Servicing and maintenance of fire suppression and air-conditioning systems at the national heritage council (nhc)

Closing date: 27 October 2026 at 11:00

Public viewing session: Not applicable

Enquiries:

• Department: Supply Chain Management: Acquisition Management
• Email: [email protected]
• Telephone: +27 12 748-3910

Submission email: [email protected]

NHC address:

National Heritage Council

2nd floor, Building 3, 221 Summit Place Office Park

Menlyn, Pretoria

Submission method: email

Submission email: [email protected]

Closing time: 27 October 2026 at 11:00

Returnable documents (all must be completed, signed and submitted):

• SBD 4 (Declaration of Interest): discloses whether any director or shareholder is employed by an organ of state, has a relationship with anyone at the NHC, or has interests in other CSD-registered companies. Failure to disclose all active CSD-registered companies linked to directors leads to disqualification.
• SBD 6.1 (Preference Points Claim): claims points for specific goals under the 80/20 system; supporting proof must accompany the claim.
• POPIA Supplier Notice and Consent Form: signed by an authorised representative, consenting to processing of personal information.
• NHC Supplier Code of Conduct: signed acceptance of ethical obligations.
• Supplier Evaluation Checklist: completed; failure to complete may render the quotation non-responsive.
• Quotation on company letterhead, including contact details, quote number, and signed.
• Tax Status PIN code.

Disqualification risks:

• Quotations received after the closing date and time, or sent to the wrong email address.
• Late or incomplete submissions.
• Bidders listed on the Register for Tender Defaulters or the List of Restricted Suppliers.

Evaluation is done in three phases. The award goes to the supplier scoring the highest points under the 80/20 preference point system.

Points allocation:

• Price: 80 points
• Specific goals: 20 points
• Total: 100 points

Specific goals and points (80/20 system):

• Promotion of black-owned enterprises: 8 points (100% = 8, 75%-99% = 6, 60%-74% = 4, 51%-59% = 2, 1%-50% = 1, non-compliant = 0)
• Promotion of women-owned enterprises: 4 points (51%-99% = 4, 1%-50% = 2)
• Promotion of youth-owned enterprises: 2 points
• Promotion of SMMEs: 2 points
• Promotion of local enterprises/rural enterprises/cooperatives: 2 points
• Promotion of people with disabilities: 2 points

Failure to submit proof for specific goals means those points are not claimed. The NHC may require substantiation of any claim.

Scope: Servicing and maintenance of fire suppression and air-conditioning systems at the National Heritage Council (NHC).

Fire suppression systems (x2):

• Comprehensive inspection, testing, and maintenance of detection sensors, control panels, piping, and cylinder pressure.
• Issuance of a certificate of service/compliance upon completion.

Air-conditioning units (x3):

• Deep cleaning of filters and evaporator/condenser coils across all server room air-conditioning units.
• Clearing of the "CF" error notification and performance diagnostic testing.
• Checking refrigerant levels, electrical connections, and general operating condition.

Background:

• The NHC has two server rooms containing critical IT infrastructure.
• The fire suppression system was last serviced on 09 May 2025 and is overdue.
• One air-conditioning unit has displayed a "CF" (Clean Filter) notification, indicating filters require cleaning and the system needs inspection and servicing.

Outcomes:

• Fully serviced, tested, and certified fire suppression systems in compliance with relevant safety standards.
• Fully serviced, cleaned, and operational air-conditioning units across both server rooms.
• Issuance of a formal service report and compliance certificate upon completion.

Project plan:

• If the project runs over the specified period, suppliers must include an estimated detailed project plan with timeframes, objectives and achievable milestones.

Experience and qualifications:

• The service provider must possess relevant certified qualifications and experience in servicing fire suppression and precision cooling systems.
• No specific number of years or reference projects stated.

Evaluation of services:

• Services will be continuously evaluated during the contract period based on delivery and quality (goods/services delivered within agreed timeframe and meeting contractual requirements), compliance with terms and conditions, and communication and reporting (regular transparent communication and submission of all required reports and documentation on time).

Pricing schedule:

• Quotations must be fully itemised, reflecting costs for labour, parts/consumables, and call-out fees.
• Prices must be firm for the duration of the project and inclusive of all applicable taxes (VAT).
• No hidden costs or unapproved variations will be entertained.
• Prices quoted in South African Rand, inclusive of VAT and all associated costs.
• Quotation prices must be valid for 60 days from the closing date.

Pricing:

• Prices quoted in South African Rand, inclusive of VAT and all associated costs (delivery, insurance, taxes).
• Fixed price RFQ; no price adjustment or amendment after closure.
• Quotations not costed for the entire scope and period will not be considered.
• Quotation prices must be valid for 60 days from the closing date.

Payment:

• NHC shall pay within 30 days after receipt of an invoice.
• Invoices must be submitted to [email protected] in the format prescribed by SARS.

Other:

• No bid security or guarantee requirements stated.
• No financial capacity or turnover thresholds stated.

Mandatory requirements:

• Certified qualifications and experience in servicing fire suppression and precision cooling systems.
• Registration on the Central Supplier Database (CSD); supplier database (MAAA) number must be furnished.
• Valid Tax Compliance Status and Tax Compliance Status PIN submitted with the bid.
• Compliance with tax obligations.

Forms and declarations:

• SBD 4 (Declaration of Interest): discloses employment by an organ of state, relationships with NHC employees, and interests in other CSD-registered companies; false declarations disqualify.
• SBD 6.1 (Preference Points Claim): claims B-BBEE/specific goal points; proof required.
• POPIA Supplier Notice and Consent Form.
• NHC Supplier Code of Conduct.
• Supplier Evaluation Checklist.

Legislation compliance:

• Section 195 and Section 217 of the Constitution.
• Public Finance Management Act, 1999 (PFMA).
• Treasury Regulations.
• Public Procurement Regulations 2022.
• Prevention and Combating of Corrupt Activities Act, 2004 (PRECCA).
• Protection of Personal Information Act, 2013 (POPIA).

B-bbee:

• Preference points claimed under the 80/20 system for specific goals (black-owned, women-owned, youth-owned, SMMEs, local enterprises, people with disabilities).
• No specific B-BBEE level threshold stated.

Health and safety:

• Suppliers must provide a safe and healthy working environment for their employees and comply with all applicable health and safety laws and regulations.
• Suppliers must comply with the NHC Supplier Code of Conduct, which includes health and safety obligations.

Environmental responsibility:

• Suppliers must comply with all applicable environmental laws and regulations and strive to minimise their environmental impact.
• Objectives include ensuring stable environmental conditions in server rooms to protect IT equipment.

Termination:

• The contract shall automatically terminate on the date stipulated in the Service Level Agreement (SLA), SBD 7.1, or SBD 7.2, unless otherwise agreed in writing.
• The NHC shall not be liable for any charges or costs incurred by the supplier after the official termination date.

Minimum requirements for compliance:

• Comprehensive inspection, testing, and maintenance of detection sensors, control panels, piping, and cylinder pressure for the fire suppression system.
• Issuance of a certificate of service/compliance.

Additional evaluation criteria:

• Evaluation is done in three phases.
• Award goes to the supplier scoring the highest points under the 80/20 preference point system.
• The successful supplier will be required to sign an award letter and SBD 7.3 Contract for Income-Generating Contracts.