same proof).
• ≥51% Women owned: 3 points (same proof).
• ≥1% owned by disabled persons: 2 points (same proof).
• If specific goal proof not submitted, you get zero points for that goal but are not disqualified.
• B-BBEE certificate must be valid (SANAS accredited or DTI for EME/QSE). Expired certificates or affidavits not accepted.
• For JV/Consortium, consolidated B-BBEE certificate required to earn points.

• Scope: Conduct maintenance at Delareyville Post Office, 43 Government Street, Delareyville, 2770.
• Work items:
• Replace broken window glass at public area (similar glass, measure on site).
• Repair roof trusses - must be prescribed by an engineer or roof specialist qualified to issue A19 and other by-law requirements. Engineer must have structural qualifications; ITC certificate must be issued after roof truss repairs.
• Replace missing hollow bricks in front of windows (match existing, Heavy PU Hollow Brick).
• Plumbing: Replace stolen copper water pipes with poly corb pipes, replace tap washer at outside tap, replace stolen outside tap with Pro Close plastic tap, repair water leak at main entrance.
• Repair metal grid of suspended ceilings and replace missing/damaged ceiling tiles (similar to existing).
• Supplier must conduct on-site assessment and hand over a functional office with applicable Certificates of Compliance (e.g., ITC certificate).
• Compliance with SANS 10-400 standards, local municipal by-laws, and regulations of local supply authority.
• Must comply with Occupational Health and Safety Act, 1993.
• Must provide regulatory compliance as per National Building Regulation (e.g., Occupational Safety File).
• Materials: first class quality, subject to approval of representative/agent, comply with SABS/SANS specifications (or international standards if no SANS), prefer South African manufacture.
• Where a specific brand is mentioned, similar product meeting specifications is acceptable.

• Engineer/Roof Specialist appointed must have structural qualifications and be qualified to issue A19 and other by-law requirements.
• ITC certificate must be issued after roof truss repairs are concluded.
• No other specific experience or personnel qualifications stated in the document.

• Only first-class quality materials to be used, subject to approval of SAPO representative/agent.
• Materials must comply with SABS/SANS specifications, or international standards where no SANS exists.
• Materials preferably of South African manufacture.
• Supplier must conduct on-site assessment and hand over functional office with applicable Certificates of Compliance (e.g., ITC certificate).
• Work must comply with SANS 10-400 standards and local by-laws.
• SAPO may carry out site inspections to verify quality of services.

• Pricing schedule/BOQ must be completed in full; incomplete = non-responsive.
• Quote rates inclusive of all labour, equipment, materials, consumables, and VAT (15%).
• Rates include dismantling, disconnecting, making good, clearing up, transporting, disposing, manufacturing, delivery, and installation costs (excluding VAT as per item 7).
• Provide detailed breakdown of sum total as per site assessment.
• Items: window glass replacement, roof repairs, hollow brick work, plumbing (replace pipes, tap washer, outside tap, repair leak), suspended ceiling repairs.
• Summary total: Total excl VAT, @15% VAT, Total incl VAT.
• Bidder warrants pricing is free of errors and omissions.

• Pricing schedule/BOQ must be completed in full; incomplete pricing = non-responsive bid.
• Quote rates inclusive of all labour, equipment, materials, consumables, and VAT (use 15% VAT).
• Rates include dismantling, disconnecting, making good, clearing up, transporting, disposing, manufacturing, delivery, and installation costs (excluding VAT as per item 7).
• Provide detailed breakdown of sum total as per site assessment.
• Payment: Contract price inclusive of VAT, payable 30 days upon statement date.
• Bid validity: 120 days from closing date. Bidders may be asked to extend validity.
• No price corrections after closing. Bidder warrants pricing is free of errors.
• SAPO may split award between multiple bidders or accept part of bid.
• No mention of bid bonds, guarantees, or financial capacity requirements in the document.

• Tax compliance: Must be tax compliant. Submit SARS TCS PIN or printed TCS certificate, or provide CSD MAAA number (verified via CSD). For consortia/JV/subcontractors, each party must submit separate TCS certificate/PIN/CSD number.
• Central Supplier Database (CSD): Must be registered. If not, register at www.csd.gov.za. If CSD indicates government employment, bid is disqualified.
• CIDB: Must be registered and in good standing, minimum grade 1GB (active status). Submit valid certificate or CRS number valid at closing date. SAPO verifies on CIDB website.
• COIDA: Must be registered and in good standing with Compensation for Occupational Injuries and Diseases Act. Submit Letter of Good Standing valid at closing date. If using consultant/agent, certificate must indicate certificate no/CF Reg no.
• B-BBEE: Submit valid B-BBEE certificate (SANAS accredited) or sworn affidavit (for EME/QSE) or DTI certificate. Expired certificates not accepted. For JV/Consortium, consolidated certificate required.
• SBD forms: Complete and submit SBD1 and SBD4.
• Restricted suppliers: Must not be on National Treasury restricted suppliers list or Register for Tender Defaulters.
• State employees: Bids from persons in service of the state, or companies with directors who are, will not be considered.
• Foreign suppliers: Must answer questionnaire regarding residency, branch, permanent establishment, income, and tax liability in RSA.
• Disclosure: Complete SBD4 - disclose any employment by organ of state, relationships with procuring institution staff, and interests in related enterprises. Failure to disclose all CSD-registered companies linked to directors leads to disqualification.
• Submit list of directors (with ID copies and CIPC certificate) and shareholders (with ID copies and share certificates) on company letterhead.

• Specific goals: ≥51% Black owned (10 pts), ≥51% Youth owned (5 pts), ≥51% Women owned (3 pts), ≥1% disabled owned (2 pts).
• Proof: Valid B-BBEE certificate (SANAS accredited) or sworn affidavit (EME/QSE) or DTI certificate. Expired not accepted.
• Trust/Consortium/JV qualifies if submits consolidated B-BBEE certificate. If not submitted, zero points for specific goals but not disqualified.
• Must submit concrete proof of JV/consortium existence (signed agreement) and clearly identify Lead Partner with power of attorney.

• Must comply with Occupational Health and Safety Act, 1993.
• Must provide Occupational Safety File as per National Building Regulation.
• Must be registered and in good standing with COIDA (submit Letter of Good Standing).
• Work must comply with local municipal by-laws and regulations of local supply authority.
• Roof repairs must be prescribed by an engineer/roof specialist with structural qualifications; ITC certificate required after repairs.

• Contract price inclusive of VAT, payable 30 days upon statement date.
• Bid validity period: 120 days from closing date. Bidders may be requested to extend validity; failure to respond may exclude bidder.
• SAPO reserves right to reject/disqualify bids that are late, incomplete, non-compliant, or contain misleading information.
• SAPO may cancel RFQ at any time, negotiate with preferred bidders, split award, or accept part of bid.
• SAPO may carry out site inspections, request audited financial statements, and correct mistakes.
• If preferred bidder fails to sign/commence, SAPO may award to next highest scoring bidder at same price.
• No canvassing of SAPO staff before award.
• Confidentiality and Non-Disclosure Agreement: Bidder must protect confidential information, not disclose to third parties, return/destroy upon request within 48 hours. Breach leads to material breach and legal action.
• Successful bidder must sign written contract form (SBD7).
• Terms and conditions per General Conditions of Contract (GCC) and any special conditions.
• Bidder bears all costs of bid preparation and negotiation.

• Bids must be delivered by stipulated time to correct address; late bids not accepted.
• All bids must be submitted on official forms (not retyped).
• Bid subject to Preferential Procurement Policy Framework Act, GCC, and special conditions.
• Successful bidder must sign SBD7 contract form.
• Tax compliance: submit TCS PIN or CSD number. Each party in consortium/JV must submit separate.
• No bids from persons in service of state or companies with such directors.
• Failure to provide/comply with particulars may render bid invalid.
• Foreign suppliers must answer questionnaire on residency, branch, permanent establishment, income, tax liability.

• Phase 0: Compulsory site visit attendance.
• Phase 1: Gatekeeping - Pricing schedule complete, CIDB certificate (min 1GB) or CRS number valid at closing.
• Phase 2: Bid Conditions - Annexure BC, CSD registration, COIDA letter, SBD1/SBD4, tax compliance, not restricted supplier.
• Phase 3: Commercial - Price 80 points (benchmark against lowest quote), Specific Goals 20 points (as per table).
• Specific goal points: Black owned 10, Youth owned 5, Women owned 3, Disabled owned 2.
• If specific goal proof not submitted, zero points for that goal but not disqualified.
• SAPO verifies CIDB certificate on website.