Two year term contract for supply, servicing, repairs and maintenance of mechanical equipment (HVAC) for amathole district and buffalo city metro cluster three

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{"name":"Mr T. Bityo","email":"[email protected]","phone":"0828281942","department":"of Public Works & Infrastructure","address":"n 17 JUNE 2026."}

Two year term contract for supply, servicing,

Repairs and maintenance of mechanical equipment

(HVAC) for amathole district and buffalo city

Metro cluster three

SCMU5-26/27-0018-AMR inf

Name of company:

____________________________________________________________________________

CSD Nr:

____________________________________________________________________________

CRS Nr (CIDB):

____________________________________________________________________________

CLOSING DATE: 20 JULY 2026 TIME: 11:00 am

Department of Public Works & Infrastructure

Corner of Scholl and Amalinda Main Road

Amalinda Block B Building- Reception Area

East London 5247

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Table of contents

The tender 3

Part t1 – tendering procedures 4

T1.1 Tender notice and invitation to tender 5-7

T1.2 Tender data 8-19

Part t2 returnable documents 20

T2.1 List of returnable documents 21-22

Sbd 1 – part a invitation to bid 23

Sbd 1 – part b terms and conditions for bidding 24

Compulsory enterprise questionnare (a) 25

Sbd 4 – declaration of interest 26-27

Sbd 6.1 – Preference point claim 28-31

Proof of registration on the national treasury central supplier database 32

Valid CIDB certificate of a tenderer 33

Protection of personal information: consent (popia) 34-35

The contract 36

Part c1 – agreements and contract data 37

Part c1.1 – Form of offer and acceptance 38-41

Part c1.1 A – i 51-52

Project reference forms – 1 53-54

Project reference forms – 2 55-56

Project reference forms – 3 57-58

Part c1.1 K-l 59-67

Part c1.2 Contract data 68-69

Construction health and safety 70

Epwp specification 71

Part c1.3 Dispute resolution mechanism 72

Part c2 – pricing data 73

Part c2.1 – Pricing instructions 74-75

Preamble 76-112

Part c3 – scope of works 113-121

Annexure 1 – bills of quantities 122-128

Final summary 129

Registration as an air conditioning contractor 130-131

Details of the air conditioning installer 132

Schedule of materials & equipment offered 133

Part c4 – site information 134-135

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The tender

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Part t1

Tendering procedures

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Part t1.1: Tender notice and invitation to tender

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T1.1 Tender Notice and Invitation to Tender

The Eastern Cape Department of Public Works and Infrastructure invites contractors with a CIDB Grading

of 3ME OR Higher in the following Class of works (ME) to tender for the “TWO YEAR TERM CONTRACT

For supply, servicing, repairs and maintenance of mechanical equipment (HVAC)

For amathole district and buffalo city metro cluster three”.

The contract will be based on the NEC3 TERM SERVICE CONTRACT: APRIL 2013 and the Eastern Cape

Public Works and Infrastructure will enter into a contract with the successful tenderer.

Only tenderers who have suitable experience and suitably qualified personnel in providing similar services

to those that are required are eligible to submit tenders.

Bid documents are downloadable free of charge from the Eastern Cape Department of Public Works and

Infrastructure website (www.ecdpw.gov.za/tenders). Bid documents will be available on 17 JUNE 2026.

No bid documents will be available at departmental offices.

Queries relating to the issue of these documents may be addressed in writing to SCM email:

[email protected] Technical enquiries: may be addressed in writing to Mr T.

Bityo– email: [email protected]

The closing time for receipt of tenders by the ECDPWI is 11:00am on 20 JULY 2026. Tender will

be open in public. Tender will be open in public and results to be further published on the departmental

website (www.ecdpw.gov.za/tenders)

It is the responsibility of the tenderer/s to ensure that bid documents /proposals are submitted on or before

closing time and the correct location as the department will not take responsibility of wrong delivery.

Tenderers using courier services for delivery of their bid documents must ensure the delivery is at the

correct place / location and time as the department will not be held responsible for wrong delivery. Not

delivered to Departmental officials. The Department will not accept responsibility if bids received by officials

are not timely deposited in the Bid Box.

Tenders may only be submitted on the tender documentation that is issued. Tenderers must be registered

on the National Treasury Central Supplier Data Base and proof of registration must be submitted with the

proposal (https://secure.csd.gov.za). Requirements for sealing, addressing, delivery, opening and

assessment of tenders are stated in the Tender Data.

B. Tender submissions:

Bids must be submitted in sealed envelopes clearly marked “SCMU5-26/27-0018 AMR INF TWO YEAR

Term contract for supply, servicing, repairs and maintenance of mechanical

Equipment (HVAC) for amathole district and buffalo city metro cluster three”

must be deposited in the tender box,

C. Bid evaluation:

This bid will be evaluated in Two (2) phases as follows:

Phase One: Compliance, and responsiveness to the bid rules and conditions, thereafter they will be

evaluated on PPPFA.

Phase Two: Bidders passing the stage above will thereafter be evaluated on PPPFA.

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Preferential procurement policy framework act (PPPFA) points will be

Awarded as follows:

Maximum points on price - 80 points

Maximum points for Specific goals - 20 points

Maximum points - 100 points

C. Bid specifications, conditions and rules

1. The minimum specifications, other bid conditions and rules are detailed in the bid document

under Tender Data.

2. The Department of Public Works and Infrastructure SCM policy applies.

3. Tender validity period is 120 days.

.

D. Enquiries with regard to this advert may be directed to:

SCM RELATED ENQUIRIES Ms N. Hlonitshwayo : Email Address:

[email protected]

 TECHNICAL ENQURIES Mr.: Mr T. Bityo Tel No.: 0828281942 Email Address– email:

[email protected]

For complaints, fraud, & tender abuse:

Call: 0800 701 701

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Part t1.2: Tender data

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T1.2 Tender Data

The conditions of tender are the latest edition of SANS 10845-3, Standard conditions of tender.

SANS 10845-3 makes several references to the Tender Data for details that apply specifically to this tender.

The Tender Data shall have precedence in the interpretation of any ambiguity or inconsistency between it and the

provisions of SANS 10845-3 and as contained in Annexure C of Standard for Uniformity in Construction

Procurement (Board Notice Government Gazette No 42622 of August 2019).

Each item of data given below is cross-referenced to the clause in SANS 10845-3 to which it mainly applies.

Clause Tender Data

number

3.1 The Employer is Social Development – Eastern Cape Province

3.2 The tender documents issued by the employer comprise the following documents:

The tender

Part T1: Tendering procedures

T1.1 - Tender notice and invitation to tender

T1.2 - Tender data

Part T2: Returnable documents

T2.1 - List of returnable documents

T2.2 - Returnable schedules

The contract

Part C1: Agreements and Contract data

C1.1 - Form of offer and acceptance

C1.2 - Contract data

C1.3 - Dispute Resolution Mechanism

Part C2: Pricing data

C2.1 - Pricing Instructions

C2.2 - Bills of Quantities

Part C3: Scope of work

C3 - Scope of work

Part C4: Site information

C4 - Site information

3.3 The tender documents issued by the employer comprise the documents listed on the contents .4 The employer’s agent is:

Name: Thembinkosi Bityo

Eastern Cape Department of Public Works & Infrastructure

Corner of Scholl and Amalinda Main Road,

Amalinda

East London

Tel: 0828281942

E-mail: [email protected]

The Employer is:

Eastern Cape Department of Social Development

Albertina Sisulu House

7 Beatrice Street

King Williams Town

5600

3.5 The language for communication is English

3.6 The competitive negotiation procedure shall be applied.

3.7 Method 2: Two (2) stage procurement procedure shall be applied.

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4 Tender’s obligations

4.1 The following tenderers who are registered with the CIDB, or are capable of being so registered prior to

the evaluation of submissions, are eligible to have their tenders evaluated:

a) contractors who have a contractor grading designation equal to or higher than a contractor grading

designation determined in accordance with the sum tendered, or a value determined in accordance with

Regulation 25 (1B) of 25(7A) of the Construction Industry Development Regulations, for a CIDB Grade

3ME or Higher class of construction work; and

Joint ventures are eligible to submit tenders provided that:

1. Every member of the joint venture is registered with the CIDB;

2. the lead partner has a contractor grading designation in the grade ME class of construction

work;

3. the combined contractor grading designation calculated in accordance with the Construction Industry

Development Regulations is equal to or higher than a contractor grading designation determined in

accordance with the sum tendered for a CIDB Grade 3 ME OR Higher class of construction work or a

value determined in accordance with Regulation 25 (1B) of 25(7A) of the Construction Industry

Development Regulations.

4. Joint Venture Agreement.

4.2 The employer will compensate the tender as follows NEC3 TERM SERVICE CONTRACT: APRIL

2013, The employer will not compensate the tenderer for any costs incurred in attending interviews or

making any submissions in the office of the employer.

4.3 It is the responsibility of the tenderer to check the tender documents on receipt for completeness and

notify the employer of any discrepancy or omission.

4.4 Confidentiality and copyright of documents

Treat as confidential all matters arising in connection with the tender. Use and copy the documents

issued by the employer only for the purpose of preparing and submitting a tender offer in response to

the invitation.

4.5 Obtain, as necessary for submitting a tender offer, copies of the latest versions of standards,

specifications, conditions of contract and other publications, which are incorporated into the tender

documents by reference.

4.6 Acknowledge receipt of addenda to the tender documents, which the employer may issue, and, if

necessary, apply for an extension to the closing time stated in the tender data, in order to take the

addenda into account.

4.7 The arrangements for a compulsory clarification meeting are as stated in the Tender Notice and

Invitation to Tender.

Tenderers must sign the attendance list in the name of the tendering entity. Addenda will be issued to

and tenders will be received only from those tendering entities appearing on the attendance list.

Tender documents will not be made available at the clarification meeting

4.8 Seek clarification

Request clarification of the tender documents, if necessary, by notifying the employer at least 7

(Seven) working days before the closing time stated in the tender data.

4.9 Tenderers are required to state the rates and currencies in Rands.

Include in the rates, prices, and the tendered total of the prices (if any), all duties, taxes which the law

requires to be paid [except value added tax (VAT)], and other levies payable by the successful

tenderer, that are applicable 14 days before the closing time stated in the tender data. Show the VAT

payable by the employer separately as an addition to the tendered total of the prices. Provide rates

and prices that are fixed for the duration of the contract and not subject to adjustment except as

provided for in the conditions of contract identified in the contract data.

State the rates and prices in monetary value of the contract unless otherwise instructed in the tender

data.

4.10 Do not make any alterations or additions to the tender documents, except to comply with instructions

issued by the employer or to correct errors made by the tenderer and ensure that all signatories to the

tender offer initial all such alterations.

Do not make erasures using masking fluid.

4.11 Main tender offers are not required to be submitted together with alternative tenders.

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4.12 No alternative tender offers will be considered

4.13.1 Parts of each tender offer communicated on paper shall be submitted as an original.

Submit

a) the parts of the tender offer communicated on paper as an original plus the number of copies stated

in the tender data, with a translation of any documentation in a language other than the language of

communication established in 3.5, and

b) The parts communicated electronically by the employer of its agents on paper format with the

tender.

4.13.2 Sign the original and all copies of the tender offer where required in terms of the tender data.

State in the case of a joint venture which of the signatories is the lead partner whom the employer shall

hold liable for the purpose of the tender offer.

NOTE The employer holds all authorized signatories liable on behalf of the tenderer.

4.13.3 A tender security in the amount of N/A is required and shall remain valid for a period not exceeding

N/A days after the closing date for tender offers.

The form of the tender security shall not differ substantially from the sample provided in Annex D of

SANS 10845-3.

4.13.4 The employer’s details and address for delivery of tender offers and identification details that are to be

shown on each tender offer package are:

Location of tender box: DEPARTMENT OF PUBLIC WORKS AND INFRASTRUCTURE, Block B

Building – Reception Area, Corner of Scholl & Amalinda Main Rd, East London

Physical address: Department of Public Works and Infrastructure, Block B Building –

Reception Area, Corner of Scholl & Amalinda Main Rd, East London

Identification details “SCMU5-26/27-0018-AMR INF TWO YEAR TERM CONTRACT FOR SUPPLY,

Servicing, repairs and maintenance of mechanical equipment (HVAC) for

Amathole district and buffalo city metro cluster three”

Closing time and date: 20 JULY 2026 at 11:00

4.13.5 The tenderer is required to submit with his tender the following certificates:

1) A copy of the CSD report showing, amongst other things, that tax matters of the service provider

are in order the South African Revenue Services. In the case of a Joint Venture/Consortium/each party

must submit a separate CSD report showing, amongst other things, that tax matters of the service

provider are in order the South African Revenue Services.

2) CIDB Grading certificate or CRS number.

4.13.6 A two-envelope procedure will not be required.

4.13.7 Telephonic, telegraphic, telex, facsimile or e-mailed tender offers will not be accepted. The tenderer

accepts that the employer does not assume any responsibility for the misplacement or premature

opening of the tender offer if the outer package is not sealed and marked as stated.

4.14 The closing time for submission of tender offers is as stated in the Tender Notice and Invitation to

Tender.

Ensure that the employer receives the tender offer at the address specified in the tender data not later

than the closing time stated in the tender data. Proof of posting shall not be accepted as proof of

delivery.

Accept that, if the employer extends the closing time stated in the tender data for any reason, the

requirements of the standard conditions of tender in this part of SANS 10845 apply equally to the

extended deadline.

4.15.1 The tender offer validity period is 120 days

Hold the tender offer(s) valid for acceptance by the employer at any time during the validity period

stated in the tender data after the closing time stated in the tender data. If requested by the employer,

consider extending the validity period stated in the tender data for an agreed additional period, with or

without any conditions attached to such extension. Extend the period of the tender security, if any, to

cover any agreed extension requested by the employer.

4.15.2 Placing of contractors under restrictions / withdrawal of tenders

If any tenderer who has submitted a tender offer or a contractor who has concluded a contract has, as

relevant: withdrawn such tender or quotation after the advertised closing date and

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time for the receipt of submissions; after having been notified of the acceptance of his tender, failed or

refused to commence the contract; had their contract terminated for reasons within their control without

reasonable cause; offered, promised or given a bribe in relation to the obtaining or the

execution of such contract; acted in a fraudulent, collusive or anti-competitive or improper manner or in

bad faith towards the Provincial Government; or, made any incorrect statement in any affidavit or

declaration with regard to a preference claimed and is unable to prove to the satisfaction of the

Provincial Government that the statement was made in good faith or reasonable steps were taken to

confirm the correctness of the statements, such tenderer/s may be placed under restriction from

tendering with the state.

Procedures are outlined in the EC SCM Policy for Infrastructure procurement and Delivery

Management and also on CIDB Inform Practice Note #30. Excerpts of the policy can be availed on

request of any interested tenderer.

4.16 Access shall be provided for the following inspections, tests and analysis: N/A

4.17 The preferred tenderer will be required to submit an approved insurer undertaking to provide the

Performance Bond / Guarantee / Surety / Security to the format and/or standard after 21 days of

appointment.

5 Employer’s undertakings

5.1 The Employer will respond to requests for clarification received up to Seven (7) working days before

the tender closing time.

If, as a result of the issuing of addenda, it is necessary to extend the closing time stated in the tender

data, grant such extension and notify all respondents accordingly.

5.2 The employer shall issue addenda until Seven (7) working days before tender closing time.

5.3 Tenders will be opened immediately after the closing time for tenders at 11:00am.

5.4 Do not disclose to tenderers, or to any person not officially concerned with such processes, information

relating to the evaluation and comparison of tender offers, the final evaluation price and

recommendations for the award of a contract, until after the award of the contract to the successful

tenderer.

5.5 Determine, after opening and before detailed evaluation, whether each tender offer that was properly

received

a) complies with the requirements of the standard conditions of tender in this part of SANS 10845,

b) has been properly and fully completed and signed, and

c) is responsive to the other requirements of the tender documents.

A responsive tender is one that conforms to all the terms, conditions, and scope of work of the tender

documents, without material deviation or qualification. A material deviation or qualification is one

which, in the employer's opinion, would

d) detrimentally affect the scope, quality, or performance of the works, services or supply identified in

the scope of work,

e) significantly change the employer's or the tenderer's risks and responsibilities under the contract, or

f) affect the competitive position of other tenderers presenting responsive tenders, if it were to be

rectified.

Reject a non-responsive tender offer, and do not allow it to be subsequently made responsive by

correction or withdrawal of the non-conforming deviation or reservation.

5.6 Arithmetical errors, omission and discrepancies

Check responsive tenders for discrepancies between amounts in words and amounts in figures. Where

there is a discrepancy between the amounts in figures and the amount in words, the amount in words

shall govern.

For Vat related discrepancies, National and Provincial Treasury prescripts in relation to VAT

procedures apply. The Department will make use of CIDB practice notes when evaluating bids with

Arithmetical Errors.

5.7.1 The financial offer will be reduced to a comparative basis using the Tender Assessment Schedule.

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5.7.2 The procedure for the evaluation of responsive tenders is Method 2: Administrative Compliance,

Price and Preference

Phase 1: Administrative requirements and Mandatory requirements

Phase 2: Price and preference (80/20 system)

1. Phase one: responsiveness to the bid requirements and rules

Bidders’ proposals must meet the following minimum requirements and supporting documents

must be submitted with the completed bid document in a sealed envelope in the bid box at the

closing date and time. Failure to comply will automatically eliminate the bid for further

consideration:

1. Bid Document (This Document must be submitted in its original format)

2. Bids which are late, incomplete, unsigned or submitted by facsimile or electronically, will not

be accepted.

3. Bidder must be registered with CIDB in the correct grading and class of works as per the

tender notice and requirements. The status on CIDB must be active. It is the responsibility of

the bidder to keep the status on CIDB active throughout bidding process (advert till award

stage).

4. Bidders must be a legal entity or partnership or consortia.

5. Form of offer and Acceptance (fully completed and signed).

6. SBD 4 Bidders Disclosure must be duly completed and signed. In the event a director or one

of the directors / trustees / shareholders / members of the company have any interest in any

other related companies whether or not they are bidding for this contract, such interest must

be disclosed on question 2.3 and 2.3.1. as all companies owned by the bidder will be reflected

here.

7. Incomplete or unsigned or poorly completed forms SBD 4 will lead to a bidder being declared

non-responsive.

8. Compulsory Enterprise Questionnaire (Completed and signed)

9. If the offer is “Vat Inclusive”, the VAT registration number of service provider must be indicated

and if a service provider is not a VAT Vendor but include VAT in its prices, the successful

service provider will be given 21 days to register as a VAT Vendor with SARS, after the issuing

of an appointment letter. If a bidder is a VAT vendor/registered, the bidder is required to

explicitly state the VAT amount. VAT vendors must include VAT at 15% in the bid offer(s).

10. If the Bid Sum (amount in words) differ from the Bid Sum (amount in figures), the Bid Sum

(amount in words) will govern.

11. Resolution to Sign (must be completed, if applicable).

12. Declaration of Employees of the State or other State Institutions.

13. Only one bid offer per bidder is allowed and alternative offers will not be considered. If more

than one bid offer is received, none of the offers will be considered.

14. Attendance of compulsory briefing meeting (if applicable)

15. If the Bid Sum (amount in words) as per the Form of Offer differs from the Bill of Quantities (BOQ),

it will automatically invalidate the offer submitted.

16. Only one offer per item per bidder is allowed and alternative offers will not be considered. If more

than one offer per item is received, none of the offers will be considered. Bidders are also not

allowed to submit a bid/ quotation whilst they are in agreements with other bidders in the form of

joint ventures or consortiums

17. Bidders must submit a minimum of three (3) written contactable references for projects

successfully completed in the past (clearly indicating client name, contract value, contract term,

contact person, contact details). This is important for the Department to make a decision and will

lead to elimination of bids. Refer to Annexure F and Annexure J

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18. The abovementioned reference must be issued and signed by the duly authorised personnel who

have knowledge of the project and performance of the bidder, signing on behalf of others is strictly

prohibited.

19. Bidder must attach certified copy of a valid recognised qualification in refrigeration and Air-

conditioning system and should possess certificate as authorised refrigeration practitioner and

safe handling of refrigerants and a certified ID copy of a technician who is going to carry out the

work. Foreign obtained qualifications or certificates must be accompanied by an evaluation

certificate from the South African Qualification Authority (SAQA).

20. Bidders must also attach completion certificates or letter confirming completion of the project as

required, in order to compliment the experience mentioned on paragraph 17 above.

21. The Department reserve the right to verify the abovementioned information.

Other Conditions of bid (Non eliminating unless expressly mentioned in the document):

1. The bidder must be registered on the Central Supplier Database (CSD) prior the award

2. All bidders’ tax matters must be in order prior to award. Bidders’ tax matters will be verified through CSD. In cases where

the bidder’s status is found non-compliant, the bidder may be granted 7 days to correct the status. A bidder that fails to

rectify its tax matters with SARS will be declared non-responsive.

3. The bidder has duly completed and signed the SBD 1, and SBD 6.1.

4. Bidders need to complete and sign SBD 6.1 to claim points for specific goals. Failure will lead to the non-awarding of

points for specific goals.

5. The relevant designated sector: Steel Products, PVC, Concrete, and Components. The minimum threshold for local

production and content: 100%.

6. Bidders need to complete the Declaration Certificate for Local Content and Local Production to be awarded

points for Specific goals allocated for Local Content. This Declaration Certificate must be completed, and signed

and submitted as part of the bid documentation.

7. Bidders must submit a list of projects where he or she has submitted tender offers but tender results have not been

confirmed by the client. Refer to Annexure L. This is not an elimination factor, but important for the department to make

a decision. Unless it is used for Quality/functionality Points.

8. Bidders must submit their company profiles, list of available resources, plant and machinery, and any other additional

capacity with the bid. Refer to Annexures K and H. This is not an elimination factor, but important for the department to

make a decision. Unless it is used for Quality/functionality Points.

9. The bidder must also list all projects where there are pending litigations or litigations that have been concluded. The form

for this is also attached after Annexure J.

10. The Department may contract with the successful bidder by issuing of appointment letter or purchase order.

11. This tender will be awarded as a whole. All trades listed in the Bills of Quantities or Pricing schedule must be priced for

(except provisional sums and allowances which also need to be added to the total), failure to do so will increase the

commercial risk of the bid and may lead to elimination or passing over of the bidder.

12. Wherever a brand name is specified in this document (i.e. specifications, pricing schedule, bill of quantities or anywhere),

the department requires an item similar/equivalent or better.

13. DPWI Policy applies.

14. Protection of personal information: Consent (POPIA).

15. The successful tenderer (after being informed) will be required to bring along an unsigned copy of the form of contract to

be signed by parties (e.g. NEC3 TERM SERVICE CONTRACT: APRIL 2013)

16. EPWP policy will be applicable.

22. The successful tenderer (after being informed) will be required to bring along an unsigned

copy of the form of contract to be signed by parties (e.g. NEC3 TERM SERVICE

Contract: april 2013)

2. Phase two: evaluation points on price and specific GOALS/PPR2022

The 80/20 preference point system shall be applied for the purposes of this bid as per

the requirements of the Preferential Procurement Policy Framework Act, 2000 (Act No.

) and Specific goals/ PPR2022

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Criteria Points

Points on price 80

Specific goals 20

Total 100

Please note:

1. Bidders need to complete and sign SBD 6.1 to claim points for specific goals. Failure will

lead in non-awarding of points for specific goals.

2. The Department intends to award this to the highest point scorer as whole, unless

circumstances justifies otherwise.

3. When evaluating bids/quotations of joint ventures/consortia, preference points must be

allocated proportionately for such bidders in terms of their attributes or qualification for

the relevant specific goal that is being scored, subject to the joint venture/consortium

submitting the relevant proof of substantiation of points claimed as stipulated in the

bidding documents. The points scored for the specific goals must then be added to the

points scored for price and rounded off to the nearest two decimal points.” A JV/consortia

agreement must be submitted with the bid to substantiate the calculations. Failure will

also lead in non-awarding of points for specific goals.

4. All information will be verified through CSD (where applicable) .

5. A Cipro certificate (CK) and a certified ID copy/s must be attached as proof of ownership

to claim points for specific goals.

6. A Medical certificate from a medical Practitioner with a practice number must be attached

to claim points for disability.

7. To claim full Points for Locality, the preferred address on CSD must be from within BCM

and Amathole District (not edited after the issue of this bid).

8. SBD 6.1 is attached.

The 90/10 preference point system for acquisition of services, works or goods exceeding Rand

value of R50 million:

(a) The following formula must be used to calculate the points for price in respect of tenders (including

price quotation) with a Rand value equal to, or above R 30 000 and up to Rand value of R 50 000 000

(all applicable taxes included):

The financial offer will be scored using the following formula:

A = (1 - (P - Pm))

Pm

The value of value of W1 is:

1) 90 where the financial value inclusive of VAT of all responsive tenders received have a value in

excess of R50 000 000 or

2) 80 where the financial value inclusive of VAT of one or more responsive tender offers have a

value that equals or is less than R 50 000 000.

5.7.3 The procedure for the evaluation of responsive tenders is Method 2 ( Administrative compliance, price

and specific goals)

5.7.4 The quality criteria and maximum score in respect of each of the criteria are as follows: N/A

5.7.5 Each evaluation criteria will be assessed in terms of five indicators – N/A

5.7.6 The prompts for judgment and the associated scores used in the evaluation of quality shall be as follows:

N/a

5.8 Tender offers will only be accepted if:

a) the tenderer is registered on the Central Supplier Database (CSD) for the South African

government (see https://secure.csd.gov.za/ ) unless it is a foreign supplier with no local registered

entity

b) the tenderer is in good standing with SARS according to the Central Supplier Database. Bidders

must submit a CSD no. or tax status compliance pin.

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c) the preferred tenderer will be required to submit an approved insurer undertaking to provide the

Performance Bond / Guarantee / Surety / Security after 21 days of appointment.

d) the tenderer is registered with the Construction Industry Development Board in an appropriate

contractor grading designation;

e) the tenderer or any of its directors/shareholders is not listed on the Register of Tender Defaulters

in terms of the Prevention and Combating of Corrupt Activities Act of 2004 as a person prohibited

from doing business with the public sector.

f) the tenderer has not:

i) abused the Employer’s Supply Chain Management System; or

ii) failed to perform on any previous contract and has been given a written notice to this effect.

g) the tenderer has completed the Compulsory Declaration and there are no conflicts of interest which

may impact on the tenderer’s ability to perform the contract in the best interests of the employer or

potentially compromise the tender process.

h) the tenderer has completed the Compulsory Enterprise Questionnaire and there are no conflicts

of interest which may impact on the tenderer’s ability to perform the contract in the best interests

of the employer or potentially compromise the tender process and persons in the employ of the

state are permitted to submit tenders or participate in the contract;

i) the tenderer is registered and in good standing with the compensation fund or with a licensed

compensation insurer;

j) The tenderer undertakes to maximize the sourcing of building material or infrastructure input

material from Eastern Cape based suppliers or manufacturers.

k) the employer is reasonably satisfied that the preferred tenderer will in terms of the Construction

Regulations, 2014, issued in terms of the Occupational Health and Safety Act, 1993, the necessary

competencies and resources to carry out the work safely.

l) The tender has offered a market-related offer. If the offer is believed not to be market related, the

department through its Supply Chain Management bid committees will attempt to negotiate the

offer with identified bidder/s to a reasonable amount. Bidders are not allowed to increase their

tender offers during this process.

m) A Resolution of signatory form has been completed and signed by director/s or a letter bearing the

letterhead of the tenderer has been attached (specific to this bid) to the bid submission; it must be

duly signed by all directors and submitted with the bid. Only a duly authorized official can sign the

bid.

n) NOTE: The amount reflected on the Form of Offer and Acceptance takes precedence over any

other total amount indicated elsewhere in bidder’s tender submission. If the Form of Offer and

Acceptance has no value or figure, the bidder will be regarded as having made no offer.

o) The department reserves the right not to award the bid to the most favourable tenderer, if any of

the situations occur: if it is not assisting in the advancement of designated groups; risk profile of

the favourable firm is too high; the bidder has been awarded a considerable number of projects

by the department or provincial government; has performed unsatisfactorily in the past, etc.

p) The department reserves the right to accept or reject any Quote in response to the advertisement

and to with draw its decision to seek provision of these services at any time.

q) The department may conduct an inspection of premises without prior notice if necessary.

r) Successful bidder to ensure that products delivered during the contract period comply with the

specifications in the Quote and samples submitted if there’s any; failure to comply will result in

the termination of contract for that particular item(s).

s) Suppliers should under no circumstances deviate from the orders issued by the department.

5.9 The number of paper copies of the signed contract to be provided by the employer is 1.

The additional conditions of tender are:

• Wherever a brand name is specified in this document (i.e., specifications, pricing

schedule, bill of quantities or anywhere), the department requires an item

similar/equivalent or better.

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T.2.1

A. List of returnable documents

1 Documentation to demonstrate eligibility to have tenders evaluated i.e. List all documentation to

demonstrate eligibility to have a submission evaluated.

• Appropriate CIDB grading suitable for the works (as stated in 4.1).

2 Returnable Schedules required for tender evaluation purposes

The tenderer must fully and appropriately complete and sign the following returnable schedules as

relevant:

• Record of Addenda to Tender Documents
• Proposed amendments and qualifications
• Compulsory Enterprise Questionnaire (In the case of a joint venture, separate enterprise

questionnaires in respect of each partner must be completed and submitted).

• Sbd 4, 6.1,
• Protection of personal content: Consent
• Form of Offer and Acceptance
• Complete priced Bills of Quantities, including Final Summary
• Certificate of Authority for Joint Ventures

3 Other documents required for tender evaluation purposes

The tenderer must provide the following returnable documents:

• A CSD Report for a contractor with valid and correct information.
• A duly completed form of Offer and Acceptance (and any revision of prices if there are any).
• Bidder must attach certified copy of a valid recognised qualification in refrigeration and Air-

conditioning system and a certified ID copy of a technician who is going to carry out the work.

• Project References – at least 3

4 Returnable Schedules that will be used for tender evaluation purposes and be incorporated into

the contract

The tenderer must complete the following returnable documents:

• A letter if good standing from the Compensation Fund or a licensed insurer as contemplated

in the Compensation for Occupational Injuries and Diseases Act 1993 (Act No. )

will be required from the preferred Bidder.

• Details of Bids nearest office
• Returnable Documents: Company Details
• Returnable Documents: Company Composition
• Declaration: Validity of Information Provided
• Bidders must submit a list of projects where he or she has submitted bid document but bid

results have not been confirmed by the client. Refer to Annexure I. This is not an elimination

factor, but important for the department to make a decision. Unless it is used for

Quality/functionality Points.

• Bidders must submit their company profiles, list of available resources, plant and machinery

and any other additional capacity with the bid. This is not an elimination factor, but important

for the department to make a decision.

5 Only authorized signatories may sign the original and all copies of the tender offer where

required.

• In the case of a ONE‐PERSON CONCERN submitting a tender, this shall be clearly stated.
• In the case of a COMPANY submitting a tender, include a copy of a resolution by its board of

directors authorizing a director or other official of the company to sign the documents on behalf

of the company.

• In the case of a CLOSE CORPORATION submitting a tender, include a copy of a resolution by

its members authorizing a member or other official of the corporation to sign the documents on

each member’s behalf.

• In the case of a PARTNERSHIP submitting a tender, all the partners shall sign the documents,

unless one partner or a group of partners has been authorized to sign on behalf of each partner,

in which case proof of such authorization shall be included in the Tender.

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• In the case of a JOINT VENTURE/CONSORTIUM submitting a tender, include a resolution of

each company of the joint venture together with a resolution by its members authorizing a

member of the joint venture to sign the documents on behalf of the joint venture.

Accept that failure to submit proof of authorization to sign the tender shall result in the tender

offer being regarded as non‐responsive.

6 Information and data to be completed in all respects

Accept that tender offers, which do not provide all the data or information requested completely and,

in the form, required, may be regarded by the employer as nonresponsive.

7 Canvassing and obtaining of additional information by tenderers

The Tenderer shall not make any attempt either directly or indirectly to canvass any of the Employer’s

officials or the Employer’s agent in respect of his tender, after the opening of the tenders but prior to the

Employer arriving at a decision thereon.

The Tenderer shall not make any attempt to obtain particulars of any relevant information, other than

that disclosed at the opening of tenders.

8 Prohibitions on awards to persons in service of the state

The Employer is prohibited to award a tender to a person ‐

a) who is in the service of the state; or

b) if that person is not a natural person, of which any director, manager, principal shareholder or

stakeholder is a person in the service of the state; or

c) a person who is an advisor or consultant contracted with the Department or municipal entity.

In the service of the state means to be ‐

a) a member of: ‐

a any municipal council;

b any provincial legislature; or

c the National Assembly or the National Council of Provinces;

d) a member of the board of directors of any municipal entity;

e) an official of any Department or municipal entity;

f) an employee of any national or provincial department;

g) provincial public entity or constitutional institution within the meaning of the

Public Finance Management Act, 1999 (Act No.);

h) a member of the accounting authority of any national or provincial public entity; or

i) an employee of Parliament or a provincial legislature.

In order to give effect to the above, the questionnaire for the declaration of interests in the tender of

persons in service of state in part T2 of this procurement document must be completed.

9 Awards to close family members of persons in the service of the state

Accept that the notes to the Employer’s annual financial statements must disclose particulars of any

award of more than R2000 to a person who is a spouse, child, or parent of a person in the service of

the state (defined in clause 8 above), or has been in the service of the state in the previous twelve

months, including ‐

a) the name of that person;

b) the capacity in which that person is in the service of the state; and

c) the amount of the award.

In order to give effect to the above, the questionnaire for the declaration of interests in the tender of

persons in service of state in part T2 of this procurement document must be completed.

10 Respond to requests from the tenderer

The employer will respond to requests for clarification up to 7 (seven) working days before the tender

closing time.

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11 Opening of tender submissions

Tenders will be opened immediately after the closing time for tenders

12 Scoring quality / functionality: N/A

13 Cancellation and re‐invitation of tenders

An organ of state may, prior to the award of the tender, cancel the tender if‐

(a) due to changed circumstances, there is no longer a need for the services, works or goods requested;

or

(b) funds are no longer available to cover the total envisaged expenditure; or

(c) no acceptable tenders are received.

(d) Tender validity period has expired.

(e) Gross irregularities in the tender processes and/or tender documents.

(f) No market related offer received (after attempts of negotiation processes)

Where applicable, the decision to cancel the tender will be published in the CIDB website and in the

Tender Bulletin or the media in which the original tender invitation as advertised.

14 Dispute resolution mechanism will be done through the Adjudication route.

15 The department must when be acting against the tenderer or person awarded the contract on a

fraudulent basis, considers the provisions of Regulation 14:

The remedies provided for in Preferential Procurement Regulations do not prevent an institution from

instituting remedies arising from any other prescripts or contract.

Where the employer terminates the contract due to default of the contractor in whole or in part, the

16 employer may decide to: a) Refer the breach in contract to the cidb for investigation as a breach of the

cidb Code of Conduct in terms of the cidb Regulations; or b) may impose a restriction penalty on

the contractor in terms of Section 14 of the Preferential Procurement Regulations. The outcomes of

such investigations in terms of both the cidb Regulations and the Preferential Procurement

Regulations may prohibit the contractor from doing business with the public sector for a period not

exceeding 10 years.

17 For the works as a whole:

The date for practical completion shall be twenty four (24) months from the commencement date.

Due to the nature of this contract, it will be difficult to impose penalties for non-compliance;

under-compliance or poor performance by the awarded contractor and therefore should any

of the above occur, it shall be regarded as a breach of contract and the Department shall be

entitled to terminate this Agreement after it had notified the contractor about the breach

contract in writing.

Should the contractor breach any provision of the Contract Agreement and fail to remedy

such breach within seven (07) days of receipt of written notice from the Department, the

Department shall be entitled to cancel the contract agreement by giving written notice to that

effect to the contractor. Such cancellation shall be without prejudice to any other remedies

the Department may have in terms of common law pursuant to such breach and

termination.

The Department shall not be precluded from claiming damages from the contractor, should

damages be suffered by the Department or any third party as a result of any conduct on the

part of the contractor.

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Part t2

Returnable documents

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Part t2.1: List of returnable documents

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T2.1 List of Returnable Documents

The tenderer must complete the following returnable documents:

1 Returnable Schedules required for quotation evaluation purposes

• Record of addenda issued (Only if addenda is issued)
• Certificate of authority for joint ventures (Only where the tender/ quotation is submitted by a joint venture)

2 Other documents required for quotation evaluation purposes

• Form of Offer and Acceptance
• Project References – at least 3
• Sbd 4, 6.1,
• Complete Priced Bills of Quantities & Final Summary
• Bidder must attach certified copy of a valid recognised qualification in refrigeration and Air-conditioning system

and a certified ID copy of a technician who is going to carry out the work.

3 Returnable Schedules that will be incorporated into the contract

• Details of the Project Team and CV with Qualifications & Proof of Registration completed for each individual of

proposed

• Schedule of Plant and Equipment
• Record of projects: current, past and on tender.
• Compulsory enterprise questionnaire (In the case of a joint venture, separate enterprise questionnaires in

respect of each partner must be completed and submitted).

• Protection of personal content: Consent

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Part a sbd 1

Invitation to bid

You are hereby invited to bid for requirements of the department of public works & infrastructure

Bid number: SCMU5-26/27-0018-AMR inf closing date: 20 july 2026 closing time: 11h00

Two year term contract for supply, servicing, repairs and maintenance of mechanical equipment (HVAC) for

Description amathole district and buffalo city metro cluster three

Bid response documents may be deposited in the bid box situated at

Corner of scholl and amalinda main road amalinda block b building – reception area east london

Bidding procedure enquiries may be directed to technical enquiries may be directed to:

CONTACT PERSON MS N. HLONITSHWAYO CONTACT PERSON Mr Thembinkosi Bityo

Telephone number n/a telephone number 0828281942

Facsimile number n/a facsimile number n/a

[email protected]

E-MAIL ADDRESS a E-MAIL ADDRESS [email protected]

Supplier information

Name of bidder

Postal address

Street address

Telephone number code number

Cellphone number

Facsimile number code number

E-mail address

VAT registration number

Supplier compliance tax compliance central

Status system pin: or supplier

DATABASE No: MAAA

Yes Yes No

b) ARE YOU A FOREIGN BASED

a) ARE YOU THE ACCREDITED

REPRESENTATIVE IN SOUTH AFRICA FOR No SUPPLIER FOR THE GOODS [IF YES, COMPLETE

The goods /services /works offered? [If yes enclose /services /works questionnaire

Proof] offered? Below ]

Questionnaire to bidding foreign suppliers

Is the entity a resident of the republic of south africa (RSA)? yes NO

Does the entity have a branch in the RSA? yes NO

Does the entity have a permanent establishment in the RSA? yes NO

Does the entity have any source of income in the RSA? yes NO

Is the entity liable in the RSA for any form of taxation? Yes NO

If the answer is “NO” to all of the above, then IT is not a requirement to register for a tax compliance status system pin code

From the south african revenue service (SARS) and if not register as per 2.3 Below.

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Part b

Terms and conditions for bidding

1. Bid submission:

1.1. Bids must be delivered by the stipulated time to the correct address. Late bids will not

Be accepted for consideration.

1.2. All bids must be submitted on the official forms provided – (not to be re-typed) or in the

Manner prescribed in the bid document.

1.3. This bid is subject to the preferential procurement policy framework act, 2000 and the

Preferential procurement regulations, 2022, the nec contract (nec) and, if applicable,

Any other special conditions of contract.

1.4. The successful bidder will be required to fill in and sign a written contract form .

2. Tax compliance requirements

2.1 Bidders must ensure compliance with their tax obligations.

2.2 B