Integrated facilities management services for prestige facilities (36-month contract, buffalo city)

SCM enquiries: [email protected]. Technical enquiries: Mr N Bholi, email [email protected], cell 082 455 8834. Employer's agent (for tender data purposes): Norman Bholi, Department of Public Works & Infrastructure, Independence Avenue, Qhasana Building, Bhisho, 5605, tel 082 455 8834, email [email protected]. Complaints, fraud and tender abuse hotline: 0800 701 701.

Submission method: sealed envelope deposited in the bid box at the Department of Public Works & Infrastructure, Front corner of Qhasana Building on the way to CIDB Offices labelled "TENDERS", Bhisho. Envelope must be clearly marked with the bid number SCMU5-26/27-0048 and the full bid description. Closing time: 11:00am on 01 October 2026. Late, telegraphic, telephonic, telex, facsimile, e-mail, incomplete, unsigned, or electronically submitted bids will not be accepted. Courier deliveries must be placed in the bid box by the courier before closing time; the department accepts no responsibility for misdelivery. Tenderers must be registered on the National Treasury Central Supplier Database (CSD) and submit proof of registration with the bid. Returnable documents (all must be completed, signed and submitted): SBD 1 (Invitation to Bid – Parts A and B), Compulsory Enterprise Questionnaire, SBD 4 (Bidder's Disclosure), SBD 6.1 (Preference Points Claim), Proof of CSD registration, POPIA Consent, Resolution for Signatory (or Certificate of Authority for Joint Ventures), Schedule of Proposed Subcontractors, Capacity of the Bidder, Relevant Facilities Management Services Experience (completed and current), Other Offers Pending, Litigation History, Facilities Management Service Reference Forms (1–3), Baseline Risk Assessment, and the Pricing Schedule / Bills of Quantities. All forms and annexures must be signed; any unsigned or omitted returnable document disqualifies the bid.

Three-phase evaluation. Phase 1: Compliance and responsiveness to bid rules and conditions. Phase 2: Functionality (pre-qualification) – minimum 70/100 points required to proceed. Functionality criteria and weights: Bidder's (Company's) experience – 20 points; Project delivery team – 20 points; Methodology (Project Plan, Integration Plan to DPWI Support function, Transitional Plan) – 20 points; Skills Development and Skills Transfer – 15 points; Proof of Company Accreditation or Registration with the South African Facilities Management Association (SAFMA) – 15 points; Bank rating – 10 points. Phase 3: Price and Specific Goals under PPPFA 80/20 – Price 80 points, Specific Goals 20 points, total 100 points. Tender validity period: 120 days from closing date.

Scope: Integrated facilities management services for prestige facilities in the Buffalo City area – 66 residential houses, 1 apartment, and 4 support office buildings with associated services. Contract period: 36 months. Services include: Preventative maintenance (monthly and periodic) covering facilities management, building services (cleaning windows/doors/louvres/shopfronts, HVAC, lifts, fire detection/suppression/equipment, electrical service/distribution, external lighting, auxiliary/standby power, plumbing/drainage, handyman services), grounds maintenance (horticulture/landscaping), swimming pool maintenance, cleaning and hygiene (patrol and routine cleaning), waste management (dry waste), environmental management; periodic preventative maintenance (facade/gutter/roof/signage cleaning, domestic air-conditioning/bathroom extractors, firefighting/protection, fire hydrants, bin cleaning, pest control). Corrective maintenance (priced via Bills of Quantities) covering builders work (alterations, masonry, waterproofing, roof coverings/cladding, carpentry/joinery, ceilings/partitions/access, floor/wall coverings, ironmongery, structural steelwork, metalwork, plastering, tiling, plumbing/drainage, glazing, paintwork, paperhanging), external works (earthworks, plastering, paintwork, fencing), electrical works (installations, standby power), fire (firefighting equipment, fire detection), mechanical works (air conditioning, fans/ducting). Additional services: call centre/complaint logging via existing DPWI Call Centre; health & safety (priced per Specification SI); HIV/AIDS awareness (priced per Specification SO); garden and pool maintenance; pest control (preventative/reactive fumigation, quarterly schedule, Department of Agriculture authorised products); porter services (movement of goods/equipment, offloading, storing, distribution); maintenance and repairs (day-to-day minor works per DPWI guidelines, no highly technical/specialised work – term contractors engaged via job card system; warranty/guarantee facilitation; lock replacement with security management; third-party quotations as pass-through costs with fixed management fee percentage; specific electrical, mechanical, plumbing, building, generator refuelling tasks listed). Equipment, materials and consumables: supplied, installed, maintained and removed by service provider at own cost; all equipment kept functional, safe and compliant; DPWI provides storage at provider's risk. Uniforms with company and personal identification mandatory; PPE at provider's cost. Occupational Health and Safety Act compliance required. Labour relations compliance; disputes are provider's responsibility. Damage/theft by employees indemnified by provider. Damage to DPWI property rectified by provider or recovered. Access during normal office hours per DPWI procedures; night/weekend work only for pre-arranged deep cleaning. Service delivery reporting: 7-day notice for pest control, detailed monthly report of all services rendered. Matrix of Services, Asset Register, and Property/Building Information spreadsheet form part of the scope.

Pricing format: Bills of Quantities / Schedule of Rates for preventative maintenance (monthly and periodic) and corrective maintenance (builders work, external works, electrical, fire, mechanical). Rates in Rands, fixed for contract duration, inclusive of all duties, taxes and levies except VAT; VAT shown separately. Non-VAT vendors whose annual turnover would exceed R1 million must include VAT in prices and register as VAT vendors within 21 days of award. Contractual price adjustments: proposals based on current Rate of Exchange (ROE); negotiations with awarded bidder to align pricing with exchange rate at time of award. Payment per General Conditions of Contract (GCC 2025). No tender security required (N/A). Tender validity 120 days. Penalty provisions: successful bidder withdrawing, failing/refusing to fulfil contract, or failing/refusing to sign agreement/provide surety liable for re-advertisement costs and price difference. Supplier due diligence may be conducted before award or during contract. All preparation costs borne by bidder.

Mandatory: registration on National Treasury Central Supplier Database (CSD) with proof submitted; tax matters in order (verified via CSD); valid B-BBEE certificate or sworn affidavit for Specific Goals points; attendance at compulsory site briefing and signature on attendance register; minimum functionality score of 70/100; authorised signatory (board resolution unless sole director/member); security screening/vetting of successful bidder. Professional registration: proof of accreditation or registration with the South African Facilities Management Association (SAFMA) required (15 functionality points). CIDB grading not specified. Local content: not specified. Standard forms to be completed and signed: SBD 1 (Parts A & B), SBD 4, SBD 6.1, Compulsory Enterprise Questionnaire, POPIA Consent, Resolution for Signatory / Certificate of Authority for Joint Ventures, Schedule of Proposed Subcontractors, Capacity of the Bidder, Experience schedules (completed/current), Other Offers Pending, Litigation History, Reference Forms (1–3), Baseline Risk Assessment, Pricing Schedule/BoQ.