Chiller supply and installation – gauteng gov tender

Technical enquiries: Clayton Losper, [email protected]. Post-closing enquiries: Mpho Thipe, [email protected]. Submission email: [email protected].

Submissions must be delivered by the closing time to the correct address; late bids are not considered. Bids must be on the official forms provided, not re-typed. A USB flash drive containing an exact soft copy of the bid must accompany the hard copy; the hard copy prevails if they differ. Bids sent directly to buyers or other NHLS personnel by any means will not be accepted. Email submissions are permitted to [email protected], not exceeding 5 MB in PDF format. All returnable sections must be signed, stamped, and dated. Mandatory returnable documents (failure to provide by closing date/time results in disqualification): completed and signed quotation/tender document (Section 4); proof of grading level 2ME or higher; minimum two trade-tested Air Condition and Refrigeration Technicians with valid safe gas handling license; two copies of trade test certificates and two copies of gas handling certificates issued by SARACCA-SAQCC; proof of performance guarantee insurance from a financial institution covering the bid amount; ECSA registered professional Mechanical Engineer (PrEng) with minimum 10 years' experience in HVAC systems and NQF level 7; comprehensive CV for Master Electrician with valid Electrical Wireman's License; equipment schedule for proposed SABS approved equipment. Essential returnable documents (failure to provide results in a further opportunity to submit by a set deadline, then possible disqualification): tax certificate, BBBEE certificate, Section 1 SBD1 Form, Section 5 Certificate of Acquaintance with RFQ Documents, Section 6 RFQ Declaration and Breach of Law Form, Section 7 Specific Goals Claim Form, Section 8 Protection of Personal Information, CSD registration report. Returnable documents used for scoring (failure to provide results in automatic zero for that criterion): as listed in the bid document. Quotations must not include documents or references relating to any other quotation or proposal. Changes to quotations after closing date/time will not be considered. The quotation is deemed an offer; exceptions must be clearly indicated. NHLS reserves the right to reject non-conforming quotations, disqualify late submissions, not accept the lowest price, split the award, cancel the process, and validate submitted information.

Mandatory returnable documents: Section 4 Quotation Form, grading proof, technician certificates, performance guarantee insurance, engineer details, electrician CV, equipment schedule. Essential returnable documents: tax certificate, BBBEE certificate, Section 1 SBD1 Form, Section 5 Certificate of Acquaintance, Section 6 RFQ Declaration and Breach of Law Form, Section 7 Specific Goals Claim Form, Section 8 Protection of Personal Information, CSD registration report.

Evaluation follows a multi-step process. Step One: Administrative responsiveness – bid lodged on time, all returnable documents completed and returned, bid duly signed by authorised respondent. Step Two: Substantive responsiveness – general and legislative qualification criteria met, bid contains a priced offer, bid materially complies with scope/specification, proof of CSD registration. Step Four: Evaluation and final weighted scoring – Price and TCO criteria weighted 80 points using formula PS = 80(1 - (Pt - Pmin)/Pmin); Specific Goals weighted 20 points. Step Five: Post-tender negotiations if price not market-related – NHLS may negotiate with highest ranked bidder, then 2nd and 3rd, or cancel. Step Six: Award and conclusion of contract. Technical scores are rounded to the nearest 2 decimal places. The 80/20 preference point system applies (value up to R50 million). Specific goals points: HDI 6%, Woman 4%, Disabled 1%, Youth 4%, Locality (City of Johannesburg 5, Gauteng Province 2, National 0).

Scope: Supply and installation of a chiller for a rental period of 6 (six) months. The specification is attached as a separate annexure. Bidders must provide an equipment schedule for proposed SABS approved equipment. The successful bidder will be required to complete a Supplier Declaration Form for registration onto the NHLS vendor master database.

No specific experience/qualifications content found beyond mandatory requirements.

Quotation Form: pricing on delivered nominated destination basis including VAT, delivery lead-time from date of purchase order. Notes: NHLS may negotiate market-related price with highest scoring bidder or cancel; pricing must follow schedule format; only unconditional discounts considered in evaluation.

Pricing must be on a 'delivered nominated destination' basis including VAT, using the attached price schedule. Delivery lead-time from date of purchase order must be stated. Pricing must follow the schedule format strictly; deviation may result in disqualification. Only unconditional discounts are considered in evaluation. NHLS may negotiate a market-related price with the highest scoring bidder, then 2nd and 3rd, or cancel the RFQ. Performance guarantee insurance from a financial institution covering the bid amount is a mandatory returnable document. Bid validity period is 90 business days from closing date; bidders may be requested to extend validity.

Bidders must be registered on the National Treasury Central Supplier Database (CSD); business may not be awarded to unregistered respondents. Tax compliance: bidders must submit a SARS TCS PIN or CSD number; a printed TCS certificate may be submitted. Consortia/JVs/sub-contractors must each provide separate TCS certificates/PINs/CSD numbers. Bids from persons in the service of the state, or companies with directors who are, will not be considered. Bidders must comply with the Employment Equity Act. Bidders must not be listed on the Register for Tender Defaulters or List of Restricted Suppliers. B-BBEE certificate is an essential returnable document. Proof of grading level 2ME or higher is mandatory. ECSA registered professional Mechanical Engineer (PrEng) with minimum 10 years' HVAC experience and NQF level 7 is mandatory. Master Electrician with valid Electrical Wireman's License is mandatory. Two trade-tested Air Condition and Refrigeration Technicians with valid safe gas handling license are mandatory, with certificates issued by SARACCA-SAQCC.

Specific Goals Points Claim Form: 80/20 preference point system applicable (value up to R50 million). Points allocated: Price 80, Specific Goals (B-BBEE) 20. Specific goals breakdown: HDI 6%, Woman 4%, Disabled 1%, Youth 4%, Locality (City of Johannesburg 5, Gauteng Province 2, National 0).

Legal review: Proposal subjected to review and acceptance/rejection of proposed contractual terms by NHLS Legal Counsel. Security clearance: successful Respondent may need security clearance to CONFIDENTIAL/SECRET/TOP SECRET level. Binding offer: quotation deemed an offer; exceptions must be clearly indicated.

Bid validity period 90 business days from closing date; bidders may be requested to extend validity if evaluation not finalised. NHLS may disclose contract information per JSE Debt Listing Requirements. NHLS will not conduct business with DPIP/FPPO without governance protocols, status determination, and risk assessment.

Evaluation steps: Step One administrative responsiveness (timely submission, returnable documents, signed bid); Step Two substantive responsiveness (qualification criteria, priced offer, compliance with scope, CSD registration); Step Four evaluation and final weighted scoring: Price and TCO criteria weighted 80 points using formula PS = 80(1 - (Pt - Pmin)/Pmin), Specific Goals weighted 20 points; Step Five post-tender negotiations if price not market-related; Step Six award and conclusion of contract.