36-Month goods lift repair and maintenance contract for the south african state theatre

The South African State Theatre (SAST) requires a service provider for the repair and maintenance of goods lifts over 36 months. SAST is a Schedule 3A Public Entity under the PFMA and Cultural Institutions Act, 1998. The contract aims to ensure safe, reliable, and efficient lift operations, minimizing downtime and extending equipment lifespan. The service provider must perform preventive maintenance, emergency repairs, testing, and ensure compliance with SANS and Occupational Health and Safety regulations. Key deliverables include monthly maintenance, 24/7 breakdown response, annual safety testing, and documentation (reports, certificates, logbooks).

Closing date: 17 July 2026 at 11:00 AM. Compulsory briefing session: 10 July 2026 at 10:00 AM at The South African State Theatre, 320 Pretorius Street, Pretoria. Clarification deadline: 15 July 2026 at 16:00 PM. Price validity period: 120 days after closing date.

SCM Office contact: Phone 012 392 4019, Email [email protected]. Submission address: The South African State Theatre, 320 Pretorius Street, Pretoria. Information Officer: Shane Maja ([email protected], 012 392 4000 / 4283). Deputy Information Officer: Shiraz Ahmed ([email protected], 012 392 4000).

Submit all bid documents via email to [email protected] on or before 17 July 2026 at 11:00 AM. Late submissions will not be considered. Use the official forms provided (SBD 1, SBD 3.3, SBD 4, SBD 6.1) and do not re-type them. The email subject line must clearly indicate the RFQ number (SAST/2026-2027/RFQ/510). Bids must be submitted in English. Failure to comply with submission requirements may result in disqualification. Bidders must attend the compulsory briefing session on 10 July 2026 at 10:00 AM at The South African State Theatre, 320 Pretorius Street, Pretoria, to qualify for evaluation. Queries must be submitted to [email protected] by 15 July 2026 at 16:00 PM.

Scope: Repair and maintenance of goods lifts for 36 months. Technical specifications include motors (Dutchi NL 4KW, Allwiler 37KW, Fenner 18.5KW), dimensions (4.24M x 10.9M), and weight (15,000Kg). Compliance required with EN 81 Series, ISO 8100, Occupational Health and Safety Act, Lift/Escalator Regulations 2010, SANS 1545, and manufacturer manuals. Preventive maintenance (monthly) includes mechanical, electrical, and safety equipment checks. Corrective repairs must address faults immediately, with response times: 1 hour for trapped passengers, 4 hours for operational faults, 24 hours for non-critical issues. Annual performance testing (load tests, brake tests, safety gear tests) and documentation (monthly reports, breakdown records, safety certificates) are mandatory. Uptime requirement: 98% annually (excluding planned maintenance). Warranty: 12 months on workmanship. Only qualified, certified lift technicians may perform work. Genuine OEM parts must be used unless otherwise approved.

Bidders must provide a CV for a competent Lift Mechanic with 5 years’ experience in lift maintenance, including roles and responsibilities. Proof of CIDB Grade 2 SI or higher registration is required. Submit 3 contactable reference letters (not older than 5 years) on client letterheads, detailing scope of work, dates, and contract values. References must confirm similar services were provided. Failure to meet these requirements results in automatic disqualification.

Preventive maintenance must be performed quarterly per OEM recommendations, including routine adjustments, cleaning, safety checks, and service reports. Compliance and annual safety testing support requires coordination with SANAS-accredited Approved Inspection Authorities (AIA). Documentation must include service reports, replaced parts lists (with part numbers and warranty periods), and compliance certificates. All work must meet SANS 1545, EN 81 Series, ISO 8100, and manufacturer standards. Monthly maintenance reports, breakdown records, and annual safety test certificates are mandatory.

Complete Annexure A (Pricing Schedule) with rates for: Quarterly Preventive Maintenance Fee (per lift), 24/7 Breakdown Call-Out Retainer (per call, excludes attendance/labour/parts), Compliance & Annual Safety Testing Support (per call). Rates must be provided for Year 1, Year 2, Year 3, and total for 3 years. Submit an official quote on company letterhead. Specify if rates are firm for the full period or subject to adjustments (e.g., CPI). Parts, materials, and consumables are reimbursable; submit tax invoices for these. Total price must include VAT.

Pricing must be inclusive of VAT and remain valid for 120 days after the closing date. Complete Annexure A (Pricing Schedule) and submit an official quote on company letterhead. Pricing includes: Quarterly Preventive Maintenance Fee (per lift), 24/7 Breakdown Call-Out Retainer (per call, excludes attendance/labour/parts), Compliance & Annual Safety Testing Support (per call). Reimbursable costs: parts, materials, and consumables (submit tax invoices). Replaced items must be listed on service reports with part numbers and warranty periods. Delivery costs are part of the total quotation. Payment terms and penalties for non-compliance with uptime requirements may apply.

Mandatory compliance: Register on the Central Supplier Database (CSD) with a valid CSD number (MAAA format). Submit a valid SARS Tax Compliance Status (TCS) PIN or CSD number if no TCS PIN is available. Foreign suppliers without a local entity are exempt from CSD registration. Submit CIPC registration documents (CK document), certified ID copies of directors, valid COIDA letter of good standing, and B-BBEE Certificate/Sworn Affidavit (if claiming preference points). Complete and sign SBD 4 (Bidder’s Declaration), SBD 6.1 (Preference Points Claim Form), and SAST POPIA Consent Form. CIDB Grade 2 SI or higher is required. Provide a CV for a competent Lift Mechanic with 5 years’ experience and 3 contactable reference letters (not older than 5 years) for similar work. Bidders in the service of the state or with state-employed directors are disqualified.

Compliance with the Occupational Health and Safety Act and Lift/Escalator Regulations 2010 is mandatory. Technicians must use approved PPE and follow Lock-out/Tag-out procedures. Machine room and shaft access must meet safety standards. Contractor must have valid insurance and safety certification. Emergency response times: 1 hour for trapped passengers, 4 hours for operational faults, 24 hours for non-critical issues. Annual tests include full load/no-load tests, brake performance, safety gear drop tests, overspeed governor tests, and door force/reopening device tests. Risk assessments and method statements (RAMS) are required before major repairs.

Contract terms include: Payment and pricing as per submitted schedules (inclusive of VAT). Contract amendments, assignments, and subcontracts require SAST approval. Delays in performance may incur penalties. Termination for default or insolvency is possible. Force majeure events (beyond supplier control) are recognized. Disputes are settled per SAST policies. Governing law: South African law. Contract price covers full performance obligations. Corrupt practices or collusion will result in disqualification and potential legal action. Contracts are binding and confidential. SAST reserves the right to amend bid conditions or extend closing dates before the deadline.

The 80/20 preference point system applies. 80 points are allocated for price (lowest acceptable tender scores highest), and 20 points for specific goals (e.g., B-BBEE ownership categories: Exempted Micro Enterprise, 25% Black Ownership, 100% Female Ownership, 100% Black Youth Ownership, 25% People Living with Disabilities Ownership). Points for specific goals require supporting documents (e.g., B-BBEE certificates, share certificates, sworn affidavits). Failure to submit proof results in 0 points for claimed goals. Evaluation phases: SCM Administrative Compliance, Mandatory Requirements, Technical Specification Compliance, and Price/Specific Goals. The highest-scoring bidder wins.