12-Month air conditioning maintenance contract for all land bank branches (northern & southern regions)

12-month contract for servicing all Land Bank branch air conditioning (A/C) units across Northern and Southern regions. Each branch requires 1 minor and 1 major service per year.

Closing date: 01 July 2026. Closing time: 14:00. Issue date: 27 June 2026.

SCM Contact Person: Yolanda Dladla. Email: [email protected]. Organization: Land and Agricultural Development Bank of South Africa. Postal Address: P O Box 375, Pretoria, 0001. Physical Address: First Floor, Block A, Lakefield Office Park, 272 West Avenue (Corner of Lenchen Avenue and West Avenue), De Hoewes, Centurion. Web: www.landbank.co.za.

Submit bids via email to [email protected] by the closing date and time. Late submissions will not be accepted. Bids must be submitted on the official forms provided (not re-typed) or as prescribed in the bid document. Mandatory returnable documents include: completed pricing schedule, proof of good standing with SARS (verified via CSD or SARS e-filing PIN), proof of registration on the National Treasury Central Supplier Database (CSD), fully completed and signed SBD 4 (Disclosure Form), and fully completed SBD 6.1 (Preference Points Claim Form). Failure to submit any mandatory document may disqualify the bid. Land Bank reserves the right to request outstanding essential documents during evaluation, which must be provided within 5 working days.

Scope: 12-month contract to service all Land Bank branch air conditioning (A/C) units. Each branch requires 1 minor and 1 major service per year. Services include: cleaning indoor and outdoor coils, checking refrigerant levels, servicing filters (wash or change), cleaning and testing drain lines, checking all electrical connections, testing amp draws on all motors, checking starting capabilities, checking and adjusting thermostats, checking all bearings, assessing overall system condition, and addressing corrosion with a per-unit report. Applies to Northern and Southern regions. Unit types vary by branch (e.g., Mid Wall Split, Console, Cassette, Under Ceiling, Hide Away).

Bidders must complete Annexure I (SBD 6.1) in full, including all B-BBEE and sub-contracting information. Evaluation follows the Preferential Procurement Policy Framework Act (PPPFA) 2022 regulations. Either 80/20 or 90/10 preference point system may apply; this tender uses 80/20. Bidders must indicate how they claim points for each preference goal in SBD 6.1 and attach a B-BBEE certificate or sworn affidavit.

Service quality requirements: Cleaning of indoor and outdoor coils, checking refrigerant levels, servicing filters (wash or change), cleaning and testing drain lines, checking all electrical connections, testing amp draws on motors, verifying starting capabilities, checking and adjusting thermostats, inspecting bearings, assessing overall system condition, and addressing corrosion. A per-unit report must be provided after each service.

Pricing must be submitted per branch-specific schedules (e.g., Bethlehem, Ermelo, Kroonstad, etc.). Each schedule lists service categories (e.g., Mid Wall Split, Console, Cassette units) with quantities and unit costs. All rates must be inclusive of labour, materials, and transport. Prices must exclude VAT, with VAT shown separately. Pricing must remain firm for 12 months and be valid for 120 days. Bidders must document all assumptions, exclusions, and estimates. No price adjustments will be permitted.

Pricing must be submitted per the provided pricing schedules for each branch, with unit costs and total prices excluding VAT. VAT must be shown separately. All rates must be inclusive of labour, materials, and transport. Prices must remain firm for the contract duration (12 months) and be valid for 120 days. No price adjustments will be entertained; the pricing document must cover all costs. Bidders must clearly document all pricing assumptions, excluded costs, and estimated costs. Payment terms and bonds/guarantees are not explicitly detailed in the document.

Mandatory compliance: Tax Compliance Status (TCS) PIN issued by SARS (apply via e-filing at www.sars.gov.za) or CSD registration number if no TCS PIN is available. Proof of registration on the National Treasury Central Supplier Database (CSD) at https://secure.csd.gov.za. Completed Vendor Accreditation Form. Cancelled cheque or stamped bank letter. Fully completed, signed, and commissioned SBD 4 (Disclosure Form) and SBD 6.1 (Preference Points Claim Form). Valid B-BBEE certificate from a SANAS-accredited agency or sworn affidavit. Certified copies of ID documents for shareholders/directors. Foreign suppliers must disclose residency, branch, or permanent establishment status in South Africa. Persons in the service of the state, or companies with directors/members in state service, are disqualified. No bids will be considered from entities listed on the Register of Tender Defaulters or with a history of fraud/corruption.

Contract duration: 12 months. Successful bidder must sign a written contract form (SBD7). Contract is subject to the Preferential Procurement Policy Framework Act, 2000, and General Conditions of Contract (GCC). Land Bank reserves the right to amend terms of reference. Confidentiality agreement required to protect Land Bank data. Contract may be terminated for non-performance, fraud, or breach. Land Bank may conduct due diligence on the preferred bidder, including financial analysis, legal history, and reputational risk assessment. Protection of Personal Information Act (POPIA) compliance required for all submitted information.

Two-stage evaluation: Stage 1 checks mandatory compliance (e.g., completed pricing schedule, tax compliance, CSD registration, SBD 4, SBD 6.1). Non-compliance disqualifies the bid. Stage 2 evaluates Price (80 points) and Specific Goals (20 points) using the 80/20 preference point system. Price points formula: Ps = 80(1 - (Pt - Pmin)/Pmin). Specific goals: 10 points for ≥51% black ownership, 10 points for ≥51% black women ownership. Valid B-BBEE certificate or affidavit required to claim points.